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CHRS Changes

 

Implementing CHRS will cause a few high-level changes. Review these changes by Module or by Employee Type to familiarize yourself with the new system. 

 

Changes by Module

Absence Management

  • Employee self-service and manager self-service pages have a new look and feel.
  • No Leave Taken (NLT) is set up on its own, separate page for employees to submit NLT and for managers to approve NLT.
  • All employees (including faculty) must submit No Leave Taken.
  • Employees will receive an email communication anytime an absence or NLT is submitted on their behalf, approved, or denied.
  • Managers will receive an email communication anytime an absence or NLT is submitted by their employee.
  • Forecasting will be implemented for absences, which will allow for employees to see what their absence or vacation balance will look like in the future after an absence has been taken.
  • The absence process will run twice daily and the monthly calendar will be closed on the 5th working day of the month. This means updated absence balances will be posted sooner.

Benefits

  • Self-service pages have a different look and feel, but employees will still be able to complete the bulk of their benefit transactions online.

Workforce Administration

Student Process

  • CHRS Recruiting will still be used to process all student employees who require new hire forms and sign-in packets.
  • The CHRS Student Processes page will be used to appoint and reappoint non-represented students who have already completed the required new hire forms and sign-in packets.
  • When using either Recruiting or Student Processes, departments must first verify a student’s eligibility for employment (enrollment, academic standing, federal work study award) prior to appointing a student employee.
  • CHRS Student Processes will eliminate the need for paper forms or wet signatures. Confirmation tickets will no longer be necessary. All the needed information to appoint is centralized within the system.
  • Students can be scheduled to work immediately after successful submission in CHRS Student Processes.
  • Represented student employees (ISA, TA, GA) will be processed using the CHRS Temporary Academic Employment module.

Personal Data Changes

  • Student employees and active employees who are enrolled as students should make changes to personal data in CHRS. Changes to personal data (address, phone number, etc.) in CHRS will automatically flow into Campus Solutions (CS). 
  • Student employees and active employees who are enrolled as students should be aware that changes to personal data in Campus Solutions will not update their personal data and employee record in CHRS. Changes to personal data in Campus Solutions will not flow over to CHRS.
  • Employees who work at multiple campuses will have one Employee Self-Service in CHRS. This means that they will no longer have to update multiple locations when they have a change to their personal information.

Position Management

  • Position Management will no longer be able to repurpose position numbers.
  • Effective Dates for new Positions will now be at the beginning of the month in which they are created, instead of the beginning of the Fiscal Year.

Temporary Academic Employment

  • This new functionality is expected to help streamline the appointment/reappointment of temporary academic employees such as lecturers, TAs, GAs, ISAs, librarians, counselors, and coaches.
  • The system will automatically generate paperless appointment notifications, which can be accessed by appointees via self-service and by support staff for records retention purposes.
  • Built-in workflow and approvals will help the flow of data from one unit to another and will improve transparency of current status in the workflow.
  • Payroll Services will have the ability to do a final approval and push the data into Job. Payroll reports and FAR forms will no longer be used for these appointments.
  • Temp Academic Employment module will be used for faculty additional employment.

Time & Labor

  • Employee self-service and manager self-service pages have a different look and feel.
  • Both the earn and the take of Compensatory Time Off (CTO), Additional Day Off (ADO), and Holiday Credit/Holiday Credit CTO will be entered and approved on a designated Timesheet page instead of where absences are currently reported and approved.
  • Managers and Timekeepers will have access to a Work Study Balance report that provides details regarding the work study award for their student employees.
  • The Timesheet title will include the employee’s Job Title, Employee Record Number, Department, and Supervisor’s name. This will make it easier for those with multiple positions to enter time on the correct timesheet. If employees have multiple active positions, they must select the appropriate record from the drop down to enter time in the timesheet.
    • Everyone will receive a Timesheet page whether or not they require one.
    • The Timesheet view defaults to the current week and cannot be changed. It will default to the current Pay Period.

 

 

Changes by Employee Type

Faculty

Absences

  • Employee self-service and manager self-service pages have a new look and feel.
  • No Leave Taken (NLT) is set up on its own, separate page for employees to submit NLT and for managers to approve NLT.
  • All employees (including faculty) must submit No Leave Taken.
  • Employees will receive an email communication anytime an absence or NLT is submitted on their behalf, approved, or denied.
  • Managers will receive an email communication anytime an absence or NLT is submitted by their employee.
  • Forecasting will be implemented for absences, which will allow for employees to see what their absence or vacation balance will look like in the future after an absence has been taken.
  • The absence process will run twice daily and the monthly calendar will be closed on the 5th working day of the month. This means updated absence balances will be posted sooner.

Benefits

  • Self-service pages have a different look and feel, but employees will still be able to complete the bulk of their benefit transactions online.

Personal Data Changes

  • Employees who work at multiple campuses will have one Employee Self-Service in CHRS. This means that they will no longer have to update multiple locations when they have a change to their personal information.

Temporary Academic Employment Appointment Notice

Under the CSU TAE Appt Notice tile (pictured below), employees can do the following:

  1. Access their appointment notifications for lecturer, faculty additional employment, coach, counselor, librarian, and EIP appointments.
  2. Access all appointment notifications generated in CHRS.
  3. View their course assignments for current and previous semesters.

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Department Chairs/Deans

Absences

  • Employee self-service and manager self-service pages have a new look and feel.
  • No Leave Taken (NLT) is set up on its own, separate page for employees to submit NLT and for managers to approve NLT.
  • All employees (including faculty) must submit No Leave Taken.
  • Employees will receive an email communication anytime an absence or NLT is submitted on their behalf, approved, or denied.
  • Managers will receive an email communication anytime an absence or NLT is submitted by their employee.
  • Forecasting will be implemented for absences, which will allow for employees to see what their absence or vacation balance will look like in the future after an absence has been taken.
  • The absence process will run twice daily and the monthly calendar will be closed on the 5th working day of the month. This means updated absence balances will be posted sooner.

Benefits

  • Self-service pages have a different look and feel, but employees will still be able to complete the bulk of their benefit transactions online.

Personal Data Changes

  • Employees who work at multiple campuses will have one Employee Self-Service in CHRS. This means that they will no longer have to update multiple locations when they have a change to their personal information.

Position Management

  • Position Management will no longer be able to repurpose position numbers.
  • Effective Dates for new Positions will now be at the beginning of the month in which they are created, instead of the beginning of the Fiscal Year.

Temporary Academic Employment

  • This new functionality is expected to help streamline the appointment/reappointment of temporary academic employees such as lecturers, TAs, GAs, ISAs, librarians, counselors, and coaches.
  • The system will automatically generate paperless appointment notifications, which can be accessed by appointees via self-service and by support staff for records retention purposes.
  • Built-in workflow and approvals will help the flow of data from one unit to another and will improve transparency of current status in the workflow.
  • Payroll Services will have the ability to do a final approval and push the data into Job. Payroll reports and FAR forms will no longer be used for these appointments.
  • Temp Academic Employment module will be used for faculty additional employment.

Time

  • Employee self-service and manager self-service pages have a different look and feel.
  • Both the earn and the take of Compensatory Time Off (CTO), Additional Day Off (ADO), and Holiday Credit/Holiday Credit CTO will be entered and approved on a designated Timesheet page instead of where absences are currently reported and approved.
  • Managers and Timekeepers will have access to a Work Study Balance report that provides details regarding the work study award for their student employees.
  • The Timesheet title will include the employee’s Job Title, Employee Record Number, Department, and Supervisor’s name. This will make it easier for those with multiple positions to enter time on the correct timesheet. If employees have multiple active positions, they must select the appropriate record from the drop down to enter time in the timesheet.
    • Everyone will receive a Timesheet page whether or not they require one.
    • The Timesheet view defaults to the current week and cannot be changed. It will default to the current Pay Period.

Staff/Managers

Absences

  • Employee self-service and manager self-service pages have a new look and feel.
  • No Leave Taken (NLT) is set up on its own, separate page for employees to submit NLT and for managers to approve NLT.
  • All employees (including faculty) must submit No Leave Taken.
  • Employees will receive an email communication anytime an absence or NLT is submitted on their behalf, approved, or denied.
  • Managers will receive an email communication anytime an absence or NLT is submitted by their employee.
  • Forecasting will be implemented for absences, which will allow for employees to see what their absence or vacation balance will look like in the future after an absence has been taken.
  • The absence process will run twice daily and the monthly calendar will be closed on the 5th working day of the month. This means updated absence balances will be posted sooner.

Personal Data Changes

  • Student employees and active employees who are enrolled as students should make changes to personal data in CHRS. Changes to personal data (address, phone number, etc.) in CHRS will automatically flow into Campus Solutions (CS).
  • Student employees and active employees who are enrolled as students should be aware that changes to personal data in Campus Solutions will not update their personal data and employee record in CHRS. Changes to personal data in Campus Solutions will not flow over to CHRS.
  • Employees who work at multiple campuses will have one Employee Self-Service in CHRS. This means that they will no longer have to update multiple locations when they have a change to their personal information.

Position Management

  • Position Management will no longer be able to repurpose position numbers.
  • Effective Dates for new Positions will now be at the beginning of the month in which they are created, instead of the beginning of the Fiscal Year.

Temporary Academic Employment

  • This new functionality is expected to help streamline the appointment/reappointment of temporary academic employees such as lecturers, TAs, GAs, ISAs, librarians, counselors, and coaches.
  • The system will automatically generate paperless appointment notifications, which can be accessed by appointees via self-service and by support staff for records retention purposes.
  • Built-in workflow and approvals will help the flow of data from one unit to another and will improve transparency of current status in the workflow.
  • Payroll Services will have the ability to do a final approval and push the data into Job. Payroll reports and FAR forms will no longer be used for these appointments.
  • Temp Academic Employment module will be used for faculty additional employment.
  • MPP Approvals will be captured in the TAE workflow (replacing signatures on Payroll reports).

Time

  • Employee self-service and manager self-service pages have a different look and feel.
  • Both the earn and the take of Compensatory Time Off (CTO), Additional Day Off (ADO), and Holiday Credit/Holiday Credit CTO will be entered and approved on a designated Timesheet page instead of where absences are currently reported and approved.
  • Managers and Timekeepers will have access to a Work Study Balance report that provides details regarding the work study award for their student employees.
  • The Timesheet title will include the employee’s Job Title, Employee Record Number, Department, and Supervisor’s name. This will make it easier for those with multiple positions to enter time on the correct timesheet. If employees have multiple active positions, they must select the appropriate record from the drop down to enter time in the timesheet.
  • Everyone will receive a Timesheet page whether or not they require one.
  • The Timesheet view defaults to the current week and cannot be changed. It will default to the current Pay Period. 

Student Employees

Personal Data Changes

  • Student employees and active employees who are enrolled as students should make changes to personal data in CHRS. Changes to personal data (address, phone number, etc.) in CHRS will automatically flow into Campus Solutions (CS). 
  • Student employees and active employees who are enrolled as students should be aware that changes to personal data in Campus Solutions will not update their personal data and employee record in CHRS. Changes to personal data in Campus Solutions will not flow over to CHRS.

Time

  • Employee self-service and manager self-service pages have a different look and feel.
  • Time worked will be reported on a designated Timesheet page.
  • The Timesheet page’s title will include the employee’s Job Title, Employee Record Number, Department, and Supervisor’s name. This will make it easier for those with multiple positions to enter time on the correct timesheet. If employees have multiple active positions, they must select the appropriate record from the drop down to enter time in the timesheet.
    • Everyone will receive a Timesheet page whether or not they require one.
    • The Timesheet view defaults to the current week and cannot be changed. It will default to the current Pay Period.

Temporary Academic Employment Appointment Notice

Under the CSU TAE Appt Notice tile (pictured below), Unit 11 employees (TA, GA, ISA) can do the following:

  1. Access their appointment notifications.
  2. Access all appointment notifications generated in CHRS for future reference.

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