University of California, Riverside

Future Operating Model Development



FAQ


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What timesheet exception would require SSC staff involvement?

A.The final specification for TARS auto-approval are still under development (March 2017). 

I believe I heard that an enhancement of TARS will be that if an employee goes into a prior period time sheet and adds sick/vacation time, that the system will automatically process it against the correct pay period, so we will not have to do LX/RXs to make corrections in the future. Will this also be the case if students go back and add hours to a previous time sheet?

A. The final specifications for TARS prior period adjustments are still under development (March 2017).

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Will User Acceptance Testing (UAT) be rolled out for ServiceLink? If so, who will be invited to test the system?

Yes, there will be a UAT phase for ServiceLink for all Shared Services Centers on campus plus representative departmental and organizational unit (e.g., colleges, schools, administrative units) ServiceLink users. The composition of who will participate is still under development.

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How are the roles for FAU and SCT different than the roles for HR/AP processes?  ?

A.

  • Because FAU and SCT are focused on financial processes, department financial staff/managers will be the Transactors within ServiceLink
  • A Transactor is a required role and will have in-depth financial functionality for the FAU and SCT processes
  • The Requester is an optional role with limited functionality and is primarily used to capture approval from the fund owner/manager (i.e. a PI of a contract & grant fund or the non-financial manager of a unit) prior to processing the request in PeopleSoft   

Can instant corrections to Salary Cost Transfers be made if an error is identified immediately after an update, or is there a waiting period for corrections?

A. Corrections to Salary Cost Transfers can be made one business day after the transfers have posted to the ledgers to allow data be updated and available within ServiceLink

Is the PI part of the approval workflow for all SCTs?

A. PI approval for C&G funds may be explicitly obtained via the Requester role and the ServiceLink’s approval process.  However, since the ‘Requester’ role is optional, PI approval may be handled outside of ServiceLink based.

Will the Transactors and Requesters receive an alert that an adjustment has been made? Will there be a PAN to notify those attempting to “clean up” a grant that the work has been completed?

A. ServiceLink will send an email notification to both the Requester (if applicable) and the Transactor once the request has been processed in PeopleSoft and the transaction is recorded as complete in ServiceLink.  Please note that the Requester role is optional for SCT  

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What information will departments be able to view (all employee data, limited data, other)?

A.

  • Inquiry (read only) access to PeopleSoft pages which allows viewing of most employee data will be available to specific roles within each accountability structure
  • For local information, the campus will use ServiceLink. ServiceLink has an Inquirer role that can be assigned to allow view access only to requests that have been submitted that are within user’s Accountability Structure (e.g., their department)
  • For systemwide information, access to UCPath data will be primarily through data marts (HR/AP Data Warehouse, the Distribution of Payroll Expense (DOPE) Data Warehouse), and UCPath reports.  In addition, inquiry access to some PeopleSoft web pages will also be provided 

Will we have electronic new hire forms? If so, will there be an online system of record eliminating the need for paper personnel files?

A.

  • New hire forms will be standardized, fillable PDFs that can be attached to an onboarding request and paper personnel files will not be eliminated
  • UCPath will be the system of record for all transactions and migrated data and local systems will remain the system of record for transactions and data not migrated to UCPath

When will we be able to see and begin playing with ServiceLink?

A. ServiceLink demonstrations will begin as soon as the modules are completed (anticipated module completion in May 2017) and the system will be part of the UCPath training courses. 

Will the UCR Police Department or SSC be responsible for making LiveScan fingerprint appointments? 

A. LiveScan processing is still under discussion (March 2017) 

Is there an attachment option and comments section for each of the various ServiceLink roles?

A. Yes

Is the department or SSC responsible for educating employees on their rights and responsibilities, policies, requirements, deadlines, etc.?

A. The department (HR/AP Partner) with support from Central Offices for complex cases

Will departments have a dashboard where they can view all positions in their accountability structure to better assist with the management of those positions?

A. While the details are to be determined, departments will have access to position information through UCPath reports, the Human Resources / Academic Personnel Data Warehouse, and Inquirer access to PeopleSoft web pages

The Position Data Management component seems similar to the staffing application in UCRFS. Staffing is currently used to maintain positions that are funded permanently (by title code, FTE, FAU, and salary amount & eventually employee name when a position is filled). Will the Position Data Management component be used to track all positions, including those funded permanently and those funded temporarily (such as a limited employee)? In the future, will we be maintaining staffing in UCRFS and Position Data Management in ServiceLink?

A. 

  • Position Data Management is required PeopleSoft functionality that links information about a job, the incumbent, and FAU information
  • For go-live, Position Data Management will only be deployed to enable core PeopleSoft functionality (e.g. to enabling new hire processing, payroll, etc.)
  • Position Data Management will NOT be a replacement for staffing

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Will there be an FAU PAN for affected organizations alerting us that an adjustment has been made?  The Transactor may have knowledge this has taken place but the Requester may not.  In addition, as long as there is a valid FAU combination submitted, the “correct” FAU combination may not have been incorporated.  This would allow a subsequent and timely change to take place if an error was made or a grant was in the process of closing without having to inquire with the transactor if the work had been completed.

A. ServiceLink will send an email notification to both the Requester (if applicable) and the Transactor once the request has been processed in PeopleSoft and the transaction is recorded as complete in ServiceLink.  Please note that the Requester role is optional for FAU Management.

What does the validation include? Will the system validate against the UCRFS Golden Trees? Will it validate specific to an organization’s Golden Tree structure? 

A.

  • Depending upon the available functionality when ServiceLink is deployed, FAU validation will check that FAU elements are valid and active in UCRFS/Golden Trees.
  • Additionally, if applicable, the validation will also include the fund end date, that the salary rate does not exceed the sponsor’s salary cap, and that the FAU combination (activity-fund-function) is valid and not in deficit at the time the FAU request is submitted in ServiceLink.

Does an FAU change with a retroactive start date require both an FAU management request and a SCT request, or will the system trigger the salary transfer component intuitively based on the retroactive start date entered in the FAU management section?

A. Both the FAU management request and a SCT request may be required if the FAU management uses a retroactive start date. There are no automatic triggers between the two systems.

It was noted that “simple” data and FAU changes will go directly into the UCPath system and the SSC won’t have to be involved in these actions.  Can I get a list of what is considered “simple” or some examples?  Do you happen to have an idea of the percent or number that would be considered “simple” based on prior data?  

A.

  • A complex FAU change that requires SSC review includes transactions involving the Health Sciences Compensation Plan (i.e. SOM faculty or other SOM academics) and any position where the ‘new’ fund has a salary cap and the annual base pay exceeds this salary cap (i.e. summer salary or additional compensation on NIH funds) 
  • The expectation is that the majority of the requests will be “simple” FAU changes processed via the automatic upload

questions

Send us an email at fomucpath@ucr.edu

More Information 

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

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