TRAC sign-off and SWARM

Data from SWARM is used as a key input to the Transparent Approach to Costing (TRAC) return to Research England/OfS (Replacing HEFCE in 2018). This sets out the broad split of the University’s costs between teaching activities, research activities, and other income-generating activities. A crucial output of TRAC is the setting of cost rates for the pricing of most publicly funded research, i.e. it has a direct impact on the amount the institution is able to recover from its externally funded research output.

 

Each year academics are asked to review their workload in SWARM to ensure it broadly reflects proportionately how they spent their time. When this has been agreed, referred to as the TRAC sign off, the data is used in the TRAC process at a consolidated discipline level.

 

TRAC sign-off for 2018/19 will open on 13th May 2019 and academics will be emailed on that date to remind them to review their workload data on SWARM.

 

In addition to supporting the allocation and management of Academics’ workloads, SWARM (Simple Workload Allocation & Resource Management) data informs TRAC (Transparent Approach to Costing) reporting which directly impacts university funding as well as being subject to external audit. 

 

TRAC audit rules require formal sign-off that the data is a reasonable representation of your allocated workload. For more information about what this signed-off data is used for, please refer to the TRAC link on the central finance team pages.

 

You are requested to review your workload as soon as possible and raise any material misrepresentations in your allocations with your Workload Policy & Planning Administrator.

 

You will need to ‘sign-off’ your workload data in SWARM from 13th May 2019                                 

 

If you were employed at the University of Exeter before 1st April, 2018 you will be reminded by e-mail of the sign-off window from 13th May 2019 to mid-day 14th June 2019.  Your College management strongly encourages you to engage with the process, to provide the maximum response rate for your discipline ensuring audit compliance and statistical robustness.

 

Information taken from SWARM will be treated confidentially and will only be used to produce aggregated data at discipline, college and university levels.

 

Sign-off of 2018/19 data is electronic

 

Using a simple submission page in SWARM you will be asked to select one of two options:

 

a)      Agree that your workload summary is reasonably representative of how your time has been allocated during the 2018/19 academic year; OR

 

b)      Query the data shown in the workload summary with your college’s Workload Planning Administrator, if you believe there to be a material misrepresentation in your allocation which requires correction

Should you have any queries about the process, please contact your College Workload Policy & Planning Administrator, who will continue to be available to provide dedicated support. kload Policy & Planning Administrator, who will continue to be available to provide dedicated support. 

Your College is continually working to ensure the soundness of the workload planning process and the integrity of data held in SWARM.  An important element of this is confirmation that your individual workload allocations are reasonably representative of how your time has been spent during the academic year.

There is an established workload allocation ‘sign off’ process for Education & Research staff that supports TRAC (Transparent Approach to Costing) requirements.  Whilst these requirements do not apply to Education & Scholarship staff, all academic staff members are requested to review their SWARM workload as soon as possible and raise any material misrepresentations in your allocations with your Workload Policy & Planning Administrator

You will need to ‘sign-off’ your workload data in SWARM from 13th May 2019

If you were employed at the University of Exeter before 1st April, 2018 you will be reminded by e-mail of the sign-off window from 13th May 2019 to mid-day 14th June 2019.  Your College management strongly encourages you to engage with the process, to provide the maximum response rate for your discipline.

Information on SWARM will be treated confidentially and will only be used to produce aggregated data at discipline, college and university levels.

Sign-off of 2018/19 data is electronic

Using a simple submission page in SWARM you will be asked to select one of two options:

a)      Agree that your workload summary is reasonably representative of how your time has been allocated during the 2018/19 academic year; OR

b)      Query the data shown in the workload summary with your college’s Workload Planning Administrator, if you believe there to be a material misrepresentation in your allocation which requires correction

Should you have any queries about the process, please contact your College Workload Policy & Planning Administrator, who will continue to provide dedicated support at your College. 

Information below is indicative of how you will be asked to sign-off your workload during the sign-off window.

  • Click here to login to SWARM using your normal university username (abc123 format) and password;  please note that using Firefox as your browser will ensure compatibility
  • Click on the ‘TRAC’ tab (see screenshot below for example);  if you cannot see the TRAC tab, please contact your College Workload Policy and Planning Administrator
  • Select Submit My Data if you agree that your workload summary is reasonably representative of how your time has been allocated during the academic year 2017/18
  • Select Query My Data if you feel there is material misrepresentation in the summary;  this will open a blank email addressed to your Workload Planning Administrator in which you can alert them to the data requiring amendment

Information taken from the SWARM system for TRAC purposes will be treated confidentially and will only be used to produce aggregated data at discipline, college and university levels.

Please submit your data by no later than midday on Friday 14th June 2019. Remember that you may wish to query your data, so in order to be in a position to submit it by the deadline, you will need to review it in good time.

If you have any questions about the process please contact your Workload Planning Administrator or the Finance Services Costing Team.