Frequently Asked Questions

Index
How can I access the system?

You can access Digital Measures by clicking on this LINK. Otherwise you can copy and paste the URL into your web browser: https://www.baylor.edu/digitalmeasures

How can I get support?

If you have any type of questions, comments, or concerns, you may email the Baylor University administrator for Digital Measures at DM@baylor.edu. Your inquiry will be responded to in the order it's received.

Are any of my data loaded for me?

Yes! Information for the following screens are preloaded and updated of a regularly basis:

  • Personal and Contact Information - Includes fields such as; prefix, name, address, email address
  • Yearly Data - Includes fields such as; college, department, graduate faculty, sabbatical, full time equivalency
  • Permanent Data - Includes fields such as; starting rank at Baylor, subsequent ranks earned, tenure status
  • Education - Includes fields such as; college attended, degree, major
  • Workload Information - Includes fields such as; teaching workload, administrative workload, service workload, research workload, other workload. Broken out between Fall and Spring semesters.
  • Scheduled Teaching - Details about your specific courses taught, evaluation data
  • Contracts, Fellowships, Grants and Sponsored Research (OSP Data) - If you had a grant or proposal go through OVPR/OSP then it will appear here with a lot of relevant data
What is the update schedule for loaded data?

The following is the update schedule (on-going) for each of the screens that are loaded for you:

  • Person and Contact Information - Beginning of each semester.
  • Yearly Data - Beginning and end of each semester.
  • Permanent Data - Beginning and end of each semester.
  • Education - Beginning and end of each semester.
  • Workload Information - Only at the end of each semester; Fall: After December 31st, Spring: End of May/Early June.
  • Scheduled Teaching - Beginning and end of each semester.
  • Contracts, Fellowships, Grants and Sponsored Research (OSP Data) - Beginning and end of each semester.

Note: Additional updates to the above may occur on an as needed basis.

What if I am not able to log in?

If you are having issues accessing the system, please contact DM@baylor.edu - It could be that you do not have an account setup in the system!

What do I do if I see data that is inaccurate?

That depends upon the screen!

  • For Education please follow the instructions here:
  • For OSP Grants please send an email to DM@baylor.edu, we will need to research and/or correct the data (if needed) in the databases, when they are complete we will update the screen in DM.
  • For Personal and Contact Information, Yearly Data, Permanent Data, Workload Information, or Scheduled Teaching please send DM@baylor.edu an email to address the issue.
What do I do if I see data that is missing?

For one of the seven screens we preload data on your behalf, please send DM@baylor.edu an email to research what is missing. In some cases the data can be easily uploaded to the system by us, in other cases HR or OVPR might need to get involved to add/update data in their systems.

I don't know where certain types of activities go

There are a lot of options to choose from. In general you can follow the below information:

  • Anything that is a publication (Journal, Books, Book Chapters, etc..) will be housed in the Intellectual Contributions.
  • Anything that OVPR did not work on for you will go in Contracts, Fellowships, Grants and Sponsored Research (Self Reported).
  • Anything that resembles a presentation would most likely go in Presentations.
  • Any type of service (department, university, community, church, etc..) will go in the appropriate Service Section.

Outside of the above information, it will probably be a college specific question, please see your college page on this site for more details, Or send an email to DM@baylor.edu.

How do I run my report?

This is very easy to do!

  • On the top header of DM, click the Reports button.
  • Find your college specific Activity Report.
  • Once you click into your report, change the Start Date and End Date for the year you want to run your report for.
  • On the top right of the screen you will see a button labeled Run Report. This will download a word document to your task bar, simply open and review.

Note - You can run your report as many times as you would like, in fact this is encouraged!

For a video showing this in action, please see the quick tips: Quick Tips

I have suggestions for screen customizations or report customizations

Please send an email to DM@baylor.edu so we are able to review your ideas and determine an appropriate course of action.

How can I schedule a training?

Due to COVID-19 we are currently only providing remote training sessions.

Please contact DM@baylor.edu to set up a training. All sorts of trainings are available!

  • One on One trainings
  • Group trainings (whole departments, groups of various individuals)
  • Chair trainings
  • Dean trainings
  • First time/Refresher trainings

We are very flexible, in person training is a valuable resource for faculty to understand DM as a whole and how to use it. Also see college specific trainings that are recorded and available for viewing 24/7 on your college page: College Selection.

Besure to check out the quick tip videos that show you more common questions: Quick Tips

Does this system work for all browsers?

Yes! We have tested the system and it has been optimized for; Chrome, Internet Explorer, Edge, Safari, Firefox, etc.. The system also works on Windows and Apple computers well.

Intellectual Contributions - Journal Name isn't there

We currently have a list of 5,272 unique publications that exist in the Digital Measures system within the "Journal Name" drop down field. We are always adding more and happy to accommodate your requests.

If you have noticed that your specific publication is missing from this listing, please do one of the following:

  • You can select "Not in List" from the "Journal Name" field
    • You can either type that into the box (the drop down list is of type search), or it is the last option in the list.
    • Once you select "Not in List" there will be three new fields that appear, under the "Item" sub menu. You can then fill out the Journal Name, If it was peer-reviewed/refereed?, and the review type
    • Doing the above will allow your records to print correctly on reports.
  • Email a handful of journal names
    • You and send dm@baylor.edu a brief email containing the Journal Name and if its Peer Reviewed. We can add it on the back end of this system quickly.
  • Email a large list
    • If you happen to have a list of publications that are not there, or perhaps you are a department chair and you want to make sure the most commonly published to publications exist in the Digital Measures system - Please send dm@baylor.edu a complete list of journal names you wish to be added, along with if it is peer reviewed or not. There can be as many publications in this listing as you would like so please make a complete list if you have one.

Link to video demonstrating the "Not in List" option: Not in List

Intellectual Contributions - How can I import my publications?

You can import your publications from a number of different sources:

  • BibTex File - This is a text file formatted for publication citations. Some options on where to get your BibTex file is; EndNote, Mendeley, HeinOnline, Google Scholar, RefWorks, Zotero.
    • For this option you will need to already have an account with a third party system that can handle citations, you will also need to have your publication data stored there.
      • Link for instructions to generate BibTex files from the sources listed above and import to Digital Measures: Instructions
      • Video demonstrating how to import a BibTex to Digital Measures: Load BibTex Files to DM
  • Third Party API Integration - These options are direct API integrations that Digital Measures has established with five different publication databases
    • ORCID, Crossreff, Scopus, Web of Science, PubMed
    • These options allow you to search for your self within these databases, you can then select items that are yours, verify the selections and import them to Digital Measures automatically. If using ORCID, you will need to already have an account with them, and input your ID from ORCID into Digital Measures
Intellectual Contributions - Required fields

There are several important fields within this screen that you should be aware of and how to handle them.

  • Contribution Type: Type of contribution this publication is, select one that matches the best.
  • Current Status: While this field is not technically required, your reports use the field to identify which records belong where on your reports. Please mark it with Submitted, Accepted, Published.
  • Title: This is not required, but highly encouraged. It is very important to mark down the title of your publication so any one looking at reports knows what the record is.
  • Authors/Editors/Translators: Please include the Author name (if they are at Baylor and on Digital Measures, you can select their name from the first drop down menu in this field, called "People at Baylor". Please be sure to select the role they played in the project.
  • Journal Name: This field determines if a publication is peer reviewed or not. You must select an option here. To view the FAQ on this topic please refer to: Journal Name isn't there. Once you select an option from this drop down menu, the system will automatically know if the selection is peer reviewed or not.
  • Date fields: Please be sure to select at least a  year value for the date fields, They all don't need to be filled out, but Date Submitted, Date Accepted, Date Published are all good ones to have a year for. Dates are used to determine what records to pull into reports that people are running within Digital Measures. They are also used for ad-hoc reporting we do on this information.

For more information on the various required fields, please follow the link to a video showing it:                                      

Intellectual Contributions - Date fields

There are five date fields within this screen that are available to fill out. If you know dates for all the fields, that's great, you can fill them out! If not that is okay as well. The most important date fields are Date Submitted, Date Accepted, and one or both of the Date Published fields. If you happen to know a month and day for the specific date, that is great, otherwise you just need to fill out a year for any of the date fields you want to fill out.

  • Expected Date of Submission: This field is mostly unimportant, feel free to fill it out, but there is no need.
  • Date Submitted: This field coincides with the status of Submitted. If your record is marked with a status of Submitted, please fill out at least a year value for this field.
  • Date Accepted: This field coincides with the status of Accepted. If your record is marked with a status of Accepted, please fill out at least a year value for this field.
  • Date Published (Electronic): This field coincides with the status of Published, if you happen to have an electronic published date, please add it here. Just a year is required.
  • Date Published (Print): This field coincides with the status of Published, if you happen to have an print published date, please add it here. Just a year is required.

You do not need to remove date data once it is entered. If you started the record at Accepted status, then it moved to Published, you should keep the accepted date and add the relevant Published dates.

For more information on Intellectual Contribution Date fields, please follow the link to a video showing it:

Contracts, Fellowships, Grants and Sponsored Research (OSP Data) - Date fields

Date fields on this screen include:

  • Date Created by OSP: This is a legacy date field from pre Ignite when Baylor just used TRAX for all sponsored research data inputs.
    • For grants that exist in both Ignite and Trax, there will be a Date Create by OSP value.
    • For grants that only exist in Ignite, this value will be copied from the Date Submitted field. As this specific field doesn't exist in ignite
    • For proposals that only exist in Ignite, this value will be copied from the Date Submitted field.
  • Date Submitted to Sponsor: This field is referring to when a particular grant or proposal was submitted to the sponsoring organization for review.
    • This field exists for both TRAX and Ignite grants and proposals.
  • Start Date of Funding: This field is referring to when the actual funding the grant is suppose to begin.
    • Both TRAX and Ignite grants and proposals will have this field
    • Most of our reporting using this field to find and pull records to the report.
  • End Date of Funding: This field is referring to when the actual funding the grant is suppose to end.
    • Both TRAX and Ignite grants and proposals will have this field
    • Most of our reporting using this field to find and pull records to the report.
Contracts, Fellowships, Grants and Sponsored Research (OSP Data) - Sub sections meanings?

Sub sections in this screen are referring to the drop down sections indicated by a down arrow icon. There are five in total.

  • Investigators: This pulls in the Principal Investigators and Co-PI's.
    • People at Baylor: This is for faculty that work at Baylor and are in the Digital Measures system.
    • Role: Indicates if you are a PI or Co-PI
    • Project Credit Distribution: This displays your percentage of the overall project; i.e 100% or 50% etc.
    • Faculty Distribution Amount: This is a custom calculation based on Amount Funded x Project Credit Distribution
    • Faculty Expense Distribution: This is a custom calculation based on Cumulative Expenditure x Project Credit Distribution
  • Grant Yearly Budget: This pulls in detailed information based on the Funding amounts.
    • Budget Year: Year for funding, it could be a single year listed or multiples it depends upon the grant
    • Budget Amount (YTD): This is additional funding amounts that Baylor received for the budget of the grant. This will be a unique dollar value per line item.
    • Budget As of: Running total of the budget/funding for the grant.
    • Total Budget: Grand total for the budget/funding of the grant.
  • Department Credit Distribution: This pulls in the various departments at Baylor this grant is associated with.
    • Department: Department(s) listed on the grant
    • Department Credit Distribution: Similar to the Project Credit Distribution percentage for Investigators, but pertaining to departments
    • Amount: Amount credited to the department - Amount funded x Department Credit Distribution
    • Expenditure: Expenditures credited to the department - Cumulative Expenditure x Department Credit Distribution
  • Expenditures: Pulls in detailed information about the Expenditures for a grant.
    • Calendar Year Quarter: Calculates total expenditures by Quarter/Year
    • Year: Year for when the expenditures happened
    • Amount Expenditure: Total expenditures based on quarter and year.
  • Yearly Awards: Pulls in Award letter amounts and modifications to provide a detailed overview of awarded amounts.
    • Award Year: Year amounts for the grant were awarded
    • Award Letter Amount: Inital Awarded amount
    • Award Modification: Any new money that was awarded to the grant after the Initial Awarded amount
    • Award Amount: A running total of awarded amounts
Contracts, Fellowships, Grants and Sponsored Research (OSP Data) - Where data comes from

In our post Ignite world all of the information presented on this screen comes from three different sources that is internal to Baylor.

  • Ignite: This contains Active grant data from brand new grants (6/1/2020 and forward) as well as grants that are on-going that existed in TRAX. There is no proposal data contained in Ignite.
  • Access Database: This is managed by OVPR - There is currently no system within Ignite that houses proposal data. Any new proposals in a post Ignite environment are generated from here (after 6/1/2020).
  • TRAX - This was our old system for all things sponsored research. This currently houses all of our historical data. No new information is being added or modified with this system in a post Ignite world.
Contracts, Fellowships, Grants and Sponsored Research (OSP Data) - When is this data updated?

This data is updated at the end of each semester, along with on a as needed basis - generally this is around when Faculty are inputting data and reviewing their activity reports from November - January.

Contracts, Fellowships, Grants and Sponsored Research (OSP Data) - Who to contact for specific help?

Initially, please contact your University Research Administrator in the OVPR office. They will be able to direct you to proper person for help. Usually what happens is OVPR will research the question and/or issue, then loop the DM administrator in along with others in OVPR to help rectify the problem if there is data within DM to change. Please be patient as some of the received questions/issues takes some time to be research and directed to who can help solve it.

Education - Missing degree's, incorrect information on existing degrees? 

These are instructions provided by HR to assist you in adding/modifying your degrees in Ignite:

"Please login with Ignite, then click on the career and performance. On the next page, click on skills and qualifications. Next page, click on the add button on the top right to add your degree.  On the same page as the education, under that area, click the add button to the right of Licenses and Certifications. In this area, add your degree. Once this has been added, the HCM for your college will approve the update."

Once the above has happened please let DM@baylor.edu know and we will re-pull the information from Ignite and load it to DM ASAP.

View Usage Statistics for my College?

We have create a PowerBI dashboard available to all who are interested in seeing college and department level usage statistics for the various colleges. This dashboard will be updated on the last date of the month, every month. To view this dashboard please use this link - DM Usage dashboard

 

Institutional Research

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