Author Archive for ucUserz

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.

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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.

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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.

2019 ASE/GSR Hiring – Announcing Smartsheet and process updates

October 10, 2018

Campus Shared Services (CSS) regional HR/APS support teams have began communicating with campus departments regarding the changes for 2019 Spring ASE/GSR Hiring processes. Full details can be found on the ASE/GSR page of the CSS website. Here is a summary:

What’s not changing?

  • The overall process – campus will still use Smartsheets (or Intake Forms) to request ASE/GSR hires.
  • Bridging is available between Fall 2018 and Spring 2019 – Here are some Bridging/Grace Period Scenarios.

What IS changing?

Smartsheets has had several updates, including new rates and fee remission amounts, columns, and functionality that include ORU information, Dual FLSA Status processing questions, and row locking.  For more details around the updates, you can review them here or on the website under the ASE/GSR Hiring “Smartsheet Information and Training Resources” section.

Important Details:

  • Check out the Hiring Timeline-Onboard Dates-2019 ASE/GSR Hiring document for important deadline dates you need to know for 2019.
  • Access to the current Smartsheet will be changed from “edit” to “view”  on Thursday October 11 at 5:00PM. Anything submitted before then and is still in process will be transferred to the new sheet with new salary rates and fee remission amounts.  There is no urgency to submit new requests onto the old sheet – you can wait for the new sheet.
  • Departments will have access to their new Smartsheet on Monday October 15 at 1:00PM. Departments should look for confirmation from their applicable CSS HR Generalist that they can begin entering any new ASE/GSR hiring requests.

Questions or additional support should be referred to the applicable regional CSS HR support team (HR Generalists, HR Partners, HR Managers).

 

 

Resolved: Viewing challenges for BearBuy attachments may delay invoice approval/processing

Updated September 18, 2018

The security issues experienced previously have been resolved. CSS B&FS staff can now effectively view attachments. 

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September 11, 2018

Due to a security concern with the Imagine System, CSS (Business & Financial Services) is experiencing difficulties viewing attachments in the BearBuy System. Viewing the attachment(s) is necessary to approve invoice payments and they may be delayed as a result.

Information Services and Technology (IST) is aware of the issue and is working diligently with the vendor to get to a solution as quickly as possible. Your understanding and patience is appreciated while we work with campus/campus partners to remedy the situation.

 

 

It’s here! A New and Improved System Status Dashboard

September 10, 2018

(The following is an excerpt from a joint CSS IT and Information Services & Technology email that was shared with the campus IT community on 9/10/18).

In the spirit of continuous improvement, a new dashboard has been developed where you can see, at-a-glance, the status of the various Berkeley IT systems: from Wi-Fi to Cal Central, bCourses to BFS (Berkeley Financial System) and beyond.

Enhancements for the new system status page include an interactive, user-friendly dashboard making it more visually appealing and easier to read. The page was designed with our campus community in mind and color-coded to quickly scan:

  • Green means go. If a system is experiencing no issues and available, you’ll see green.
  • Red indicates there is a problem. If there are any issues making a system unavailable, you’ll see red. You can then select the red icon for details about the problem or scroll through the page to review all active system issues.

As always, if you are experiencing issues with a system you are using that doesn’t appear on the dashboard, please report the incident so the CSS IT group can look into it further.

Check it Out

View the new system status dashboard here. If you had the old status page bookmarked, you will automatically be redirected to the new dashboard. Your feedback is very important to us as we work to make this tool as useful as possible. This new dashboard was developed through a collaboration between Campus Shared Services Information Technology (CSS IT) and Information Services & Technology (IST). Please send us your feedback, suggestions, or comments to integrate into future versions of the page.

Contact

If you need help or encounter any issues using the new dashboard, please contact the CSS IT Service Desk at itcsshelp@berkeley.edu or at (510) 664-9000, option 1.

Warm regards,

Larry Conrad, Associate Vice Chancellor for IT and Chief Information Officer
Lyle Nevels, Assistant Vice Chancellor for IT and Deputy Chief Information Office
Jerry Yerardi, Associate CIO for Campus Shared Services and Director of CSS IT


Related Links: View System Status Dashboard | Browse the IT Catalog | Search the Knowledge Base

 

Spot Award nomination period now open!

August 29, 2018

We are pleased to announce that the nomination process for the current round is now open for Campus Shared Services Spot Awards, part of Berkeley’s Staff Appreciation and Recognition (STAR) Award Programs.  The $500.00 Spot Awards are intended to recognize individual and team accomplishments for exemplary performance and contributions while demonstrating Berkeley’s Operating Principles for administrative operations.

What you need to know about nominations/deadlines:

Anyone can nominate any eligible CSS staff member. Nominations for awards may be submitted any time beginning NOW through Monday, September 17, 2018 and should include detailed descriptions of the accomplishments and connection to the UC Berkeley Operating Principles. Final Spot Award recipients will be announced shortly thereafter.  Also, campus partners are invited to nominate CSS staff who have provided exceptional service.

Please submit completed and signed nomination forms to cssrecognition@berkeley.edu. You can visit  http://hrweb.berkeley.edu/compensation/recognition for a full summary of the Spot Awards eligibility criteria, nomination forms and FAQs.  The Rewards and Recognition page of the CSS website also contains a link to the nomination form and if you have any additional questions, please send them to the recognition mailbox above.

Nominate one of your CSS colleagues today!

 

SCM announces new/enhanced BearBuy forms

July 6, 2018

Supply Chain Management (SCM) announced today that the BearBuy Team will be updating Non-Catalog and Service Order forms on July 9th to make them easier to use. The team is eliminating the Independent Contractor form and asks Campus to instead, use the Service Order form for these transactions. They are also asking Campus to use a separate form for BluCard Tracking requests. Information on the changes can be found on the SCM website at: https://supplychain.berkeley.edu/new-bearbuy-forms.

This news was published in their BearBuy Newsletter for July. To subscribe to future newsletters (or see the library of previous issues), use the link on this page.

 

 

Faster travel reimbursements with Direct Enter

Updated July 3, 2018

In a recent memo to campus, EVCP Paul Alivisatos introduced the new travel reimbursement process called Direct Enter, which is  intended to eliminate duplicate data entry and shorten processing time for  payment from weeks to days, in most cases. Faculty and staff who have business travel were directed to self-process travel reimbursements by entering requests directly into the Travel & Entertainment Reimbursement System (TRV) by July 2, 2018.

Campus Shared Services (CSS) will begin returning non-complex travel reimbursement requests (see original message below for definition of “complex” requests) that are dated July 2, 2018 and after and ask travelers to self-process via Direct Enter – at: https://reimburse.berkeley.edu, as CSS no longer processes these types of requests.  There are many resources available to help with Direct Enter at: https://travel.berkeley.edu/direct-enter.

Divisional Finance Leaders (DFLs) can also offer additional support and guidance regarding Direct Enter for campus departments. The list of DFLs are listed here: https://cfo.berkeley.edu/divisional-finance-leaders#dfl

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May 3, 2018

The Controller’s Office is officially introducing Direct Enter, a new travel reimbursement process that is intended to streamline data entry, shorten processing time to payment from weeks to days, and put more control of the process in the hands of employee-travelers. Faculty and staff who travel in the course of their work are now able to request travel expense reimbursements by entering their travel expenses directly into the Travel and Entertainment (T&E) Reimbursement System. This eliminates the need for multiple request forms and will make the university more efficient. Plus, travelers can upload photos of receipts directly to the system and all certifications/approvals can be completed electronically, versus collecting paper signatures.

This week, a joint email from Paul Alivisatos, (EVCP), Rosemarie Rae, VC Finance, and Marc Fisher, VC Administration, was sent throughout campus, expressing the need for all departments to fully transition to this new process by Monday, July 2, 2018. To learn more about this new process, visit the Direct Enter page on the Berkeley Travel website, to find helpful information as well as a plethora of training materials and videos to help navigate through how to submit trip expenses into the travel reimbursement system.

The Travel & Entertainment team has been partnering with early campus adopters to pilot this new Direct Entry process beginning last year as part of a process improvement effort. Feedback so far has been positive and more than two-thirds of campus departments are realizing benefits from using it.

Campus Shared Services (CSS) will continue to be available to assist with processing more complex reimbursements, if necessary, that involve extensive foreign currency transactions and multiple destinations as well as travel reimbursements for students and visitors. After July 2, CSS will partner with Accounts Payable, Chief Administration Officers (CAOs), and Control Unit Administrators (CUAs) to help transition (requests) for their departments who have not yet done so.

Departments who are interested in having the Accounts Payable team attend staff meetings or request a demonstration, or to provide any additional support, should contact their Divisional Finance Leaders (DFLs) to help coordinate that or contact the team directly at: travel@berkeley.edu.