The Campus
Business Systems Guide is your resource for information about the
administrative systems used at UC Berkeley to carry out advancement,
financial, human resources, and student-related business activity,
as well as how to become a user of these systems. The Guide provides
a brief description of each system and outlines:
Steps
to request system access
Required/recommended training and how to enroll
Where to go for more information
Managers
& Supervisors
If you’re a manager or supervisor, you may need to know how
your staff member can enroll in training and gain security access
to business systems like the Berkeley Financial System (BFS), the
Human Resources Management Systems (HRMS), and the Online Payroll
Time Reporting System (OPTRS).
Staff
If you are a staff member, you can use the Guide to find information
about system access and training, but also to review your options
for adding to your own “toolkit” of experience and skills
on campus systems. To review the list of trainings you have completed,
go to ICE, click on Show/Cancel Enrollment, select All Enrollments,
enter your Employee ID and last name, and click “Go”.
(Please note: Because not all training is offered through ICE, this
may not provide a complete list of your training history.)
Business
Systems
The systems included in this Guide are used broadly across campus;
for systems used by only one unit, please check with the office
that manages the system. If you have questions about the Guide or
would like to suggest a system that should be included, please contact
us via email at hrweb@berkeley.edu
The
Berkeley Financial System is used to enter financial transactions,
track expenses, and manage budget activities. Visit BFS for more information.
System
Access Request
a BFSLogon ID using the
Financial and Business
Services Logon ID Request System, indicating which BFS function(s)
and Processing Unit(s) you may administer. Your manager (and Control
Unit, if applicable) must approve your request online. The approved
request is routed to the BFS Security Administrator, who will process
your request and email you when your Logon ID is activated. (Note
that your Logon ID will not be activated until you have completed
any required training.) For more information, visit http://www.bai.berkeley.edu/bfs%20tools/bfsacces.htm.
Training Training
for all components is offered ongoing. BFS courses are open to all
employees. You may attend BFS courses for your own development (subject
to your department's internal approvals for release time), even
if you are not yet an approved BFS user. Visit http://www.bai.berkeley.edu/catalog.htm
for more information and full course descriptions. Refer to ICE for session dates and times,
and to enroll in courses.
All
users working with financial data are recommended to take the overview
course as a prerequisite to additional training. This forum provides
an overview of BFS, the BAIRS reporting system, and financial terms
used on campus.
Hands-on
courses cover the following BFS components:
*
Training is REQUIRED for access to
this component.
Human
Resources Management System (HRMS)
The
Human Resources Management System is used for managing employee
records and entering personnel transactions for all UCB staff, academic,
and student appointments. HRMS is also used for managing staff job
postings and recruitment and for academic case tracking. Visit HRMS
for more information.
System
Access
Request an HRMS Logon ID using the HRMS
Logon ID Request System, indicating which HRMS function(s) and
department(s) you may administer. Your manager and Control Unit
must approve your request online. The approved request is routed
to the HR Security Administrator, who will process your request
and email you when your Logon ID is activated. (Note that your Logon
ID will not be activated until you have completed any required training.)
A CalNet ID is also required to sign into HRMS. Visit https://calnet.berkeley.edu/
for more information.
Training
Hands-on training is offered monthly for each component. HRMS courses
are open to all employees. You may attend HRMS courses for your
own development (subject to your department’s internal approvals
for release time), even if you are not yet an approved HRMS user.
Refer to ICE for
session dates and times, and to enroll in courses.
*
Training is REQUIRED for access to this component.
BAIRS/BIS
Reporting Systems
BAIRS
is a data warehouse that is loaded nightly with transactions from
both BFS and HRMS. The BIS data warehouse is loaded monthly
with data from BFS, Budget, and Payroll. Both data warehouses are
accessed from the Berkeley Reporting Portal.
BFSBAIRS and BIS reports are used for auditing financial
transactions and performing financial analysis. For more information
about financials reporting, visit BAIRS
reporting on the BFS
website.
HRBAIRS reports provide data for human resources analysis and
decision support. For more information about HR reporting, visit
HR BAIRS Reporting Reference.
System
Access
Request
a Logon ID, indicating the report subject area(s) and role(s)
you need. Your manager (and Control Unit, if applicable) must approve
your request online. The approved request is routed to the appropriate
Security Administrator, who will process your request and email
you when your Logon ID is activated. Although you use different
request systems for BFS and HR reporting access, you will use the
same Logon ID when signing into the reporting portal.
BFS
BAIRS and BIS Reports
Hands-on
training is offered ongoing.Visit http://www.bai.berkeley.edu/catalog.htm
for more information and full course descriptions. Refer to ICE
for session dates and times, and to enroll in courses.
Beginning
Reporting
*
BFS BAIRS Super User and BIS Reporting
HR
BAIRS Reports
Hands-on
training is offered ongoing.Refer to ICE for session dates and times,
and to enroll in courses.
*Training is REQUIRED for this level of
reporting access.
Travel
& Entertainment System
The
Travel and Entertainment system is used for online travel and entertainment
reimbursement requests. Visit the Travel & Entertainment website
for more information.
System
Access
Access to the Travel and Entertainment system is divided into 3
levels:
1st
Tier: CalNet ID Allows
viewing of your reports only. For information about obtaining
a CalNet ID, visit https://calnet.berkeley.edu/.
2nd
Tier: CalNet ID + BFS Logon ID Allows
entering of reimbursement requests with the same role(s) you have
in BFS. If you are already a BFS user, you automatically have
2nd tier access to the Travel and Entertainment system.
If you are not already a BFS user, request a BFSLogon
ID using the Financial and Business
Services Logon ID Request System.
*
3rd Tier: CalNet ID + BFS Logon ID + Completion
of Travel and/or Entertainment Training and Assessment Allows
submission and review of reimbursement requests. Access will not
be granted until you have attended training and demonstrated competence
by completing the training assessment.
Training Training
for the Travel and Entertainment system covers policy and provides
hand-on practice in entering and submitting reimbursements. Refer
to ICE for session
dates and times, and to enroll in courses.
Travel
Reimbursement System
Entertainment
Reimbursement System
*
Training is REQUIRED for this level of access.
Online Payroll Time Reporting System (OPTRS)
OPTRS
is a sub-system of the Payroll Personnel System (PPS) and is used
by campus departments for reporting positive time, vacation, sick
leave, and compensatory time usage, as well as adjustments such
as payroll expense transfers. See the Payroll website for more information.
System Access System access is granted upon completion of the required course(s). Currently, the OPTRS instructor collects any information needed for system access during training and then submits userid requests for those students who successfully complete the training assessment. Departments can use the Financial and Business Services Logon ID Request System to submit change or delete requests for existing OPTRS users.
Training Refer to ICE for session dates and times, and to enroll in courses. The OPTRS Hands-on Computer Training is a two-day class held on a monthly basis.
* OPTRS Hands-on Computer Training Required for OPTRS Preparers and backups, and for all users requesting a PPS User ID with "update" access. Provides hands-on practice in logging into PPS, accessing OPTRS, and understanding the payroll calendar. Includes practice exercises and readiness assessment.
The
CARS system is used for financial management of student loans and
billing for services provided by campus. Visit Billing Services for more
information.
System
Access Complete and
submit Form 3,
located on the User
Application/System Access Request site. Access may not be granted
until you have completed CARS training.
DSAS
is used to process student awards (e.g., fees, stipends, and training
grants). Once the award input is reviewed, it is fed through a nightly
batch process into SAMS, which in turn sends it to CARS. Visit the
DSAS website for
more information.
System
Access Request
a Logon ID using the Financial and Business
Services Logon ID Request System, indicating the Student Awards
function and Processing Unit(s) you may administer. Your manager
(and Control Unit, if applicable) must approve your request online.
The approved request is routed to the BFS Security Administrator,
who will process your request and email you when your Logon ID is
activated. (Note that your Logon ID will not be activated until
you have completed any required training.)
Training DSAS
training is required for access to the system. Refer to ICE for session dates and times,
and to enroll in courses.
CADS is the central campus database for the UC Berkeley advancement community. CADS houses information on alumni, donors, and friends of the University and offers data entry, inquiry, and reporting capabilities. CADS is managed by University Relations. Visit eureka.berkeley.edu for more information.
System Access
Access to CADS is granted only to individuals who have a need to work with the data for alumni relations and development programs business. An individual must be recommended by her/his unit (departmental contact) and be approved by Information Technology in University Relations.
To apply for CADS access, log on to http://eureka.berkeley.edu with your CalNet ID and click on the lefthand link to the Information Technology/CADS Procedures page, then click on the "Procedures" tab at the top of the page.
Training Advancement Operations in University Relations offers classroom instruction and one-on-one training for both new and seasoned members of the campus fundraising community. Classes are open only to permanent or temporary staff who are serving in a development role at UC Berkeley.
Instruction is offered on:
Finding and entering information in CADS and CADSWeb, using the CADS reporting tools, and managing donations in the CADSWeb Gift Management Module (GMM). The CADSWeb Orientation class is recommended, but not required, and it is a prerequisite for other CADS classes.
Using freely available resources and basic research methods to help determine the wealth and connections of prospects.
Moving prospects through the solicitation cycle.
Understanding the policies and procedures governing gifts at Cal, and how gift funds and endowments are established and reported.
Learning about the biographic and gift documentation that University Relations keeps on Cal’s leadership donors and prospective donors.
Refer to the Interactive Course Enrollment (ICE) system at http://hrweb.berkeley.edu/ice/home/ and search on classes offered by "University Relations Training" for session dates and times, and to enroll in courses. Classes are announced regularly through the Fundraising Council e-mail notification list. The Fundraising Council is a membership group of UC Berkeley professionals in fundraising, public affairs, publications, and alumni affairs who meet quarterly; for more information go to the advancement intranet Eureka at http://eureka.berkeley.edu.
For questions about specialized training and to get recommendations on which classes to take, please contact Joanne Asercion at urtrain@berkeley.edu or (510) 642-8652.
BETS
is an online system used for tracking equipment status and history.
It also generates property numbers and prints bar-code labels for
equipment. Visit the BETS
website for more information.
Berkeley
Coeus
Reports
on Proposals and Awards
for Campus Departments
Berkeley
Coeus is used by the Sponsored Projects Office (SPO) to track
UC Berkeley contract and grant proposals and awards. Visit the Berkeley
Coeus website for more information.
System
Access
To apply for access, contact Neil Maxwell in SPO at (510) 642-0123
or email nmaxwell@uclink.berkeley.edu.
Departmental & Faculty Accounts Anyone
in a department with a legitimate reason to access SPO data may
use that department's account. An administrator within each department
and organized research unit is provided an account and password
to access the system.
* Full COEUS Client Provides
global read-only access to the data for Central Campus offices
such as Equipment Management, the Animal Care & Use Committee,
Purchasing, VC Research, Budget & Finance, etc.
Training
To
schedule a Berkeley Coeus training session, or for assistance using
the system and reporting tools, contact Neil Maxwell in SPO at (510)
642-0123 or email nmaxwell@uclink.berkeley.edu.
