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ANALYSIS
Customers

UW Academic Personnel (faculty)

See:  REQ2853803, Courtney Drake is customer/requestor.

Application UseUW Tableau – group part of access management plan for Faculty Dashboard
Membership (Business Definition)

Academic Ranks and Academic Appointment Titles are a data elements in Workday associated with the Academic Appointment data structure.

Academic Appointment Start Dates and Academic Appointment Actual End Dates are associated with the start and end of each Academic Appointment.

Academic Appointment Identifier Desc indicates whether an appointment is classified as a Primary appointment.

Position FTE Pct is the percent of Full Time status an employee has (1-100), totaled over all positions.


Within the Academic Appointment Start Date and Academic Appointment Actual End Date, when an Academic Appointment Identifier Desc is classified as Primary:

When an employee's Postion FTE Pct is greater than 0, Academic Ranks include:

  • Assistant Professor Emeritus
  • Associate Professor Emeritus
  • Lecturer Emeritus
  • Principal Lecturer Emeritus
  • Professor Emeritus
  • Research Assistant Professor Emeritus
  • Research Associate Professor Emeritus
  • Research Professor Emeritus
  • Senior Lecturer Emeritus
  • Professor, Retired
  • Associate Professor, Retired

When an employee's Postion FTE Pct is 50 or more, Academic Ranks include:

  • Assistant Professor
  • Assistant Professor APL WOT
  • Assistant Professor WOT
  • Associate Professor
  • Associate Professor APL WOT
  • Associate Professor Tenure Track
  • Associate Professor WOT
  • Lecturer Full-Time
  • Principal Lecturer
  • Professor
  • Professor APL WOT
  • Professor Tenure Track
  • Professor WOT
  • Research Assistant Professor
  • Research Associate Professor
  • Research Professor
  • ROTC Assistant Professor WOT
  • ROTC Associate Professor WOT
  • ROTC Professor WOT
  • Senior Lecturer Full-time
  • Senior Lecturer Part-time

When an employee's Postion FTE Pct is 100 or more, Academic Ranks include:

  • Artist in Residence
  • Lecturer Full-Time Temporary
  • Senior Artist in Residence

The following Academic Appointment Titles will be excluded, even if they meet the criteria above:

  • Acting Instructor
  • Affiliate Assistant Professor
  • Affiliate Associate Professor
  • Clinical Assistant Professor - Salaried
  • Clinical Associate Professor - Salaried
  • Lecturer Part-time
  • Lecturer Part-time Temporary
  • Teaching Associate

For additional context see Voting Guidelines: https://ap.washington.edu/ahr/policies/voting-guidelines/

Business ProcessEmployment
System of RecordWorkday
Business DomainStaffing
Subject AreaHuman Resources
DESIGN
TypeGroup
Home Groupuw_affiliation (same as most affiliation groups)
Group IDs

uw_affiliation_faculty-voting 

Display Name

UW Voting Faculty

Lifecycle Policy (Creation)

Members added via Workday process updates

Lifecycle Policy (Deletion)

Members deleted by Workday process updates

Membership (Direct)

Group uw_affiliation_faculty-voting will have its membership controlled via the groupmaker process certificate.

Direct membership of the faculty-voting group will include UW NetIDs of all current academic appointments in select Academic Ranks as specified in the faculty code, listed here: https://www.washington.edu/faculty/secfac/voting-faculty/


During the initial creation of this group it was to include:

Within the Academic Appointment Start Date and Academic Appointment Actual End Date, when an Academic Appointment Identifier Desc is classified as Primary:

When an employee's Postion FTE Pct is greater than 0, Academic Ranks include:

  • Assistant Professor Emeritus
  • Associate Professor Emeritus
  • Lecturer Emeritus
  • Principal Lecturer Emeritus
  • Professor Emeritus
  • Research Assistant Professor Emeritus
  • Research Associate Professor Emeritus
  • Research Professor Emeritus
  • Senior Lecturer Emeritus
  • Professor, Retired
  • Associate Professor, Retired

When an employee's Postion FTE Pct is 50 or more, Academic Ranks include:

  • Assistant Professor
  • Assistant Professor APL WOT
  • Assistant Professor WOT
  • Associate Professor
  • Associate Professor APL WOT
  • Associate Professor Tenure Track
  • Associate Professor WOT
  • Lecturer Full-Time
  • Principal Lecturer
  • Professor
  • Professor APL WOT
  • Professor Tenure Track
  • Professor WOT
  • Research Assistant Professor
  • Research Associate Professor
  • Research Professor
  • ROTC Assistant Professor WOT
  • ROTC Associate Professor WOT
  • ROTC Professor WOT
  • Senior Lecturer Full-time
  • Senior Lecturer Part-time

When an employee's Postion FTE Pct is 100 or more, Academic Ranks include:

  • Artist in Residence
  • Lecturer Full-Time Temporary
  • Senior Artist in Residence

The following Academic Appointment Titles will be excluded, even if they meet the criteria above:

  • Acting Instructor
  • Affiliate Assistant Professor
  • Affiliate Associate Professor
  • Clinical Assistant Professor - Salaried
  • Clinical Associate Professor - Salaried
  • Lecturer Part-time
  • Lecturer Part-time Temporary
  • Teaching Associate
Membership (Exceptions)

uw_ap_tableau_facultydashboard-viewers will be used to manage exceptions, other people who need access, but aren’t faculty. This is manually managed by OPB/EOAA members.

Membership (Grace Period)

N/A

Membership (Opt-in)N/A
Membership (Opt-out)N/A
Contact Person

iam-support (uw_affiliation_faculty-voting)  

Description

Members of the UW Voting Faculty are updated nightly from the ODS.  This group is updated nightly from the ODS. It is available for appropriate business purposes in support of the UW mission. All users are responsible for enforcing the defined access control policy and may not share employee group memberships with unauthorized parties without first obtaining authorization to do so. All users are expected to know and follow the rules related to ethical and appropriate use of UW computing and networking resources. Please contact help@uw.edu for questions about using this group.

More InformationNone
Application Settings (Exchange)

Inactive.

Application Settings (Google)

Inactive.

ACCESS CONTROL
Data CustodianMargaret Stuart (mjstuart@uw.edu), Assistant Vice Provost for Academic Personnel
Classification

Restricted – same confidentiality impact factors as similar employee affiliation groups (e.g. uw_affiliation_staff-employee). See Classification for Institutional Employee Groups

Access Control PolicyData custodians grant permission to view the group memberships to all UW employees as well as processes acting on behalf of UW employees. Non-employee access (including students, affiliates, and other third parties) and other exceptions to this policy may be authorized by the custodians on a case-by-case basis, based on establishing a business need and/or an appropriate data sharing agreement.
Membership Viewer Control

uw_employee

u_groups_affiliation_employee-read

and for this specific business need/integration for Tableau (Application UW NetID: a_tableau)

Sender ControlN/A (not supported yet except via Exchange and Google settings)
IMPLEMENTATION
Data Source

ODS

Membership (Technical)

Defined as a SQL query on views in the edwpub.s.uw.edu SQL Server, ODS database based on the following SQL call:

With AggregatedFTE As ( --cadrake 11/27: Academic Personnel can and do have multiple positions, we want the sum of position FTE values for each worker, not just the position FTE value
Select Distinct
      p.UWNetID
      ,p.PersonKey
      ,sum(wp.PositionFTEPct) As PositionFTEPct
From ODS.sec.AcademicAppointmentDetail aad
Join ODS.sec.Person p
    on p.PersonKey = aad.PersonKey
Join ODS.sec.WorkerPosition wp
    on wp.PersonKey = aad.PersonKey
Where aad.AcademicAppointmentStartDate < GETDATE()
    and (aad.AcademicAppointmentActualEndDate is null or aad.AcademicAppointmentActualEndDate > GETDATE())
Group By p.UWNetID
      ,p.PersonKey
)

Select Distinct
       a.UWNetID
From AggregatedFTE a
join ODS.sec.AcademicAppointmentDetail aad
    on a.PersonKey = aad.PersonKey
Where
    aad.AcademicAppointmentIdentifierDesc = 'Primary'
    and (
        (aad.RankName in (
                'Assistant Professor Emeritus'
                ,'Assistant Professor - Retired'              --20200921 cadrake new addition
                ,'Associate Professor Emeritus'
                ,'Lecturer Emeritus'
                ,'Principal Lecturer Emeritus'
                ,'Professor Emeritus'
                ,'Research Assistant Professor Emeritus'
                ,'Research Assistant Professor - Retired'     --20200921 cadrake new addition
                ,'Research Associate Professor Emeritus'
                ,'Research Associate Professor - Retired'     --20200921 cadrake new addition
                ,'Research Professor Emeritus'
                ,'Research Professor - Retired'               --20200921 cadrake new addition
                ,'Senior Lecturer Emeritus'
                ,'Professor - Retired'                        --20200806 cadrake previously 'Professor, Retired'
                ,'Associate Professor - Retired'              --20200806 cadrake previously 'Associate Professor, Retired'
                ,'Teaching Professor Emeritus'                --20200921 cadrake new addition
                ,'Teaching Professor - Retired'               --20200921 cadrake new addition
                ,'Associate Teaching Professor Emeritus'      --20200921 cadrake new addition
                ,'Associate Teaching Professor - Retired'     --20200921 cadrake new addition
                ,'Assistant Teaching Professor Emeritus'      --20200921 cadrake new addition
                ,'Assistant Teaching Professor - Retired'     --20200921 cadrake new addition

                )
            and a.PositionFTEPct > 0
        )
        or
        (aad.RankName in (
            'Assistant Professor'
            ,'APL Assistant Professor without Tenure'       --20200806 cadrake previously 'Assistant Professor APL WOT'
            ,'Assistant Professor without Tenure'           --20200806 cadrake previously 'Assistant Professor WOT' 
            ,'Associate Professor'
            ,'APL Associate Professor without Tenure'       --20200806 cadrake previously 'Associate Professor APL WOT'
            ,'Associate Professor Tenure Track'
            ,'Associate Professor without Tenure'           --20200806 cadrake previously 'Associate Professor WOT' 
            ,'Assistant Teaching Professor'                 --20200921 cadrake previously 'Lecturer Full-Time'
            ,'Teaching Professor'                           --20200921 cadrake previously 'Principal Lecturer'
            ,'Professor'
            ,'APL Professor without Tenure'                 --20200806 cadrake previously 'Professor APL WOT'
            ,'Professor Tenure Track'
            ,'Professor without Tenure'                     --20200806 cadrake previously 'Professor WOT'
            ,'Research Assistant Professor'
            ,'Research Associate Professor'
            ,'Research Professor'
            ,'ROTC Assistant Professor without Tenure'      --20200806 cadrake previously 'ROTC Assistant Professor WOT'
            ,'ROTC Associate Professor without Tenure'      --20200806 cadrake previously 'ROTC Associate Professor WOT'
            ,'ROTC Professor without Tenure'                --20200806 cadrake previously 'ROTC Professor WOT'
            ,'Associate Teaching Professor'                 --20200921 cadrake previously 'Senior Lecturer Full-time' & 'Senior Lecturer Part-time'
            )
            and a.PositionFTEPct >= 50
        )
        or
       (aad.RankName in (
            'Artist in Residence'
            ,'Lecturer Full-Time Temporary'
            ,'Senior Artist in Residence'
            )
            and a.PositionFTEPct >= 100
        )
        )
    and aad.AcademicAppointmentTitle not in (
        'Acting Instructor'
        ,'Affiliate Assistant Professor'
        ,'Affiliate Associate Professor'
        ,'Clinical Assistant Professor - Salaried'
        ,'Clinical Associate Professor - Salaried'
        ,'Lecturer Part-time'
        ,'Lecturer Part-time Temporary'
        ,'Teaching Associate'
        )
    And aad.AcademicAppointmentStartDate < GETDATE()
    And (aad.AcademicAppointmentActualEndDate is null or aad.AcademicAppointmentActualEndDate > GETDATE())



Provisioning

AcadTrackType_GroupMaker + TegeaGWSGroupUpdater (adds members)

De-Provisioning

AcadTrackType_GroupMaker + TegeaGWSGroupUpdater (removes members)

Monitoring

AcadTrackType_GroupMaker + TegeaGWSGroupUpdater are monitored. 

Data Quality Standards

Same as other groups provisioned from HR data in ODS.

Internal Documentation

See AcadTrackType_GroupMaker + TegeaGWSGroupUpdater

Internal groups documentation can be found here: 

Groups Service Automated Group Provisioning Quick Reference

Customer Documentation

(link to UW Affiliation Groups page, once process created & entry on page added)

Communication PlanEmail Courtney Drake & Matt Portwood (re: Tableau access) when available (REQ2853803).

OPERATIONS
Request FulfillmentAccess requests to view the membership will be fulfilled through UW Connect, including custodian approval records.
Incident ManagementTegeaGWSGroupUpdater and staleFileMonitor errors are emailed into UW Connect.
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1 Comment

  1. Note:  Peg Stuart, Data Custodian, approved the creation of uw_affiliation_faculty-voting group via email forwarded by Rodan Dulay 10/18/19 on REQ2853803.  

    11/6/19:  Tableau team submitted a request for the Tableau Application UW NetID (a_tableau) to be allowed to view the membership of the uw_affiliation_faculty-voting group.  Since Tableau is the noted as the Application Use on this design page, the a_tableau account was added as a direct Membership Viewer on the uw_affiliation_faculty-voting group.  See REQ2970539 for details.