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Activity Insight - Digital Measures

Frequently Asked Questions

Please see below for a list of common questions about FAS. If you have a question not listed here, please send an email to activity.insight@ou.edu.

Activity InsightTM, hereafter referred to as the Faculty Activity System (FAS), is a hosted software solution (online database). FAS is a secure and reliable web-based tool for faculty to collect, manage and report their teaching, research, creative and service activities, along with their accomplishments and professional activities. Digital Measures makes web-based software for higher education.

Digital Measures has taken many steps to create a safe environment for your information while ensuring access to your data.

All data provided by and collected for the University of Oklahoma by Digital Measures are solely owned by the University of Oklahoma. As per the terms in Digital Measures' service agreement, your data cannot be disclosed, reused, sold, or disseminated in any way by Digital Measures. Further, Digital Measures legally agrees to take steps to protect your confidential data just as we would any confidential data belonging to us.

To read more about how Digital Measures handles the security of the data, click here. To read more about data privacy, click here.

You, your academic leadership chain, and other university-level administrators responsible for fulfilling various reporting needs can view data in FAS. Security roles are assigned to each individual based on their need to have access to faculty information. Security role configurations include:

Faculty are able to view and run reports on their own data.

Department heads/directors and their staff designees are able to view data and run reports for the individuals in their own department.

Deans and their staff designees are able to view data and run reports for the individuals in their own college.

Designated individuals in the Provost's Office are able to see data and run reports for everyone on campus.

Log into the FAS with your campus 4x4 and password.

All tenured, tenure-track, and ranked, renewable-term faculty.

Yes, text box fields do have spellcheck but dropdowns and single-line fields do not have this feature.

Umlauts, accents, etc. can be entered into FAS directly as text without having to enter any html markups. You may copy and paste special characters - such as Greek or Latin characters, accent marks or other diacritical marks - into the system from another source as long as they are Unicode-compliant. Unicode is an industry standard set of characters that allows computers to consistently represent and manipulate text expressed in any of the world's writing systems. For more information about Unicode, please see: http://www.unicode.org/faq/basic_q.html.

Examples of fonts that are Unicode-compliant include Arial and Times New Roman. Examples of fonts that are not Unicode-compliant include Symbol and Wingdings. If characters are not transferring to the system as you expect, try changing their font in the source software application to Arial or Times New Roman and then copy and paste the text into the system. Of note, changing the font in some applications will convert symbol characters to images, rather than to equivalent characters in the Unicode font. Checking the symbols once the font has been updated to confirm they are Unicode characters is beneficial before testing copying and pasting these characters into the system.

In many colleges, full-time accounts are created shortly after your first day of employment. Check with your College Staff Representative or University Administrator for questions regarding access.

FAS is cross-compatible with most modern browsers including Internet ExplorerMozilla Firefox and Apple Safari.

Internet Explorer for the Mac is not supported, as it has been discontinued by Microsoft.

While Safari 2.0 and greater is supported, it does not support the use of some of the extra functions of the system such as PasteBoard and Rapid Reports accessed by tabs at the bottom right side of the screen. These tabs display best when using the Firefox or Google Chrome browsers.

Since we are using Shibboleth authentication, it is very hard to make accurate Bookmarks or Favorites for FAS. If you make the bookmark/favorite after you have entered your Web-Access credentials and then go to use the bookmark/favorite tomorrow, you may get a Shibboleth error. To make sure you have a bookmark/favorite that will always work for you, follow these steps.

GOOGLE CHROME:

After opening Chrome and going to the FAS page, press Ctrl+D on your keyboard. This will bring up a prompt to bookmark the page. You can change the name of the bookmark if you wish or save it to a special folder, or simply click Done. Make sure the saved address is: www.digitalmeasures.com/login/ou/faculty. To find it later, press Ctrl+Shift+B. A taskbar will appear near the top of your screen with your bookmarks.

MOZILLA FIREFOX:

After opening Firefox and going to the FAS page, press Ctrl+D on your keyboard. This will bring up a prompt to bookmark the page. You can change the name of the bookmark if you wish or save it to a special folder, or simply click Done. Make sure the saved address is: www.digitalmeasures.com/login/ou/faculty. To find it later, press Ctrl+B, which will bring up a sidebar on the left of your screen, and then select Bookmarks Menu. Your bookmarks will appear in the menu.

INTERNET EXPLORER:

After opening Explorer and going to the FAS page, press Ctrl+Shift+B on your keyboard. This will bring up a taskbar near the top of the screen. Click the star to save the page to the Favorites Bar. Make sure the saved address is: www.digitalmeasures.com/login/ou/faculty. Ctrl+Shift+B will make the Favorites Bar disappear or reappear as you wish.

APPLE SAFARI:

After opening Safari and going to the FAS page, press Command+D on your keyboard. This will bring up a prompt to save the page to your Bookmarks. Make sure the saved address is: www.digitalmeasures.com/login/ou/faculty. To find it later, select the Bookmarks menu at the top of the screen.

An activity may not require all fields available on the screen to be completed. The Annual Faculty Mini Vitae Report does not use every field available in FAS. See report template to view reporting logic.

When entering your activities it is important to complete the date fields as the reports you run will ask for a date range. Screens with a date field will prompt you to add a date and will not allow you to leave a screen until you have entered a date.

Note: For activities that are/were only on one day, leave the start date blank and specify the end date. For activities that you have started but have not yet completed, specify the start date and leave the end date blank.

A data-entry team has entered one year of data for you. You can always back-fill earlier data for a more complete CV and accurate NSF and/or NIH Biographical Sketches.

Yes, a Vita report is available for faculty.

All information entered into FAS remains in the database. Even though our faculty change over time, keeping information for those individuals who are no longer with the campus is still important for preparing accurate historical reports on our campus' productivity.

The most common use of the system will be for faculty members to run the annual Mini Vitae report. Reports can be run in Microsoft Word, as Adobe PDFs or in HTML. Word documents are editable and sections may be copied for other uses that faculty may have.

Note: The University will be developing other uses for the FAS as more users are added to the system.

There are two ways to get data out of FAS: Custom reports, that have been created for faculty, college and university administrators, and ad hoc reports, available to directors/deans and staff representatives. The “Create a New Report” tool allows you to easily select the exact data elements you would like from the system.

The report template located in section one on the Run Report tab will allow you to view and download the report logic.

The option to add an attachment is located on the following screens:

Personal and Contact Information – attach a photo

Education – attach a transcript

Scheduled Teaching – attach a syllabus, course evaluations, course materials and “other” items

Contracts, Fellowships, Grants and Other Funded Research (Non Office of Research Services) – attach an award letter

Intellectual Contributions (e.g., Publications) – attach a full-text file

Presentations – attach a presentation file

File size limit is 50 MB per attachment.

If a document is stored within FAS, it will not print on most reports.   To access these documents again, return to the screen where it is stored and you can download the document.

The following screens have data imported into the FAS:

Permanent Data (starting rank and tenure review data) – source: IRR

Yearly Data (academic year, primary college & department) – source: IRR

Scheduled Teaching (credit courses) – Imported once a semester; source: IRR

Grants and Sponsored Research (Office of Research Services) – Imported from ORS; source: Cayuse

Questions regarding the FAS and your college’s use of the system can be directed to your college staff representative or the University Administrator (activity.insight@ou.edu).

The Pasteboard is limited to 4000 bytes of data, as this is the maximum amount of data that can be stored in a single cookie. If you are looking to paste text that exceeds this limit, only copy specific sections of the text into the Pasteboard, work with the text, and then paste in additional text. Alternatively, you can copy the text from your Word document directly into the relevant field in FAS.

Data for the Scheduled Teaching screen (what you teach each semester) is loaded from Banner after census (~12th week) each semester. If for some reason you have not been associated with a given course in Banner then it will not load into your profile.

If you have collaborated with other University of Oklahoma faculty members on text-based contributions, the first author to enter the citation creates the entry for all the collaborating authors, saving time and effort for all the authors. The entry author is the ‘owner’ of the record. The authors display on the record detail under Contributors in their own portion of the screen. The ‘owner’ of the record is able to edit the record. If the record is linked to another University of Oklahoma faculty member the record displays as:


on the Books, Journals and Other Text-Based Contributions summary page. Digital Measures calls this linking collaborators screen functionality: User Reference. The Intellectual Property and Contracts, Grants and Sponsored Research (ORS) screens also have linked User Reference.

Intellectual Contributions (e.g., Publications) Screen: Each time your publication status changes you must also update the date fields that apply to that status.  

Expected Date of Submission: If your publication is a Work In Progress, enter a date in these fields. 

Date Submitted: If your publication has been submitted, enter the date of submission in these fields. 

Date Accepted: If your publication has been submitted, enter the Month and Year of acceptance in these fields.

Date Published or Date to be Published if "In Press": If your publication is "In Press," enter expected date of publication.  If your publication has been published, enter the publication date in these fields. 

If you update the publication status, you must update the applicable date range for accurate reporting.

If you have a grant, fellowship or contract (typically an internal grant) that does not go through the Office of Research Services via Cayuse it will not show up on this screen. You will need to enter the data for these grants on the "Contracts, Fellowships, Grants and Other Funded Research (Non Office of Research Services)” screen.

The NIH and NSF Biographical Sketch Reports rely on Step 3: Biographical Sketch reference number to determine which Biosketch records to use. If this field is left blank, the report will generate a Biosketch for each applicable record the user has. Please select a reference number for which report you would like generated.

Yes, please work with the University Administrator (activity.insight@ou.edu) to define, submit or revise reports you would like to have available.

To suggest screen/field revisions, please contact your University Administrator (activity.insight@ou.edu).

No. Contact the University Administrator (activity.insight@ou.edu) providing your name and previous institution. We will contact our Solution Specialist at Digital Measures who will contact the campus administrator at your previous institution to inquire if they will permit Digital Measures to copy your profile from their instrument and load it into the University of Oklahoma instrument.

University policy is that 4x4’s and passwords are not shared. We can create a proxy account for someone and then assign security roles to an individual user so they can enter data for you or run reports for you. Please complete the Proxy Permission Form found on the Faculty Activity System homepage.