dFac

dFac is a web-based interface within Duke@Work that is used to manage faculty appointments, leaves and tenure data, as well as other faculty information such as directory titles, education, training, board certifications, evaluation tracking, and professorships. dFac also interfaces with iForms for the purposes of simplifying the hiring and promotion processes for faculty members.

dFac forms are routed in dFac to different approval levels prior to final approval. These approval workflows are specific to the school that is giving the faculty member an appointment; the type of form and the faculty member’s personnel subarea designation also help guide the workflow choice. An overview of each school’s workflow can be viewed in Duke Box here; you must sign in with your Duke NetID in order to view.

dFac is owned by the Office of Faculty Affairs Administration. For more information about dFac, visit the Duke@Work portal.

Identifying dFac Administrators in Duke Schools

These dFac administrators help orient new users and clarify local policies for adding and maintaining faculty data. They can also advise users about getting access to dFac and getting help with system problems.

How to Get dFac Help

A New User and Refresher Training is available in the Duke LMS. The course is asynchronous and can be completed at your own pace. Search for the course by the following Name or Offering ID:

Duke LMS
Name: dFac New User Training
Course ID: DFAC_LR09222020
Offering ID: 00151750

Other resources are:

• Quick Start guides (pdf)
• User Guide (pdf)
• Faculty Procedures Manual (pdf)
• School of Medicine APT office

For more information about using dFac, submit a Service Now request to the dFac team by using this link.

Frequently Asked Questions

+ What’s the difference between iForms and dFac?

iForms is the system of record for master HR data related to position, cost distribution, and payroll used for all Duke employees. dFac handles faculty specific data such as appointments, professional training, tenure, and more. iForms and dFac are both part of the SAP system and are both accessed through the Duke@Work portal. Separate access rights are given for dFac versus iForms.

+ What’s the difference between a position and an appointment?

The position represents the employment relationship while an appointment represents the academic relationship and rank. Everyone employed by Duke has a position. All faculty members have at least one appointment, their primary appointment, as well. Faculty members and academic staff can have secondary or joint appointments as well as memberships to institutes and centers.

+ How do I get access to dFac?

Access is requested at the local organization level by your SAP Security Initiator. The request is then routed to Duke Financial Services’ Accounting Systems and Procedures where it is reviewed. Accounting Systems and Procedures requests approval from the dFac Administrator for the requestor's school. If approved, the login is created and the user is notified. Access can be given for one or many organizational unit(s).

+ Does dFac offer reporting tools?

Yes, dFac offers a wide array of reports by default. For added flexibility, dFac users can also create their own custom reports. The default reports can provide an exportable list of all faculty with primary appointments, non-primary appointments, ending appointments, tenured or tenure-track faculty, tenure eligible faculty, current faculty leaves, gaps in appointment history, sabbatical eligible faculty, and more.

+ What if I need data that isn't available in the current reporting tools?

For faculty data needs beyond the scope of dFac reports, you may submit a faculty data request via this link. The Faculty Data System & Analysis team will review your request and be in touch.