Date: June 13, 2002 To: University Health Sciences Faculty From: A. Lorris Betz, M.D., Ph.D. Senior Vice President for Health Sciences Re: Faculty Administration System Just over a year ago we rolled out the Faculty Master System to faculty within the Health Sciences Center. Since that time we have also begun to use the data in public, web-based applications such as Find-a-Doctor and Faculty Finder. We are now ready to rollout the next component called the Faculty Administration System. This second system is fully integrated with Faculty Master and does not duplicate information. In fact, its design is to provide additional detail related to the basic data contained in the core system. The information is divided into six categories: Appointment The heart of the Faculty Administration System is the appointment tab which details faculty progression, including faculty appointments, reviews, and actions. The summary buttons on the right hand side are a quick way for faculty to see their promotion history, years in rank, and next review. By integrating all of the Mission-Based Management information systems, once we have compiled all of the components we will have the ability to generate an electronic CV. The following categories within the system are designed to be part of a curriculum vitae. Title This section includes official titles held, such as department chair or division chief. The titles can be either internal or external. Career The career tab is for employment experience prior to coming to the University of Utah. In addition to the institution, location, and time period, faculty can include a brief description of responsibilities if they choose, similar to the format many use on their current CV’s. Professional Organization Another important area of a CV is the faculty member’s professional organizations. To help facilitate entry of the professional societies, MBM has developed an entity list that you can search. You also have the ability to submit new organizations not already in the list. Personal The personal tab includes fields for spouse’s name, birthplace, emergency contact name, children’s names, and language skills. Spouse’s name and children’s names are included because some faculty choose to display them on their CV’s, but faculty should keep in mind that they are optional fields. I do ask you to complete birthplace, emergency contact, and language skills. The language skills section is particularly important so that we can ultimately enable patients to search for a provider who speaks a specific language. Leave A faculty member’s leave history is shown in this section. Sabbaticals, medical leave, and military leave are examples of time spent away from the institution. Over time, as faculty gain experience, they may choose not to include certain items, perhaps those early in their career. You will notice throughout the system a “CV flag” that allows you to mark “yes” or “no” as to whether you want the record included in a CV. The CV flag will enable you to have all your information in the system, but still customize what you want to display. Accessing the System Like the Faculty Master System, Faculty Administration is accessible by secure login only. Faculty can access the system in two ways. 1) You can logon to the site directly at http://www.hsc.utah.edu/facadmin . Your User ID will be your University PeopleSoft ID number, and your password will be the same as you use for the Faculty Master System. 2) You can also enter the system directly from Faculty Master. Once you are logged into Faculty Master, from the Transfer Tab, click on the Faculty Admin hyperlink and it will take you directly into the Faculty Administration System. The Transfer Tab within Faculty Administration can also take you back to the Faculty Master System. I encourage all faculty to logon to the Faculty Administration System and check the information previously entered, and help us enter the remaining data. Because much of the data currently exists on a CV, some of the entry could certainly be done by your assistant if you choose. (I know this may seem like a lot of work, but please keep in mind that once the information is entered into the system, it will not need to be entered again.) Our goal is to have all information entered for all faculty by December 2002. We will use the approach of focusing on one tab per month for the next six months. The appointment tab will be the emphasis for June and July, so please logon and check your information. As with Faculty Master, changes can be submitted via the web by clicking [Enable Edit Mode] within each tab. If you have any questions, or difficulty getting into the system, feel free to contact the MBM Office at 585-0944, or e-mail Cynthia Best at Cynthia.firstname.lastname@example.org. Looking Ahead The third component of the MBM Information Systems is the MBM models. The basic structure is in place for all missions--clinical, education, research, and service--and they have been tested by small groups of faculty and administrators. We are now ready to work on bringing everything together as a full curriculum vitae. I am seeking 30 volunteers, a subset of faculty, to help us over the next six to nine months as we rollout the electronic CV. The time commitment will not be large, likely less than ten hours over the entire time period. You would be asked to attend a few group meetings and also spend individual time with a member of the MBM Office in getting your full CV into the system. We are seeking representation from as many disciplines as possible, so if you are interested, please e-mail Cynthia Best at Cynthia.email@example.com. Thank you for your continued support of the Mission-Based Management initiative. We have spent a great deal of time in the building phase, but are now ready to start bringing everything together. I hope you will share my enthusiasm and vision for how the information systems can serve as an institutional resource.