HRMS Data & Other Campus Systems
How HRMS relates to the CalNet Directory
Personnel information -- for Employees and Non-Employees -- must be entered in HRMS before any Campus identity and eligibility data can flow to other Campus-wide systems. Employee information entered in HRMS will be in the payroll system the following business day (PPS, OPTRS). Employee AND Non-Employee information will be available to the Campus Directory by 10 AM the following business day (assuming transactions are entered correctly and system-to-system updates run as scheduled).
Why the CalNet Directory is Important
Only AFTER a new employee or non-employee affiliate appears in the CalNet Directory can Departments get them a CalMail account, Calagenda subscription, or a CalNet User ID / Passphrase (needed to log onto an increasing number of Campus systems). While CalNet gets name and eligibility data from HRMS, these other systems get their information from CalNet's Directory.
Day 1: Enter Data in HRMS > Day 2: Data Available to Campus Systems
Personnel information -- for Employees and Non-Employees -- must be entered in HRMS before any Campus identity and eligibility data can flow to other Campus-wide systems. The following business day, employee information will be in the payroll system (PPS, OPTRS). Both employee AND non-employee information will, also will on the next business day, be available to HR BAIRS reports and in the CalNet Directory by 10 AM (assuming transactions are entered correctly and system-to-system updates run as scheduled).
Recent Changes to the CalAgenda Service
CalAgenda, the online calendar service for Berkeley faculty and staff, now gets name and contact information (such as email address) about its subscribers from the CalNet Directory rather than using its own separate directory. When a Calagenda subscriber makes changes to the Campus directory (https://directory.berkeley.edu/update/), those changes will automatically update their Calagenda account as well.
This change does not affect any meeting data in CalAgenda. The only change subscribers might have noticed is if their name in Calagenda differed from their name in the CalNet Directory. In that case Calagenda will use the name found in the CalNet Directory. For more information go to: http://calagenda.berkeley.edu/news/calnet-synch-faq.html.
HR/Payroll Name vs. Campus Directory Name
An employee's name must be entered in HRMS exactly as it appears in their Social Security Administration documents (otherwise Depts could face Federally imposed fines). The name, as entered in HRMS, will be used in the payroll system and in all subsequent pay, tax and benefits records generated by the University.
The CalNet Directory will initially use the name as entered in HRMS. But there is no requirement to use a more formal name in the Campus directory. For example, if a person prefers to be known as "Mike", but in the CalNet directory it appears as "Michael", he can change it to "Mike" in the CalNet Directory and it will automatically change to "Mike" in Calagenda. This will NOT, however, change the name in either HRMS or PPS.
HRMS Contact Information Vs. CalNet Contact Information
The CalNet Directory does not display contact information entered in HRMS Personal Data. Having a listing in the public Campus directory is voluntary and must be done separately by going to the Directory Listing Update page at: <https://directory.berkeley.edu/update/>. Individuals can enter or update their contact information themselves or the Departmental Directory Contact can do it on their behalf.
On the other hand, changes made in the CalNet Directory will NOT update HRMS. The HRMS record has to be updated separately either by the employee using Self-Service (blu.berkeley.edu) or by the Department HR Administrator on their behalf.
Unlike the Campus Directory, HRMS Contact information is not publicly available. Only Departments and a limited number of Central Campus offices can access this information and only for business purposes. For example the "Business" type Phone and Email entry in HRMS is used by the system to generate transaction notices, and create certain rosters. Home address is used for important pay, benefits and tax mailings.
Request HRMS/HR BAIRS Access or modify existing access at: http://fbaccess.berkeley.edu/users/logon/logon.cfm
HRMS Forms, Job Aids and Reference Material: http://hrweb.berkeley.edu/hrms/jobaids.htm