Vanderbilt University Library
Staff Time Allocation Study

Data Recording and Center/Task Selection Guidelines

2003/2004

June 10 - 16 has been established as the next trial data gathering period for the 2003/2004 fiscal year.

Data Sheets, Recording and Reporting Procedures

Each staff member should use some form of data sheet that includes name, division and department.  In a few cases an individual may be assigned two positions if s/he works in multiple organizational areas.  (Let us know if you work in more than one organizational unit.)  While we will need to use names for checking completeness and for aggregate reporting, we are committed to not using the individual data in any way other than aggregate time study reporting.

Time/data sheets should be prepared for student workers as well.  Supervisors may want to prepare a data sheet for each student that lists the expected tasks to be performed. Or, if you're giving assignments in a way that you can record the time for them, you may do so. We are only interested in the total number of student hours by task, so you can use one (more) sheet for all students.

You may wish to make multiple copies of the data sheets so that you can begin new ones as needed.  If you find it easier to keep track of your time in some other way, do what works best for you.

At the end of the recording week, prepare a summary data sheet that lists the total time for each task performed during the week. This summary should be submitted to the Office of the University Librarian through your division director.  Completeness and accuracy will be checked and the staff member contacted if any clarification is needed.

We need your feedback and input. Make notes during the week on tasks you perform that don't seem to fit well anywere. And please comment on any problems or suggestions that come up during the week. You can record these in whatever way you like and submit them with your summary data sheet.

Guidelines for data recording

1. Time and Cost Centers are divided into two groups:

PRODUCT CENTERS: result in a measurable product

OVERHEAD CENTERS:  When analyzing time allocation, all Overhead Center time is apportioned back to Product Centers.

2. Whenever possible record time in a Product/Service Center.  Ask the question, does this task create or add to a product or specific library service?  Determine the appropriate Product/Service Center and then seek the task.

3.  In recording time, focus on the function rather than your organizational responsibility. 

4.  If the activity does not result in creation of a product or cannot be associated primarily with one or two Centers, record the time in an Overhead Center.  If associated with two centers, split the time appropriately.

5.  Find the task that most closely matches the activity.   Where the task selection is not obvious, worry less about the selection of the correct task and concentrate more on the selection of the correct center. As needed, make notes on the back of the data-recording sheet to identify tasks whose descriptions seem inadequate and/or where an appropriate task or center does not seem obvious. 

6.  Record time in 1/4 hour intervals.  Use whatever methodology works best for you for recording activity.

7. Do not record break time. Again, in estimating your time overall, factor in your break time as though it were spread throughout the day.

8. A summary data sheet has also been provided on the web. Please list the tasks down the side and record the total time for each of your workdays for each task. The total of all column totals should equal the number of hours you worked during the week.

9. Student time should be included in the Time Study. This does not need to be tracked to individuals, though it can be if the division needs to make distinctions in function, department, or rate of pay. A generic Student data sheet can be labelled with Student instead of name and add division and department.

See the FAQ for questions and answers posed by staff about how to record specific activities.

2 June 2004