Processing Release Time Contracts - SPOKANE ONLY [PKG2]

Purpose: Use this updated document as a reference for calculating FTE and Pay for Full Time Faculty Release Time in ctcLink.

Audience:  Class Scheduling/HR Staff.

Release Time is processed using one of 3 Assignment Types on the Instructors Term Workload page.  Release Time applies to Full Time Faculty only.  These instructions assume that the instructor already has regular class load that has been calculated in FWL and that the instructor already has an established, active job and exists in the Instructor/Advisor Table.

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

  • <please see navigation roles in each section below>

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

Processing Release Time Contracts - SPOKANE ONLY [PKG2]

Reference Navigation

NavBar > Navigator > Curriculum Management > Instructor/Advisor Information > Instructor Term Workload

NavBar > Navigator > Curriculum Management > CTC Custom > Faculty Workload > Faculty Workload Processing > FWL Calculation Process

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

NavBar > Navigator > Curriculum Management > CTC Custom > Faculty Workload > Faculty Workload Processing > FWL Contract Generation

Overview

Release Time can either be paid, or be added to track which portion of their Full Time load is attributable to Release Time.  

Paid Release Time is calculated using two Assignment Types, which are associated with the Release Time Paid [RTP] Contract Type:

Assignment Type Short Description: RTP [ML1]     Assignment Type Long Description: Release Moonlight 1    Assignment Type Code: RP1
Assignment Type Short Description: RTP [ML2]    Assignment Type Long Description: Release Moonlight 2     Assignment Type Code: RP2    

Note: RP1 and RP2 both behave the same, use RP1 first, and RP2 if there is more than one release time activity for that term that would be calculated separately.

FT Regular Load Release Time is calculated using one Assignment Type, which are associated with the Release Time FTE Only [RTO] Contract Type:

Assignment Type Short Description: RTO [FTE]     Assignment Type Long Description: Release FT Load     Assignment Type Code: RTO

The formula behind the Release Time calculation takes the hours entered in the Workload field on the Instructor Term Workload page and divides them by the Full-Time Base for Workload Category A (165 hours).  For example, 55 hours divided by 165 hours = 33.333% FTE.

Paid release time uses the FTE% value and multiplies it by the Term Max Load Rate associated with the assignment type.  

Both Paid and FT Load release time will have a start and end of the contract defaulted to the start and end of the term.  These dates can be overridden on the FWL Grid if needed, but would require recalculation to take effect.

Checklist Steps (Spokane)

  1. Add Release Time Assignment Type to Instructor Term Workload.
    • Select plus (+) symbol to add a blank row in the correct term on the Instructor Term Workload page for the instructor.
    • Add Description of Release Time.
    • Select Assignment Type: RTO [FTE] (if no pay), RTP [ML1] or RTP [ML2] (if paid).
    • Enter total hours to calculate appropriate FTE %, (e.g. 55.00 hours for 33.333% FTE)  .
      • MUST enter in correct format "hh.00" with decimal and two trailing zeros.
  2. Select SAVE button.
  3. If first time calculating instructor, run FWL Calculation Process to Load the FWL Grid with Release Time row(s).
  4. If previously calculated, run Recalc All on Maintain Faculty Workload HCM Data page.
  5. Update FWL Grid-Tab 3 for Start/End Date of Release Time.
  6. Update FWL Grid- Tab 4 with number of Contracted Hours to generate the correct FTE % (see table).
  7. Process a FWL Recalculation.
  8. Review and confirm Calculation Results tab.
  9. If payable Release Time: Update Earn Code and Combo Code on Pay Line.
  10. If payable Release Time: Run FWL Contract Generation.
  11. If payable Release Time: Update Notes/Comments tab with HCM for HR review.
  12. If payable Release Time: Ensure Dean/Administrator approves the contract.
  13. If payable Release Time: Ensure instructor has gone into Faculty Center and signed the contract.

Term Workload

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

  • ZC CM Instructor Advisor
  • ZD CM Instructor Advisor
  • ZD FWL View Cnt Calc
  • ZZ CM Instructor Advisor
  • ZZ CM Local Configuration
  • ZZ FWL Contract Calc

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

Navigation:  NavBar > Navigator > Curriculum Management > Instructor/Advisor Information > Instructor Term Workload

  1. The Term Workload search page displays.
  2. Enter the EMPL ID of the instructor.
  3. Enter the Academic Institution or use the lookup tool to find.
  4. Name:  If Empl ID unknown, enter at least the first character of the Last Name.
  5. Select the Search button.
  6. The Search Results display.
  7. Select the applicable value.
Term workload search page
  1. The Term Workload page displays.
  2. The page appears with the latest active Term displayed.  If this is not the Term needed, search for the correct Term page by selecting the Find link, and in the pop-up window enter the Term value, (e.g. 2191) or select the <> arrows to the appropriate term, (e.g. 2191).
  3. Once in the correct Term, select the Add a Row (+) button to add an additional Workload Assignment. If adding only one Release Time, then only 1 row is needed.  If adding multiple rows of Release Time (payable and FTE only), then select the Add a Row (+) button to add two or three additional Workload Assignments.
term workload page
  1. The new open row displays.
  2. Enter a Description of the release time work that will appear on the FWL Grid.
  3. Select the drop-down arrow and select the appropriate Assignment Type for Release Time:
    1. RTO [FTE] for FT Regular Load Release Time
    2. RTP [ML1] for Paid Release Time, first assignment.
    3. RTP [ML2] for additional Paid Release Time, second assignment.
  4. Enter the total hours in the Work Load field for the term to achieve the desired FTE% (e.g. 33.00 for 20.000% FTE).
new row created on term workload page
  1. Select the Job Code tab.
  2. The Job code tab displays.
  3. Select the Empl Record Number lookup.
  4. The Look Up Empl Rcd# pagelet displays.
  5. Select the correct job record.
job code tab on term workload page
  1. The Term Workload page updates with the selected Empl Rcd# values.
  2. Select the Save button.
Employee record numbers
  1. Next we can navigate to the Maintain Faculty Workload page for that instructor and term to perform a Recalc All, or recalculate the record in batch using the FWL Calculation Process.
  2. Navigate to the FWL Calculation Process.

FWL Calculation Process

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

  • ZZ FWL Contract Calc

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

Navigation:  NavBar > Navigator > Curriculum Management > CTC Custom > Faculty Workload > Faculty Workload Processing > FWL Calculation Process

  1. The FWL Calculation Process search page displays.
  2. With the changes for FWL Pkg. #2, a new run control must be added.  Select the Add a New Value tab by entering the Run Control ID in the open text box; for example, FWL2
  3. Select Add.
Find an Existing Value
  1. The FWL Calculation Parameters page displays.  Enter the following:
    1. Academic Institution: Enter or use the lookup.
    2. Term: Enter or use the lookup.
    3. HR Department: (Optional)
    4. Empl ID: Enter the Empl ID for the instructor(s) to be recalculated. Each division initialized their own instructors, therefore it is NOT recommended to leave this field blank or risk recalculating all instructors assigned to classes at the institution. Use the plus (+) symbol to add a new row for each additional Empl ID.
    5. Recalc for Changes: Check the box to recalculate if a record already exists in FWL.
  2. Select the Run button.
FWL Calculation process page recalc for charges checkbox

Note: Instructors missing their Instructor/Advisor Table will error when entering their Empl ID.

  1. The Process Scheduler Request page displays.
  2. Select OK.
  3. Selecting OK will launch the batch process and return to the scheduling parameters page.
process scheduler request page
  1. The FWL Calculation Process page displays.
  2. Select the Process Monitor link to view the status of the batch process and see the log file generated when the process completes.
note the process instance number on FWL calculation process page
  1. The Process Monitor page displays.
  2. The Run Status will progress from Queued -> Initialized -> Processing to either Success or No Success.  With a Run Status of Success or No Success the Details link will provide access to batch process log files when the Distribution Status changes to Posted.
  3. Select the Details link to view the log files.
process monitor page
  1. The Process Detail page displays.
  2. Select the View Log/Trace link in the Actions section at the bottom of the page.
process detail page
  1. The View Log/Trace page displays.
  2. Select the FWL_Initial_Calculation_Process link.
view log/trace page
  1. The Empl IDs entered in the scheduling parameters will be displayed in the Process/Interface Log.  If there were errors in attempting to calculate, the Empl ID will appear in the Calculation Error Log below the scheduling parameters.  If the initialization was successful the Empl ID, Assignment Type and Contract Type will appear for each successfully initialized FWL Grid record.
process / interface log page
  1. When finished reviewing the log file simply close the tab or window in your browser that contains the log file display to return to the View Log/Trace page.
  2. Select the Return button at the bottom of the page to return to the Process Detail page.
View Log Trace
  1. The Process Detail page displays.
  2. Select the OK button and continue to close any open processes until you are back on the Maintain Faculty Workload page.
Process Detail

Maintain Faculty Workload

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.

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

  1. The Maintain Faculty Workload search page displays.
  2. Enter applicable Search Criteria.
  3. To update the FWL Grid page, make sure to check the Correct History box on the Search page.
  4. Select the Search button.
  5. The Maintain Faculty Workload page displays.
  6. Select the FWL Grid tab.
  7. The FWL Grid page displays.

If 2 rows were added to the Instructor Term Workload page, then 2 new rows will be added to the FWL Grid page.  The class numbers are 5 digits starting with 99999 and incrementing down (99998, 99997, etc.).  

Nothing will update to the Pay Line until the FWL Grid is updated with contract begin/end and hours. Note which row is associated to which Assignment Type on the Second Tab. Also, the Term Max Load Rate on the Fourth Tab for the Full Time load will be $0.

first tab on FWL Grid page
  1. Select the Third Tab.
  2. The Third Tab displays.
  3. Update the Start Date and End Date.
  4. Override check-boxes and enter the appropriate dates, making sure that the Correct History is turned on.
FWL Grid Details
  1. Select the Fourth Tab.
  2. The Fourth Tab displays.
  3. Note the Contract Hours that were loaded from the Workload Hours entered on the Instructor Term Workload page. This is the total number of hours associated with this contract for the term.  Use the table at the end of this document to determine the correct number of hours to equate to the desired FTE%.
fwl calculations results tab
  1. View the FWL Calculation Results tab to view the contract calculation results.
  2. Review the CS to HCM Pay Line on the HCM Data Page tab to confirm the accuracy of the draft Pay Line.
HCM Data Page - first tab results
  1. Ensure that the Earn Code and Combo Code on the Second tab reflect the Moonlight (MLC) Assignment Type BEFORE generating the electronic contract for HR and Dean/Administrator approval.
second tab account code
  1. Once the draft Pay Line is accurate and has the correct Earn Code and Combo Code, the electronic contract can be generated.
  2. Navigate to the FWL Contract Generation process

FWL Contract Generation

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

  • ZZ FWL Contract Gen

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

Navigation:  NavBar > Navigator > Curriculum Management > CTC Custom > Faculty Workload > Faculty Workload Processing > FWL Contract Generation

  1. The FWL Contract-Generation run control search page displays.
  2. Select the Add a New Value tab.
  3. Enter a NEW Run Control (e.g. FWL2 contract).
  4. Select the Add button.
  5. The FWL Contract-Generation page displays.  Enter the following:
    • Academic Institution: Enter or use the lookup.
    • Term: Enter or use the lookup.
    • Empl ID: Enter the Empl ID for the instructor(s) to be recalculated.
    • Uncheck the All Contracts check box.
    • Contract Type: (optional) Leave blank, enter Contract Type or use the lookup.
  6. Select the Save button.
  7. Select Run.
FWL contract generation page
  1. The Process Scheduler Request page displays.
  2. Select OK.
process scheduler request page
  1. The FWL Contract-Generation page displays.  
  2. Select the Process Monitor link.
process monitor link on FWL contract generation page
  1. The Process Monitor page displays.
  2. Monitor process run status and when complete, select the Details link.
process monitor page select details link
  1. The Process Detail page displays.
  2. Select the View Log/Trace link.
process detail page select view log/trace link
  1. The View Log/Trace page displays.
  2. Select the applicable file from the File List.
view log/trace page
  1. The Process / Interface log displays.  
  2. Review the results.
process / interface log page
  1. Navigate back to the Maintain Faculty Workload page and view the electronic Contract.
  2. To review the electronic Contract, in the Contract Data Info section, select the View Contract link.
select view contract link in HCM Data contract info section
  1. The Contract Information page displays.
  2. Once in the contract, you may decide to add commentary to the contract highlighting which portion of the contract is payable and which portion is part of their regular load.
  3. Enter the desired commentary in the Comment box.
contract information comment section

Note: If commentary language is added, select the SAVE button at the bottom of the page, if not, simply select the SUBMIT button to send HR notification of the contract readiness for review, then select return to the Maintain Faculty Workload page.

acceptance of employment section save and submit
  1. HR will receive a notification to review and approve the electronic Contract. Once approved, the Dean/Administrator associated as the Supervisor on the job record will be notified of the readiness for the next step of approval. HR will need to Approve the contract by navigating to the link in the notification email.  This link is different than Maintain Faculty Workload page. Once a contract is submitted for approval the APPROVE button on the view contract page in Maintain Faculty Workload will not be accessible.
Approve button
  1. After the Dean/Administrator approves, the instructor must sign the electronic Contract by entering their initials.

FTE% to Hours Table

FTE % to Hours table

Note: If you don’t see your desired FTE% above, simply multiply 165 by the desired FTE% to get the necessary hours.  For example 165 x .05 (5%) = 8.25 hours.

Background Formula

In order to understand the formula behind the Release Time contracts, the screen shot below details the calculation that occurs.  The college enters the Contracted Hours in the FWL Grid, which is divided by the FT Base (165) to generate the FTE % that displays on the contract, Pay Line and is pushed to HCM.  The display FTE% has 3 decimal places.  For the calculation of pay a second, 6 decimal percentage value is also generated.  This ensures that when multiplying the FTE% against the Term Max Load Rate that no pennies are lost due to rounding, resulting in a more accurate Total Pay for Term.  This Total Pay for Term is then divided by the number of payments to generate the amount to be paid per pay date on the Pay Line. The number of payments are determined by the begin and end date entered on the FWL Grid.

Employee Classification
  1. Process complete.

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