User`s Manual - Human Resources at UC Berkeley
Contents
1. Contact Information Action Information Note Attachments Assigned Personnel and Notifications Time Spent Action Type Make a Selection 7 27 2011 Page 16 PAWS User s Manual Human Resources Center If you select Expand Collapse your ticket will look like this 7 27 2011 New Ticket for Personnel Action Work System General Information Subject l Priority Mediurn Status Requester Name Last Email Firs Cal ID Contact Information el Select Contact History fe Clear Sh o Requester Name Last Email First CalNetID Phone Department Addre Job Title Action Type Make a Selection Quick Motes Y jini Search Knowledge Bas il X Ba A Fant Family Font size Aw abr e Tab Displayed The default for Create Page is Contact Information This means that the tab that will display when you Create Ticket is the Contact Information tab If you would like to see the Action Information tab first you may select that from the drop down menu For PAWS we do not use Edit Page or the Detail Page Automatic Spell Checker If you enable the automatic spell check it will automatically spell check your text before saving or updating your ticket HTML Note Editor If enabled the Notes tab field can include a control bar that allows you t2. Ei Employee Name Last Firat Bear ski Current Job Tithe ho Omi Er Requested End Date of Stipend Hon Day Year iz 3 z0 E current cabe onthhy Stipend Amount 3 00 Chartstring Field Section if more than ted chartstringa are required for this regutdt please anter then inte b tpr edahedt and iit the Attechmerts teb to load them ante thes terket CHSTAL Chartatring Ye QNSTR1 AcchE OCHSTAL Funda CMSTR1 Dept CHSTRL Program CHSTRL Project CHSTRL Flea CHSTAL Start Date optional CHETMI fad Bate owblanal 51019 Nov bucgeted Career Steff HE eoreg 71940 fd Hon Day Year curred dabe Mon Day Year Euri dabi CHETA Chartetring ONSTR Acche CHETA Pandi CMSTR Depte CHETR Programe CHSTRI Project CHETA Flex CHETA2 Stert Date optional ECHETAJ Fad Dais ophiansal ig SAVE Mao You muat dick thia SAVE Buttes BERORE clicking tee SAVE Bvtice on De main Edit Page Reminder Fields that are red are mandatory and must be completed before you are allowed to save Black fields are optional fields Please remember to click Save You must click this Save button before you can click Save on the main Create Ticket page NOTES TAB The Notes Tab allows you to leave information messages or comments for your HR Generalist Please enter a message in the Notes field explaining what action you are requesting and answer any
3. E Logout F Logout From Numa The first screen you see is shown below 7 27 2011 Page 21 PAWS User s Manual Human Resources Center Wew Custom Report Help Heading Formatting Ticket Criteria Contact Criteria Advanced Criteria Save Run O calumns One Ticket per line in a table Wrapped A list of Tickets Supports line breaks good for reports that include many fields C Metrics Graphics Display sums averages and counts only c Export Export data to a text file Allows FootPrints data to be imported into spreadsheets or other programs T Include metrics with your Column or Wrapped style report Style Tab There are four choices displayed on the Style Tab e Columns Issue data is displayed in fixed columns One ticket is displayed per row Columns can be selected from any available fields e Wrapped Each ticket returned is displayed in its own mini table Line breaks can be used to wrap data to multiple rows for example to place the Description in its own row This style is useful for printing reports that contain many fields e Metrics and Graphics Allows you to create custom metrics and graphs of counts averages and sums on any field Single and two level metrics are supported Output options include table bar and pie charts e Export Export data to an Excel file that can be saved on your computer The two styles that are most useful for PAWS reporting are 1 Metrics Graphics and 2 Export
4. O Highlight all C Match case Reached end of page continued from top When you click on the ticket it will appear in a new pop up window Click on Edit in order to access the ticket to make changes to fields verify information and approve the ticket Ticket 22 in Personnel Action Work System Anions Santiaga Santiage Antonia Santiago Antonio G Santiago Antonio Gonzales weantiaga Entered on 08 13 2010 at 11 19 46 POT GMT 0700 by Rick Mena Cor Higher level of work is being done on a special project Please use the added chart string with the flew field Thanks and have a wonderful day F Rick Entered on 08 12 2010 at 12 00 09 PDT GMT 0700 by Antonio Santiago Test 7 27 2011 Page 10 PAWS User s Manual Human Resources Center To edit or add information to the action type fields you must click on the Edit Dependent Fields link on the Action Information tab e00 Edit Ticket 22 in Personnel Action Work System N H save Bl Details Edit Ticket 22 In Personnel Action Work System General information QO https footprints berkeley edu MRcgi MRTicketPage plex Oski Stipend mio Submitter Antonio Santiago Requester Name Last First Santiago Antonio San asantiaga This will return the pop up window for the selected action type with all of the information that has been previously saved For more information see pp 6 7 above Remember to save Dependen
5. PAWS User s Manual Human Resources Center Step 6 Select Assigned to the Golden Bear Department and or all Golden Bear Department users to select all click on the top name scroll to the bottom hold shift and click on the last name This means you would like any ticket assigned to selected individuals to appear on the report Step 7 Select Status of tickets for this example select all statuses including Closed This will allow you to see all tickets that have been created in your department Step 8 Click on the Save Run tab Kew Custom Report Help Heading Formatting Ticket Criteria Contact Criteria Advanced Criteria Save Run SAVE REPORT OPTIONAL Report Ja TICKETS REPOR Name Click here for help on saving and printing report data Cc Go Please be patient this may take several minutes if your report includes many Tickets Step 9 optional If this is a report you want to regularly run you may name the report Doing so will allow you to save your preferences and give you the ability to run the report as needed Step 10 Click on Go This will generate a report in Excel If you named the report it will also automatically save your report EXAMPLE 2 Metric Report You would like to run a report that shows the time it takes to close tickets by action type Remember the report will only show reflect tickets that you have access to For this example we will
6. Status B Afiliate End Date of Actior hEn oE Subject contac ee eK amount re Last Edit Date Apparel Contract F Date Submitted Appointment Assigned Personnel Appointment Type x Remove Action Type Appointment Type super Background Check Require Background Sheck Finger E Reset Brief Explaination of Repo Notes to include All Motes Original C Most Recent 2Mostrecent 3 Most recent Step 3 Choose which Selected Fields you would like on your report Each Field in the Selected Fields box represents a column in your Excel spreadsheet To add fields click on the field in the left box and hit Add Field It will appear in the Selected Fields box Step 4 Select which notes to include in the report Step 5 Click on the Ticket Criteria Tab Wew Custom Report telp Heading Formatting Ticket Criteria Contact Criteria Advanced Criteria Save Run Note When no values are selected for a choice drop down field there will be no search on that field GENERAL INFORMATION Subject Keyword any field Note Attachment filename Assigned to Not Assigned Submitted by wendy Adachi Golden Bear Russell Ahn Human Resources Eric Anglim Steven McCabe Sheila Asfaha Richard Cox Mena Patti Baba Sandra A PALMER Jo Baker Jeannine Raymond Sandy BARBOUR Susan Roach Ad Marguerite Bennett x Advanced Assignment Controls Priority High Status Medium Low 7 27 2011 Page 24
7. designed so that department users only have to give necessary and relevant information for each particular action type they are requesting without redundant or superfluous information Each action type however does require information from the department such as employee name chartstring etc that the HRC does not have All fields that are marked with an asterisk 7 27 2011 Page 5 PAWS User s Manual Human Resources Center must be filled out before a ticket can be submitted Without required information the action cannot be completed As an example if you select the action type Stipend the following pop up window appears Dependent Tiekot Flalds STIPEND Request a stipend for an employes A etipend is compensation for temporary performance of higher level duties of other significant duties not part of the eenployes s regular position Policy Information Req 9 Department ployee TE begaested Start Date of Stipend For more info click on the Policy Information button and you will Resson justification be redirected to the appropriate HR policy webpage Do not fill out Chartstring Field Section Percent Increase compared to ald manthly salary Human Reseorces FHELIM fear Est Bound ori Cal Pete 10 SALAS or HEM IMP Hon Day Year _ ce jot 210 pe m current dete Deirg higher work biel Stipend should be on current chartetring a
8. Center CHAPTER 1 Access PAWS LOGGING ON Go to http footprints berkeley edu Note You must be an authorized user in order to access PAWS Log on to PAWS using your CalNet ID and Passphrase Once you have successfully logged on you will be taken to the Dashboard where you can create edit approve and submit a ticket You can also see all tickets assigned to you that are pending Project Personnel Action Work System User Katrina Spencer Subject Keyword O Number O ae e Sp ti C C C Q Search Advanced PERSONNEL ACTION WORK SYSTEM Le al 27 Medium Rick Mena Cox yf 08 13 2010 Open checkcheck Human Resources O 26 gt High Katrina Spencer gt 08 13 2010 Submit For Appr pel waged Grence HR go 25 L gt Low Katrina Spencer x 08 13 2010 Submit For Appr Spot Award HR o 24 gt Medium Katrina Spencer z 08 13 2010 Submit For Appr New Contract hire HR D Chi the funding of 23 Jp Medium Katrina Spencer gt 08 13 2010 Submit For Appr er mobil HR o 22 gt Medium Katrina Spencer x 08 13 2010 Open Oski Stipend Human Resources o Find I Match case Reached end of page continued from top 7 27 2011 Page 3 PAWS User s Manual Human Resources Center CHAPTER 2 Create Ticket CREATE TICKET From the dashboard click on Create Ticket Project Personnel Arbon Work Syrte Weer Katrai Spencer Subject a Keyword i Number H w Q ani PERSONNEL ACTION
9. questions you think your approver or the Validation Team may have about the ticket This is the first thing that displays when a ticket is opened It is a way to track communication and to ensure all information is provided This is where your HR Generalist will also leave messages for you to read or respond to When a note is added to the ticket it will also generate an email with the message included 7 27 2011 Page 6 PAWS User s Manual Human Resources Center ATTACHMENTS TAB Some action types like reclassification require that you attach documentation Please attach all needed files on the Attachments tab to expedite the action e00 New Ticket for Personnel Action Work System i berkeley edu MRcgi MRTicketPage plex USER dspencer amp MRP y8HrRgDi y 7 SAVE TICKET Once you are ready to save the ticket you must 1 Set the status to Draft 2 Click Save 00 New Ticket for Personnel Action Work System Priority Requester Name Last First Eq Select Contact By History Requester Name Last First CalMetlD Dapartmant Job Tithe You may save a ticket multiple times before submitting it to your approver 7 27 2011 Page 7 PAWS User s Manual Human Resources Center ROUTE TICKET You may route your ticket to other authorized users in your department to add information edit or make other necessary changes before submitting the ticket for approval This may be a budget off
10. use Metrics Graphics report Note If you selected Export you will not have this tab as an option The graphs from the Metric report are difficult to save and or export This should largely be used only if you plan on printing out graphs for a specific purpose 7 27 2011 Page 25 PAWS User s Manual Human Resources Center There are many options you can explore within Metrics reporting For training purposes we will show an example of just one Metric report Step 1 Choose Metric Graphic on the Style tab Step 2 optional Click on Heading tab This tab allows you to name your report and also to select other information to be displayed at the top of your report New Custom Report Lie Heading Metrics Ticket Criteria Contact Ci Report Title som imzo z date l time E projec name E logo graphic Step 3 Select the Metrics tab The Metrics tab is where you determine what kind of report you would like to create This is useful if you would like to show graphs or other information regarding the number of tickets the status of tickets or action type in graphical representation Nel Custom Report Style Heading Metrics Ticket Criteria Contact Criteria Type 8 Count Average i Sum Field Time to Close Ticket Subtotal By Action Type ow Add Format table and chart Chart Type Bar z Step 4 Choose Average Step 5 In the Field dropdown select Time to Close
11. For training purposes we will show you step by step how to create 3 reports These are the reports that the HRC is most often asked to provide By understanding how these specific reports are created we hope you will be able to go beyond the examples and run reports that are helpful and meaningful to your department EXAMPLE 1 Export Excel Report You would like to run a report that shows all tickets ever created by your department with some of the pertinent information Step 1 Choose the Export option on the Style Tab 7 27 2011 Page 22 PAWS User s Manual Human Resources Center New Custom Report 5 Late Formatting Ticket Criteria Contact Criteria Advanced Criteria Save Run c Colurans One Ticket per line in a table Wrapped A list of Tickets Supports line breaks good for reports that include many fields i Metrics Graphics Display sums averages and counts only ie Export Export data to a text file Allows FootPrints data to be imported into spreadsheets or other programs Include metrics with your Column or Wrapped style report 7 27 2011 Page 23 PAWS User s Manual Human Resources Center Step 2 Select the Formatting Tab New Custom Report Formatting Ticket Criteria Contact Criteria Advanced Cri FIELDS DISPLAYED Type of Field Fields Selected Fields WD Bocce joke Feld Berkeley SPOT Award For gp Add Field o sett Action Type Priority ie Ticket Information AA ected Department a
12. Hote You must d ck this GAVE butten BEFORE clicking the SAVE butios on he main Edit Page Note You cannot approve a ticket until all of the required fields are completed 7 27 2011 Page 11 PAWS User s Manual Human Resources Center When all of the required fields are complete and you are ready to approve the ticket 1 Select Approved in the status dropdown menu 2 Click Save 8ooe Edit Ticket 28 in Personnel Action Work System H save 2 Details Edit Ticket 26 In Personnel Action Work System General Information i Glve Oski Bear a stipend Priority Medium E Submitter Douglas Spencer DRAFT ai Submit For Approwal Requester Name Last First Sponger Katrina Rejected Approval CalNetID kapencer Assigned Personnel and Notifications Action Information Your ticket has now been approved and will be automatically routed to the HRC Validation Team that is assigned to your department see Diagram 1 on p 2 above MAKING CHANGES AFTER APPROVAL If you realize that there is a mistake with any of the data you have entered please contact a member of your HRC Validation team to discuss the changes that need to be made 7 27 2011 Page 12 PAWS User s Manual Human Resources Center Chapter 4 Track Ticket TRACK TICKET To check the status of a ticket click on the History tab This allows you to view the complete history of the ticket including its current statu
13. Knowledge Base You do not Gl Communication 2g My Preferences 3 Communication A Calendar fg My Preferences Cs Administration H Calendar nei NU Help MUM AEA Hep Foot eas sie Logout ii From Hama E Logout The follow screen will appear paved Reports for Personnel Action Work System Saved Custom Reports Personal Reports Shared Reports Run edit Delete 2 GO TEST REPORT From the drop down menu you can choose your saved report Only reports that you have created will show up in your Personal Reports You have three options 7 27 2011 Page 29 PAWS User s Manual Human Resources Center e Run This allows you to run the report e Edit This allows you to make changes to a saved report e Delete This feature deletes a saved report Once you have selected your option click Go to generate the report Shared Reports Only HRC staff can create Shared Reports If there is a specific report that you would like created please talk to your HRC contact 7 27 2011 Page 30
14. NTA 28 July 2011 Page ii PAWS User s Manual Human Resources Center INTRODUCTION OVERVIEW OF PAWS UC Berkeley s new Personnel Action Work System PAWS was created in 2010 in conjunction with the launch of the Human Resources Center HRC PAWS is a system that will minimize email traffic consolidate information gathering provide a tracking system for both the HRC and its clients and allow for an electronic approval system It is not meant to replace the consultative side of HR Employee Relations issues should not be sent through the system If you have questions or concerns please call the HRC directly PAWS is focused on the action transaction and sharing of information between the HR Center and client departments PAWS brings together all of the major HR actions into one online platform and aims to streamline the process of providing HR services to all of the units in Administration Chancellor s Office and IST ICIO PAWS will help to ensure that all the needed information is provided at one time and in one location so HRC staff and department employees are not constantly emailing back and forth asking for additional information It will allow the HRC to document the actions that have been requested and approved and allows departments to track the progress of their requests These metrics will allow the HRC and clients to see how long requests are taking to be addressed handled and processed The HRC plans to use the informati
15. Ticket Step 6 For the Subtotal by dropdown choose Action Type Step 7 Select the Format For this example we will choose Table and Chart Step 8 Select Bar Chart Step 9 Sort by metric value descending Step 10 Click Add 7 27 2011 Page 26 i PAWS User s Manual Human Resources Center Next select the Ticket Criteria Tab On this tab you have the option of choosing any kind of General Information or Ticket Information to run reports by Heading Metrics Ticket Criteria Contact Criteria Advanced Criteria Save Run Vote Wen no ralues are selected for a choice drop down Feld there wii be no search on that field GENERAL INFORMATION Subject Keyword any field Mote Attachment filename Assigned to Submitted by Wendy Adachi Russell Ahn Eric Anglim Sheila Asfaha Patti Baba Jo Baker Sandy BARBOUR Marguerite Bennett Billing and Payment Cashi Billing and Payment Servis Advanced Assignment Contrals Priority High Status Validated Medium In Progress Low For this example we will select Step 11 Assigned to all department users to select all click on the top name scroll to the bottom hold shift and click on the last name Step 12 Select Status of tickets because we want to include all status especially closed ticked select all statuses including Closed NOTE For most reports no selection need
16. WORK SYSTEM My Dashboard Project Totals Personnel Action Work Syste Displaying 1 6 Report a gt Medium Rick Mena Cox 08 13 2010 Open checkcheck Muman Renaurces a 26 h Katrina Spencer oayay2010 Submit For Appr y E Ha o as gt Low Katrina Spencer oeynay2010 Subenit For Appr Soot Award HR D m gt Medium Katrina Spencer oay1IvE010 Subenit For Appr New Contract hire A o F Changing the handing of 23 gt Medium Katrina Spencer EEE Sutit For Appr corer a Ul HA LJ FF L Madha Katrina Spencer De Tae rah Ls pen Cake Step Buren Asenurces LJ 7 Find O Weng U Next Previous i Highlight ail Mateh case Reached end of page continued from top A pop up window will appear Note if necessary you must configure your Internet browser to allow pop up windows In the Subject field enter information relevant to the ticket This will be the subject line in all e mail communications Fields marked with an asterisk are required PAWS User s Manual Human Resources Center Click on the Action Information tab and select the appropriate action type Subject Priority Requester Name Last First CalNetID Action Information Contact Information Action information Tab Affiliate Request Appointment Extend or Renew Chartstrin
17. _ A 4 T am PERSONNEL ACTION WORK SYSTEM Human Resources Center University of California Berkeley User s Manual Questions Call 510 643 1783 E mail pawshelp berkeley edu Visit http hrweb berkeley edu hrcenter htm PAWS User s Manual Human Resources Center TABLE OF CONTENTS INTRODUCTION OVERVIEW FOR PAWS oraina deanna Sevaace a a E 1 CONNACHT orrena E 1 PAWS WOK OW osana E a N I 1 Access PAWS LOCSINE OMen aa E E rte rn terre nrte 3 Create Ticket Cae EKE eae E O E EONS 4 SIVE TICKET eta nar E T E 7 RO H cael Be lt 3 eaa E it Aan CTE ye nr a 4A Serer Ti er eA eUrIn te ee eo ama 8 Submit TICKET sicas nein dean Sabiawhck bs A N E teraction a 9 Emal NOUNCIA E O sted na eteat EEO aimed 9 Approve Ticket Edit and Approve Ticketsin A 10 Making Changes After Approval sesessesesssreeserresreresrerssreosseresseresreresreesses 12 Track Ticket ECK CKO ae a E AA O st aciataeeacetee 13 Copying PAWS TICKETS coninauononi in a A eee aes 14 Making Changes to Your Dashboard Percona ormai OM merc a A ATEA 15 WIG OES poeira naa T E E tet adaa sens 16 FIOIMED AL narnonenoen a aaa a 18 Reporting CUStONTREDOITS tere a ana tl ccovermabenns am ocneeehaenns 21 EXAMPLE LEMONT tO EX CCl toes xcdasatedcanacinayciabinicestassccdesatedeaiavseauatabniaeatons 22 EXAMPLE 2 Metrics amp Graphs scccccsssccssssccsesssccesseccesscenessesensecsens 24 SAV CO REDON S oaea tate Geese raced sosuene eo tade
18. ata and a View Issue button or in multi window mode a View Issue button and a Close Window button Clicking the View Issue button displays the Issue details page 11 Quick Descriptions Signatures lf you select the link a pop up window is displayed that allows you to create pre defined text with which to populate the Description field in the Create Issue and Edit Issue pages HOMEPAGE TAB This tab allows you to change the defaults on your homepage 7 27 2011 Page 18 PAWS User s Manual Human Resources Center A Info Dashboard Ticket Page Appearance Miscellaneous Define the default appearance and behavior of the Homepage These options are configured per project Lists My Assignments in all Projects a Available My Assignments and Requests Wo Deleted Tickets Homepage Requests Shared Saved Searches Default My Assignments SY list My Assignments Auto Refresh Never Interval Maximum Tickets 100 Der screen For PAWS the Lists Available on Homepage are pre determined Default List This allows you to choose which tickets you would like to see The two that are most common default choices are My Assignments and Department Team Assignments Auto Refresh Interval This means that PAWS will refresh and any new ticket that is assigned to you will be on your homepage Maximum Tickets per screen If you are in a department with a lot of tickets it can be h
19. board Appearance and Miscellaneous Tabs are not used in PAWS NOTE YOU MUST ALWAYS ENTER YOUR CALNET PASSWORD AND HIT SAVE FOR SELECTED CHANGES TO TAKE EFFECT 7 27 2011 Page 20 PAWS User s Manual Human Resources Center REPORTING Custom Reports allows you to create reports with a wide variety of options You can choose to have reports exported to Excel which allows you to save reports work with the data or share the reports with people who do not use PAWS The reporting feature is robust and can produce any type of report with any information however it takes a little time to figure out how to produce the correct type of report to get the necessary information For Training Purposes two examples are shown below To start choose Reports from the menu on the left hand column of the homepage Then click Custom i A Project Home PERSONNEL fa ilp ect Home inl Create Ticket My Dasht io Create Ticket a Address Book EF Address Book Active q Search Submit Fe q Search Est Rejected Pending Est Reports _ gt Custom Rejected Beas Closed Im Flashboard i Pending F een Metrics jini Knowledge Base Time Tracking Knowledge Base t Flashboard Sa My Preferences fmi Knowledge Base You do not ZY Communication Tich fa Calendar i Communication amp My Preferences Cs Administration EE Calendar 7 Help Help eH Fool
20. d authentication For security reasons your password cannot be changed within FootPrints itself Default Project Personnel Action Work System Your Local Time Zone United States America Los Angeles PDT GmT 0700 x Date Format American MM DD YYYY x Preferred Language Use Defaut x Homepage Appearance Miscellaneous E Flashboard U S Government Section 503 Compliance Visually Impaired I Enable If enabled FootPrints is optimized to be used with JAWS and other text to speech brovsers Enhancement PERSONAL INFO TAB The first screen that will appear is the Personal Info tab There are two things that you may want to change on this tab 1 Email Notifications If you would like to disable the email notification you can unclick the box next to Send notification emails to this address You can also send the notification to a different email 2 Default Project If you are using multiple Footprints projects you can click on the arrow and choose the Personnel Action Work System as your default Remember that you must enter your CalNet password and hit Save for the changes to take place 7 27 2011 Page 15 PAWS User s Manual Human Resources Center TICKET PAGE TAB This tab deals primarily with what is displayed initially once you create a ticket Project Personne Action Work Syst Subject oy Keyword Number User Katrina S
21. elpful to have a higher number This will allow you to scroll down the page and see up to 100 tickets without having to switch to a new screen HOMEPAGE TAB Continued pb fault Primary Sart Field Secondary Sort Field Sorong Action Type Status i Descending Ascending Descending i Ascending Homepage Columns Type of Field Available Fields Displayed Fields Oleacdericie Fields Assigned Personnel JF Add Field Assigned Fersonnel Closed By Date of Last Edit I Ticket Information Date Closed amp Status C i Date of Last Edit chande Subject Contact Information Date Submitted ee Action Type Mote F Affected Department Popularity Priority Delete Status X Subject i R t Ja Rese Submitted By Ticket Type 7 27 2011 Page 19 PAWS User s Manual Human Resources Center Default Sorting this will sort your tickets automatically for you according to your preference You have the option to choose both a Primary Sort Field and a Secondary Sort Field Homepage Columns This feature allows you to select fields that you would like displayed on your homepage For example if you would like to have Status on your homepage you would select Status from the Available Fields and hit Add Field It would then show up on the Displayed Fields and on your homepage This can be helpful in sorting tickets and displaying information that is important to you and to your department The Dash
22. g Change Classification Contract Request Athletics Hire Career Employee Hire Contract Employee Hire Limited Employee Hire Student Employee Leaves FMLA Disability etc Other HCM Change Payment Request Athletics Payroll Correction Re classification Re Hire Retiree Recruitment Report Request Salary Adjustment Note Make a Selection Make a Selection New Ticket for Personnel Action Work System https footprints berkeley edu MRcgi MRTicketPage plex USER dspencer amp MRP y8HrRgDiy 7 v Status LG Google Q Email Address Attachments List of action types Separation v Assigned Personnel and Notifications Time Spent Done There are currently twenty eight different action types Achievement Award Affiliate Request Appointment Extend or Renew Chartstring Change Classification Contract Request Athletics Hire Career Employee Hire Contract Employee Hire Limited Employee Hire Student Employee Leaves FMLA Disability etc Other HCM Change Payment Request Athletics Payroll Correction Payroll Expense Transfer Re classification Re hire Retiree Recruitment Recruitment Student Report Request nts berkeley edu amp Salary Adjustment Separation Service Awards SPOT Award Stipend START Program Student Appointment Extend or Renew Supervisor Change Each action type generates a different pop up window with unique fields PAWS is specifically
23. icer another originator or your approver To route your ticket you must click on the Assigned Personnel and Notifications tab and follow these steps Step 1 Select the affected department from the Project Members list Click on the sign next to the department name to reveal all of the authorized users in the department Choose the user s to whom you would like to route the ticket Step 2 Click on the right arrow to add a name to the Assigned Personnel field You may select multiple names Step 3 OPTIONAL To add a non authorized individual s e mail address to the ticket click on the cc field and a pop up window will appear Enter the e mail address or multiple addresses separated by commas in the empty field at the top These individuals will receive a copy of the e mail notification that is sent when the ticket is submitted However they will NOT have access to view or edit the ticket This is one way to notify an employee that an action has been requested BDG New Ticket for Personnel Action Work System oS i hitps footprints berkeley edu MRcgi MRTicketPage_plex7USER kspencer amp MRP RXK3TKkrLy T E z New Ticket for Personnel Action Work System General Information iii Subject Give Oski a raise Priority Bedim Status Requester Name Last First Spencer Katrina Email Address CalNetiD kepencer Assigned Personnel Contact Information Action Information Note Attach
24. ments Notifications Tab Assigned Personnel Ge Check Availabdity Send Email To Project Mernbera Aamegmed Personnel Human Resources 1 Mn Cort Laat Agsign Team Kaira Spencer fick Mena Com w Aaiep ted Peigitel STEP 1 MF contact Select dept Then select assignee Sanda A PALMER Jeannine Rayrrand inf Co psie irite ects t AVEC BAS Im mediate Office AVEC Budget end Resource STEP 2 Click right STEP 3 optional Add any non authorized individuals email arrow to add name to assigned personnel field 7 27 2011 Page 8 PAWS User s Manual Human Resources Center SUBMIT TICKET To submit your ticket for approval 1 Set the status to Submit for Approval 2 Click Save ea0oo New Ticket for Personnel Action Work System Requester Name Last First CalNetID Aa Select Contact B h History Eg Clear Requester Name Last First Email Address CalNettD Phone Department Address Job Tithe Before you submit your ticket for approval please remember 1 Your approver must be selected in the Assigned Personnel field of the Assigned Personnel and Notifications tab See the Routing a Ticket section p 9 2 If you are an Originator and an Approver you may just click Approved 3 All required fields must be full before submitting the action see below E MAIL NOTIFICATION PAWS is designed to send you an e mail every time you or someb
25. nformation in PAWS while still keeping each transaction separate for tracking and reporting purposes The original ticket will be copied exactly this includes notes comments and status Please make all necessary changes before saving the new ticket You may delete all previous notes before saving Additionally please talk to your HRC Generalist to ensure of how to clone tickets or if you have a regular type of ticket you would like to close so you are both clear on protocol To copy a ticket choose the ticket you would like to copy by clicking on it on your dashboard Click on Copy Move F Edit Details E Copy Move F Link E Subtask K Delete M Report im 24 to KB d Back dac Ticket 633 in Personnel Action Work System General Information Subject Oski needs another stipend Priority Medium Status DRAFT Submitter Katrina Spencer Requester Name Santiago Antonio Santiago Antonio G Santiago Antonio Gonzalo Email Address asantiagomberkeley edu Last First CalNetID asantiaga Assigned Golden Bear Katrina Spencer Personnel s Click on Copy in this Project D amp Back E Copy in this Project E Cross Project Copy ET Move to Another Project Ticket 633 in Personnel Action Work System General Information Subject Oski needs another stipend Priority Medium Status DRAFT Submitter Katrina Spencer Requester Name Santiago Antonio Santiago Antonio G Santiago Antonio Gonzalo Email Address asan
26. o format the text change the font type size and color and create bulleted and numbered lists and tables If disabled a plain text box is used instead Recommended enable Flip Thru Note View When enabled the ticket will only show one note at a time and you will be required to click a button to see older notes Recommended disable Page 17 PAWS User s Manual Human Resources Center 7 Edit Most Recent Description If you enable each ticket you edit will display all previous notes as well a text box for writing a new note 8 Prefill New Issues With My Contact Information Ilf enabled the Contact Information section of the ticket is always pre populated with the Address Book record of the person who is logged into PAWS Recommended enable 9 Open attachments from a new window Ilf enable a new window is opened when you click on a file attachment to download it Recommended disable 10 Behavior after issue create edit The three options in this drop down are e Close window and or refresh homepage closes the ticket window or refreshes the page to the PAWS homepage when a ticket is submitted e Display issue details displays the ticket details page in a new window in multi window mode or in the main frame in single window mode after you have saved the ticket e Display confirmation page only displays the Issue number Project name time tracking d
27. ody in the workflow changes the status of the ticket These e mails provide you with confirmation that you have submitted the ticket for approval and allows you to track the progress of your action request through the entire process 7 27 2011 Page 9 PAWS User s Manual Human Resources Center CHAPTER 3 Approve Ticket EDIT AND APPROVE TICKET After the Originator has submitted a ticket to you for approval the ticket will appear in your work list on the PAWS dashboard Fh Project Persons Arbon Work Syste Subject i keyawd Number e k Katrina Spencer i in rT Qy Search Agweropd PERSONNEL ACTION WORK SYSTEM My Dashboard Project Totals Personnel Action Work Syste ae Hy Assignments Ed gt Refresh Displaying 1 6 bel BZ Lo Satander a7 Medium flick Mena Cox oa 13 2010 Open checkcheck Human Resources O ag Ad uption High Katrina Spencer 0ay13 2019 Subit For Appr Hourly megad Games A o Work Wi a gt Low Katrina Spencer peyn3ay2010 Submit For Appr Spot Award HR D a A m gt Medium Matrina Spencer oa 1 2010 Subenit For Appr New Contract hive van o a Changing the handing of l 23 gt Modum Katrina Spencer Oey 13 2010 Suberit For Appr apc pt ce tances HA o F L Badii Katrina ipencer oad Open Cee Stipend Burien Aseources LI Find O Weng Next Previous
28. on to establish a baseline and then improve turnaround time client service and other performance metrics CONFIDENTIALITY One important aspect of HR is confidentiality With the exception of department heads only those employees who touch a ticket are able to view a given ticket This ensures that no one has access to a ticket if they do not originate it or approve it PAWS WORKFLOW Each department has designated originators and approvers In some departments one person may play the role of both originator and approver The roles have been set according to the designation assigned by the head of the department Originators start the ticket and enter in as much information as possible They will submit the ticket to the department Approver s Each approver has been delegated authority to approve HR transactions for employees in that department Once an Approver has approved the ticket it is automatically routed to the appropriate HRC Validation Team See Diagram 1 below for an overview of the workflow 7 27 2011 Page 1 PAWS User s Manual Human Resources Center Diagram 1 Overview of PAWS Workflow oe Budai Officer Validation Team HR Generalist 3 en HR Generalist 4 A Approver Transaction Unit HRC Staff Human Resources Center HRC Final Approver Optional If you have any questions about HR processes please e mail pawshelp berkeley edu 7 27 2011 Page 2 PAWS User s Manual Human Resources
29. pencer at z To w Q Search Advanced PERSONNEL ACTION WORK SYSTEM My Preferences tele Password H SAVE personal nf CO L soperence Multiple Windows Enable Demabie Interface Style Tabs Expand Collapse Tak Dinniy Create Page i Details Page Contact Information escription bai Description 7 Automatic Spell Check C Enable Disable HTML Note Editor Enable Disable Flip Thru Note Viewer C Enable Disable Display Complete Note on Edit C Enable Disable Prefill New Tickets With My Contact Information C Enable Disable Open attachments from a new window C Enable Disable Behavior after Ticket create edit Close window and or refresh homepage v Quick Notes Signatures 8 Configure Quick Notes Signatures Require Password for Tickets C Require Don t Require NOTE This option must be configured per project Here is a brief description of what each item 1 Multiple Windows By choosing disable it allows some pages to be loaded on the main page rather than opening a new window Recommended enable 2 Interface Style By choosing Tabs your ticket display will look like this 00 00 07 Subject Priority Medium Status open Requester Name Last Spencer obras Email Address kspencer berkeley e First CalNetID i kspencer Hew Ticket for Personnel Action Work System General Information
30. s Everything e g notes status changes and workflow will be listed eoo Ticket 22 in Personnel Action Work System Pipine ngonio Santiago Banisa Ankonio Sanliags Ante G Santiago Anton Gonzales Ernie Mame Lasi Initin Employees ID 123456780 Initial Reason oF justification Dzing mhighe work bevel Jnit si Percent increase Comeared to monthly salary 7 Initin Phone L S10 G42 S046 Initial Mama Last First Sentegs Antecig Santiags Amonio G Sectiaga Antonia Gennes Initial Jeb Tithe AAIL Confidential Imiti Deparireent Human Resources Added Assignees Human Resguregs Antonio Santiago Bick Mere Cox Mobticaton mua pmi Assigned Personnel Rieck Mena Com Antons Santiago 08 13 2010 ich N Set CHSTAI Fumd to 69799 Set CHSTAL Dept te 21040 Set CHSTAI Propam be 72 Set CHSTR Fiex to FAMTY Set CHOTEI Acct to 51005 Kon Sudgeted Career Staf Aopended a Note Ngtiizstign mal pai Aamagned Personnel Aai Mena Com Anton Santeage OW La toid 12 08 PR Added Assignee Matring Spencer Galoted Amped Persone Human Resources Antonis Santiaga Rick Mena Com Motticeton mua beai Customer siantagoSterkeley edu Assigned Aenennel Katrina Goito Please feel free to call the HRC at 510 643 1783 if you have any questions regarding the status of your ticket 7 27 2011 Page 13 PAWS User s Manual Human Resources Center COPYING PAWS TICKETS Copying a ticket will minimize the number of times you have to enter i
31. s to be made on the Contact Criteria Tab or Advanced Criteria Tab Step 13 Click on the Save Run Tab die Heading Metrics Ticket Criteria Contact Criteria Advanced Criteria Save Run SAYE REPORT OPTIONAL Report Name Click here for help on sawing and printing report data ce GO Please be patient this may take several minutes if your report includes many Tickets 7 27 2011 Page 27 PAWS User s Manual Human Resources Center Step 14 optional If this is a report you want to regularly run you may name the report Doing so will allow you to save the current report and give you the ability to run the report as needed Step 15 Click Go A new window will appear with the information you have requested You may print or copy the information 7 27 2011 Page 28 PAWS User s Manual Human Resources Center SAVED REPORTS This feature allows you to run a saved report Reminder Your reports will only show tickets that you have access to To run a saved report click Reports The select Saved PERSONNEL 43 Ai Project Home a Pylject lome ig Create Ticket My Dasht a Address Book os aes A searen a Est Reports faved ET Metrics Flashboard Active Submit Fe io Create Ticket p Address Book Rejected Pending Rejected Closed Pending F Time Tracking iin Knowledge Base Knowledge Base Gee Flashboard i fmi
32. t Tickot Flalds STIPEND Request a aipend for an employes A etipend is compensation for temporary performance of higher level duties or other significant duties not part of the enployes s regular position ere Dvn core mame mrt Soar Tha can Gt found on Cal Phat ID BARS or HEM Employee 1E LEGG 7AG Current Job Tithe Ho Choice H Requested Start Date of Stipend Hon Day Year Requested End Date of Stipend Hon Day Year oe ce z0 E az ja zu i current date L event dete L Resson o justification Daing higher vark Bevel l pag Stipend should be on current chartsiring a Do not fill out Chartstring Field al orthly Stipend Amount yag Section Percent Increase compared to old monthly salary Chartstring Field Section If morm than tee chartetrings are r quir d for this requndl pease ener them inte i aoreedaheet and iiit the Attechments tab to load them into this t rket CHSTAL Chartetring o CHSTRI Chartwtring Ys CHETRA Acct 5101S Non budgeted Career Steff HE CHETR2 Aocke _ No Choice CHETRI Funda eared CHSTRS Pund HSTTA Depte 11980 CMSTR Depte CHSTRI Programa mE CHSTRZ Programe CHSTRI Project CHSTRI Project CHSTAL Flex FMMTY CHETA Flex ONSTAR Start Dote optional Hon Yaar CHSTR Miert Dote optional Mon Day Yaar E turrar date L ouvert dma L CHETMI Erd Data optional Bon ee CHETHJ Fed Bate ogtional Mon Day Tear current date L curren cane L fp SAVE
33. tiago berkeley edu Last First A copy of your previous ticket will appear on your screen You may now edit the ticket as necessary The ticket will be assigned a new number when you click save Aa SAVE telp New Ticket for Personnel Action Work System General Information E Link to Ticket 633 2 Subject ski needs another stipend Priority Medium Status DRAFT Paa Name Last Santiaga Antonia Se Email Address asantiago berkeley irs CalNetID santiago Action Information Attachments Assigned Personnel and Notifications Time Spent Contact Information Action Type Stipend Edit Dependent Fields 7 27 2011 Page 14 PAWS User s Manual Human Resources Center MAKING CHANGES TO YOUR DASHBOARD You can personalize your dashboard so you can see information that is relevant and helpful to you Select My Preferences on the left hand side Subject Oo cane eo te Project Personnel Action Work System Q Search Advanced A Project Home My Preferences Help Create Ticke fuses H SAVE nD Search mi Knowledge User Katrina Spencer Ticket Page Name Katrina Spencer Primary Email Address kspencer berkeley edu M Send notification emails to this address tt 7 Send notification emails to this address a eh ttwt CS I Send notification emails to this address Change Password This FootPrints system uses Windows passwor
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