Author Archive for ucUserz

Unwanted Printouts Hitting Campus Printers

January 20, 2017

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.

A working group has identified additional measures to combat this problem more systematically and will be working with campus stakeholders to develop an implementation plan in the months ahead.

New IT Equipment Catalog

January 17, 2017

Do you need to order computer equipment or upgrade your existing equipment? CSS IT has just made it easier to view our standard selection. You can check out all of our options in the new IT Equipment catalog!

Once you’ve decided, follow this process to start your order.

Now available — the CSS Update for December 2016.

December 15, 2016

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 August? You can see it here.

It’s live! Next release of ServiceNow for CSS HR/APS enhancements

Updated – December 15, 2016

This release, which goes live TODAY, December 15, 2016 is our next step to having a more intuitive and enhanced client portal with features that the campus has asked for. Simply stated, here are things to know and do beginning 12/15/2016:

  • Clients will use a new funding change webform with approvals for both earnings distribution changes (EDC) and payroll expense transfers (PET). There will be an interface with HCM so some fields on this webform will pre-populate. This ability for ServiceNow to interface with campus systems means CSS doesn’t have to ask the submitter for information that already exists in other campus systems.
  • There is also another enhancement to how Separations are requested. You’ll be able to look up the affected employee, view all their appointments, and select the right one to take action on. This will be a simpler way to request a Separation and CSS can begin working on the request right away with fewer follow-up questions to validate the right appointment.

Check out the ServiceNow for HR/APS page of the CSS website for other details, etc., as many Resources for Campus have been added (reference guides and job aids) for this release. CSS is already working on, and will be releasing, more ServiceNow enhancements for CSS HR/APS in 2017. These include Recruitment and Appointments for Staff and Student Assistants, Staff and Student Assistant Compensation, and Academic Non-Senate Appointments. Watch for more details.

 

Defying Gravity: Supporting a Franklin Institute Award Recipient

How does it feel to know you supported the research for a 2017 award-winning Physicist?

November 17, 2016

Munira Tarmohamed

Munira Tarmohamed

“So rewarding” says CSS Research Administrator, Munira Tarmohamed. “I was at home, browsing the internet when I learned about the news, it was very exciting!” The news was one of her Principal Investigators, (PIs) Professor Marvin Cohen, is one of eight recipients of the prestigious 2017 Franklin Institute Award. These awards are given in various fields for achievements in science and technology and was originally founded by Benjamin Franklin in 1824.

Professor Cohen, a Physicist here at UC Berkeley, was honored for making atomic-scale calculations of the properties of materials so detailed that new materials and their mechanical, thermal, electrical and optical properties can be predicted in agreement with experiments.

Says Munira, “Hearing this exciting news makes you appreciate what our researchers do on a daily basis; they do so much. Awards like this one really make them stand out from others. To know I supported his work was very rewarding.”

Munira manages one of Professor Cohen’s core grants funded by the National Science Foundation (NSF). Professor Cohen’s work is mostly theoretical which means that the transactions are not as bulky as those on the experimental side of research. With continuous monitoring, his fund continues to be well managed as required by agency and institutional policies.

Examples of how their partnership works

Professor Cohen reaches out to Munira for different matters related to his grant and they have a strong working relationship. He calls on her for advice and support in understanding the various financial transactions involved. In turn, Munira tries to enlighten him with the campus systems such as PI Portfolio and BearBuy. Munira provides ongoing support to Professor Cohen with increased support when preparing the documentation for their NSF proposal and later, managing all the purchasing and payroll expenses that are needed to support the research work. Recently, she helped Professor Cohen understand and clear concerns about some  charges that were incorrectly posted and they took steps to correct them. Professor Cohen  routinely consults with Munira about other grants and often calls on her expertise, knowing she is a trusted advisor.

CSS RAs provide outstanding service to researchers all across campus. This is just one “award-winning story” of CSS supporting the Berkeley mission of teaching, research, and public service.

You can read more about the 2017 Franklin Institute Award here and specifically, Professor Cohen’s award here. Most notable past recipients include Thomas Edison, Marie Curie, Stephen Hawking, Jacques Cousteau, and Bill Gates. Professor Cohen is continuing his work in nanoscience and nanotechnology and Munira continues to support those research efforts.

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

Guiding Campus through Spring/Summer Activities Successes

 November 15, 2016

Campus Shared Services (CSS) had great successes this year, partnering with several central campus units and clients for many activities and programs that support the Berkeley campus. “Feedback from campus is that this was the quietest summer with very few problems or issues and that demonstrates how each and every one of our staff members were engaged in delivering excellent service” says Janet Speer, CSS Human Resources/Academic Personnel Support (HR/APS) Director.

Navigating the various processes, timelines, and compliance guidelines for these activities and programs still presented many complexities, but better collaboration, lessons learned from previous years, feedback from clients about what makes sense (or doesn’t make sense), and the dedicated staff who contributed, made for a much smoother experience this year. Here is a snapshot of these activities and programs and what improvements made the difference:

Summer Session Hiring

In partnership with Summer Sessions, Study Abroad & Lifelong Learning (SSALL)

More succinct and streamlined communications helped the campus get the information they needed, on-time, and from only one source. Over 400 lecturers, visiting professors, and as needed, Grad Student Instructors (GSI’s) enjoyed a much easier onboarding experience this year.

Summer Salary

In partnership with the Academic Personnel Office (APO)

SmartSheet enhancements, tailored communications for various groups of faculty and PIs, and just-in-time training for our research administrators helped make this year’s process flow more smoothly. Data shows that for this summer salary period, CSS processed almost 2700 requests from over 800 faculty members with an average on-time processing ratio of over 96% for requests received by the due date.

Fiscal Close

In partnership with the Controller’s Office

A much more streamlined communication effort reduced confusion for campus departments about due dates for work that needed to be processed in accordance with campus year-end timing and guidelines. That is to say, only one list of submission dates was published by the Controller’s Office that incorporated CSS dates for those related transactions — thus combining multiple lists presented in prior years.

GSR/ASE Hiring

In partnership with the Graduate Division  

Due to unexpected delays in the launch of the new GSR/ASE eForm within Campus Solutions, CSS continued using the existing SmartSheet process for 2016-17. CSS is already working to deliver enhancements for next year, partnering with the Graduate Division and the Student Information System (SIS) Team on the new eForm process. There will be more information on that project forthcoming.

CSS Shares Change Management Expertise

 September 19, 2016

Higher education continues to look to UC Berkeley as a leader in administrative operations. In partnership with the Network for Change and Continuous Innovation (NCCI) and the Western Association of College and University Business Officers (WACUBO), Peggy Huston, CSS COO co-delivered a three-day workshop with Sara Reed, Director, UC Davis Shared Services, to an audience of approximately 60 administrative leaders from colleges and universities in the western U.S.

The workshop focused on the many aspects of designing a shared services center and how to successfully implement a sustainable model through effective change management.

August 2016 Metrics

 September 15, 2016

The August 2016 metrics are now available and can be found here.

July/Aug 2016 CSS Update

August 4, 2016

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.

Unwanted materials on campus printers

Revised August 26, 2016

Campus IT groups are working to stop unwanted materials from being printed on networked UC Berkeley printers. The materials have originated from individuals on the internet. If you notice unwanted printouts happening in your department, please contact CSS IT as soon as possible to assist in securing your printers and report the security issue to the Information Security and Policy to help with the investigation. Analysis of additional long-term measures to prevent the issue from recurring is underway.