Digital Measures FAQ

General

Yes, you can modify the activities as many times as you want.

Yes, the activity insight team can help you with that. To get your data transferred from one category/screen to another, please send an email to Digital Measures team with the request details.

Digital Measures doesn’t offer a full CV upload/import feature at this time. However, there are some ways that you can get a jump start on bulk import of your CV information

  • Where possible, the system has integrations in place with other campus systems to automatically bring your data into Digital Measures. Data from the PHR system provides appointment data; SIS/Testudo provides the courses taught data; CourseEvalUM provides course evaluation data; and Kuali Research provides data on ORA-managed sponsored research.
  • Many faculty have success in adding their publications using Digital Measures' Import Publications feature. Consult our LibGuide for more information on the import process.
  • The Digital Measures team can load activity data in bulk to a data screen from an Excel file. If you’d like to bulk import your CV information by adding your information to Excel templates, get in touch with ai-help@umd.edu for Excel template files and further instruction.

Only the fields with a red asterisk are required.

For reporting to work properly, and for activities to be properly organized on reports, entries must have dates. For most screens you will see two spaces for each date, one for month and one for year. The day is very rarely asked for. For activities that are ongoing, only enter the start date, and leave the end date blank, to indicate it is ongoing. If the activity was only one day, or a period of time within the same month, you can enter the end date and leave the start date blank.

On a number of data screens, you are able to identify one or more collaborators involved in your activity. On almost all of these screens, you are given the choice of selecting the collaborator from a list of Activity Insight users at the University of Maryland, or entering their name in the spaces to the right of the drop-down.

When in doubt about which drop-down option best fits your activity, you should think about how you have reported these items in the past and how your department usually reports these types of activities. If you are still unsure, you should discuss the options with your unit head. If you are still unsure, you can contact the Digital Measures team via ai-help@umd.edu for guidance.

Grant panel/review activities should be entered in the Editorships, Editorial Boards, and Reviewing Activities screen. For Contribution Type choose Reviewing Activity for Agencies and Foundation; for Position/Role choose Reviewer.

Currently there is no hard limit on the number of years. With the current focus on annual activity reporting, data for the current calendar year needs to be entered in the system. However you can choose to add data for other years as well into the system.

As use of the system expands in the years to come, requests for additional historical data additions may be identified by the Provost or your college and you will be notified with plenty of time to be able to enter that data.

In order to save the activity successfully, please make sure that you have entered data in mandatory fields (these fields are highlighted with * symbol). The dates are very important for activities and thus are required even not highlighted. Please ensure that you have at least filled out a month or a year of one of the date fields. Lastly, please check the activity page for any error messages like "At least one date is required." or "This field is required". These messages appear just below the field with the associated error.

To import the data from an Excel file in Digital Measures, please contact Digital Measures team with the request details. We will provide you with an Excel import template for the associated data screen. The columns of the template will correspond to the data fields on that screen. We will give you detailed information on the data format for each column and can load your data into Digital Measures for you.

If you are interested in loading the data into Digital Measures in this manner, please contact Digital Measures team with information on the screen that you want to load data into and we will provide you with a template and instructions.

Keep in mind that the timeliness of the data load with this service is dependent on the volume of requests that the Digital Measures team is handling at the time of your request. We will give you an estimate on the anticipated turnaround time of your request.

It depends on the type of activities that you want to document. If you have affiliations with other institutions or companies, you can identify these on the Other Employment screen. Teaching you have done at other institutions can be included in a number of possible screens, such as Teaching Innovation, Professional and Extension Education, Non-Credit Instruction. Service activities at other institutions are best represented on the Professional Service screen.

You can use the DM Data Screen Explanations and Annual Report Crosswalk to help you determine where to put each of your activities.

Your first order of business in terms of data entry will be to enter everything that you would normally include for the 2020 annual reporting cycle. After that you can begin to curate or back-fill your historical data that may be used in other reports.

Some screens' data is populated through integrations with other campus systems - PHR, SIS, CourseEvalUM, Kuali Research and the Graduate School. Data from those systems cannot be edited on the data screen.

Personal and Contact Information
Update your information directly in PHR at https://phr.umd.edu/phrdataverification/dataverif?action=dataverif
Tenure and Rank, or Appointments at UMD
If changes are needed, contact your unit's PHR coordinator.
Scheduled Teaching
If you want to have a change made in the scheduling system, please contact your scheduling officer.
Course Evaluations
If you have questions about the data on this screen, contact the CourseEvalUM Help Center.
ORA Managed Awards, ORA Managed Proposals
Requests for corrections to Kuali Research for any active projects can be made through your department's business administrator.

Other screens may have data that was pulled from the Lyterati system. Every effort was made to bring this data in cleanly and to populate the correct set of fields. However, you should review the data loaded on these screens to make sure that the information has been correctly mapped and that the data for your activities is accurate. If you need bulk changes to data on a particular screen, contact ai-help@umd.edu to request assistance.

This is an optional file upload area that is available with many of the data screens. It gives you the option of uploading any files - videos, Word documents, PDFs, etc. - related to this activity that you would like available in Digital Measures for this activity.

Digital Measures can be used to generate your annual activity report, as well as for other ad hoc reporting needs. The system is always available so you can add your activity information throughout the year, at your convenience.

For annual reporting cycles, you will receive notifications from the Provost and the Office of Faculty Affairs with details on the reporting expectations and deadlines. These communications will be delivered to give you ample of time to add the data and prepare your annual report.

From within Digital Measures, you can click the question mark symbol at the top of the screen to email a question to UMD's Digital Measures team.

We have designed these screens to be used by faculty from all disciplines across campus, so some screens may have fields that don't pertain to you. You can either leave those fields blank, or if the field is required, fill it in with the most logical option for your department. For example, "Was this compensated or pro bono?" may not make sense to you, and that is ok. For most departments the selection here should be "Pro Bono," so we have set this to default to that option. For those of you in departments with different requirements for this data, you may need to change this selection to "Compensated."

You can request proxy/delegate access by submitting Google Form OR you can alternatively complete this Word version of the form. The word version needs to be printed, filled out, signed, scanned and sent to ai-help@umd.edu

Proxy access gives a staff/faculty member/graduate assistant the ability to enter and update information on a single faculty member’s behalf. With proxy access, the user is also able to and run the reports on an individual faculty member’s behalf.

Delegate access gives read-only access to a user at the university/college/department level for annual reviews, accreditation reports etc. Delegate access is granted by a dean, director or chair to a user and grants read-only access at their associated access level in Digital Measures. Delegates can view activity data for faculty within that unit, and can run reports pulling data from one or more of the faculty within that unit.

  • Note that an Digital Measures user account can be configured to have both proxy access and delegate access.

All paid faculty have an account in Digital Measures and can use the system to document their teaching, research and service activities.

Tenured and tenure-track faculty use Digital Measures to submit their annual activity reports. Professional track and librarian faculty should consult with their local unit and/or college to learn if they will use Digital Measures for reporting purposes such as annual activity reporting.

Data

At this time you cannot pull your data from Digital Measures into your web profile page, but this is a capability of the platform and the university is currently exploring implementation of this feature.

  • For annual faculty activity data reporting
  • For mandatory reporting requirements at the system (USM), state and federal level
  • Digital Measures can facilitate dossier preparation
  • For accreditation in a future phase
  • Digital Measures will assist with review approval process in a future phase
  • May be used to drive faculty web profiles in the future

Some screens' data is populated through integrations with other campus systems - PHR, SIS, CourseEvalUM, Kuali Research and the Graduate School. You may also see data that was pulled from the Lyterati system and loaded into Digital Measures. Data populated from campus integrations cannot be edited on the data screen. Check below to see how to get changes made, if needed:

Personal and Contact Information

Update your information directly in PHR at https://phr.umd.edu/phrdataverification/dataverif?action=dataverif

Tenure and Rank, or Appointments at UMD

If changes are needed, contact your unit's PHR coordinator.

Scheduled Teaching

If you want to have a change made in the scheduling system, please contact your scheduling officer.

Course Evaluations

If you have questions about the data on this screen, contact the CourseEvalUM Help Center.

ORA Managed Awards, ORA Managed Proposals

Requests for corrections to Kuali Research for any active projects can be made through your department's business administrator.

Other screens may have data that was pulled from the Lyterati system. Every effort was made to bring this data in cleanly and to populate the correct set of fields. However, you should review the data loaded on these screens to make sure that the information has been correctly mapped and that the data for your activities is accurate. If you need bulk changes to data on a particular screen, contact ai-help@umd.edu to request assistance.

Grants and Financial Awards

These awards, gifts, and grants can be entered on the Other Awards and Gifts screen.

Data on the ORA Managed Awards screen are provided through the Office of Research Administration (ORA) from the Kuali Research system, and were current as of the end of the calendar year indicated with each record. The data pull includes all proposals that had activity in the calendar year, regardless of outcome. Proposals without any activity during the calendar year will not be included. If there seems to be an error, requests for corrections to Kuali Research for any active projects can be made through your department's business administrator.

Additionally, your involvement with sponsored research may not be included in the Kuali Research data if you were not in one of the roles that is reported to the sponsoring agency. If that is the case, you can manually add your association with the sponsored research on the Other Awards and Gifts screen to document that involvement

Data on this screen are provided through the Office of Research Administration (ORA) from the Kuali Research system, and were current as of the end of the calendar year indicated with each record. The data pull includes all award accounts that had activity in the calendar year. Award accounts without any activity during the calendar year will not be included. You can check the Active ORA-Managed Awards screen to see all awards that were current as of the end of the calendar year indicated with each record. If there seems to be an error, requests for corrections to Kuali Research for any active projects can be made through your department's business administrator.

Additionally, your involvement with sponsored research may not be included in the Kuali Research data if you were not in one of the roles that is reported to the sponsoring agency. If that is the case, you can manually add your association with the sponsored research on the Other Awards and Gifts screen to document that involvement

It is possible to see a project or award listed multiple times on the ORA Managed Awards summary screen, if you are listed as an investigator on more than one account for the award. If there seems to be an error, requests for corrections to Kuali Research for any active projects can be made through your department's business administrator.

Advising

No. The Research Advising data screen captures information for one student per data screen. The Duplicate feature can help reduce the data entry burden. On the Research Advising summary screen, click the checkbox to the right of an entry that is similar to the student you need to add. Then use the Duplicate button to create a copy. Edit that copy, updating the fields as needed to describe the research advising activity.

The Research Advising screen is used to document the students and post-docs you have have previously or are currently advising or mentoring in their research. It documents your ongoing involvement with students in advising, mentoring and research efforts.

The Curricular Advising screen is where you enter the number of students you advised each year on curriculum/academics.

The Mentorship screen is for document your service activity in mentoring junior faculty, visiting faculty, and other professional-level mentoring.

Note that involvement in thesis/dissertation committees for successfully completed research is automatically recorded on the Participation in Thesis/Dissertation Committees screen, with data provided by the Graduate School on a per term basis. Committee involvement is added at the close of the student's graduating term.

For terminal master's degrees (e.g. MBA or MFA) please select Master's.

Scheduled Teaching and Course Evaluations

Please use CourseEvalUM for a more detailed view of your course evaluations and to view college averages and student comments. If you have questions about the data on this screen, contact the CourseEvalUM Help Center.

In order to support various faculty review processes, Digital Measures includes results for university-level course evaluation items that are available to administrators. Faculty members can view their course evaluation results for all items (including department/college and student-interest items) directly through CourseEvalUM.

The course data on the Scheduled Teaching and Course Evaluation screens reflects course information for faculty in the "Instructor of Record" and "Other Instructor" roles (full list of instructor roles).

Please use CourseEvalUM for a more detailed view of your course evaluations and to view college averages and student comments. If you have questions about the data on this screen, contact the CourseEvalUM Help Center.

Publications

This happens when the Contribution Type field for the publication has not been set, or is set to “Other.”

To correct this and ensure your publications are routed to the correct sections of your report, you will need to curate those records and update the Contribution Type field.

If you have a large number of publications that need to have the Contribution Type field set correctly, contact dm-help@umd.edu for assistance with this bulk update need.

Manually entering publications is an option, but to save time we recommend using one of the publication import options built into the platform. For help with importing or manually adding publications, refer to our LibGuide.

The ORCID organization's integration to Digital Measures stopped functioning in early 2020 and has not been available since then. If and when it is fixed, UMD will enable that import option in Digital Measures. Until then, you can export your ORCID citations in BibTex format and use the BibTex import tool in Digital Measures.

Throughout the course of customizing the platform for UMD, pilot testers and the advisory group have overwhelmingly responded that, rather than having the implementation team load the “messy” data pulled from Lyterati, they would prefer to have faculty use import options built into the platform to manually upload publications. This allows for cleaner, more personally curated records. For help with importing or manually adding publications, refer to our LibGuide.

Appointments at UMD Screen

If an appointment was terminated and replaced with another appointment, the appointment duration may only be one day. Another reason may be that the appointment was for a Non-Standard Payment and was for a lump sum, causing it to have a duration of only one day.

Tenure track and tenured faculty should always have an appointment in their tenure home. When the faculty member's paid appointment is in a unit other than their tenure home, a non-paid appointment should be in place in the tenure home unit. This might result in what appears to be duplicate appointments, but they each have their purpose. Alternatively, if an appointment is continuing, but a change that cannot be made on the existing appointment is necessary, the faculty member may have two appointments that appear on the surface to be duplicates, but at the detailed level are not.

Overloads are processed by the unit paying for the overload, not necessarily the primary appointment unit. The faculty member may or may not be aware of the specific unit name. Also, unit names change over time and the unit name could be different now than it was at the time of the appointment.

Reports

No. At this point, faculty will continue to submit OPA reports through the ARES system.

To help you with successful annual report completion, we have included an Annual Report Data Fields guide that maps each section of the report back to the relevant screen in Digital Measures where the data is drawn from.

Yes, Digital Measures has a feature for creating a custom report. In order to build your own report, please go to the "Reports" menu screen, click on the "Create a New Report" (in the upper right of the Reports screen) to create a new blank report, or start from a custom Vita (initial template provided by the vendor, not UMD), and modify it to meet your custom report needs. You can save your custom report and run it repeatedly in the future.

Most likely this is occurring because the activities are missing date information. In order to correct this issue you will need to go to the screen for that activity type and ensure there are no records that are missing dates. To do this, go to the Activities menu screen, click on the link for the data screen you want, and then look at the summary screen for records that do not show dates. You can click on those records to open them up and update the date information. Once all of your records have dates, you can run your report again and those old activities will no longer be listed.

If you have a large number of records that need to have dates set correctly, contact ai-help@umd.edu for assistance with this bulk update need.

These two options are very similar. With either option you can run your Annual Activity Report with the ability to customize the report dates and file format.

The difference is that, with the Reports button, you also are able to select Create a New Report (in the upper right of the Reports screen) to create a new blank report, a custom Vita (initial template provided by the vendor, not UMD), or export your data in CSV format.

Once you have selected one of these options you can build a report to your own requirements and save it so that you can run the same report repeatedly in the future.

The Rapid Report option is only available on the Activities menu screen; it enables quick verification while you are entering the activity data. Using Rapid Reports, you can toggle back and forth between activity data entry and curation, and review of the data in a generated report.

Yes, Digital Measures includes a feature to recall the submitted reports which are pending for approval. In order to make new changes to your report, please follow these steps:

  1. Go to "History" section in your "Workflow" tab.
  2. Click on the submitted task and click on the "Recall" option(located on top right corner) to recall your submission from approval phase.
  3. You can refer to our  Annual Report Data field to check the mapping of Digital Measures screens and report sections. Once you have updated your activities and are ready to submit, you should be able to access your entry in "Workflow" from the Inbox listing. It is recommended to run a Rapid Report and review the generated copy before proceeding with the submission.
  4. Open your task entry and click on "Refresh Report" before submitting.

Please note that completed and approved reports can not be recalled.

Please see our short how-to video on  Review Faculty Submission . Alternatively, you can also refer to our  Unit Approver Guide.

Please see our short how-to video on  Report Submission . Alternatively, you can also refer to our  Faculty Submission Guide.

Digital Measures generates the copy of your annual activity report when the workflow task gets assigned to you. This copy includes the data available in Digital Measures before the task assignment.

The warning message "This action will update the attached report based on the information available under Manage Activities. This action cannot be undone." is just an FYI prompt which indicates that the Digital Measures report will be refreshed with all the current data present in the system for calendar year when the "Refresh Report" button is clicked.

To ensure all your changes are included for the submission, please click on Refresh Report/Yes whenever you are prompted. We also recommend previewing the copy of your Report in the Rapid Report/Report section, before proceeding with the submission step. Please ensure the correct date range is provided while generating the report using this method.

You can view and access your copy of submitted report from "Workflow" tab in your account. Navigate to the "History" option under "Workflow" to see the submitted task.

Alternatively, you can also use Reports OR Rapid Reports sections to generate the copy of your report. Select the Reports/Rapid Reports tab, select "Annual Activity Report"(for Reports option only) and click on the "Run Report" button.

Please make sure to verify the date range when generating the report using this method.