An overview of Friendly Name concepts

Friendly Name Overview

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What are CalTime Friendly Names?

The Problem: How does an employee know where to clock and log hours in CalTime, if the employee has multiple jobs or chartstrings (and that may need different approvals)?

The Solution: CalTime Friendly Names (FN) help non-exempt employees choose which appointment and/or chartstrings they will charge their hours to in CalTime. Without Friendly Names, employees with multiple jobs or who have multiple funding sources would not clearly be able to see which jobs or funding sources to pick in CalTime.

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How are Friendly Names Used?

• Friendly Names will display in CalTime for non-exempt employees to choose and track hours worked to the correct job or chartstring. This is particularly important for employees who have multiple jobs or chartstrings that need different approvals.

• Friendly Names allow supervisors and/or “fund approvers” of non-exempt employees with multiple ”fund approvers” to review hours and approve only the hours the employee worked for them that are charged to particular grants, projects, other funding sources.

• Friendly Names can be created to support reporting to identify number of hours worked by: – appointment– chartstring– location– project– event

• Friendly Names are a field in HCM. It will download into CalTime, and employees who are Type C or S select which Friendly Name to charge their hours to.

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Non-Exempt Employee’s Timecard

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Example of Friendly Names on a timecard in CalTime. The Friendly Name appears in the Transfer column. This drop-down field allows the employee to select which job or chartstring to add their hours.

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Roles and Responsibilities for Friendly Names – CSS specific

Friendly Names need to be created by a local department team who can identify which Friendly Name type should be associated with each appointment or chartstring. This process may differ for departments who have not joined Shared Services or who maintain different process.

Responsible Party Task

Local Department Team Creates Friendly Names for department and submits Friendly Name information to appropriate party (CSS or non-CSS HCM users

Service Delivery (including HR Partners, HR Generalists, and First Contact Resolution Team)

Works as liaison between department and HRIM team and Payroll & Timekeeping team

HRIM Team or applicable CSS HR/APS HCM Administrator

Enters and updates Friendly Names in HCM

Payroll & Timekeeping Team Audits Friendly Names in CalTime

Friendly Name Types (1 of 3)

There are three types of Friendly Names. Types A, C, and S. Friendly Names are chosen depending on the department’s needs and funding method.

• Type A = Appointment. Type A Friendly Name is recorded at the Appointment/Job Level. Pay for the job is generated based on the existing Chartstring percentages entered. This is similar to how pay was processed before CalTime.

• The majority of departments will use Type A FNs.

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Friendly Name Types (2 of 3)

• Type C = Chartstring. Type C requires a Friendly Name to be recorded for each Chartstring. The Friendly Names are used by the employee on their timecard to identify which projects or tasks they should be paid for. Payroll will use this information to calculate pay determined by hours recorded to each Chartstring on the timecard. Type C also allows a different “approver” to be added for each Chartstring.

• Departments that use Type C FNs include departments and academic groups with multiple funding sources or projects.

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Friendly Name Types (3 of 3)

• Type S = Special Location. Type S is used by a few departments to create a hybrid of Type A Friendly Name + specific location/project. These pre-defined locations and projects are kept in a table in HCM.

• Departments that use Type S FNs areUCPD, RSSP, Cal Performances,Intercollegiate Athletics, and possiblyRec Sports.

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Creating Friendly NamesFriendly Name Default • Default Friendly Name in HCM is Type A• Combination of:

• Job Department Code (e.g., AZCSS)• Job/Title Code (e.g., 4921U)• HCM Employee Record # DeptCode-JobCode-HCMRecord#

• Examples:• EAEDU-4921U-0 School of Education, Student Asst 2• AZCSS-7397U-0 Campus Shared Services, HR Analyst 2

Entering/Editing Friendly Names• 20 character limit, combination of alphanumeric characters, hyphens, and/or spaces• While Type A can be left with the default Friendly Name, Type C requires the HCM

user to manually enter or select a Friendly Name.

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Standard Department IdentifiersA Standard Department Identifer (a.k.a the “unique identifier”) was developed in order for employees to more easily choose the appropriate Friendly Name on their timesheet.

For instance, it is easier for an employee to identify the department as “UHS” rather than by the department org ID “FYUHS” in the default friendly name.

Therefore, departments were given the opportunity through the LILs to create a standard department identifier for their department. Whenever a FN is edited or added to the setup table, the FN must begin with the unique identifier for that department.

Example:For Campus Shared Services HR/APS, the FN for the Benefits Analyst 2 in the Benefits team defaults to AZCSS-7719U-0. When the FN is customized to CSS-HR-BENEFITS, the standard department identifier that is used is CSS. Using this method, an employee can quickly identify that CSS-HR-BENEFITS is the appropriate Friendly Name for them.

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Friendly Name Setup TablesDefault Friendly Names can be added to setup (or lookup) tables to make them easier to enter and to reduce data entry errors.

• Friendly Names can be created as “on the fly” or added to the HCM lookup tables.• Once a FN is loaded into the HCM lookup tables, they are available for assigning to

appointments. The lookup will be based on an employee’s department and job code.• Once a name or is added to the lookup table, it cannot be deleted. However, it can be

inactivated by adding a row and an effective date.• Default Friendly Names are not added to the table.• Per the image below, different setup tables apply to different Friendly Name Types.

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Friendly Names on a Timecard

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Example of Friendly Names on a timecard in CalTime. The Friendly Name appears in the Transfer column. This drop-down field allows the employee to select which job or chartstring to add their hours.

Idiosyncrasies and known issues with Friendly Names

Friendly Name Caveats

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Type A: CT PPS Flag (1 of 3)The CT PPS Flag check box was created to provide a solution to a business need that was previously hindered by a PPS interface issue.

The Problem: Departments sometimes need to pay employees on more than 9 earnings distributions. However, although HCM can handle more than 9 earnings distributions, PPS can sometimes have problems with this. When there are too many earnings distributions, an appointment may not pass to PPS! How do we deal with this?

The Solution: CalTime can pay on the 9+ distributions, so long as PPS holds the appointment (job code and salary) information. In order to ensure that the appointment information passes to PPS properly, we need to select 9 or less distributions. The CT PPS Flag check box was designed to allow the client and HCM administrator to select which of these earnings distributions will pass to PPS.

CT PPS Flag (2 of 3)Systems Flow

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• Although only 9 distributions will pass to PPS, all the distribution lines will pass to CalTime. CalTime then passes all distributions as a file submission in a “batch process” to PPS.

• PPS pays on all the distributions through this method. This payment record is kept in PPS and in the General Ledger.

• The CT PPS Flag check box does not exist on exempt employees or for Type S Friendly Names.

HCMFeeds appointment information and all 9+ distributions to

CalTime

PPSTakes HCM

appointment information and CalTime earnings

file submission and pays

employee

CalTimeSends all 9+

earnings distribution as file submission to PPS

HCMFeeds appointment information and 9

or less distributions (as selected by CT

PPS Flag check box) to PPS

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CT PPS Flag (3 of 3)Distribution Sample Flow

HCMEarnings Distribution 1* Earnings Distribution 2 Earnings Distribution 3*Earnings Distribution 4*Earnings Distribution 5*Earnings Distribution 6*Earnings Distribution 7*Earnings Distribution 8*Earnings Distribution 9*Earnings Distribution 10*Earnings Distribution 11Earnings Distribution 12Earnings Distribution 13Earnings Distribution 14Earnings Distribution 15

PPSEarnings Distribution 1* Earnings Distribution 3*Earnings Distribution 4*Earnings Distribution 5*Earnings Distribution 6*Earnings Distribution 7*Earnings Distribution 8*Earnings Distribution 9*Earnings Distribution 10*

* Indicates chartstrings selected using CT PPS Flag.

CalTimeEarnings Distribution 1* Earnings Distribution 2 Earnings Distribution 3*Earnings Distribution 4*Earnings Distribution 5*Earnings Distribution 6*Earnings Distribution 7*Earnings Distribution 8*Earnings Distribution 9*Earnings Distribution 10*Earnings Distribution 11Earnings Distribution 12Earnings Distribution 13Earnings Distribution 14Earnings Distribution 15

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Supervisor vs. Delegate vs. ApproverWithin the context of CalTime, the term “supervisor” does not always indicate the employee’s true supervisor or even the supervisor of record in HCM.Term Usage Example

Supervisor

1. The supervisor of record in HCM or the employee’s actual supervisor.

2. (Type C appointments only) Individual who is responsible for approving timesheets according to chartstring from “CT Supv ID” field. Sometimes called Approver.

1. Suzy Supervisor is the supervisor of record for Eli Employee.

2. Sarah Supervisor is responsible for approving time charged to a specific chartstring; while she is a supervisor, she is not the employee’s actual supervisor.

3. Erin Employee is responsible for approving time charged to a specific chartstring but is not the actual supervisor.

Approver (Type C appointments only) Individual who is responsible for approving timesheets according to chartstring from “CT Supv ID” field.

Erica Employee is responsible for approving time charged to a specific chartstring but is not the actual supervisor.

Delegate Is an individual who has the responsibility of approving timesheets on behalf of a supervisor.

1. Suzy Supervisor is on leave and delegates responsibility of approving timesheets to Daisy Delegate.

2. Professor Peter is too busy to approve timesheets and delegates responsibility of approving timesheets to Dave Delegate.

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Type C Supervisor CaveatsIssue 1 – Adding Rows to Type C Employees• Problem: The “supervisor” listed in the CT Supv ID field will default back to the supervisor

of record in HCM, if a new row is added.• Solution: Check the previous record and make sure that any “supervisors” listed in the CT

Supv ID field matches the chartstrings on the current row. If appropriate to the action type, ensure that the correct “supervisor(s)” is listed in the CT Supv ID field.

Issue 2 – Approvers Getting Access to Timesheets• Problem: If the “supervisor” listed in the CT Supv ID field is not already a supervisor of

record in HCM, they will not automatically be granted access in CalTime to approve timesheets.

• Solution: Submit a ticket to the CalTime Systems Administrator requesting access for the approver.

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Retroactive ActionsFriendly Names fields were added in HCM on 9/1/2014. However, if you look at previous records prior to 9/1/14, the Friendly Name field appears along with a Cal Time Type Code of Y.

Cal Time Type Code Y is used as a placeholder for the Cal Time Type Code field for records prior to the 9/1/2014 conversion. It is not a valid value and cannot be selected by an HCM administrator.

If the appointment requires you to add a Friendly Name type to the appointment for retroactive actions prior to 9/1/14, use Cal Time Code A and the default Friendly Name as a place holder so that you may save your record.

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ResourcesResource Location

Friendly Name Job Aids http://hrweb.berkeley.edu/hcm/wfa/step-step/friendly-names

CSS Knowledge Base https://kb.berkeley.edu/csshraps/internal/

CalTime Information http://caltime.berkeley.edu