Overview
CHRS Position Papers describe changes that your campus can make now to prepare for CHRS. By taking care of these items early, your campus will have fewer items to be done when it’s time for implementation.
Position Papers are divided into ‘Required’ and ‘Non-Required’ sections posted by module and in alphabetical order.
Definitions
Category
| Action Required/Cleanup | Required position papers that require campus action in 9.0 and must be completed before conversion to CHRS. Campuses must self-report progress on Update Status page. Link to Campus Metrics page. |
| Non-Required | These position papers contain descriptions of processes or cleanups that are not required to be complete prior to Wave 4/5 go lives, or are considered best practices for all campuses who may not be aware. They are considered required reading but do not include any action prior to go-live. These papers are not tracked by the implementation project or as part of Standardization metrics. |
| Conversion | Position paper that identifies processes that will convert and map fields to CHRS. |
| Informational | Position paper is for informational/how to purposes only which apply to 9.0. |
| Standardized for CHRS | New rules and practices to be applied in CHRS. |
Timing
| CHRS | Intended to be used during implementation clean-up. |
| Pre-CHRS Recruiting | Created to support implementation of CHRS Recruiting. |
| Pre-CHRS | These papers should be read and actioned prior to CHRS implementation activities begin. |
| Informational | Position paper is for informational/how to purposes only which apply to 9.0. |
| Standardized for CHRS | New rules and practices to be applied in CHRS. |
Frequency
| If you are in this phase of CHRS implementation | Required frequency |
| Wave 1-2 | N/A |
| Wave 3 | At least monthly |
| Wave 4 | Monthly |
| Wave 5 | As stated |
| Wave 6 | As stated |
Required Position Papers in Specific Modules
Benefits (BA)
Contact: Charlotty Meston - [email protected]
| Category | Position Paper | Description | Timing | Date |
|---|---|---|---|---|
| [X] Action Required/Cleanup | To assist in identifying and removing dependents who have reached the age limit for benefits, this position paper lists instructions to build a consistent and repeatable process for all campuses to identify dependents reaching age 26. | Pre-CHRS - Frequency: Monthly - Start Monitoring: Now | Original Date: 09/18/2017 | |
| [X] Action Required/Cleanup | Benefits Dependent Data Cleanup Update Status | This cleanup will correct dependent relationships in PeopleSoft so there will be no issues with their coverage upon conversion to CHRS. | Pre-CHRS - Frequency: Monthly - Start Monitoring: Now | Original Date: 01/06/2020 |
| [X] Action Required/Cleanup | Benefit Event Troubleshooting Update Status | This position paper provides a “Benefit Event Troubleshooting Guide” to assist campuses on performing a regular review of benefit events to evaluate how data and events is being managed at their campus. | Pre-CHRS - Frequency: Monthly - Start Monitoring: Now | Original Date: 04/09/2020 Added No Open On-Cycle Pay Periods and Pay Period Not Found error messages. |
| [X] Action Required/Cleanup | Dependent Marital Status, Disabled, Student and Smoker As of Dates Update Status | Beginning immediately in 9.0, campus benefits staff should modify their data entry practices and use the Effective Date of the Personal History row as the same date for the actual Marital Status, Student, Disabled and/or Smoker effective date. | Pre-CHRS - Start Monitoring: Now
| Original Date: 06/03/2020 |
| [X] Action Required/Cleanup | Impact of Updating Base Benefits Update Status | This position paper is a recommendation to restrict entry into Base Benefits in PeopleSoft which can cause conflict with BenAdmin. | Pre-CHRS - Frequency: Monthly - Start Monitoring: Now | Original Date: 04/25/2017 |
| [X] Action Required/Cleanup | Maintain Qualified Medical Child Support Order (QMSCO) in PeopleSoft Update Status | Employees must maintain coverage for applicable dependents in applicable benefit plans when ordered by the court. Benefit-eligible employees are not allowed to dis-enroll dependents from specific benefit coverage in v9.0 and CHRS when active QMSCOs are recorded in v9.0 and CHRS. | Pre-CHRS - Frequency: Monthly - Start Monitoring: Now | Original Date: 10/19/2021 |
| [X] Action Required/Cleanup | Open Enrollment Update Status | For CHRS, an open enrollment schedule will be required to maintain data integrity in a combined database and enable the maintenance of staging tables used in processing benefit events. This is all prerequisite to managing updates to the Ben Admin Start Date as part of system maintenance. | Pre-CHRS - Frequency: Annually - Start Monitoring: Now | Original Date: 02/25/2019 Revised Date: 11/13/2023 |
| [X] Action Required/Cleanup | PSR Error Cleanup Update Status | Campuses must maintain the data and consistently resolve errors in order to successfully transmit health enrollments and update CalPERS. Added additional error resolutions for missing dependent data errors recommended by the Wave 2 campuses. | Pre-CHRS - Frequency: Monthly - Start Monitoring: Now | Original Date: 05/04/2021 Revised Date: 02/16/2022 |
| [X] Action Required/Cleanup | Ben Admin Maintenance Update Status | Clears unneeded data from cache to speed up system performance when processing Ben Admin events. | Pre-CHRS - Frequency: Annually - Start Monitoring: Now | Original Date: 03/03/2020 Added instructions for Waves 5 and 6. |
| [X] Action Required/Cleanup | Voiding Disconnected Events Update Status | In the event of a voided termination, benefits will be terminated and the employee not able to enroll unless the disconnected event is voided. | Pre-CHRS - Frequency: Monthly - Start Monitoring: Now | Original Date: 02/28/2020 SQL has been added to the Appendix to facilitate monitoring of campus data |
| [X] Action Required/Cleanup This Position Paper appears in Multiple Modules: BEN, LCD, REC, TLAM, WA | | | | |
| BENEFITS COUNT: [10] Action Required/Cleanup | ||||
Labor Cost Distribution (LCD)
Contact: Michaela Dole - [email protected]
| Category | Position Paper | Description | Timing | Date Posted |
|---|---|---|---|---|
| [X] Action Required/Cleanup | LCD Combo Code Sync Process Update Status | The purpose of this paper is to keep two records (VALID_COMBO_TBL and ACCT_CD_TBL) that are used to store Combination Code (a.k.a. Combo Code) data for campuses. These two records contain set-up data (as opposed to transactional data) and are populated by the campuses. They are used all over the system, and ideally need to be kept in synch. The specific field that these two records must be kept in sync on is: FDM_HASH. | Pre-CHRS - Frequency: Annually - Start Monitoring: Now | Original Date: 12/10/2019 Revised Date: 06/16/2026 |
| [X] Action Required/Cleanup | Standardize RUN_ID Format Update Status | Changing the format of the RUN_ID field to include a campus identifying value will be required in CHRS to ensure there are no LCD processing issues for campuses that use similar RUN_ID formats. | Pre-CHRS - Frequency: Annually - Start Monitoring: Now | Original Date: 01/24/2023 |
[X] Action Required/Cleanup | Standardize SUSPENSE Format | Campuses will need to switch to the new format when populating the SUSPENSE Combination Code value on or before the recommended implementation date. This will ensure that campuses going forward are prepared for their CHRS implementation. To ensure campuses map their SUSPENSE Combination Code to a unique GL Account value, an Appendix has been provided to list the GL Account values already in use in CHRS by a campus that will be live on CHRS prior to your campus. If your campus GL Account mapping is not listed or you see an issue with the GL Accounts in use at your campus, please open a Service Now ticket to get assistance from the CMS LCD Team for recommendations. | Pre-CHRS - Frequency: One-Time - Start Monitoring: One-Time
| Original Date: 05/03/2023 Revised Date: 04/28/2026 |
| [X] Action Required/Cleanup | Standardize Pay Tape Period
| In order to standardize the pay tape period across the CSU, it is recommended that each campus use the format yyyymm (e.g. 201701 for January 2017). | Pre-CHRS and ongoing - Frequency: Annually - Start Monitoring: Now
| Original Date: 03/21/2017 Revised Date: 03/05/2025 |
| [X] Action Required/Cleanup This Position Paper appears in Multiple Modules: BEN, LCD, REC, TLAM, WA | Self-Service Update Status | | | |
| LCD COUNT: [4] Action Required/Cleanup | ||||
Temporary Academic Employment (TAE)
Contacts: Michaela Dole - [email protected], Brett Papworth - [email protected]
| Category | Position Paper | Description | Timing | Date Posted |
|---|---|---|---|---|
| There are currently no required position papers for this module. | | | | |
Time & Labor 
Absence Management
Contacts:
Time & Labor: Mayra Perez - [email protected], Venkata Vandrevu - [email protected]
Absence Management: Venkata Vandrevu - [email protected], Charlotty Meston - [email protected]
| Category | Position Paper | Description | Timing | Date Posted |
|---|---|---|---|---|
| [X] Action Required/Cleanup | Rapid Time Entry
| Describes changes to Rapid Time Entry in CHRS. To have consistency in the data. Changes need to be made to 9.0 practices two years prior to go-live. | Pre-CHRS - Start Changes: 2 years prior to conversion. | Original Date: 10/27/2020 |
| [X] Action Required/Cleanup | Taskgroup and Task Profile ID Update Status | This position paper is REQUIRED for any campuses currently using Taskgroups and Taskprofiles. For Wave 1 campuses, work needs to be completed by 2/1/2020. If you are not a Wave 1 campus, complete prior to CHRS conversion. | Pre-CHRS - Frequency: Monthly | Original Date: 05/28/2019 Revised Date: 04/03/2020 |
| [X] Action Required/Cleanup | TLAM Naming Conventions Update Status | In Time & Labor and Absence Management there will be situations where campuses will have the opportunity to create specific configurations. However, these configurations will either be shared by all campuses, or be on records which do not have company-specific security. As such, naming conventions are required to define ownership where applicable. | Pre-CHRS - Frequency: One-Time - Start Monitoring: N/A | Original Date: 05/14/2021 Revised Date: 03/10/2023 |
| [X] Action Required/Cleanup This Position Paper appears in Multiple Modules: BEN, LCD, REC, TLAM, WA | Self-Service Update Status | | ||
| TLAM COUNT: [3] Action Required/Cleanup | ||||
Workforce Administration
Contacts: Mayra Perez - [email protected], Brett Papworth - [email protected]
| Category | Position Paper | Description | Timing | Date Posted |
|---|---|---|---|---|
| [X] Action Required/Cleanup | Cleanup of Missing Department IDs in Dept Security Tree | Any DEPTIDs that are not in the security tree that are used in a position will error out during conversion. | Pre-CHRS - Frequency: Monthly - Start Monitoring: Now | Original Date: 04/30/2020 |
| [X] Action Required/Cleanup | Cleanup of Never Used Positions Update Status | To identify any positions that have never been used, and will never be used (have no job data in past or current incumbents, that may have been created during PeopleSoft implementation), and flag them so they are not carried forward into CHRS. | Pre-CHRS - Frequency: Monthly - Start Monitoring: Now | Original Date: 04/30/2020 *Added new SQL |
| [X] Action Required/Cleanup | Duplicate Employee ID Update Status | Establishes a standardized method to identify unnecessary Dup IDs in PeopleSoft 9.0 so they are not migrated into CHRS during the conversion process. | Pre-CHRS - Frequency: Monthly - Start Monitoring: Now | Original Date: 08/23/2019 |
| [X] Action Required/Cleanup | CHRS Data Cleanup, which involves correcting effective date issues. The SQLs will identify and update records not consistent with the following PeopleSoft requirements. | Pre-CHRS - Frequency: Monthly - Start Monitoring: Now | Original Date: 11/19/2019 Revised Date: 05/05/2021 | |
| [X] Action Required/Cleanup | Data Cleanup: Conversion will not convert any records that do not have the first row with HIR | Pre-CHRS - Frequency: Monthly - Start Monitoring: prior to each campus conversion pass | Original Date: 06/27/2019 | |
| [X] Action Required/Cleanup | This position paper addresses changes to Person of Interest (POI) security and functionality for the Common Human Resources System (CHRS). It identifies the standards for data values moving forward and includes details on a change in business process and security of the Maintain a POI Relationship page. | Pre-CHRS - Start Monitoring: Now | Original Date: 06/03/2020 *Added note regarding if no SSN is available in Background section. | |
[X] Action Required/Cleanup
| As campuses move toward the Common Human Resources System (CHRS), it is necessary to adopt standard practices that will work in a consolidated environment. Standardization across the CSU for the utilization and maintenance of citizenship data is also necessary as campuses will be sharing employees that prior to CHRS were tracked in separate databases. | Pre-CHRS - Start Monitoring: Now | Original Date: 10/19/2021 | |
| [X] Action Required/Cleanup This Position Paper appears in Multiple Modules: BEN, LCD, REC, TLAM, WA |
| | ||
| WORKFORCE ADMIN COUNT: [7] Action Required/Cleanup | ||||
REQUIRED POSITION PAPERS by Module [1] Multiple |
Non-Required Position Papers
Benefits (BA)
Contact: Charlotty Meston - [email protected]
| Category | Position Paper | Description | Timing | Date Posted |
|---|---|---|---|---|
| [X] Informational | Benefits Plan Change 10 and 1Z | To support ACA data entry, campuses may require a report indicating when an employee has moved between Medical enrollment and Medical Flex Cash enrollment. This position paper lists instructions to create the report using query. | Pre-CHRS | Original Date: 06/22/2017 |
| [X] Informational | Coverage End Date **currently unavailable** | This position paper provides a workaround for campus benefit staff who determine an effective date change is required (i.e. For retirees and terminated staff.) | Pre-CHRS | Original Date: 09/18/2017 *Being reworked as of 02/16/21* |
Labor Cost Distribution (LCD)
Contact: Michaela Dole - [email protected]
| Category | Position Paper | Description | Timing | Date Posted |
|---|---|---|---|---|
| There are currently no non-required position papers for this module. | | | |
Time & Labor Absence Management
Contacts:
Time & Labor: Mayra Perez - [email protected], Venkata Vandrevu - [email protected]
Absence Management: Venkata Vandrevu - [email protected], Charlotty Meston - [email protected]
| Category | Position Paper | Description | Timing | Date Posted |
|---|---|---|---|---|
| [X] Informational (Previously Required) | Uniform Pay Date for Positive Paid and Hourly Student Employees SLO POS Payday Change Docs | 75% of campuses pay their students and other positive paid employees on the 15th of the month. The following campuses do not: Chico (10th), Dominguez Hills (12th), Maritime (12th), Monterey Bay (10th), San Bernardino (10th), San Jose (14th) | Pre-CHRS | Original Date: 08/01/2017 |
Workforce Administration
Contacts: Mayra Perez - [email protected], Brett Papworth - [email protected]
| Category | Position Paper | Description | Timing | Date Posted |
|---|---|---|---|---|
| [X] Standardized for CHRS | Action Reasons in CHRS - Inactivations | Certain Action Reasons have been inactivated in CHRS for the transactions that are no longer required and are detailed in this paper. In the future, the paper will be expanded to include details about new Action Reasons as well as some changes to existing Action Reasons. | Pre-CHRS | Original Date: 02/29/2024 |
| [X] Conversion | Address Type | This Conversion Position Paper describes standardized values, usage, and mapping of ADDRESS TYPES for CHRS. | CHRS | Original Date: 09/16/2020 *Updated, finalized information throughout this paper with Benefits and Standardization teams. |
| [X] Informational | Data Correction in CHRS | In CHRS, campuses will be in a combined database and there may be other cross-campus impacts, e.g. Benefits eligibility and data integrity issues for corrections made to employees who work at multiple campuses. Because of this issue, the question has arisen - Should “correction mode” access be limited to a specific number or range / type of users? | CHRS | Original Date: 10/20/2021 |
| [X] Conversion | Email Address Types | Describes how Employee Email address will be handled during the CHRS Conversion process. | Pre-CHRS | Original Date: 06/04/2020 Revised Date: 08/11/2021 |
| [X] Conversion | Employee Review Data | There is currently no requirement to use CHRS to record review data, however when a poll was taken of campuses most indicated they want to use it. | CHRS | Original Date: 09/17/2021 *Added Review Ratings to support campus usage, and Model and Scale in order to function in CHRS. |
| [X] Informational | Job Code Table Cleanup | The purpose of this paper is to solve the issue of incorrect Reg/Temp and Standard values for Hourly and Temporary Job Codes by recommending a one-time update to the Job Code Table. This update will eliminate the need to manually changed fields in PeopleSoft, which will improve accuracy and data integrity. The Job Code table has already been done and is live in 9.0. | Pre-CHRS | Original Date: 10/08/2019 |
| [X] Standardized for CHRS | Job Stacking Strategy | This paper describes the process for updating the employee record starting with their first position at the campus through the various employment events that occur with that employee and position. | CHRS | Original Date: 02/04/2021 |
| [X] Informational | Major, School, and License Codes in CHRS Recruiting (PageUp) | As part of CHRS Recruiting (PageUp), Major, School, and License Codes are necessary to complete the application process for the Education and Licensing verification. | Pre-CHRS Recruiting | Original Date: 08/08/2019 Revised Date: 09/29/2020 |
| [X] Informational (Previously Required) | The purpose of this paper is specific to the creation of Organizational Hierarchy Trees for reporting and integration. The process outlined in this paper describes how PeopleSoft Tree Manager is used to create and maintain hierarchical structures. It is imperative that the tree is built consistently using the four-level structure in order for it to work properly with PageUp. | Pre-CHRS Recruiting | Original Date: 02/21/2019 Revised Date: 12/10/2019
| |
| [X] Informational | 9.0 POI – Future Hire | This paper will focus only on the POI Type 00100-Future Hire for PeopleSoft 9.0 which is used for CHRS Recruiting. | Pre-CHRS Recruiting | Original Date: 02/21/2019 |
| [X] Standardized for CHRS | Position Management | Positions are managed differently from campus to campus. On some campuses position processes are controlled by Budget, at others by HR. In a consolidated database environment it is important that all campuses follow the same guidelines and procedures to ensure the consistent use of CHRS regardless of where positions are controlled. | Pre-CHRS | Original Date: 09/13/2021 Revised Date: 09/17/2024 *Updated usage of 'Update Incumbent' functionality. |
| [X] Informational (Previously Required) |
| The Primary Job field is crucial for the creating of user accounts in CHRS Recruiting, and this position paper will ensure that everyone is aware of the need to have a process which will result in consistency across the system and to allow all campuses to utilize CHRS Recruiting. | Pre-CHRS Recruiting | Original Date: 02/21/2019 Revised Date: 04/11/2019 |
| [X] Informational | Search by National ID | This paper was written from the viewpoint of Benefits staff so they have the tools to find the data they need without using Job data. The 9.0 delivered page, Search by National ID, provides a complete database search of all person types using the SSN. | Pre-CHRS | Original Date: 04/25/2017 |
| [X] Standardized for CHRS | Update of Employee Phone Information | The purpose of the position paper is to standardize the way employees enter phone information. Recommended processes are addressed including Phone Types (BUSN, BUS2, CELL, FAX, HOME, OTR, PGR1,TDD) and default formats (999/999-9999). Also, Phone Types that will be carried forward to CHRS during conversion. | CHRS | Original Date: 05/06/2020 Revised Date: 08/11/2021 |
| [X] Standardized for CHRS | Update of Preferred Name in Employee Self-Service | Employee Self-Service (ESS) in CHRS will include the ability for employees to update some of their personal information. This position paper details how the employee's Preferred Name will work in CHRS Self-Service. | CHRS | Original Date: 12/15/2020 |
| [X] Informational | Workforce Job Summary | This paper was written from the viewpoint of Benefits staff so they have the tools to find the data they need without using Job data. The 9.0 delivered page provides a view of job data in a quick grid summary including important details for current and historic work records. | Pre-CHRS | Original Date: 04/25/2017 |
NON-REQUIRED COUNT By Module: |
