- The line graph shows headcount by fiscal year (FY) for (1) the overall university; (2) a selected college, school, VP portfolio (C/S/VP), or department; and (3) all units on campus other than the selected unit. The color key labeling the groups is in the upper left corner. Scales for each group are different to allow for relative comparison among the groups. (The column graphs at the bottom of the sheet will be described later.)
► Headcount can be displayed in one of three ways. Select the relevant Headcount Type in the upper left corner.
- The default is a Snapshot: a typical headcount in any of the three semesters. Fall is the default semester. Select the semester of interest using the dropdown menu box next to the Headcount Type by clicking on the down arrow and select Fall, Spring, or Summer. The semester menu only works for the snapshot view.
- Full Time Equivalent (FTE): a count of full-time equivalent appointed hours for an entire FY. (Nine full-time months equal one FTE for faculty; summer appointments are added on.)
- Cumulative: a count of the number of employees who worked during the FY regardless of their number of total hours.
- Query the data to answer questions
► Hover over a name or color on the color key in the upper left corner of the page to highlight an organizational group. Select the C/S/VP or Other UT Units groups to display only their values (note that the university group remains visible, but only the values of the subgroup are displayed for the university). Select the same name or color to turn off highlight.
► Hover over FY points on any line to display relevant information such as specific headcount, percent change from the previous year, and data sources.
► Click on a FY point to highlight data in this and related graphs for the selected FY. Select again to turnoff highlight.
► In the upper right corner, select the Table button to display tabular information in place of the line graphs.
► Filters allow you to focus on specific information. This report contains several filters across the top of the page. You can use the filters singly or in combination to refine, or “slice,” the data. The filters are described below.
- Filter for Employee Type using the dropdown menu at the top of the page: click on the down arrow, click on the “All” check mark to remove all check marks, then click the boxes of employee types you want to include.
- Filter to view Monthly or Hourly employees using the dropdown menu at the top of the page: click on the down arrow, select monthly or hourly.
- Filter to view specific Job Category(ies) (Occupational Group) using the dropdown menu at the top of the page: click on the down arrow, click on the “All” check mark to remove all check marks, then click the boxes of job categories you want to include. If specific job titles are of interest, then use the Job Titles filter.
- Filter to view one or more Job Titles using the dropdown menu at the top of the page. After selecting the dropdown menu by clicking on the down arrow, remove titles by clicking the check marks of titles you want to exclude, or click on the “All” check mark to remove all check marks, then click the boxes of titles you want to include. If categories of job titles, or occupations, are of interest, then use the Job Category filter.
► Printing dashboards
- You may want to print dashboards to share with others. The graphs showing on the screen are what is printed. Multiple prints are required if a graph needs to be scrolled to reveal additional sections of the graph.
- Click on the Download button at the bottom or top of the page.
- For a PDF document, select PDF
- For most dashboards select Landscape (you will be able to see the document on-screen before printing and change if desired).
- Under Content, select This Dashboard
- Click on the Download button, a small window will appear, Download PDF, click on Download
- A Microsoft Open/Save window will open, click on the Open with button and click OK
- For an Image of the dashboard, select Image
- A small window will appear, Download Image, click on Download
- A Microsoft Open/Save window will open, click on the Open with button and click OK
- You can print directly from the Windows Photo Viewer or copy it and paste it into a Word document
► Clear all filters and return to default settings by selecting Revert at the bottom or top of the page (You can return an individual filter to its default settings by selecting
above the filter drop down menu.)
► Example 1: Determine the number of employees at the university in the FY 2009 spring semester:
- Go to the Headcount Type filter in the upper left corner and make sure Snapshot is selected. If not, select Snapshot. To the right of Snapshot select Spring in the dropdown menu.
- Hover over the university line directly above FY 2009. You should see a pop-up box that identifies the unit, the FY, the number of employees, and the percent change in headcount from the previous year, and other information to help interpret the information. The number of employees should be 14,198.
- Alternatively, select the Table button in the upper right corner of the page to display headcounts and percentages in a table. Under the FY 2009 column, the number of employees for the university is 14,198.
- Print the dashboard if desired.
- Clear all filters and return to default settings by selecting Revert at the bottom or top of the page (You can return an individual filter to its default settings by selecting above the filter drop down menu.)
► Example 2: To determine the number of FTE hourly administrative assistants in your C/S/VP in FY 2011:
- Go to the Headcount Type filter in the upper left corner and select FTE,
- Go to the Monthly/Hourly filter at the top of the page, click on the down arrow, and click on Hourly,
- Go to the Job Title filter at the top of the page, click on the down arrow, Click on All to uncheck all of the titles, read down to Administrative Assistant and select it, then click on the Apply button (note the Employee Type filter changed to Classified),
- Click on the body of the graph to close the job title menu, then Hover over the line for your C/S/VP at 2011 to see thee pop-up box, or, select the Table button in the upper right corner to view FTE counts of hourly administrative assistants for all years.
- Print the dashboard if desired.
- Clear all filters and return to default settings by selecting Revert at the bottom or top of the page (You can return an individual filter to its default settings by selectingabove the filter drop down menu.)
► Click 
to the right of the Headcounts Over Time title to show headcount graphs of subunits (e.g., departments). (If there are not any departments this symbol will not appear.)
- As with the larger units, the Headcount Type can be selected in the upper left corner.
► Highlight a subunit by hovering over the color key. Select the name or color on the color key to show that subunit alone.
► Filters allow you to focus on specific information. This report contains several filters across the top of the page. You can use the filters singly or in combination to refine, or “slice,” the data. The filters are described below.
- Filter for Employee Type using the dropdown menu at the top of the page: click on the down arrow, click on the “All” check mark to remove all check marks, then click the boxes of employee types you want to include.
- Filter to view Monthly or Hourly employees using the dropdown menu at the top of the page: click on the down arrow, select monthly or hourly.
- Filter to view Job Category(ies) (Occupational Group) using the dropdown menu at the top of the page: click on the down arrow, click on the “All” check mark to remove all check marks, then click the boxes of job categories you want to include. If specific job titles are of interest, then use the Job Titles filter.
- Filter to view one or more Job Titles using the dropdown menu at the top of the page. After selecting the dropdown menu by clicking on the down arrow, remove titles by clicking the check marks of titles you want to exclude, or click on the “All” check mark to remove all check marks, then click the boxes of titles you want to include. If categories of job titles, or occupations, are of interest, then use the Job Category filter.
- Filter to view one or more Departments (subunits) using the dropdown menu at the top of the page. After selecting the dropdown menu by clicking on the down arrow, remove departments by clicking the check marks of departments you want to exclude, or click on the “All” check mark to remove all check marks and then click the boxes of departments you want to include.
- Example 3: you may want to know the history (i.e., growth, decline, consistency) of the number of monthly, classified employees in office support positions for a particular department.
- Go to the Employee Type filter at the top of the page, click on the down arrow, click on “All” to clear the boxes, select “Classified,” click on Apply,
- Next, go to the Monthly/Hourly filter at the top of the page, click on the down arrow, and click on monthly,
- Next, go to the Job Categories filter at the top of the page, click on the down arrow, select Office and Administrative Support Occupations, click on Apply, click on the body of the graph,
- Next, go to the Department filter at the top of the page, click on the down arrow, click on “All” to clear all the departments, then select the department you are interested in, click on Apply, click on the body of the graph,
- In the top right corner, select the Table button to display the numeric values of the graph.
- Print the dashboard if desired.
- Clear all filters and return to default settings by selecting “Revert” at the bottom or top of the page (You can return an individual filter to its default settings by selecting above the filter drop down menu.)
► Click on 
in the upper right corner of the page to return to the main headcount trend page.
For questions or comments, contact:
Karen Blanchette: karenblanchette@austin.utexas.edu (512.475.8055)
John Moore: john.moore@austin.utexas.edu (512.475.8062)