9.2 Recalculate Using Maintain Faculty Workload (Online)

Purpose: Use this document as a reference for how to Recalculate Faculty Workload online Using Maintain Faculty Workload in ctcLink.

While the the initial calculation for a first time instructor must be done via the FWL Calculation Process (batch), subsequent recalculations can be performed online for an individual instructor within the Maintain Faculty Workload component, on the HCM Data page. 

Audience: Class Scheduling Staff, HR\Payroll Staff.

You must have at least one of these local college managed security roles:

  • ZD FWL View Cnt Calc
  • ZZ FWL Contract Approve
  • ZZ FWL Contract Calc
  • ZZ FWL Contract Gen
  • ZZ FWL Contract Submit
  • ZZ FWL Pay Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Note: FWL Calculation can only occur after the instructor has been added to the Instructor/Advisor Table and the instructor has been assigned to a class or had a non-instructional assignment added. The following Quick Reference Guides are designed to assist with those processes:

Navigation:  NavBar > Navigator > Curriculum Management >  CTC Custom > Faculty Workload > Faculty Workload Transaction > Maintain Faculty Workload

  1. The Maintain Faculty Workload search page displays.  
  2. Search for an existing instructor:
    • Empl ID: Enter the ID of the Instructor or use the lookup.
    • Academic Institution: Enter or use the lookup.
    • Term: Enter or use the lookup.
    • Last Name: Enter the instructor's last name or first character(s) of the last name.
    • First Name: Enter the instructor's first name or first character(s) of the first name.
  3. Select Search. If only 1 record is selected the page will open.  
  4. If more than one record is found, all records that match the search criteria will be returned and selecting the desired record will open the page.
Maintain Faculty Workload search page
  1. The Maintain Faculty Workload page displays.
  2. On the HCM Data page tab, in the HCM Data Information section, two buttons will appear, 'Recalc All' and 'Recalc' with each button having a different function.
Maintain Faculty Workload page recalc buttons
Recalculation of All Contracts (Recalc All)

When an instructor is recalculated online using the Recalc All button, all Contract Types for the instructor will be picked up for recalculation. Any new, changed or deleted instructor assignments, either from Schedule of Class or non-instructional assignment in the Instructor Term Workload page will be processed.

  1. Select the Recalc All button.
  2. At the pop-up window prompt "Are you sure you want to Recalculate all the contracts?" Select Yes.
Are you sure message
  1. Wait for the page to refresh.  A successful calculation that results in pay will update the Effective Date and Effective Sequence number on the Pay Line, the FWL Grid and Calculation Results pages.
CS to HCM pay line effective date
FWL Grid tab
Calculations Results tab

Tip: Once the FWL Grid has been loaded upon calculation or recalculation, some additional maintenance of specific fields may be required, depending on the formulas configured, such as Student Census Enrolled value.  Once the additional information is added to the FWL Grid and saved, a second recalculation would be performed to finalize the contract data and ensure the payment amounts on the Pay Line are accurate. 

Generation of the online contract page is a separate batch process.

Recalculation of an Individual Contract Type
  1. On the HCM Data Page, in the HCM Data Contract Info section, Select the Recalc button associated with a specific contract.
recalc specific contract number
  1. A confirmation message displays.
  2. Select Yes.
select yes to confirm recalculate single contract
  1. The HCM Data page displays.
  2. Once the contract has been recalculated, the original Contract Number will be rescinded and the Recalc button will be grayed out and the Regenerate button on that contract row will be activated.
  3. The recalculation will refresh the page and update the Effective Date and Effective Sequence on the CS to HCM Pay Line, FWL Grid and Calculation Results.
Updated contract info
  1. The process to recalculate using the Maintain Faculty Workload page is now complete.
  2. End of procedure.


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