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Staff Workload Dashboard

The Staff Workload Dashboard provides a variety of metrics for leaders to assess comparative workloads of their staff. The dashboard currently provides metrics for fund manager workloads, but will encompass other staff types in the future.

The Staff Workload Dashboard is available from the Business Analytics Hub (bah.ucsd.edu) under the Leadership (Restricted) tab.

Report Demo

You can find the Staff Workload Dashboard Demo on the UCSD Budget & Finance YouTube channel, BI & Financial Reporting playlist.

Access

At the time of report release, access was provisioned to all users assigned as MSO/CAO/DBO to a project or award in Oracle.  Staff who have responsibility for managing fund manager workloads and do not currently have access should submit a ticket indicating why access is needed and attaching approval of the MSO or other departmental leader. Access failure appears as error "Unable to load requested view. Displaying home view instead."

  1. Navigate to bah.ucsd.edu.

  2. Select Budget & Finance

  3. If using the List View, look for Staff Workload Dashboard in the list or use the search bar at the top right and click the dashboard name  

    • If using the Card View, click the Leadership (Restricted) tab and click Launch on the Staff Workload Dashboard tile 

  4. Use your Active Directory credentials to sign in, if prompted.

Navigation

  • Use these parameters to filter for the data you want to view.
  • Time period prompt: you can select up to 3 years simultaneously to run the report. If you select more than 3, the report will not display correctly.
  • Financial Unit prompt: Select one or more Project Organizations.
    • The report will identify all Kuali proposals where the COA Financial Unit matches the selected organization code and all Oracle projects with the selected Project Organization. As a result, the list of fund managers on the report may include individuals who have left the department but are still identified with Kuali proposals or Oracle projects in the organization, or individuals such as faculty or scientists who created a proposal in Kuali.
    • To select which fund managers to display on the report, click the Reprompt button after selecting one or more Project Organizations to generate a list of Fund Managers to choose from.  If you wish to display all fund managers, this step is not necessary. 

 

prompts - staff workload dashboard

Fund Manager Workload

Summary

  • The Fund Manager Workload page gives departmental managers such as MSOs the ability to see a variety of metrics to assess workload for each of their fund managers. 
  • Workload metrics can be viewed for a given year, and up to three years simultaneously. Therefore, the manager can assess how workloads have changed over time as well as compare workloads between staff members, and make workload management decisions for the future based on that information.
  • It can also be used to determine whether current staffing is sufficient to support the department’s activity.
  • Multiple metrics on this report use the Project Fund Manager field in Oracle to identify projects the named fund manager is responsible for. Therefore, the accuracy of the report is dependent on the accuracy of fund manager personnel assignments in Oracle.  Use the Award Project Task Personnel Report, found on the Project Information Lookup Panorama, to review personnel role assignments, and use PADUA 2.0 to change role assignments.

Business Scenarios

This report answers the following questions:

  • How has the workload for each Fund Manager changed over time?
  • What does the workload of each of the Fund Project Managers look like and how do they compare to each other?
  • Are payroll titles appropriate for each member given their current workload and job performance?

Report views

  • Results display in one tab.
  • All data in staff workload dashboard is sourced from UC Path, Oracle, and Kuali.

report SWD

 

Definitions of fields

Here are definitions for each of the fields you can find in the report:

Field Definition Data source
Current payroll title The fund manager’s current position in UC Path UC Path
Number of employees supervised Count of unique employees who directly report to the fund manager and are paid on projects within the selected project organization. UC Path
Number of project managers

Count of unique project managers on projects assigned to the fund manager

UC Path
Number of personnel Count of unique employees paid on  projects assigned to the fund manager UC Path
Faculty with MCOP Count of unique employees who have earnings type code of HSP or NNC and are paid on projects assigned to the fund manager UC Path
Number of proposals created Count of unique proposal numbers created by the fund manager and where the COA Financial Unit matches the selected financial unit code. Proposals where the proposal organization was entered as the legacy organization code or the UCPath department code are not included. Kuali
Number of proposal agencies

Count of unique sponsor major agencies on proposals created by the fund manager

Kuali
Number of awards with activity Count of unique award numbers associated with projects managed by the fund manager that had transaction activity during the designated fiscal year Oracle
Number of subawards Count of unique subaward numbers on transactions on projects managed by the fund manager Oracle
Awards with cost share Count of unique award numbers associated with projects managed by the fund manager where the award has an internal funding source. Oracle
Multi-PI awards Count of unique award numbers associated with projects managed by the fund manager where award has more than one project manager. Oracle
Award direct amount The direct cost portion of the budget amount for all projects managed by the fund manager that had transaction activity during the given fiscal year Oracle
Award total amount The total budget amount for all projects managed by the fund manager that had transaction activity during the given fiscal year Oracle

Sponsored direct expenditures
Direct cost amount on all sponsored projects managed by the fund manager Oracle
Sponsored total expenditures The total cost amount on all sponsored projects managed by the fund manager Oracle
Sponsored non-payroll transaction count Count of unique transaction numbers on all sponsored projects managed by the fund manager, excluding transactions with 'UCSD UC PATH' as the expenditure source Oracle
Sponsored requisitions approved Count of unique PO numbers on transactions for all sponsored projects managed by the fund manager where the PO requisition approver is the fund manager Oracle
Number of non-sponsored projects Count of unique project numbers for all non-sponsored projects managed by the fund manager Oracle
Non-sponsored expenditures The total cost of transactions on all non-sponsored projects managed by the fund manager Oracle
Non-sponsored non-payroll transaction count Count of unique transaction numbers on all non-sponsored projects managed by the fund manager, excluding transactions with 'UCSD UC PATH' as the expenditure source Oracle
Non-sponsored requisitions approved Count of unique PO numbers on transactions for all non-sponsored projects managed by the fund manager where the PO requisition approver is the fund manager Oracle
Concur invoice count Count of unique invoice numbers that start with 'TE' posted on all projects managed by the fund manager Oracle

Release Notes

Date Release Notes
11/28/2023 Budget & Finance Weekly Digest

The Staff Workload Dashboard is now available on bah.ucsd.edu. This dashboard provides a variety of metrics for leaders to assess comparative workloads of their staff. The dashboard currently provides metrics for fund manager workloads, but will encompass other staff types in the future. 

This dashboard answers questions like: ''How much workload has each of the Fund Managers had for a specific time period?'', ''What does the workload of each of the Fund Project Managers look like and how do they compare to each other?'', ''Are payroll titles appropriate for each member given their current workload and job performance?''

More information about this release can be found in this dedicated email that was sent on December 5, 2023.