University of California, Berkeley

HCM: HR-BAIRS Subject Areas and Reports

Subject areas govern which reports (and underlying database views) a user may access. A subject area may be thought of as a set of reports that answer a general business need. For example, Administer Workforce reports address the reporting needs of campus users who need to review detailed information about employee records and job transactions, whereas Workforce Summary reports address the needs of campus users who perform summary analysis on UC Berkeley's workforce as a whole. A user may have access to multiple subject areas as appropriate to the user’s job functions.

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Click on the appropriate item for more information.

Reading Reports

  • Column Heading definitions are provided on the cover page of each report.
  • Selection Criteria set by the user display on the cover page of each report.
  • Date and Time display in the upper right corner of each page to indicate when the report was run.
  • Page Number displays in the upper right corner of each page. To display the total number of pages, scroll to the last page of the report.
  • The Current Row Indicator is an asterisk (*) that appears in the left margin of reports to indicate the row that is currently in effect. This indicator is useful in reports that show historical and/or future- dated rows, and in “snapshot” reports that describe data as of a point in time other than that on which the report is run.

Workforce Detail

Workforce Detail reports show most data from the HCM job record for approved organization tree nodes. Job record data is grouped into these reporting areas:

HCM Data BAIRS Report Selection Criteria
Job Data Data elements from the Job Data pages of the HCM job record, including Effective Date, Job Code, Job FTE, Action/Reason, Appointment Type, Pay Schedule, Time Code, Leave Code, Compensation, etc. Job Detail Selection criteria include Effective Date, Entry Date, or "As of Date", Org Node, Job Code, Appointment Type, Employee ID, Employee Status, and Action/Reason.
Classification Job Detail Selection criteria include all above plus Unit Code and SAP Code.
Earnings Distribution Data Data elements from the Earnings Distribution page of HCM job record, including chartstring, Budgeted FTE, Work Study Code, Pay Begin/End Dates, Distribution %, Earnings Code, etc. Earnings Distribution Detail Effective Date, Entry Date, or "As of Date", chartstring, Org Nodes, Job Codes, Action/Reason, Appointment Types, Employee ID and Employee Status.
Classification Earnings Distribution Detail Selection criteria include all above plus Unit Code and SAP Code.
Transaction Data All personnel transactions entered into HCM, including future, corrective, and retroactive actions. Also shows who entered the transaction. Transaction Overview Selection criteria include Effective Date or Entry Date, Org Node, Job Code, Appointment Type, Employee ID, Employee Status, and Action/Reason.
Classification Transaction Overview Selection criteria include all above plus Unit Code and SAP Code.
Salary History Compensation history, including Effective Date, personnel action, Change Amount, Change Percent, Annual Rate, Monthly/Hourly Rate, etc. Selection criteria include Effective Date, Employee, Org Node, Job/CTO Code, Unit/SAP Code, Employment Status, Action/Reason, and Appointment Type.

Workforce Detail Report Views

The View chosen when launching the report determines which employees will display in the report:

  • Job View All employees’ jobs where the Job Department is in the user’s approved organization tree nodes.
  • Distribution View All employees’ jobs where the user’s Org Code appears on at least one distribution line.
  • Employee View All employees’ jobs where the Job Department is in the user’s approved organization tree nodes, as well as those employees’ jobs in other departments, if any.
  • Global View All jobs for all employees on the UCB campus. (Available to users with global access only.)

Workforce Summary

Workforce Summary reports allow viewing of aggregate data for human resources analysis, such as headcount, personnel actions, turnover, and compensation averages. Results are grouped by job type and organization node.

The standard Workforce Summary reports provide a genuine view of past data with the organizational structure that was true during the period selected on the dashboard. Workforce Summary reports appended with” Pres_Org” apply the present organizational structure to the period selected, which may be used for comparison if there have been complex reorganizations between that time and the present.

Workforce Summary Report Selection Criteria
Headcount

Headcount and Job FTE by month, with sort options for Job Code/Salary Step, Unit Code, Appointment Type, CTO Code, CTO Code/Job Code, and Org Node/Job Code/Salary Step.

 Selection criteria include Month/Year, ERC, Unit Code, Employment Status, Job Code, Appointment Type, and Org Node.
Personnel Actions

Monthly summary of personnel actions and Job FTE by Action/Reason, with sort options including Job Code, CTO Code, Salary Grade, Unit Code, Appointment Type, and Org Node.

 Selection criteria include Month/Year range, Personnel Status, Action/Reason, ERC, Unit Code, Appointment Type, Job Code, CTO Code, Salary Grade, Employee Status, and Org Node.
Turnover

Monthly summary of Voluntary/Involuntary separations divided by population, across job type and organization, with sort options including Job Code, CTO Code, Salary Grade, Unit Code, Appointment Type, and Org Node.

 Selection criteria include Month/Year range, Voluntary/Involuntary, Unit Code, ERC, Appointment Type, Job Code, CTO Code, Salary Grade, and Org Node.
Compensation Averages

Monthly summary of average compensation across job type and organization, with sort options including Job Code, CTO Code, Salary Grade, Unit Code, Appointment Type, and Org Node.

 Selection criteria include Month/Year, ERC, Unit Code, Employment Status, Job Code, Appointment Type, and Org Node.

Employee Verification

The Employee Verification subject area allows verification of employment status for all employees on the Berkeley Campus and is intended for departments that need this verification in order to provide services. Only those with a business need for campus-wide employment verification should request this role. Requests may be submitted by the manager using the Comments field at the end of the approval process, or separately via email to hrsecure@uclink.berkeley.edu.

Case Tracking

Case Tracking reports are for campus personnel who administer, review, or report on the Academic Case Tracking process. The Academic Personnel Office must approve all Case Tracking role requests and access is granted only to those who have a business need to view this data. Reports include:
· Case Listings
· Case Status
· Next Review

Recruitment

Recruitment reports allow viewing of data relating to recruitment for approved organization tree nodes, including requisition detail and summary information.
· Recruiter Activity
· Requisition Detail

Position Management

Position Management reports allow viewing of data relating to positions for approved organization tree nodes, including:

  • Positions and all incumbents hired into each position
  • Position headcount
  • Position FTE
  • Current Job FTE
  • Position Status
  • Incumbent salary data and associated job code
  • Mismatched job and position data for:
    • Department
    • Job code
    • Location
    • Reports to/supervisor
    • Position overallocation
    • Job FTE exceeding Position FTE
    • Override Position Activation
    • Positions where incumbent's appointment end date has passed