Use this checklist to prepare your campus to use TL functionality in CHRS.

Security

• Review the CHRS Security List 

  • The CHRS Library - Security Page provides a full list of Dynamic roles, Baseline CHRS Security roles and the CHRS Security Plan and Requirements for review.
  • Majority of the roles will begin with CHR_TL
• Determine and Assign roles

  • Determine users on your campus who are responsible for the various tasks and work with the security team to have the applicable security roles assigned to them.
    • Configuration
    • Payroll
    • Approver
    • Timekeeper

Configuration

•  Rapid Time Template

  Rapid Time Reporting templates define which fields are used when entering time through the Rapid Time function. 

  Campuses will be responsible for creation and maintenance of rapid time templates. However the use of Rapid Time is optional in CHRS. When creating new templates, the naming convention must be followed. 

  Navigation: Menu >  Set Up HCM > Product Related > Time and Labor > Time Reporting > Rapid Time Template 

• Elapse Time Template (Time Reporting Template)

  The Time Reporting Template - Timesheet specifies the time-related fields to display on the punch and elapsed time entry pages. 

  Two baseline Time Reporter Templates have been created in CHRS (CSU_ELAPSE & CSU_PUNCH) and are maintained by CMS. Campuses can create their own Time Reporting Templates or leverage the existing “baseline” values. It is important to remember that all campuses can see all Time Reporter Templates, so when creating or updating a Template, the naming convention must be followed. 

  Navigation: Menu > Set Up HCM > Product Related > Time and Labor > Time Reporting > Time Reporting Template 

•  Rules Program

  Rule Programs define a group of rules and the order in which they are processed. Rule programs are assigned to employees through their Time and Labor workgroup. The Rule Program is a Shared Table and is delivered with most values. 

  Campuses can create their own Rule Programs or leverage the existing “baseline” values. When creating new rule programs, the naming convention must be followed.

  Navigation:  Menu >   Set Up HCM > Product Related > Time and Labor > Rules and Workgroups > Rule Programs 

• Workgroups

  A workgroup is a group of time reporters who share the same Time and Labor processing requirements.

  Campuses will be responsible for creation and maintenance of workgroups. All campuses share the same table and there is no security to prevent one campus from seeing another's’ data. Exercise caution when creating and updating workgroups. 

  Navigation:  Menu >  Set Up HCM > Product Related > Time and Labor > Rules and Workgroups > Workgroup 

• Task Template

  A Task Template specifies the Task related fields that a time reporter or manager can enter during time entry. This template is associated to a Task Profile, which is in turn associated to a Taskgroup. Together these define the fields a time reporter or manager can enter at time collection and how the labor expenses for the employee should be allocated.

  Campuses will be responsible for creation and maintenance of workgroups. All campuses share the same table and there is no security to prevent one campus from seeing another's’ data. Exercise caution when creating and updating a Task Template. 

  Navigation:  Menu > Set Up HCM > Product Related > Time and Labor > Task Configurations > Task Template 

• Task Profiles

  Task Profiles allow you to create a standard allocation setup for all associated employees. You can dictate a specific allocation percentage so that all hours an employee reports are allocated per this setup. Additionally, you can associate a task profile id with a task template, which drives the fields that should be available when the time reporter or manager reports time.

  The use of Task Profiles is optional in CHRS, as campuses can create their own Task Profile or leverage the existing “CSU” value. It is important to remember that all campuses can see all task profile values so when creating or updating a Task Profile, verify the Task Profile ID is correct.

  Navigation: Menu > Set Up HCM > Product Related > Time and Labor > Task Configurations > Task Profile 

• Dynamic Group

  A Dynamic Group consists of user-specific criteria or attributes for which a list of employees is to be generated. Employees are associated with a dynamic group based on the affiliation to the specific criteria. All employees who fit these criteria belong to the group.

  Campuses will be responsible for creation and maintenance of workgroups. All campuses share the same table and there is no security to prevent one campus from seeing another's’ data. Exercise caution when creating and updating workgroups. 

  The dynamic group refresh process is controlled by CMS and is run twice daily for all dynamic groups. Campuses are not able to run the batch process, but can be run for individual dynamic groups using the Dynamic Group page.

  Navigation: Menu > Set up HCM > Security > Time and Labor Security > Dynamic Group

  Job Aid - Securing Data: Authorize Data by Dynamic Group

• Auto Enrollment Setup

  Enrollment groups use custom rules to determine how each employee is added or updated for time reporter data and schedule assignment. The CHRS team provides delivered campus-specific baseline enrollment groups based on existing campus workgroups. Your campus should plan to review these baseline enrollment groups to ensure they meet your needs. You can change the baseline defaults for your campus if necessary by editing the existing enrollment group or by creating new groups.

  Job Aid- Auto Enrollment Setup

  Auto Enrollment Queries

  Campuses will be responsible for creation and maintenance of auto enrollment queries. When creating new queries, the naming convention must be followed.

  Auto Enrollment Groups

  In CHRS, campuses are delivered CMS-built enrollment groups at the time of cutover. From there, campuses are allowed to create and update enrollment groups based on their business requirements. 

  It is important to remember that each campus will have access to all other campuses’ enrollment groups. When a campus updates an enrollment group, it is very important to ensure that the correct enrollment group is updated.

  Navigation:  Menu > Set Up HCM > Product Related > Time and Labor > Auto Enrollment > Enrollment Group 

• Review and Assign Work Schedules

  Schedules can be assigned to an employee using either a predefined work schedule or a personal schedule. 

  Job Aid - Assign Work Schedules

ServiceNow Tickets

• Auto Enrollment Modification

  Currently, in CHRS, the Auto Enrollment process can only assign one value to Taskgroup or Task Profile fields, per workgroup. For campuses that require different values, per workgroup, the following process must be completed. 

  • Pass A, B, C
  • MTP
• Campus Config Migration between Passes/MTP

  Open a ServiceNow ticket using the example campus configuration document, update for your the template with your campus information based on what should be migrated from each pass through MTP. 

  When submitting the ticket: 

  • Type: Request
  • Category: CMS-CHRS
  • Subcategory: Time & Labor
  • Ticket Short Description:
    • In the ticket short description, indicate that the campus name, the module, and the Pass/MTP this is requested for. (Example: CHI - TL Config - MTP)
  • Description:
    • The description section should include the following:
      • Database Name (Example: HACHRSIT to HCHRPRD
      • Reason (Example:  Conversion from Pass C  to MTP)
      • Pages to migrate
      • Attachment Title
  • Attachments:
  • Include an attachment with all the details of what your campus needs to have migrated. The attachment should look similar to the example below. 

  Download 

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