Split Assignment Loads

You can use the Assignment Manager page to split an assignment by assignment type and load type so that a single load type is divided into multiple assignment types with different associated general ledger (GL) codes.

Example Scenarios

Overload scenario - Split load and assignment type with different GL codes

A faculty member is teaching a course that is part onload and part overload. The onload part is funded by a specific GL code and the overload part is funded by a different GL code.

When the system splits the course load between onload and overload, the GL code can be updated from the onload GL.

Split a singular load type between different GL codes

A faculty member is teaching a course that is delivered with only one load type. However, 50% of the faculty member's salary for the course is covered by a grant and comes from another budget line. The load type (in this instance let's say lecture) needs to have its load split 50/50 and allow the Assignment Manager user to associate 50% of the load with the grant budget code and 50% of the load to the normal faculty budget load for that department.

In this scenario, there is no impact on the total load being calculated or validated. The Assignment Manager facilitates budget tracking.

Multiple departments/multiple faculty members supporting course delivery by load type split

A faculty member is delivering a course that has two load types in it (lecture and lab). The course is Chemistry I (CHM101). The lecture portion of the course is supported by the general sciences department fund while the lab portion of the course is supported by the experimental lab sciences department. The 45 hours of lecture are coded against the GL for the general sciences department while the 54 hours of lab are coded against the GL for the lab sciences department.

In this scenario, the Assignment Manager allows the reassigned by load type when the lecture and lab are delivered by 1 faculty member or split between several.

Prerequisites

You must have:

• Common - Processes - View authorization

• Faculty Workload - Processes - Assignment Manager - View and Manage authorization

The Advanced Feature flag for Enable Course Budgeting When Faculty Workload Management (FWM) is enabled in the Student Web App, staff members can select the Advanced Feature “Enable Course Budgeting”. This feature allows staff members to associate General Ledger (GL) codes with Faculty Workload Activity Types. The GL code mapping is implemented in the data tables related to Course Load Type Details, Class Load Type Details, Non-Teaching Type Details, and Non-Teaching Activities. Once the feature is enabled, it remains permanently enabled. must be set to Yes (refer to Advanced Features).

Before you can view or validate workloads for teaching activities, your Academic Records department must have scheduled classes. (Select the Class Scheduling tile.) When Faculty Workload Management validates loads, it automatically includes all the previously allocated loads for the faculty (associated with the other class sections) for which the load validation is performed.

Access Method

Select the Processes tile > locate Faculty Workload > select Assignment Manager.

Procedure to Split the Load Types

1. Select the record for a validated assignment with a Load Validation Status Indicates the load validation statuses. The options are Not Validated, Failed, and Passed. of Passed. If the Load Validation Status is Not Validated, the load cannot be split and the Split Assignment Loads option is not activated.

2. In the Load Actions drop-down, select Split Assignment Loads.  

   

   The system displays a pop-up with two grids labeled Assigned Value and Overload Value (if an overload exists). Both grids are expanded and show the following columns:

   Credit Account The account credited for the amount. Your institution configures the accounts. Debit Account The account debited for the amount. Your institution configures the accounts.

   Load Type Load types store the load information that you can then associate with work. For example, a load type specifies a unit of measure and whether you want the work included in load and pay tracking. Your institution configures load types. Note: Faculty Workload Management displays a blank value when the policy line belongs to the Parent (FTE). Value Displays calculated values from the load validation process.

   Select the expand icon () to view the child records in the Assigned Value and Overload Value grids.

   If the Pay Generation Status Indicates the status for the assignment pay generation based on all the earning lines. If your institution has not configured integration with an external payroll system, the Not-Generated status indicates the earning lines have not been generated; Generated status indicates the earning lines have been generated; Failed status indicates the earning lines were not generated due to incorrect configuration; Confirmed status indicates the earning lines have been confirmed and are ready to be exported; File Exported status indicates the earning lines have been generated and exported as Excel. If your institution has configured integration with an external payroll system, the Not-Generated status indicates the earning lines have not been generated; Generated status indicates the earning lines have been generated; Failed status indicates the earning lines were not generated due to incorrect configuration; Confirmed status indicates the earning lines have been confirmed and are ready to be exported; Exported status indicates the earning lines have been generated and exported; Exported Partially status indicates the earning lines have been generated and exported partially. is Not Generated, the Split Assignment Loads pop-up is editable. If it is in a status other than Not Generated, the pop-up is read-only.

3. Review the load validation details in the Assigned Loads pop-up.

   • If you want to split the load, proceed with step 4.

   • If you want to change the default GL codes, proceed with step 5.

   • If you want to edit the Value, proceed with step 6.

4. You can split the assignments by selecting the check box for a record and selecting the Split Load button in the grid toolbar.  

   

   After you have selected the Split Load button:  

   

   • The grid will display child records. The Debit and Credit Account columns in the child records are pre-populated with the default GL mapping. The Debit and Credit accounts of the parent row are blanked out.

     The number of child rows is based on the number of GL codes mapped in the configuration. For example, if 2 Debit and Credit Accounts are mapped for this assignment's campus, then 2 child rows are created.

   • You can add additional child rows by selecting the check box for the parent row and then selecting the Split Load button again.

     If you try to add a fourth row, a message indicates that the load type cannot be split further. For example, You cannot further split the load since this Load Type is associated with only 2 GL codes.

5. You can change the default GL codes in the Debit and Credit Account columns if the Pay Generation Status for the selected record is Not Generated. If the Pay Generation Status is Generated, the Debit and Credit Account columns are not editable.   

   

   The Debit and Credit Account drop-downs are populated with all the GL codes mapped to the respective Class Load Type or Non-Teaching Activity in:

   • Configuration (refer to GL Code Association for Non-Teaching Types, Non-Teaching Activities, Class Load Type Details, or Course Load Type Details)
     — OR —

   • Settings (refer to General Ledger Link)

   When multiple accounts are available, you can select different values from the Debit and Credit account combinations listed in the drop-downs.

   The drop-downs will list only GL codes associated with the campus where the class section is scheduled.

   If the Debit and Credit Accounts are not configured for the selected record, the following message is displayed: 
   You cannot modify GL code or split load because GL code association is not configured.

6. You can change the number in the Value column. By default it is blank. The Value column can be modified into any number, but the sum of the Load values of rows with the same split load type cannot exceed the original value.

7. To save your changes, select the Save button.

   When you select the Save button, if the sum of values in the totals of the split rows does not match the original value of the parent row, an alert icon is displayed against all the parent rows. A tool tip displays one of the following messages depending on the validation error:

   1. Total of the split load values does not equal 100%

   2. Same GL codes are linked to multiple split load types

   3. Split load type value must not be zero or empty

   4. Total of the split load values does not equal 100%, the same GL codes are linked to multiple split load types and the split load type value must not be zero or empty
      
      (This message is dynamic based on a combination of validation errors under a, b, and c.)

   If you corrected the values in the split loads, and saved the record, the alert icon will not be displayed when the record is opened again.

8. To delete a child record, select the Delete link in the Action column.

   If only one row remains after deleting all the other rows, the system will delete the last remaining split row and will display only the parent row with the default GL codes.

Procedure to Reset Assignment Statuses

After you have split assignment loads, you can use the Reset Assignment Statuses action to reset to default GL codes and remove any split rows for assignments with Passed Load validation status.

1. Select a record with Passed load validation status.

2. In the grid toolbar, select Assignment Actions > Reset Assignment Statuses.

3. A pop-up with the following message appears:

   For the selected assignments, the
   Load Validation status will reset to Not Validated,
   Pay Generation status will reset to Not Generated,
   Overall Status will reset to Draft;
   Assigned Load Values, Policy results, Earning Code, Rate association and the associated Earning lines will be cleared. Do you want to reset?

   Select Reset to proceed.

The system will apply the statuses listed in the message to the selected record. If the loads were split, they will be removed. If the default GL was changed, it will revert to the default.