When is the Due Date to Submit 2023's Annual Work Plan?

The due date is February 1, 2023.

How to log in?

a. Go to the Annual Work Plan Departments' Site, and click the department you want to log in to.
b. You will be asked to sign in using UofL credentials.

How to Update an Annual Work Plan?

a. Double-click the row where the faculty member is listed. The annual work plan will then appear and faculty details will auto-populate (i.e. name, department, track, user name)
b. On the top of the form, click Edit all. The form will be editable, after completing the changes, click Save.

How to send an Annual Work Plan for approval?

a. Double-click the annual work plan to open the form. On the top of the form, click Edit All.
b. Go to the bottom of the form and switch the Ready to Send for Approval toggle on.
c. Click Save on the top left of the form to complete the process.
Note: a. The Send for Approval toggle will be disabled if certain requirements are not met.
b. If the Chair sends the approval request, the approval request will be sent directly to the faculty, otherwise it will be sent to the chair first.

What the Approval Request Email looks like?

How to send multiple Approval Requests?

a. Complete each draft individually, make sure they fit all of the requirements (The Send for Approval toggle should not be disabled).
b. In the SharePoint list menu, click Edit in grid view.
c. Click the checkbox under the Ready to Send for Approval column for the row of the Annual Work Plan that you like to send for approval.

How to Approve/Reject an Annual Work Plan?

a. The approval request will be sent to the Teams and email, click Approve button, you don't need to leave any comments.
b. To reject the annual Work plan, click the Reject button, you can leave comments and who sent the approval request will be notified of the rejection.

How to revise an Annual Work Plan when something is entered incorrectly?

a. Open the original annual work plan, click Edit all to revise the annual work plan, and click Save on the top of the form to save the draft. If need to resend for approval, turn off and then turn on the Ready to send for approval toggle on the bottom of the form before clicking the Save button on the top.
b. Effective Date should still be Jan 1.

How do I approve the Annual Work Plan if I couldn't find the approval request email anymore?

You could log in to https://powerautomate.microsoft.com/en-us/ by using your U of L credential. On the left menu, select Approvals, you will see all of the approval requests you received. You could approve them quickly by clicking the check mark.

What to do when there is a new faculty hired?

New faculty hired will need to be entered and processed in SharePoint once they have started at UofL. For newly joined faculty, click + New button on the top left of the list to create a new Annual Work Plan to send for approval.

How to Add a new Annual Work Plan when there is a work update?

a. Click + New button on the top left of the list to create a new Annual Work Plan.
b. The effective date won't be Jan 1.

How to manage access to the annual work plan?

a. Move the mouse to the row of the faculty, and click the Share button in the middle.
b. Enter the information of the person you want to share with the Annual Work Plan.
c. You can give view-only access or edit access.
d. You will be able to see who has access to the annual work plan by hovering the mouse at the button.
e. Remove Access: In the shared with, click the profile picture, and you will see individuals who have access to the annual work plan, click the button on the left, and you will see the Stop sharing option.
f. Grant Division Access: Click Grant Division Access on the left menu of the SharePoint site. In the Grant Division Access list, double-click the division name that you want to give access to, enter the person's email you want to grant access to, and click Save. Wait for a few minutes and the person you entered will have editing access to all of the Annual Work Plans in that division.
Note: Removing the emails in the Grant Divison Access will not remove their access, to terminate access, follow step e in this list.

How does the chair revise the Annual Work Plan after reciving it from the division chief?

Open the form, click Edit all to make changes. If the Annual Work Plan is ready to send to the faculty to approve, save the Annual Work Plan with Ready to Send for Approval toggle on. Otherwise, switch the toggle off before save it.

What will happen after the Annual Work Plan is approved?

The SharePoint list row of the Annual Work Plan will turn green. The faculty will receive a PDF file of the Annual Work Plan. The PDF will also be saved in the SharePoint Site Documents

How do I sort the list in alphabetical order or filter the list?

Click the column name, you will find the option to sort from A to Z and Filter by. Click the option A to Z to sort thr list in alphabetical order. Click Filter by to select the value you want to apply on the Filter.

What to do if I find an error in the SharePoint list?

Contact the Faculty Affairs Office, we will verify the information and make changes as needed.

Annual Work Plan Approval Process Flow Chart

How to check the progress of the Annual Work Plan?

There are three indicators to show the Approval Progress, Ready to Send for Approval, Chair's Approval and Faculty's Approval.
When the Ready to Send for Approval column is Yes. Chair's Approval column is empty, the Annual Work Plan is waitting for the chair's approval.
When the Chair's Approval column is Approve, the Faculty's Approval column is empty, the Annual Work Plan is waitting for the faculty's approval.
When the approval process is completed, both of the Chair's Approval column and the Faculty's Approval column will show Approve.

If the chair would rather not get individual emails when each annual work plan is ready for their review/approval, how can the chair approve the Annual Work Plan directly from the form?

If the chair would rather not get individual emails when each annual work plan is ready for their review/approval, then the staff/division chief can save the annual work plan draft by keeping the Ready to send for approval toggle “off” and communicating with the chair that they need to go to the SharePoint site to review. If this is the process that they would like to follow, they will not get the approval email and will need to follow the directions in How to send an Annual Work Plan for approval to approve and send to the faculty member for their approval. Once they have done this, the annual work plan will be sent to the faculty and the chair approval date will populate in the Chair Approval Date column on the SharePoint list.

What happens after the Chair approved the Chair's Annual Work Plan?

After the chair approved his/her Annual Work Plan. The Annual Work Plan will be send to the waiting list to send to the Dean.Therefore, for the chair's Annual Work Plan, you will see Approve under Chair's Approval. Under Faculty's Approval, it will be empty, the chair does not need to approve his/her Annual Work Plan twice.

Video Tutorial

Staff Training

How to Review and Approve the Annual Work Plan

How to Review and Reject the Annual Work Plan

AWP SharePoint Walkthrough

Granting Partial Access to AWP

Column change notification

Remove AWP Access