FWL Contract Generation (Batch)

Purpose: Use this document as a reference for how to use or add a Run Control to schedule the Faculty Workload Contract Generation Process. Executing the FWL Contract Process via the Process Scheduler (batch) generates the online (electronic) Contract, also referred to as an Appointment Letter at some colleges.  The online Contract is accessible via a link on the Maintain Faculty Workload page. After a contract has gone through the approval process, it is ultimately visible to the instructor in their Faculty Center.

Audience: Class Scheduling Staff, HR\Payroll Staff

Navigation:  Main Menu → Curriculum Management → CTC Custom → Faculty Workload → Faculty Workload Processing → FWL Contract Generation

Alert: Scheduling the FWL Contract Generation process requires the Empl ID of the Instructor. The Empl ID Look Up does not provide a name search feature. You MUST know the Empl ID of the instructor BEFORE attempting to enter this in the scheduling parameters!

Generating All Contracts

  1. Navigate the FWL Contract Generation process.
  2. Enter an existing Run Control ID and click Search, or add a new one on the Add a New Value tab and click Add.
Find an Existing Value or Add a New Value tab

Tip: A Run Control ID is used to allow saving of scheduling parameters for a specific process for later re-use. An ID can be used again with the same parameters or edited to change parameters. It is saved automatically when the Run button is clicked. Run Control IDs are user specific, which means:

  • It is named by the user.
  • Can only be seen by that user.
  • Follows the user wherever they login from, regardless of browser or computer.
  1. On the Contract-Generation Parameters page, enter the following:
    • Academic Institution: Enter the institution, or use the Look  Up.
    • Term: Enter V or use the Look  Up
    • Empl ID: Enter the instructor's Empl ID.  (The Look Up will not help.)
    • All Contracts Check Box: The box is checked automatically.  Leave it checked to generate all contracts for the Empl IDs listed.
Contract Generation Parameters

Warning: If you leave the Empl ID blank you will be launching the process to generate a contract for ALL Empl IDs in the system for which a Pay Line record exists.  NOT RECOMMENDED unless the scheduler is assured that no contracts are 'part-way' through the calculation/validation process.

Generating a Single Contract

  1. Navigate the FWL Contract Generation process.
  2. Enter an existing Run Control ID and click Search, or add a new one on the Add a New Value tab and click Add.
  3. On the Contract-Generation Parameters page, enter the following:
    • Academic Institution: Enter the institution, or use the Look  Up.
    • Term: Enter V or use the Look  Up
    • Empl ID: Enter the instructor's Empl ID.  (The Look Up will not help.)
    • All Contracts Check Box: The box is checked automatically.  Uncheck to open the Contract Type section.  Enter a specific Contract Type code (or multiple codes using the Plus (+) symbol) to generate specific contracts for the Empl IDs listed.
Contract Generation Parameters

Understanding the FWL Contract Generation Log Files

  1. After the process has been launched it can be monitored by following the Process Monitor link.
  2. When the Run Status displays Success and the Distribution Status displays Posted you can following the Details link to access the log files.  If your process runs to No Success, file an ERP Support ticket for assistance
  3. In the Process Detail window, in the Actions section (lower right) click the View Log/Trace link.
FWL Contract Generation Process Monitor link
Process List tab
Process Detail
View Log Trace
  1. The log file is divided into 4 sections:
    • Section 1: Displays the process instance, name and run date/time.
    • Section 2: Displays the scheduling parameters.
    • Section 3: Displays Empl ID, Contract Type, Status (Generated, Regenerated, Not Generated) and a Comment if not generated explaining why.
    • Section 4: Displays summary (count) of the contracts Generated and Regenerated.
Process Interface Log

Note: Contracts will not generate if the total pay is $0.  This includes FTE% Only contracts and exclusion contracts.