Author Archive for ucUserz

Scheduled maintenance for BFS/BearBuy systems on 11/17/17

Revised/Updated on November 14, 2017

CSS has learned that there is an additional November scheduled maintenance day for some campus systems. (As these systems will be unavailable that day, there will be some impact to services that CSS provides the campus.):

  • BFS will be unavailable on Friday, November 17 from 6:00AM – 6:00PM.  BearBuy will also be unavailable during this timeframe. You can contact the campus BFS Team at: bfsbairs@berkeley.edu with any questions.

Related outage messages and details can be found on the Blu home page, the Information Systems & Technology Service Status pageBerkeley Jobs,  We apologize for any inconvenience caused by this outage, but look forward to serving you as quickly as possible under the circumstances.

Please note there are additional scheduled maintenance days planned for other systems on February 9, 2018, and May 11, 2018. Check the “News” section on the CSS homepage for more information closer to those dates. If you have specific questions, please contact your respective CSS Business & Financial Services (B&FS) supervisor.

Don’t know who your key CSS contacts are? Find your department name in the FIND YOUR UNIT PROFILE PAGE in the far-left panel on the homepage of the CSS website.

CSS Processing Deadlines for Campus Curtailment 2017

October 31, 2017

— CLOSURES —

The annual closure of the campus to conserve energy will occur this year between Monday, December 25, 2017 and Monday, January 1, 2018. CSS is observing the campus closure dates except as follows:

Human Resources/Academic Personnel Support (HR/APS)

Evans Hall – CSS’ campus location for New Employee Onboarding will be closed for the holidays beginning Monday, December 25, 2017 through Monday, January 1, 2018. The next regularly scheduled Onboarding Session will be offered on Tuesday, January 2, 2018.

Information Technology (IT)

CSS IT will be closed on the campus holidays. On non-holiday dates, the CSS IT Service Desk will operate with reduced staff between 8 AM to ­ 5 PM to assist campus units via phone, email or online. For holiday or after hours support, please call 510-664-9000, option 1 (for IT), then press 7 to leave a voicemail, or send an email to: itcsshelp@berkeley.edu. Those issues will be addressed on the next business day.

Research Administration (RA)

As a courtesy, we are letting campus know that SPO will also be observing these Annual Campus Winter Break dates.

— SPECIAL DEADLINES —

Business & Financial Services (B&FS)

Travel & Entertainment (T&E)

T&E requests that are received with complete documentation on/before November 15, 2017 will be processed and submitted to the Controller’s Office to meet the last check run date before curtailment.

Please note: While every effort will be made to accommodate T&E requests received after this deadline – we cannot guarantee that requests submitted after this deadline will meet the last check run date before curtailment.

Purchasing (Procurement)

Payment requests submitted via BearBuy with complete documentation on or before December 1, 2017 will be processed and submitted to the Controller’s Office to meet last check run date before curtailment.

Also, all vouchers that have departmental approval by December 15, 2017 will be approved by CSS B&FS and will meet the last check run date before curtailment.

Human Resources/ Academic Personnel Support (HR/APS)

Here are specific deadline dates for various HR-themed transactions:

CSS deadline dates: Transactions:
12/4/17 1st BW Caltime out of scope timesheets due (for a 12/13/2017 payday). **
12/7/17 120 day PET deadline for (August 2017) to appear on December payroll ledger for 1/2018.
12/13/17 All SPOT Awards due for a 12/27/2017 payday.
12/20/17 November PET deadline to appear on December payroll ledger for 1/2018.
12/15/17 Suspense PET deadline to appear on December payroll ledger for 1/2018.
By NOON-12/13/17 Deadline for any Separations (prior to 12/31/2017).
By NOON-12/15/17 2nd BW CalTime out of scope timesheets due (for a 12/27/2017 payday). **
12/18/17 Monthly Caltime out of scope timesheets due (for a 1/2/2018 payday). **
** Submit timesheets to: csstimesheets@berkeley.edu

Payroll and CalTime time reporting processing deadlines are earlier than usual to ensure employees are paid by their primary pay date. In early December, Central Payroll will send an email with special instructions to campus partners, supervisors, and employees informing them of the early December CalTime approval deadlines. Other helpful details should be available on the CalTime website.

Research Administration (RA)

SPO will process proposals due in December 2017 and January 2018 according to the VCR’s five-day proposal submission policy with the following exceptions:

Deadlines Draft Due to CSS RA Due to SPO (5-day Deadline)**
Fri., 12/22/17 – Fri., 1/5/18 12:00PM – Fri., 12/8/17 12:00PM – Fri., 12/15/17
Mon., 1/8/18 8:00AM – Tues., 12/12/17 8:00AM – Tues., 12/19/17
Tues., 1/9/18 8:00AM – Wed., 12/13/17 8:00AM – Wed., 12/20/17
Wed., 1/10/18 8:00AM – Thurs., 12/14/17 8:00AM – Thurs., 12/21/17
Thurs., 1/11/18 8:00AM – Fri., 12/15/17 8:00AM – Fri., 12/22/17
Fri., 1/12/18 8:00AM – Fri., 12/22/17 8:00AM – Mon., 1/8/18

**Applies to proposals due at 5 pm PST on the proposal deadline day.

Note: Please inform your CSS RA contact if you will be submitting a proposal with a due date just prior to, or during, or just after the curtailment period.

Don’t know who your key CSS contacts are? Find your department name in the FIND YOUR UNIT PROFILE PAGE in the far-left panel on the homepage of the CSS website.

It’s now available — the CSS Update for September 2017

September 28, 2017

The next issue of the “CSS Update,” our communication effort to keep you, our campus partners, informed is now available.

Our goal is that this update provides you the information you need to provide timely feedback and prepare for changes. For more in-depth information, please continue to turn to your CSS Service Director and the supplemental information that is linked to within the document.

Please take our 30-second survey to help us continually improve upon this communication and make it meaningful for you.

Didn’t catch the previous issue in April? You can see it here.

ServiceNow for CSS HR/APS Staff Hiring is Live!

Updated September 15, 2017

The latest CSS HR/APS ServiceNow release went live on August 24! Campus will now make HR service requests for Staff Recruitment, Staff Extension, Staff Waiver of Recruitment, Staff Mass Hiring, and Classification and Reclassification utilizing new online forms in ServiceNow.

It’s easy to start the hiring or classification process – simply answer a few required questions in ServiceNow and submit the form. Additional information or needed documents will be added later in consultation with an HR Partner. Of course, those with information at their fingertips and/or some HR experience can complete the additional questions and attach documents immediately so we can start working on your request more quickly. CSS HR Partners are ready to further assist clients throughout the process, and CSS Service Directors are also available for support, as needed

We appreciate the input gained from Campus partners over the past six months that helped create a more user-friendly experience. This resulted in a simple three-step process:

  1. Open a ServiceNow ticket and answer a few basic questions
  2. Move through the approval process (no approvals for Classification or Reclassification)
  3. Consult with an HR Partner on additional details and documents needed

In addition to the advantages of moving these HR forms online and automating processes in ServiceNow, clients will experience having all information connected to a request in one place, greater visibility into the status, increased efficiency due to standardized processes, and more accountability in the hiring process. In fact, in a recent demonstration of the online forms, 70% of clients agreed that submitting a ticket in ServiceNow had benefits for them!

For a concise summary of this new release, please click this link: Campus Overview: Staff Hiring – ServiceNow for HR/APS. Additional resources and job aids are available here by clicking on the bright pink “Staff Hiring” icon. We look forward to serving you!

Scheduled Maintenance for Many Enterprise Systems on 8/18/17

August 10, 2017

CSS has learned that scheduled maintenance work (1-day) for many enterprise systems, like HCM, BFS, BearBuy, the Travel & Entertainment (T&E) system, as well as the Blu Portal, will occur on Friday, August 18th. Because these systems will be unavailable that day, there will be some impacts to services that CSS provides the campus:

  • Separations and Funding Change requests in ServiceNow: As HCM is integrated  with these request types, you’ll be able to submit these ServiceNow tickets when the system is back online on August 19th. (Or, you can submit them prior to 8/18 but please know that CSS too, will not have access to HCM until it’s back online.)
  • BearBuy: Because campus purchasing requests and voucher payments/approvals will be unavailable, this will slightly delay regular processing time. If you have any critical, time-sensitive purchasing transactions, please contact your respective B&S supervisor.
  • BFS: Access to  financial journals, budget uploads, closeouts, and chartfield validations will also be unavailable. CSS’ ability to process financial transactions will be briefly postponed until the system is back online.
  • T&E: As CSS will not have access to the T&E system, this will have a similar effect to processing time. CSS will ensure that the processing of of T&E transactions resumes once the system is back online.

Related outage messages and details appear on the Blu home page, the Information Systems & Technology Service Status page, Berkeley Jobs, and the Berkeley Human Resources Systems page.

We also learned there will be additional scheduled maintenance days on Nov. 17, 2017, Feb. 9, 2018 and May 11, 2018. Look for more information on our CSS home page closer to those dates.

We apologize for any inconvenience. If you have any specific questions, you may contact your respective CSS HR Partner or CSS Business & Financial Services (B&FS) supervisor.

Don’t know who your key CSS contacts are? Find your department name in the FIND YOUR UNIT PROFILE PAGE in the far-left panel on the homepage of the CSS website.

VCR Museums & Field Stations Units

General Banner

The Vice Chancellor for Research (VCR) Museums & Field Stations Units receives Budget & Finance, Business & Financial Services (B&FS), Human Resources (HR), Research Administration (RA), and Information Technology (IT) support from Campus Shared Services (CSS).

Lori Tannyhill is the CSS Service Director for  VCR and is responsible for integration across all CSS service areas and overall service quality. If you have any questions about CSS, you may contact Lori at: ltannyhill@berkeley.edu, or 510-409-0357 (mobile). You may also contact the supervisors or managers listed on the main VC for Research Unit Profile Page.

The VC Research Museums & Field Stations Units consist of the units shown below:

Berkeley Natural History Museums:

  • Essig Museum of Entomology
  • Human Evolution Research Center
  • Lawrence Hall of Science
  • Museum of Vertebrate Zoology
  • Phoebe A. Hearst Museum of Anthropology
  • UC Museum of Paleontology
  • UC Botanical Garden
  • University & Jepson Herbaria

Berkeley Field Stations:

  • Angelo Coastal Range Reserve
  • Blue Oak Ranch Reserve
  • Central Sierra Field Research Stations:
    • Chickering American River Reserve
    • Central Sierra Snow Laboratory
    • North Fork Association Lands
    • Onion Creek Experimental Watershed
    • Sagehen Creek Field Station
  • Field Station for Behavior, Ecology and Reproduction
  • Gump South Pacific Research Station
  • Hans Jenny Pygmy Forest Reserve
  • Hastings Natural History Reservation

VCR Organized Research Units (ORUs)

General Banner

The Vice Chancellor for Research (VCR) Organized Research Units (ORUs) receives Budget & Finance, Business & Financial Services (B&FS), Human Resources (HR), Research Administration (RA), and Information Technology (IT) support from Campus Shared Services (CSS).

Lori Tannyhill is the CSS Service Director for  VCR and is responsible for integration across all CSS service areas and overall service quality. If you have any questions about CSS, you may contact Lori at: ltannyhill@berkeley.edu, or 510-409-0357 (mobile). You may also contact the supervisors or managers listed on the main VC for Research Unit Profile Page.

The VC Research Organized Research Units (ORUs) consist of the units shown below:

  • Archaeological Research Facility
  • Berkeley Energy & Climate Institute(s):
    • CA Institute for Energy and the Environment
    • Berkeley Atmospheric Science Center
  • Berkeley Institute for Data Science
  • CA Institute for Quantitative Biosciences
  • Center for African Studies
  • Center for Effective Global Action
  • Center for Environmental Design Research
  • Center for Information Technology
  • Research in the Interest of Society
  • Center for Integrative Planetary Science
  • Center for Latin American Studies
  • Center for Race and Gender
  • Center for Science, Technology, Medicine & Society
  • Center for Middle Eastern Studies
  • Center for Southeastern Asian Studies
  • Center for the Study of Sexual Culture
  • Donner Lab
  • Energy Biosciences Institute
  • France Berkeley Fund
  • Helen Wills Neuroscience Institute
  • Institute for the Study of Societal Issues
  • Institute of Eastern Asian Studies
  • Institute of European Studies
  • Institute of Governmental Studies
  • Institute of Human Development:
    • Center for Child Youth Policy
  • Institute for Research on Labor and Employment
  • Institute for International Studies
  • Institute for Personality & Social Research
  • Institute of Slavic, East European, and Eurasian Studies
  • Institute of Transportation Studies
  • Institute of Urban & Regional Development
  • Kavli Energy Nanoscience Institute
  • Miller Institute for Basic Research
  • Radio Astronomy Laboratory
  • Simons Institute for the Theory of Computing
  • Skydeck
  • Space Sciences Laboratory
  • Stem Cell Center
  • Theoretical Astrophysics Center
  • Tsinghua-Berkeley Shenzhen Institute
  • UC Transportation Center

VCR Administrative Units

General Banner

The Vice Chancellor for Research (VCR) Administrative Units receives Budget & Finance, Business & Financial Services (B&FS), Human Resources (HR), Research Administration (RA), and Information Technology (IT) support from Campus Shared Services (CSS).

Lori Tannyhill is the CSS Service Director for  VCR and is responsible for integration across all CSS service areas and overall service quality. If you have any questions about CSS, you may contact Lori at: ltannyhill@berkeley.edu, or 510-409-0357 (mobile). You may also contact the supervisors or managers listed on the main VC for Research Unit Profile Page.

The VC Research Administrative Units consist of the units shown below:

  • Berkeley International Office
  • Berkeley Research Development Office
  • Office of Environmental Health & Safety
  • Intellectual Property & Industry Research Alliances:
    • Office of Technology Licensing
    • Industry Alliances Office
  • Office of Laboratory Animal Care
  • Research Administration & Compliance:
    • Sponsored Project Office (SPO)
    • Office of Animal Care & Use
    • Office for the Protection of Human Subjects
  • Visiting Scholar & Postdoc Affairs Program

 

Changes to B&FS Satellite Support Office at Evans Hall

June 26, 2017

Campus Shared Services (CSS) Business & Financial Services (B&FS) is losing their office space at Evans Hall used for our Satellite Support Office for Travel & Entertainment (T&E) and Procurement (Purchasing) assistance. We’re currently searching for alternative space on campus. As a result, the in-person support at Evans Hall will be suspended effective 6/29/17.

For the convenience of campus customers, there will be a “drop-box” installed on the door outside room 459 (the same location CSS uses for New Hire Onboarding activities) for those that want to drop off their T&E requests. This box will be accessible at all times and B&FS will monitor and pick up all requests that have been dropped off. Please note: the drop box at 40 Giannini Hall continues to be available as an alternative – it’s at cubicle 40-24.

Our B&FS Satellite Support Locations web page will have those details once we have secured a new campus location.

 

 

 

 

Threatening Fliers on Printers/Fax Machines

Updated May 31, 2017

Several campus departments reported receiving threatening fliers on printers and fax machines over the holiday weekend. The FBI, in conjunction with UCPD, has determined that the threats are not credible.

If you notice unwanted printouts happening in your department, please contact the CSS IT Service Desk (submit online ticket or email itcsshelp@berkeley.edu) as soon as possible to assist in securing your printers and report the security issue to the Information Security and Policy team.

For any continued updates and/or details about how UCPD is collaborating with authorities for these incidents, check out this page on the Technology @Berkeley website.