9.2 FWL Department Term Summary

Purpose: Use this document as a reference for how to use the Department Term Summary page generates a list of all faculty active contracts, with the FTE% for a single term or range of terms, by a single or multiple HR Departments.

Audience: Class Scheduling Staff, Deans & Division Administrators, HR\Payroll Staff.

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

  • ZD FWL View Cnt Calc
  • 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.

After instructor pay has been calculated and the contract(s) generated the Department Term Summary page can be used to pull lists of all faculty contracts for a single department, all departments in a division, or all departments at an institution. Each contract, with the total FTE% value of the contract is displayed in the result.  The list can be exported into an Excel spreadsheet.

FWL Department Term Summary

Navigation:  NavBar > Navigator > Curriculum Management > CTC Custom > Faculty Workload > Faculty Workload Transaction > Department Term Summary

Single Department/Single Term
  1. The Department Term Summary search page displays.
  2. Enter the Search Criteria:
    • Institution: Enter the institution (e.g. WA171), or use the look up.
    • HCM Department: Enter the HR Department value (e.g. 98718), or use the look up. HR Department values are tied to the employee’s job data record, as seen in the Position/Job Summary section in Maintain Faculty Workload.
    • Term From: Enter the term.
    • Term To: Enter the same term as entered above.
  3. Select Search.
  4. Search Results display.  The results returned will be sorted in order by Department, Empl ID and Term.
  5. Search criteria can be changed, (different departments, different terms) and changes will be reflected in the search results once the Search button is selected.
Department Term summary single department and term
  1. The process to search for a single department and term is now complete.
Multiple Departments / Multiple Terms
  1. From the Department Term Summary search section, enter the Search Criteria:
    • Institution: Enter the institution (e.g. WA171), or use the look up.
    • HCM Department: Enter the HR Department value (e.g. 98718), or use the look up. Select the plus (+) symbol to add additional rows (e.g. 98720).  HR Department values are tied to the employee’s job data record, as seen in the Position/Job Summary section in Maintain Faculty Workload.
    • Term From: Enter earliest term in the range (e.g. 2157) or use Look Up.
    • Term To: Enter the latest term in the range (e.g. 2163) or use Look Up.
  2. Select Search.
enter multiple HCM Departments lookup pagelet

Note: Entering some search criteria in the Look Up window and selecting the Look Up button will narrow down the list of items to pick from.  All departments, both Finance specific and HCM specific will appear in the Look Up window.  

  1. After selecting Search, the results returned will be sorted in order by Department, Empl ID and Term.
  2. Search criteria can be changed, (different departments, different terms) and changes will be reflected in the search results once the Search button is selected.
multiple department and term results
  1. The process to search on multiple departments and terms is now complete.
Export Search Results to Excel - Optional
  1. To download the search results and open in Excel, select the Grid Action Menu icon, circled in red above.
  2. Choose option Download to Excel.
  3. Navigate past any pop-up blockers if applicable.
  4. A message appears asking what you want to do with the ps.xls file.  Select Open.  You may have different views/options depending on your browser.
select open button
  1. The system will open Excel and a Microsoft Excel message window will appear asking you to verify that the file is not corrupted and is from a trusted source.  
  2. Select the Yes button.
select yes to open file

Note: PeopleSoft will support a user having multiple Excel export records open.  The first will be named ps.xls, and each subsequent export file will increment up in number.

  1. Selecting 'yes' will open the search results in Excel where it can be reformatted and saved to your local drive using whatever naming convention is desired.
downloaded excel file
Personalize the Search Results Display
  1. For users who prefer to have their Search Results display in a different column order or sort order, using the 'Personalize' option will provide tailored output.  Personalized output will retain its formatting when exported to Excel.
  2. Select the Grid Action Menu icon.
  3. Select Personalize.
Grid action menu icon personalize
  1. The Grid Customization pagelet displays.
  2. In the Personalize Column and Sort Order section there are two boxes.  The first box controls the Column Order.  
  3. Select a field in the Column Order box (e.g. Empl ID).
  4. Use the Up and Down arrows between the two boxes to move the field to up or down in the Search Results display.
  5. Select the Hidden check box if there is a field you do not want displayed in the Search Result.
  6. Selecting the Frozen check box will lock a field heading from allowing a re-sort when output is displayed.
sort column order
  1. Select a field in the Column Order box (e.g. Empl ID).
  2. Use the Right arrow to copy the field to the Sort Order box.
sort order added
  1. To select secondary sort order criteria, select another field in the Column Order box.
  2. Use the Right arrow to copy the next field to the Sort Order box.
  3. Use the Up and Down arrows to the right of the Sort Order box to change the primary and second fields used for sorting output in the Search Results display.
  4. Select the 'Descending' check box if there is a desire to sort the values in a particular field in descending rather than ascending order in the Search Result.
  5. Selecting the 'X' will remove a field from the Sort Order box.
  6. Select Preview to see a sample of how the new Search Result will display.
Added another item to sort order
  1. The Preview displays below the criteria.  Notice the column and sort order has updated.
  2. Make additional changes if needed.
  3. Select the OK button to apply updates.
select OK button for grid customization
  1. The updated view displays.
  2. The process to personalize the search results is now complete.
personalized updates display

Alert: If the instruct was calculated and paid under one Employee Record Number, then the contract was recalculated under a different Empl Rcd Nbr, then two rows for the same contract will display and the FTE% will be proportionally split.

  1. The FWL Department Term Summary review is now complete.
  2. End of procedure.

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