What is CHRS?

The Common Human Resources System (CHRS) is a program in progress. With one system, there will be consistent technology across all campuses, and they will perform functions in the same way.  The CHRS Recruiting  implementation was the pre-requisite to Channel Islands bringing new CHRS functionality to our campus, and to streamline our business processes, saving time and resources systemwide.

Why are we implementing CHRS?

  • CHRS will streamline HR business processes and best practices
  • Enhanced reporting to support data driving decision-making
  • Immediate gains with enhanced tools and new functionality
  • Customers will experience improved HR applications
  • Streamline practices and processes will result in efficiencies and cost savings

How will this impact me?

CHRS will impact Human Resources processes and procedures for staff and faculty. The system manages data such as budgeted positions, employment, job, and personal data. Enhancing the system will change aspects of self-service, time and absence management, recruitment, benefits, temporary academic employment, and more.

Changes by Function or Module

Select the Function or Module below to learn more. 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.

    • 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, CSUCI 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
    •  The look and feel between what one will experience in CI Personnel and CHRS will have a vastly different look and feel, but employees will still be able to view the bulk of their benefit transactions online using CHRS Benefits self-service.
    • Benefits Reps will experience significant changes to processing, including options for self-service and having the Chancellor's Office taking more control over various processes
    • 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 Human Resources staff finalize appointments
    • Transactions previously submitted via paper HR forms will be submitted either online by self service or via an external process similar to the way CHRS Recruiting integrates
    • 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 will transition to the delivered functionality in CHRS
    • All auxiliary employees and volunteers will be loaded into CHRS as POIs.
    • All Prospective faculty, managers, staff, and student workers scheduled to receive an appointment will be loaded into CHRS as POIs.
    • 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 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.
    • New self-service access to change/view personal data such as address, veteran's status, disability status, and emergency contacts will be made available in CHRS
    • Employees who are also students (and students who work as student employees) will have to change their information in both CI Records and CHRS (located as separate tiles in myCI) as the two systems are not entirely synced.
    • There is a new option to track Conflict of Interest information for positions.
    • A query tool will still exist in CHRS, but those that already exist in CI Personnel (and are currently being used) will need to be recreated in CHRS. If you have access to create private queries now, ITS Information Security and Application Services will help to ensure similar levels of access are provided.
    • There will be some delivered reports, but most reporting will occur in the new CHRS reporting solution built with Amazon’s QuickSight tool.
    • No one on campus will have the ability to create public queries, but you can share your queries with other CHRS users and we can request that the Chancellor's Office create public queries.
    • All reports within CI Personnel will be evaluated to determine if they need to be rebuilt in the new reporting solution
    • 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 CSUCI
    • 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
    • Human Resources and Faculty Affairs information systems staff will have the ability to do a final approval and push the data into Job, thus reducing their keying as well
    • 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)
    • Hourly and overtime reporting, both the earn and the take, are capable of entry via employee self-service

Changes by Employee Type

  • 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

    • The look and feel between what one will experience in CI Personnel and CHRS will have a vastly different look and feel, but employees will still be able to view the bulk of their benefit transactions online using CHRS Benefits self-service.

    Personal Data Changes

    • New self-service access to change/view personal data such as address, veteran's status, disability status, and emergency contacts will be made available in CHRS.

  • 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, CSUCI 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

    • The look and feel between what one will experience in CI Personnel and CHRS will have a vastly different look and feel, but employees will still be able to view the bulk of their benefit transactions online using CHRS Benefits self-service.

    Job and Class/Comp Transactions

    • Transactions previously submitted via paper HR forms will be submitted either online by self service or via an external process similar to the way CHRS Recruiting integrates

    Personal Data Changes

    • New self-service access to change/view personal data such as address, veteran's status, disability status, and emergency contacts will be made available in CHRS.

    Reporting

    • A query tool will still exist in CHRS, but those that already exist in CI Personnel (and are currently being used) will need to be recreated in CHRS. If you have access to create private queries now, ITS Information Security and Application Services will help ensure similar levels of access are provided.
    • There will be some delivered reports, but most reporting will occur in the new CHRS reporting solution built with Amazon’s QuickSight tool.
    • No one on campus will have the ability to create public queries, but you can share your queries with other CHRS users and we can request that the Chancellor's Office create public queries.
    • All reports within CI Personnel 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, Teaching Associates, Graduate Assistants, and Instructional Student Assistants.
    • Functionality for faculty additional employment will be reviewed to determine if it will be of use to CSUCI
    • 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)
    • Hourly and overtime reporting, both the earn and the take, are capable of entry via employee self-service

  • 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, CSUCI 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

    • The look and feel between what one will experience in CI Personnel and CHRS will have a vastly different look and feel, but employees will still be able to view the bulk of their benefit transactions online using CHRS Benefits self-service.

    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 paper HR forms will be submitted either online by self service or via an external process similar to the way CHRS Recruiting integrates

    Labor Cost Distribution (LCD)

    • 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 Financials will transition to the delivered functionality in CHRS

    Person of Interest (POI)

    • All auxiliary employees and volunteers will be loaded into CHRS as POIs.
    • 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 also be able to track reports_to information for POIs

    Personal Data Changes

    • New self-service access to change/view personal data such as address, veteran's status, disability status, and emergency contacts will be made available in CHRS.
    • Employees who are also students (and students who work as student employees) will have to change their information in both CI Records and CHRS CHRS (located on separate tiles in MyCI) as the as the two systems are not entirely synced.

    Reporting

    • A query tool will still exist in CHRS, but those that already exist in CI Personnel (and are currently being used) will need to be recreated in CHRS. If you have access to private queries now, ITS Information Security and Application Services will help ensure similar levels of access are provided.
    • There will be some delivered reports, but most reporting will occur in the new CHRS reporting solution built with Amazon’s QuickSight tool.
    • No one on campus will have the ability to create public queries, but you can share your queries with other CHRS users and we can request that the Chancellor's Office create public queries.
    • All reports within CI Personnel 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 CSUCI
    • 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)
    • Hourly and overtime reporting, both the earn and the take, are capable of entry via employee self-service

  • Personal Data Changes

    • Student employees will have to change their personal information (e.g.  address, emergency contacts in both CI Records and CHRS (located on separate tiles in MyCI) as the two systems are not entirely synced.

    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 MyCI

  • Benefits

    • Benefits Reps will experience significant changes to processing, including options for self-service and having the Chancellor's Office taking more control over various processes
    • The look and feel between what one will experience in CI Personnel and CHRS will have a vastly different look and feel, but employees will still be able to view the bulk of their benefit transactions online using CHRS Benefits self-service.

    Compliance

    • HR will now have the option to track Conflict of Interest information for positions

    Employee Support Services 

    • The full integration process for CHRS Recruiting will be implemented which will change how Human Resources staff finalizes appointments
    • Transactions previously submitted via paper HR forms will be submitted either online by self service or via an external process similar to the way CHRS Recruiting integrates
    • 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; HR and Faculty Affairs 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, CSUCI 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

    • Hourly and overtime reporting, both the earn and the take, are capable of entry via employee self-service

    Recruitment

    • Transactions previously submitted via paper HR forms will be submitted either online by self service or via an external process similar to the way CHRS Recruiting integrates

    Reporting

    • A query tool will still exist in CHRS, but those that already exist in CI Personnel (and are currently being used) will need to be recreated in CHRS. If you have access to create private queries now, ITS Information Security and Application Services will help ensure similar levels of access are provided.
    • There will be some delivered reports, but most reporting will occur in the new CHRS reporting solution built with Amazon’s QuickSight tool.
    • No one on campus will have the ability to create public queries, but you can share your queries with other CHRS users and we can request that the Chancellor's Office create public queries.
    • All reports within Peoplesoft HCM will be evaluated to determine if they need to be rebuilt in the new reporting solution.
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