CHRS Changes

This page is intended to provide a high-level summary of forthcoming changes with CHRS and which employees those changes impact. It is broken down in two ways - Changes by Function/Module and Changes by Employee Type. It is possible that what we know today may change as we learn more about how the system works. We will update this information regularly throughout the project.

Last update: 2-1-2022

Changes by Function or Module

• Absence
  • • Self-service and manager self-service pages have a vastly different look and feel but the processes are similar to current
    • No Leave Taken will be entered and approved on its own pages instead of being part of absence, as it is now
    • Employees can key absences up to 12 months in advance and 12 months prior
    • Forecasting will be implemented for absence allowing employees to have a better idea of what their balance will look like in the future
    • Comments for certain absence types are not required by the system as they are now; however, SJSU will still require comments for these types of absences (e.g. sick leave for family)
    • The absence process will run twice daily and the monthly calendar will be closed on the 5th working day of the month, which means updated balances will be posted sooner
• Benefits
  • • Self-service pages have a vastly different look and feel but employees will still be able to complete the bulk of their benefit transactions online
    • UP's benefits staff will experience minor changes to processing, including having the Chancellor's Office taking more control over various processes
• CHRS Recruiting (PageUp)
  • • There will be minor changes to the integration process between CHRS Recruiting and CHRS; this will only impact a handful of employees
    • The full integration process will be implemented which will change how Employee Support Services (ESS) finalizes appointments
• Job Changes
  • • Transactions previously submitted via the Employee Profile or Appointment Form will be submitted either online via the Temporary Academic Employment module or via an external process in OnBase
• Labor Cost Distribution (LCD)
  • • SJSU's custom LCD reports will not be available; however, we plan to review the delivered reports in the CFS data warehouse and the new CHRS reporting solution to determine if they meet our needs
    • The HR Expense Adjustment process in FTS will transition to the delivered functionality in CHRS
• Person of Interest (POI)
  • • The POI function has been redesigned to require a date of birth and social security number, as well as a department ID and an expected end date
    • You will no longer have to enter an inactive row as the status will change automatically once the expected end date passes
    • You will also be able to track reports_to information for POIs
    • If an individual in a POI role is in the same role (e.g. volunteer) in more than one department or on more than one campus, the information for all instances of their POI can be seen and updated by anyone.
• Personal Data Changes
  • • Changes to personal data such as preferred name, address, and emergency contacts will be made in CHRS instead of MySJSU; the process to make the changes is similar
    • Employees who are also students (and students who work as student employees) will have to change their information in both CHRS and MySJSU as the information does not synch as it does today
• Position Management
  • • UP will now have the option to track Conflict of Interest information for positions
• Reporting
  • • The Query tool will still exist in CHRS and there will be some delivered reports, but most reporting will occur in the new CHRS reporting solution built with Amazon's QuickSight tool
    • If you have access to create private queries now, your access still stay the same
    • No one on campus will have the ability to create public queries but we can request that the Chancellor's Office create them
    • All reports under the SJSU Human Resources menu in SJSU @ Work will be evaluated to determine if they need to be rebuilt in the new reporting solution
• Temporary Academic Employment
  • • This new functionality is expected to help streamline the appointment/reappointment of temporary academic employees such as lecturers, TAs, GAs, and ISAs
    • Functionality for faculty additional employment will be reviewed to determine if it will be of use to SJSU
    • Built-in workflow and approvals will help the flow of data from one unit to another and should reduce keying and time to finalize appointments/reappointments
    • Employee Support Services (ESS) will have the ability to do a final approval and push the data into Job, thus reducing their keying as well
• Time
  • • Self-service and manager self-service pages have a vastly different look and feel but the processes are similar to current
    • The timesheet view defaults to the current week and cannot be changed (currently it defaults to the current pay period)
    • Both the earn and the take of the following absence types will be entered and approved on the Timesheet instead of where you report and approve absences now: Compensatory Time Off (CTO), Additional Day Off (ADO) and Holiday Credit/Holiday Credit CTO

Changes by Employee Type

• Faculty
  • • Absence
      • Self-service and manager self-service pages have a vastly different look and feel but the processes are similar to current
      • No Leave Taken will be entered and approved on its own pages instead of being part of absence, as it is now
      • Employees can key absences up to 12 months in advance and 12 months prior
      • Forecasting will be implemented for absence allowing employees to have a better idea of what their balance will look like in the future
      • The absence process will run twice daily and the monthly calendar will be closed on the 5th working day of the month, which means updated balances will be posted sooner
    • Benefits
      • Self-service pages have a vastly different look and feel but employees will still be able to complete the bulk of their benefit transactions online
    • Personal Data Changes
      • Changes to personal data such as preferred name, address, and emergency contacts will be made in CHRS instead of MySJSU; the process to make the changes is similar
    • Please note, nothing is changing in MySJSU
• Department Chairs/Deans
  • • Absence
      • Self-service and manager self-service pages have a vastly different look and feel but the processes are similar to current
      • No Leave Taken will be entered and approved on its own pages instead of being part of absence, as it is now
      • Employees can key absences up to 12 months in advance and 12 months prior
      • Forecasting will be implemented for absence allowing employees to have a better idea of what their balance will look like in the future
      • Comments for certain absence types are not required by the system as they are now; however, SJSU will still require comments for these types of absences (e.g. sick leave for family)
      • The absence process will run twice daily and the monthly calendar will be closed on the 5th working day of the month, which means updated balances will be posted sooner
    • Benefits
      • Self-service pages have a vastly different look and feel but employees will still be able to complete the bulk of their benefit transactions online
    • Job and Class/Comp Transactions
      • Transactions previously submitted via the Employee Profile or Appointment Form will be submitted either online via the Temporary Academic Employment module or via an external process in OnBase
    • Personal Data Changes
      • Changes to personal data such as preferred name, address, and emergency contacts will be made in CHRS instead of MySJSU; the process to make the changes is similar
    • Reporting
      • The Query tool will still exist in CHRS and there will be some delivered reports, but most reporting will occur in the new CHRS reporting solution built with Amazon's QuickSight tool
      • If you have access to create private queries now, your access still stay the same
      • No one on campus will have the ability to create public queries but we can request that the Chancellor's Office create them
      • All reports under the SJSU Human Resources menu in SJSU @ Work will be evaluated to determine if they need to be rebuilt in the new reporting solution
    • Temporary Academic Employment
      • The new Temporary Academic Employment module is expected to help streamline the appointment/reappointment of temporary academic employees such as lecturers, TAs, GAs, and ISAs
      • Functionality for faculty additional employment will be reviewed to determine if it will be of use to SJSU
      • Built-in workflow and approvals will help the flow of data from one unit to another and should reduce keying and time to finalize appointments/reappointments
    • Time
      • Self-service and manager self-service pages have a vastly different look and feel but the processes are similar to current
      • The timesheet view defaults to the current week and cannot be changed (currently it defaults to the current pay period)
      • Both the earn and the take of the following absence types will be entered and approved on the Timesheet instead of where you report and approve absences now: Compensatory Time Off (CTO), Additional Day Off (ADO) and Holiday Credit/Holiday Credit CTO
• Staff/Managers
  • • Absence
      • Self-service and manager self-service pages have a vastly different look and feel but the processes are similar to current
      • No Leave Taken will be entered and approved on its own pages instead of being part of absence, as it is now
      • Employees can key absences up to 12 months in advance and 12 months prior
      • Forecasting will be implemented for absence allowing employees to have a better idea of what their balance will look like in the future
      • Comments for certain absence types are not required by the system as they are now; however, SJSU will still require comments for these types of absences (e.g. sick leave for family)
      • The absence process will run twice daily and the monthly calendar will be closed on the 5th working day of the month, which means updated balances will be posted sooner
    • Benefits
      • Self-service pages have a vastly different look and feel but employees will still be able to complete the bulk of their benefit transactions online
    • CHRS Recruiting Integration
      • There will be minor changes to the integration process between CHRS Recruiting and CHRS; this will only impact a handful of employees
    • Job and Class/Comp Transactions
      • Transactions previously submitted via the Employee Profile or Appointment Form will be submitted either online via the Temporary Academic Employment module or via an external process in OnBase
    • Labor Cost Distribution (LCD)
      • SJSU's custom LCD reports will not be available; however, we plan to review the delivered reports in the CFS data warehouse and the new CHRS reporting solution to determine if they meet our needs
      • The HR Expense Adjustment process in FTS will transition to the delivered functionality in CHRS
    • Person of Interest (POI)
      • The POI function has been redesigned to require a date of birth and social security number, as well as a department ID and an expected end date
      • You will no longer have to enter an inactive row as the status will change automatically once the expected end date passes
      • You will also be able to track reports_to information for POIs
    • Personal Data Changes
      • Changes to personal data such as preferred name, address, and emergency contacts will be made in CHRS instead of MySJSU; the process to make the changes is similar
      • Employees who are also students (and students who work as student employees) will have to change their information in both CHRS and MySJSU as the information does not synch as it does today
    • Reporting
      • The Query tool will still exist in CHRS and there will be some delivered reports, but most reporting will occur in the new CHRS reporting solution built with Amazon's QuickSight tool
      • If you have access to create private queries now, your access still stay the same
      • No one on campus will have the ability to create public queries but we can request that the Chancellor's Office create them
      • All reports under the SJSU Human Resources menu in SJSU @ Work will be evaluated to determine if they need to be rebuilt in the new reporting solution
    • Temporary Academic Employment
      • The new Temporary Academic Employment module is expected to help streamline the appointment/reappointment of temporary academic employees such as lecturers, TAs, GAs, and ISAs
      • Functionality for faculty additional employment will be reviewed to determine if it will be of use to SJSU
      • Built-in workflow and approvals will help the flow of data from one unit to another and should reduce keying and time to finalize appointments/reappointments
    • Time
      • Self-service and manager self-service pages have a vastly different look and feel but the processes are similar to current
      • The timesheet view defaults to the current week and cannot be changed (currently it defaults to the current pay period)
      • Both the earn and the take of the following absence types will be entered and approved on the Timesheet instead of where you report and approve absences now: Compensatory Time Off (CTO), Additional Day Off (ADO) and Holiday Credit/Holiday Credit CTO
• Student Employees
  • • Personal Data Changes
      • Student employees will have to change their personal information (e.g. preferred name, address, emergency contacts in both CHRS and MySJSU as the information does not synch as it does today
    • Time
      • Self-service and manager self-service pages have a vastly different look and feel but the processes are similar to current
      • The timesheet view defaults to the current week and cannot be changed (currently it defaults to the current pay period)
    • Please note, nothing is changing in MySJSU
• University Personnel Staff
  • • Benefits
      • Benefits Reps will experience minor changes to processing, including having the Chancellor's Office taking more control over various processes
    • Compliance
      • UP will now have the option to track Conflict of Interest information for positions
    • Employee Support Services (ESS)
      • The full integration process for CHRS Recruiting will be implemented which will change how Employee Support Services (ESS) finalizes appointments
      • Transactions previously submitted via the Employee Profile or Appointment Form will be submitted either online via the Temporary Academic Employment module or via an external process in OnBase
      • Built-in workflow and approvals in the Temporary Academic Employment module will help the flow of data from one unit to another and should reduce keying and time to finalize appointments/reappointments; ESS will be able to review and approve the information then push it to Job, reducing their keying as well
    • Faculty Services
      • Built-in workflow and approvals in the Temporary Academic Employment module will help the flow of data from one unit to another and should reduce keying and time to finalize appointments/reappointments
    • Payroll
      • Absence
        • Employees can key absences up to 12 months in advance and 12 months prior
        • Forecasting will be implemented for absence allowing employees to have a better idea of what their balance will look like in the future
        • Comments for certain absence types are not required by the system as they are now; however, SJSU will still require comments for these types of absences (e.g. sick leave for family)
        • The absence process will run twice daily and the monthly calendar will be closed on the 5th working day of the month, which means updated balances will be posted sooner
      • Time
        • Both the earn and the take of the following absence types will be entered and approved on the Timesheet instead of where you report and approve absences now: Compensatory Time Off (CTO), Additional Day Off (ADO) and Holiday Credit/Holiday Credit CTO
    • Recruitment & Retention
      • Transactions previously submitted via the Employee Profile or Appointment Form will be submitted either online via the Temporary Academic Employment module or via an external process in OnBase
    • Reporting
      • The Query tool will still exist in CHRS and there will be some delivered reports, but most reporting will occur in the new CHRS reporting solution built with Amazon's QuickSight tool
      • If you have access to create private queries now, your access still stay the same
      • No one on campus will have the ability to create public queries but we can request that the Chancellor's Office create them
      • All reports under the SJSU Human Resources menu in SJSU @ Work will be evaluated to determine if they need to be rebuilt in the new reporting solution