Lifecycle Management Product FAQ

General Questions

Can you add file attachments in Version 1.0?

 No, but you will be ble to do this in a forthcoming update.

Can you change the label shown in the application for Series, Events, Ranks, Journeys?

Not in version 1.0 but it is on the roadmap.

Are the default rank types editable?

No, these are system defined but schools can create rank types that map to the system defaults to reflect their nomenclature

Are the default event types editable?  

No, these are system defined.

Will Lifecycle Management integrate with other Interfolio products?

Yes, Roadmap TBD

Questions about user experience

What kind of permissions can the system tolerate? Can it be filtered by department? How do you gain access to the data?

In the standalone version, Lifecycle Management supports an Institutional Administrator role who will have access to all data in Interfolio Lifecycle Management. Additional roles including department level access is planned for 2020. Role based security for managing access to the application and data therein is consistent with the other Interfolio modules.

What will faculty see from the Lifecycle Management module?

There is no faculty view in the standalone version of this product. We anticipate having controlled access to this information for faculty in future versions and look forward to working with early adopters to shape this design.

How do we load the data into this system? Do all users have access to load data? Does this include appointment data? Which data should we plan to manually enter/upload?

All data can be imported in bulk via .csv files at launch.

Is there a data storage component to each module? When integrating with other third-party systems, where is this data housed? And if the institution has purchased multiple Interfolio modules, is the data shared amongst them?

Yes, each Interfolio module maintains a dedicated application database. Interfolio also maintains a dedicated reporting database that is not module-specific. From an infrastructure standpoint, all client account data is hosted by Amazon Web Services. Limited user and activity data is shared between modules. Integration between Lifecycle Management and other Interfolio modules is anticipated in 2020.

What custom data fields/objects can we define?

While custom objects will not be supported with the standalone version, custom field support is planned for a 2020 release in Interfolio Lifecycle Management. (It should be noted that custom pieces of faculty data can already be captured and reported on in Interfolio Faculty Activity Reporting.)

Can I use the Interfolio Lifecycle Management module to send messages to all faculty?

Yes, using an email generator and previewer similar to those in other Interfolio modules.

Questions about connections to other Interfolio modules

How will Interfolio Lifecycle Management connect to the other modules of the Interfolio Faculty Information System?

Interfolio Lifecycle Management will be a benefit to most institutions on its own, however, the vision is for the Lifecycle Management module to pull together a variety of information flowing through (and generated by) the more action- and data-oriented processes enabled by the other three modules.

In 2020, authorized administrators in Interfolio Lifecycle Management will gain the abilities to:

  • Create new faculty records in Lifecycle Management upon close of a position in Faculty Search.
  • Download/access/view a faculty members vita from Faculty Activity Reporting in Lifecycle Management.
  • Update faculty appointment information in Lifecycle Management upon completion of a case in Review, Promotion & Tenure.
  • Initiate a faculty members case in Review Promotion & Tenure from their record in Lifecycle Management.
  • Move a faculty member's case in Review Promotion & Tenure forward or backward from their record in Lifecycle Management.

If my institution has multiple Interfolio Faculty Activity Reporting (Faculty180) databases (e.g. one database for our main campus, another for our medical school), how will the Lifecycle Management module handle that?

In the standalone version, there is no connectivity between FAR and LM databases. The first connections to the FAR module in the LM module are planned for 2020. We have not yet determined how LM will handle which of a given clients FAR databases to pull data from, but we are aware of that scenario, and will account for it.

When we hire someone through Interfolio Faculty Search, will any information/materials be automatically sent over to Interfolio Lifecycle Management? Which information/materials?

This is on the roadmap for 2020. Hires made in Faculty Search will create a faculty profile in Lifecycle Management.

Questions about connections to systems outside Interfolio

Can you push and pull through the API?

In the standalone version of Interfolio Lifecycle Management, all data can be imported in bulk via .csv files. API support is planned for release in 2020. (It should be noted that API support is already available for all other Interfolio modules, including Interfolio Faculty Activity Reporting, Interfolio Review, Promotion & Tenure, and Interfolio Faculty Search.)

Does Interfolio Lifecycle Management integrate with our HR system?

At present, Interfolio does not offer a built-in or "out of the box" integration between the Lifecycle Management module and any third-party systems.

Questions about client use cases

Who should use/have access to the Lifecycle Management module on my campus?

One thing we heard in testing is that the primary buyer and user is the person above the person who manages RPToften someone higher in the Provosts office, like the Associate or Vice Provost for Faculty.

In creating RPT we made life easier for those who organize and move the packet around campus, granting access to different individuals.

With this module, were helping the folks who need to know who is up for review and when all of the various review are happening, as well as what the aggregate commitments are to the faculty body.

How do we schedule upcoming academic career reviews using the Interfolio Lifecycle Management module? And how does this differ if we use Lifecycle Management alone, versus in conjunction with Review, Promotion & Tenure?

Standalone use case: scheduling academic career reviews using Interfolio Lifecycle Management on its own.

 

  • Schedule reviews in template fashion by including them in a series, using the professional  journey feature. Using the academic journey feature, you can set a series of standard events in a "templatized" fashion.
    • Every rank is part of a series, and for each series, you can set any number of professional journeys that reflect an individuals progression through those ranks over time.
    • When you assign any individual faculty member a certain rank, you choose one of the professional journeys associated with the series in which the rank is included. That faculty member inherits that journey as a starting point. Then you can modify their individual journey (i.e. make exceptions) from there.
    • In other words, the series includes a sort of template for the professional journey of any faculty member who has a rank within that series. (However, please note that the Interfolio Lifecycle Management module does not use the term template, but rather series and journey.)
  • Schedule reviews for an individual faculty member by adding or editing events on their individual record using the professional journey feature.
    • When you assign any individual faculty member a certain rank, you choose one of the professional journeys associated with the series in which the rank is included. That faculty member inherits that journey as a starting point. Then you can modify their individual journey (i.e. make exceptions) from there.

Platform use case: scheduling academic career reviews using Interfolio Lifecycle Management in conjunction with Interfolio Review, Promotion & Tenure.

Starting with the Q1 2020 release, if your institution uses both the Lifecycle Management and the Review, Promotion & Tenure modules:

  • You will have a manual method to initiate a Review, Promotion & Tenure case for an individual faculty member, when adding or editing an individual event on that faculty members record in Lifecycle Management. (This will probably be a button like Initiate Case, which would take the user into the appropriate case creation step in Review, Promotion & Tenure.)
  • After the case has been initiated, you will have a manual method to view that faculty members case from the same place. (This will probably be a button like View Case, which would take the user into the appropriate case view page in Review, Promotion & Tenure.)

How does Interfolio Lifecycle Management assist with adjunct faculty information and journeys?

Any journey or term can be recordednot just for tenure-line or traditional faculty. You can create any type of journey, and are not limited to linear progressions only.

For adjunct or contingent faculty who might only live within an HR system, this module will bring all their appointment and commitment information (across the institution) into one place, so you can see some continuity. Lifecycle Management gives administrators an easy, dedicated place to reference how long each faculty member has worked for the institution, on an appointment-by-appointment basis.

Our early build partners have expressed a desire to make the Interfolio Lifecycle Management module their system of record for all faculty, including term/contingent faculty, precisely because this information usually lives in an HR siloeven then, it might just be a contract, not the detailed appointment information or notes, commitments, etc. Commitments made to any faculty (tenure line or term) arent recorded anywhere, according to our user research.

We know that adjunct/term faculty tend to become a shadow workforce where they might actually stay for many years on multiple small contracts. If you cant see their employment information in one place and from an academic, as opposed to HR perspective, then its impossible to understand what they are doing on your campus, and therefore you are hampered in your ability to advocate for them. This module puts certain key information about all instructors in the hands of academic administrators, without requiring access to HR systems or sensitive data.

How does Interfolio accommodate workload tracking/workload allocation modeling? How is this information entering the system?

With Interfolio Lifecycle Management, you can define specific standard workload models that can then be associated to the faculty appointments. Defining the workload models can be done via the UI or .csv upload. Then for any given faculty member, you can indicate which of those pre-defined workload allocations is currently expected of them. Each workload in the Lifecycle Management module is a pair of text fields: one title, one description.

This feature facilitates transparency and consistency between the individual faculty member and the administration concerning the current expectations about how that individual will spend their working hours.

Currently, Lifecycle Management does not capture "actual" workload data (in terms of a record of activities the faculty member actually did during a period of time), or assess compliance to workload obligations.

Can Interfolio Lifecycle Management support dual appointments? How are joint appointments handled?

Yes, Lifecycle Management supports faculty with multiple appointments. From a faculty members profile, each appointment is outlined as a professional journey.

For faculty members with multiple appointments, can we prevent administrators in one unit from seeing the faculty member's appointments in other units?

Lifecycle Management does support the management of multiple appointments. However, the standalone version of Lifecycle Management supports an Institution Admin role who will have access to all data including multiple appointments. Unit-level roles (department or otherwise) and restricted viewing of data, inclusive of unit specific appointments, is planned for 2020.

Questions about buyer relationship/sales strategy

Can we sell Interfolio Lifecycle Management at the school level?

No, please. This product has the most value at the institution level.

Who will value the Lifecycle Management module more: HR or Faculty Affairs/Academic Affairs?

We anticipate the Faculty Affairs or Academic Affairs office will find the most value inthe Lifecycle Management module.When interacting with the list of faculty members, their current positions, and their advancement paths, it's likely the HR office may wish to access a variety of more routine, non-faculty-specific employment information thatthe Lifecycle Management module is not meant to capture.

HOWEVER, because the HR office may depend upon the Faculty/Academic Affairs office in general for certain information (or confirmation) about which academic employees are eligible for which statuses or processes (at which times), adopting the Lifecycle Management module is likely to result in the HR office receiving that information more consistently, accurately and quickly.