Author Archive for ucUserz

Berkeley is LIVE with UCPath!

April 2, 2019

(Below is an excerpt from the 3/30 CalMessage from Marc Fisher, VC Administration and Jo Mackness, Interim AVC, Human Resources.

UCPath is live! Please review this email closely for information about how to access UCPath Online, where to get help, and more. You can also refer to the UCPath Fact Sheet and the Berkeley UCPath website for more information.

Access UCPath Online

  1. Log in to the UCPath Online portal from the Berkeley UCPath website home pageor at universityofcalifornia.edu.
  2. Verify your identity using your birthdate and the last 4 digits of your Social Security Number (SSN).
  3. Follow the prompts to set up your security questions.
  4. Check that you are able to view your personal information.
  5. Review your paycheck once it is available (see below).

If you are unable to login to UCPath, please submit a ServiceNow ticket.

Paychecks

Review the layout of your new paycheck with the ‘paycheck preview’ found on the Employee Resources page.

First UCPath paychecks will be issued:

  • April 1 for monthly-paid employees (preview available today, 3/30)
  • April 3 for biweekly-paid employees (preview will be available Monday, 4/1)

For employees who are NOT enrolled in direct deposit, paper paychecks will be mailed on payday to your home address and will arrive after payday.

Help with the UCPath Online Portal

You can refer to the Self-Service Employee Actions guide to see where to update personal information, view benefits, view leave (e.g., vacation accrual) information, and more. For further assistance navigating UCPath Online, you can visit a Quick Stop Support location on campus.

Where to Report a Pay Issue

Please note that due to calculation and rounding differences between our old payroll system and UCPath, you may notice minor differences in your deduction amounts.

If you notice a problem with your pay, follow the normal process of reporting the issue. Your Berkeley Regional Services (BRS) HR and Payroll teams are ready to help.

For BESTProSSHAREBEARSChaMPS Regions:

  • Contact your HR Partner, HR Generalist, or Research Administrator (RA) or Academic Personnel (AP) Analyst directly
  • Call the BRS First Contact Team at (510) 664-9000, option 3 or email at: hrapscsshelp@berkeley.edu
  • Open a ServiceNow ticket by going to berkeley.service-now.com/ess/hr_catalog.do and use the tool to “Ask an HR Question or Report an HR Problem”. It will be routed to the applicable regional team.

ERSO Region

If you are unsure of the region you belong to, use the Region Finder Tool.

 

BearBuy outage March 2019

March 27, 2019

Supply Chain Management has announced that this weekend’s UC Path implementation will impact all campus systems that use employee data, including BearBuy. As part of the cutover and conversion process, BearBuy will be unavailable on Friday, March 29th from 6:00am through Monday, April 1st 7:00am. Users will not be able to access BearBuy due to it’s dependence on on BFS and HR databases for user authentication, employee information, security roles, and supplier data.
You can always find out Service Status by visiting the IST status page: http://systemstatus.berkeley.edu)
In the event of a true purchasing emergency, please contact your Campus Buyer for assistance prior to the scheduled outage.

Tracker I-9 System implemented with UCPath at Berkeley

March 11, 2019

As the Berkeley campus continues work this month to implement UCPath, Berkeley Regional Services (BRS) is working concurrently to implement Tracker I-9.

Tracker I-9 is being implemented at all UC campuses and is a new online tool for all UCs to manage and increase compliance of the Federal I-9 Employment Eligibility Verification Forms. Thought the new tool is used most significantly by the Berkeley Regional Services (BRS) First Contact Team for onboarding new Berkeley employees, there are some instances where I-9s are completed at a department/unit level. Because Berkeley will no longer process paper I-9s (they must all be processed online in Tracker I-9), individuals who may currently process I-9s in their department/units have been identified and invited to register for training this month.  Attending training is a pre-requisite for receiving access to use Tracker I-9.

Here are the top three (3) things you need to know about Tracker I-9 at Berkeley. To learn more about Tracker I-9, look at the Newly Hired Employees and Onboarding section  on the new Berkeley Regional Services (BRS) website.

Introducing Berkeley Regional Services

February 7, 2019

(The following is an email to campus from VC Administration, Marc Fisher.)

Dear Colleagues:

I am pleased to share that all administrative service regions are now operational with service teams assigned, executive leadership on board, websites launched, and a robust governance structure designed and operating. The service regions and supporting structure are collectively known as Berkeley Regional Services.

In addition to a new Berkeley Regional Services website, each of the six regions has its own website and your region’s site will serve as your primary hub for requesting administrative support services. The regional websites are simple for this launch; in the coming year they will be built out with more functionality and useful features. Individual regional websites and the clients they serve are:

ERSO
Engineering, CED, I-School, and related ORUs and field stations

ChaMPS
Chemistry, MPS, and related ORUs and field stations

BEST
CNR, Div. of Biological Sciences, and related ORUs, museums, and field stations

SHARE
Div. of Social Sciences, Div. of Arts & Humanities, Undergraduate Div., and related ORUs

ProS
The professional schools and University Extension

BEARS
Administrative, auxiliary, and other units not represented in the other regions

Not sure which is your region? 
View list of all units by region assignments.

As part of the transition to regional services, CSS IT support will continue under the direction of Jerry Yerardi and is now reporting to the Office of the CIO and has been renamed IT Client Services.

Launching the regions has taken a considerable amount of work yet developing new service improvements will be ongoing. The Business Process Management Office publishes information and dashboards where you can read about current improvement projects and monitor their progress.

I am confident that the transition to regional services will, over time, lead to more personal and improved administrative support services to help you succeed in your academic and professional pursuits.

As always, I welcome your input and feedback.

Sincerely,

Marc Fisher
Vice Chancellor, Administration

Campus system(s) planned Feb 2019 outages

February 4, 2019

Campus Shared Services (CSS) has learned of upcoming planned scheduled maintenance days for campus systems that are scheduled for Friday, February 8, 2019, affecting the enterprise systems of Blu, BearBuy, and HCM. There will be some impacts to services that CSS provides the campus as a result of these outages:

Blu and BearBuy outage Friday 2/8, 6:00AM – 2:00PMBlu and BearBuy will be undergoing some technical maintenance and will be unavailable. When Blu is down, access to BearBuy is also turned off.

HCM outage Friday 2/8, 6:00AM-6:00PMMaintenance work will be performed on HCM. All modules of HCM, including Workforce Administration, Talent Acquisition Manager (recruiting), Candidate Gateway (applicant portal), and Self Service options will be unavailable. Contact HCM User Support with any questions.

These outages will impact CSS’ ability to process financial transactions. Work will be postponed until the system(s) are back online and it will delay regular processing time.

Related outage messages and details appear on Berkeley System Status page as well as the home page of Blu.

We apologize for any inconvenience. If you have any specific questions, you may contact your respective CSS HR Partner or CSS Purchasing and Reimbursements contact.

CSS IT is realigned to Office of CIO

January 22, 2019

I’m pleased to announce that, effective immediately, Campus Shared Services (CSS) IT is moving to report into the Office of the CIO. The practical side of this is that Jerry Yerardi, Associate CIO and IT Director, will now report directly to me.

The larger context on this move is the restructuring of Campus Shared Services into the regional support model. VC for Administration, Marc Fisher will be making a broader campus announcement about progress thus far on that effort in the next few weeks.

Hopefully, you are all aware of the broader campus context announced by Marc Fisher last fall: the central Campus Shared Services structure is being replaced with 6 regional centers, each of which will provide HR, Purchasing & Reimbursements, and Research Administration support for campus units. While campus leadership believes the regional structure will work better for the areas mentioned, there is widespread recognition that CSS IT is working quite well, so the existing centralized support approach will continue. There is already strong synergy between CSS IT and IST on things like the Berkeley Desktop, ServiceNow, IT Security and the Tier One Service Desk. This move will build on that partnership.

Jerry and his team have done a phenomenal job building an effective and responsive support organization for the campus as well as a robust measurement program to track and report on their service levels. It’s to their great credit that they have been able to maintain–and indeed improve on–service levels despite significant budget and staff reductions as part of the year-after-year budget cuts we’ve all had to absorb. This will be a continued area of concern and focus going forward.

With the implementation of the new regional model for CSS more broadly, I think it’s appropriate to “rebrand” CSS IT and we will be communicating on that at a later date.

Please let me know if you have any questions about this move.

Larry Conrad

Associate VC for IT and CIO

UC Berkeley

Unwanted flyers on campus printers reported

December 4, 2018

Over the past week there have been some reports of unwanted flyers appearing on campus printers. The campus’ Security team has confirmed the offending material did not come from within our campus community. The messages are part of an internet-wide advertising campaign which is now being generally reported globally. We condemn the offensive messages contained in the printouts and are committed to ensuring a safe working and learning environment for everyone here at UC Berkeley. The campus has a shared responsibility to ensure such messages do not proliferate. To that end, we must remain vigilant about securing all electronic devices–including networked printers–to prevent unauthorized use. 

If you see these types of flyers or unwanted use occurring on a printer you use, we ask that you please take these actions:

  • Contact CSS IT (submit an online ticket or email itcsshelp@berkeley.edu) to assist in securing your printers. Appropriate configuration of networked printers will help prevent these unwanted uses of our printers.
  • Report the security issue (email security@berkeley.edu) to the Information Security and Policy team. Depending on the type of messaging, these issues can be escalated to UCPD for their assistance.

 

Why is this happening?

Receiving unwanted printouts has been an ongoing issue for printers connected to the internet. Although we want to keep printing access open for the flexibility of use by our campus community, unfortunately, this can lead to unauthorized attacks and steps must be taken to secure printers. This can be challenging in cases where there are personal printers not centrally managed and/or older printers unable to be reconfigured to meet the necessary security standards.  

As part of a longer term solution, campus IT is investigating additional security measures that will help us better protect campus IT equipment (including printers) and institutional information.

Campus system(s) planned outages-Nov 2018- Impacts for CSS customers

Updated November 6, 2018

Campus Shared Services (CSS) has learned of upcoming planned scheduled maintenance days for campus systems that are scheduled for Friday, November 9 and November 16, affecting the enterprise systems of BearBuy, HCM, and BFS. There will be some impacts to services that CSS provides the campus as a result of these outages:

BLU outage Friday 11/9, 6:00AM – 2:00PMBLU will undergo an upgrade and will be unavailable. When BLU is down, access to BearBuy is also turned off.

HCM outage Friday 11/9, 6:00AM-6:00PMMaintenance work will be performed on HCM. All modules of HCM, including Workforce Administration, Talent Acquisition Manager (recruiting), Candidate Gateway (applicant portal), and Self Service options will be unavailable.

BearBuy outage Friday 11/9, 6:00PM to Sunday 11/11 at 9:00AMBearBuy will undergo an upgrade and will be unavailable.

BFS outage Friday 11/16, 6:00PM – 6:00PMBFS will undergo critical updates and will be unavailable. When BFS is down, there is no way to login to BearBuy since user roles, transactions and COA validations are all dependent on BFS.

These outages will impact CSS’ ability to process financial transactions. Work will be postponed until the system(s) are back online and it will delay regular processing time.

Related outage messages and details appear on the Supply Chain Management (SCM) website as well as the Information Services and Technology (IST) Service Status page on the IST website.

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) contact. 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.

o———-o———-o———-o———-o

Updated August 6, 2018

(NEW!) Additional planned scheduled maintenance days are scheduled for Friday, August 10 and August 17, affecting the enterprise systems of BearBuy and BFS. There will be some impacts to services that CSS provides the campus as a result of these outages:

BFS outage Friday 6/10, 6:00AM – 6:00PM – BFS will undergo an upgrade and will be unavailable. When BFS is down, access to BearBuy is also turned off as user roles, transactions and COA validations are all dependent on BFS.

BLU outage Friday 6/17, 6:00AM – 6:00PM – BLU will undergo an upgrade and will be unavailable. When BLU is down, there is no way to login to BearBuy.
These outages will impact CSS’ ability to process financial transactions. Work will be postponed until the system(s) are back online and it will delay regular processing time.
Related outage messages and details appear on the Supply Chain Management (SCM) website as well as the Information Services and Technology (IST) Service Status page on the IST website.

o————–o—————–o—————–o

CSS has learned that scheduled maintenance work (1-day) for the enterprise systems of HCM and Blu will occur on Friday, May 11th. There will be some impacts to services that CSS provides the campus as a result of these outages:

HCM unavailable Friday May 11 from 6:00am – 6:00pm

Maintenance work will be performed on all modules of HCM including Workforce Administration, Talent Acquisition Manager (recruiting), Candidate Gateway (Berkeley Jobs applicant portal), and Self Service. They will all be unavailable during this time.

  • Separations and Funding Change requests in ServiceNow: Because HCM is integrated  with these request types, you’ll be able to submit these ServiceNow tickets when the system is back online on May 12th. (Or, you can submit them prior to 5/11 but please know that CSS too, will not have access to HCM until after 5/12.)

Blu will be down from Friday 5/11 from 6:00am to 2:00pm

HCM modules accessed via Blu (including Employee and Applicant Self Services) as well as BFS and BearBuy modules accessed via Blu will not be available during this time while maintenance work is being performed. Plus:

  • BearBuy: Because campus purchasing requests and voucher payments/approvals will be unavailable, this will delay regular processing time.
  • 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:  This will have a similar effect to processing time. CSS will ensure that the processing of T&E transactions resumes once the system is back online. Note: check out the CSS B&FS main webpage to see what processing date the teams are currently working on.

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

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.

Campus Strike Action: October 23-25, 2018

October 23, 2018

AFSCME’s Patient Care Technical (“EX”) bargaining unit has announced a strike beginning October 23rd at 4AM ending October 26th at 3:59AM. UPTE TX has announced their support for this action and their intent to strike in sympathy on Tuesday October 23, Wednesday October 24, and Thursday October 25. CSS IT is composed primarily of UPTE TX-represented staff including almost all of the IT Service Desk and Desktop Support Zones. Here is a recap of the IT impacts during the strike:
 
  • CSS IT is planning for all UPTE TX-represented staff to be unavailable during this timeframe. 
  • Consequently, the CSS IT Service Desk will not be available in real time nor will onsite desktop support services be available. 
  • Urgent IT tickets will be prioritized as they come in and be addressed as best as possible with severely reduced staffing. The primary goal will be to respond to highest priority tickets via remote support and return phone calls as quickly as possible.  
  • Repercussions are also expected to last beyond the three active strike days as the backlog of accumulated tickets are addressed. 
Your patience and understanding is appreciated.

CSS Processing Deadlines for Campus Curtailment 2018

October 15, 2018

— CLOSURES —

The annual closure of the campus to conserve energy will occur this year between Monday, December 24, 2018 and Tuesday, January 1, 2019. CSS is observing the campus closure dates with the following details and exceptions:

Human Resources/Academic Personnel Support (HR/APS)

Evans Hall – CSS’ campus location for New Employee Onboarding will be closed during the entire curtailment period above. The next regularly scheduled Onboarding Session will be offered on Wednesday, January 2, 2019.

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 9AM to 4PM 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 —

Human Resources/ Academic Personnel Support (HR/APS)

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

CSS deadline dates: Transactions:
12/3/18 1st BW Caltime out of scope timesheets due (for a 12/12/2018 payday). **
12/12/18 120 day PET deadline for (August 2018) to appear on December payroll ledger for 1/2019.
12/10/18 All SPOT Awards due for a 12/26/2018 payday.
By NOON-12/11/18
Deadline for any Separations (prior to 12/31/2018).
12/12/18 November PET deadline to appear on December payroll ledger for 1/2019.
12/14/18 Suspense PET deadline to appear on December payroll ledger for 1/2019.
By NOON-12/14/18 2nd BW CalTime out of scope timesheets due (for a 12/26/2018 payday). **
12/18/18 Monthly Caltime out of scope timesheets due (for a 1/2/2019 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., 12/21/18 – Tues., 1/1/19 8:00AM – Mon., 12/10/18 8:00AM – Mon., 12/17/18
Wed., 1/2/19 8:00AM – Tues., 12/11/18 8:00AM – Tues., 12/18/18
Thurs., 1/3/19 8:00AM – Wed., 12/12/18 8:00AM – Wed., 12/19/18
Fri., 1/4/19 8:00AM – Thurs., 12/13/18 8:00AM – Thurs., 12/20/18

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

Note: Please inform your CSS RA 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.

Business & Financial Services (B&FS)

As they are received, CSS B&FS will strive to complete Purchasing (Procurement) and Travel & Entertainment (T&E) Reimbursement transactions as quickly as possible, given the current staffing levels. For an estimate on the timeframes of requests the teams are currently working on, check out this CSS B&FS page of the website.

Reminder: Earlier this year, the Controller’s Office introduced the new Direct Enter process and it must be used for all non-complex travel reimbursement requests. The turnaround time is faster and in some cases, takes as little as five (5) business days for payments to be processed and it also provides improved visibility to the status of the request.