What is Academic Workload Planning?
This is the process by which workloads are allocated for academic staff, which are made up of all the activities they undertake or are allocated. Most processes will also involve two components, with a retrospective reporting element, where academics confirm how they have spent their time over an academic year, and a forward-looking planning element where workloads for the year ahead are forecast.
Is this something that happens across Higher Education?
Yes, academic workload planning is used widely across institutions although operational practices vary. A number of in-house largely excel-based approaches exist, but by far the most commonly used platform is a system called WAMS (Workload Allocation Management System) which is delivered by a company called Simitive. Their platform is used by over 40 institutions across the sector.
What happens at the University of Greenwich?
The University already uses the Simitive WAMS platform. It was implemented in 2017 and we’ve known it as Balanced Academic Workload (BAW2).
AWP and WAMS?
There are two acronyms which are used as ‘proper names’. The first is the task in its entirety known as Academic Workload Planning (AWP). The acronym WAMS stands for Workload Allocation Management, and this relates to the system used to do the allocations.
What are the benefits of the new system?
The system (or planning tool) has been redesigned to better reflect the activities undertaken, the time expected to undertake them and to be more user-friendly. It also ensures we have the processes and support in place to implement a sustainable solution. There will be more transparency in workloads and staff can see how they compare to others. In the future we can use the data collected to replace the need to conduct frequent Time Allocation Surveys for the TRAC return.
What does this mean for my planning for the next academic year?
All academic schools and their staff should use this approach for planning workloads for the 2023/24 academic year. In practice this means engaging with the new system and process. Training is provided to Line Managers with responsibility for workload allocations and to Direct Reports so that they can engage with the system.
What is the process with the new AWP tool for NRI colleagues?
We understand that our colleagues from NRI did not use the previous workload planning tool and have their own approach in place for managing workload. The AWP team will be engaging separately with representatives from NRI and working with them over the transition year to develop a bespoke roll-out plan.
How do I republish a workload? [added 8 March 2024]
You can do this from your Publish Allocation page, using the Publish Multiple button, which appears above the names on the top left-hand side. If you choose to send a notification to all on the system, please advise your Direct Reports to expect this and if you have given publishing permissions to other members of your team, please let them know.
ACCESS AND SUPPORT
How can I access the system?
Click here http://awp.gre.ac.uk then use your university credentials to log in.
Help! I cannot login
If you have forgotten your university password, you MUST reset it via the university website.
Try using an alternative browser. Sometimes AWP works better within its own browser, eg Chrome or Edge.
If you have any other issues logging on to AWP please let the AWP team know at AWPsupport@gre.ac.uk
Who do I contact if I’m experiencing technical difficulties with the system?
You can contact our dedicated AWP Team on AWPSupport@gre.ac.ukWill there be system training available for staff?
Yes, there is training available for both Line Managers, Designated Allocators (and those who have responsibility for allocating workloads) and system awareness training for Direct Reports (all other staff).
Line Managers and Designated Allocators have been contacted directly to arrange system training and Direct Reports (all other staff), can book onto the system awareness training planned for August/September by using the following link Microsoft form.
For any queries relating to training please contact AWP support at AWPsupport@gre.ac.uk.
WORKLOAD ALLOCATORS
What is a designated allocator?
A designated allocator is anyone who has responsibility for allocating the workload of other members of staff. In practice this usually refers to a Line Manager who allocates the workload of Direct Reports.
What is a Direct Report?
Anyone who receives a workload allocation from a member of staff (usually of higher seniority) is usually referred to as a Direct Report.When does a Line Manager or those responsible for workload allocation need to have allocations complete by?
We’re looking to have allocation and workload completed within the appraisal window of July 2023 for AWP 2023/24. We will however keep the overall allocation window open for an agreed time in order to allow for discussions between Line Managers and Direct Reports. In a typical year we’ll be both opening and closing the process earlier.
If you’ve been using other approaches such as excel spreadsheets to plan for the 2022-23 academic year, you will need to enter this information into the new AWP system.
How can I allocate Placement Supervision?
In the AWP Guidance Document, section 6.2.2 outlines how the set placement types/hours can be used. It also provides some typical examples to help you understand which placement type is most relevant to the ones you are allocating against. You can also use the AWP Line Manager Handbook, section 5, this will help to explain how to use the generic placeholder approach.
How is the number of students for a module derived?
The Student Number Planning (SNP) forecast numbers have been used for core modules and 22/23 enrolments used for optional modules. These numbers will be refreshed in 23/24, when new enrolment data is available.
I have a query about an activity or task
If you feel an activity or task has been omitted or is inaccurate, please discuss this with your Line Manager. If a change is being suggested, your Line Manager will need to raise it with the AWP Support team. Proposals for changes will then be prepared and assessed for inclusion by the AWP Steering Group.
What should I do if I cannot find a member of my team in the Allocations Users list?
If the staff member is shared with another School, check if they are listed there. If they are not listed in either school, contact AWPsupport@gre.ac.uk
My Module(s) are not listed / I cannot find my Module(s)
Modules that were timetabled in 22/23 and are running in 23/24 have been rolled over with the staff allocations made in 22/23. New modules running for the first time are still to be loaded. If you have any queries about your modules, please contact AWPsupport@gre.ac.uk.
Does the new tool take all activities into account?
We strive for consistency in allocations across faculties and schools to promote greater transparency. However, there are always some exceptional cases where specific activities do not fit into predetermined categories. For this reason, the new tool includes an ‘other’ category which can be used to top-up activities or make allocations to activities that may not be covered in the tool. If using ‘other’ you must add a brief explanation so that we can review it and, in cases where multiple similar allocations are made, there may be the potential to add it into the tool.
TARIFFS AND GUIDANCE
How have we calculated workload hours?
Across the sector, allocations are typically made using a points-based or hours-based approach. An hours-based approach simply counts all the available work hours in an academic year (Greenwich’s 35 hour week multiplied by the number of working weeks minus leave entitlement and public holidays) to create a pot of allocatable hours. At Greenwich this equates to 1505 hours.
Where can I find further information about AWP and the tariffs?
We have created a dedicated space on the staff portal for AWP where you can access the information on tariffs and a variety of other helpful guidance documents and links to training and events.
I have a query about a tariff
If you feel a tariff related to your activity or task is inaccurate, please discuss this with your Line Manager. If a change to the tariff is being suggested, your Line Manager will need to raise this with the AWP Support team. Proposals for changes will then be prepared and assessed for inclusion by the AWP Steering Group.
OPPORTUNITIES TO FEEDBACK
What influence can I have over the new tool and the associated tariffs?
We actively encourage feedback on all aspects of academic workload (the tool, its tariffs and associated allocation processes). We have a dedicated feedback form that can be used to provide ongoing feedback and this is available on the staff portal. We’ll also be looking to schedule specific feedback sessions throughout the year and will be embedding continuous improvement and reflection into the overall process.
Where can I send any ideas or thoughts about the AWP system?
We have a dedicated feedback form that can be used to provide ongoing feedback.
