Obtaining Access and Authorization to Campus Systems and Functions

• General systems
• HR & Payroll systems
• Finance/Administrative systems
• Student systems
• Facilities/Equipment systems

GENERAL SYSTEMS

Calnet (Basic campus ID and directory system)

• Who should have access: Any campus staff needing access to online systems or services. Calnet identification serves as the basis for access to many systems. It also allows individuals to maintain their directory information.
• Information: http://calnet.berkeley.edu
• Access: Each department has one or more “deputies” who can enter the code necessary to set up Calnet identity online.

CalAgenda (online calendar service)

• Who should have access: staff needing online calendar and meeting scheduling functions
• Information: http://calagenda.berkeley.edu

HR & PAYROLL SYSTEMS

HRMS (online personnel system)

• Who should have access: staff responsible for hiring new employees or maintaining employee personnel records

eRecruit (online system for recruitment to staff positions)

• Who should have access: staff assisting with recruitment and supervisors conducting recruitments

HR BAIRS (HR reporting system)

• Who should have access: Managers and staff monitoring or coordinating personnel functions.
• General information for HR website: http://hrweb.berkeley.edu/hrms/hrmsmain.htm
• Information about types of roles that are available: http://hrweb.berkeley.edu/hrms/accessroledesc.htm. If you are not sure which roles you or your staff need access to, please contact your L&S Divisional Coordinator:
  • Biological Sciences: Stacey Shulman
• Physical Sciences: Teresa Harlan
• Arts & Humanities: Pat Manley
• Social Sciences: Ann Larson
• Undergraduate Division: Jean Delaney
• Access Request: http://fbaccess.berkeley.edu/users/logon/logon.cfm. Once the online role application is completed, it should be routed to your divisional coordinator for review and approval.

Faculty Equity System (Action data on applicants for academic positions)

• Who should have access: staff with primary responsibility for assisting with academic searches for the department.
• Contact: admin.ofe@berkeley.edu, 642-1935

OPTRS (payroll system)

• Who should have access: staff entering payroll transactions for the department, including monthly pay, payroll adjustments and transfers, and leave usage.
• Information: http://payroll.vcbf.berkeley.edu/OPTRS/OPTRSindex.htm
• Access request: http://fbaccess.berkeley.edu/users/logon/logon.cfm.

Note: In order to request access on line, you must first take “OPTRS Hands-on Computer Training,” available for sign-up through ICE. Contact Elizabeth Burkart at 643-8813 for details.

FINANCE/ADMINISTRATIVE SYSTEMS

Signature Authorization (paper form)

• Who should have authorization: managers or other staff who approve travel, entertainment, or payroll forms for the department.
• Downloadable form: http://financialservices.vcbf.berkeley.edu/Forms/FormsIndex.htm

BFS (Berkeley Financial System)

• Who should have access: staff who carry out or review purchasing, reimbursement, expense transfer, recharge functions.
• Information: http://www.bai.berkeley.edu
• Access: http://fbaccess.berkeley.edu/users/logon/logon.cfm

BAIRS (Financial reporting system)

• Who should have access: managers and staff responsible for budget, expense monitoring, or providing financial information to principal investigators.
• Information: http://www.bai.berkeley.edu
• Access: http://fbaccess.berkeley.edu/users/logon/logon.cfm
• Questions about required approvals: BFS Security Desk, secbfs@berkeley.edu

Travel & Entertainment

• Who should have access: staff who process or review requests for travel or entertainment reimbursement
• Information: http://travel.berkeley.edu/
• Access: http://fbaccess.berkeley.edu/users/logon/logon.cfm

Note: access request will not be finalized until user has completed “Travel and Entertainment On Line Systems” training (sign up on ICE)

CDS (Campus Deposit System)

• Who should have access: staff who make or monitor deposits of checks, cash, etc. for the department
• Information: http://billingservices.vcbf.berkeley.edu/StaffServices/StaffServicesIndex.htm
• Access: http://fbaccess.berkeley.edu/users/logon/logon.cfm

Business-to-Business (direct purchasing from vendors through UC purchasing agreements)

• Who should have access: staff making purchases from Office Max through UC strategic purchasing arrangement
• Information: http://businessservices.berkeley.edu/HtmFiles/HDIBuyOfficeSupp.htm
• Access: http://fbaccess.berkeley.edu/users/logon/logon.cfm

Blu-Card (University credit card for departmental purchases)

• Who should have card: staff making purchases of less than $2,500 for department
• Information: http://businessservices.berkeley.edu/HtmFiles/AboutBlucard.htm
• Application instructions: http://businessservices.berkeley.edu/HtmFiles/BlucardRequest.htm

CADS (Campus-wide Alumni/Development System)

• Who should have access: staff involved in fundraising or who track or monitor gifts to the unit
• Information: http://www.urel.berkeley.edu/dev_operations/cads.html
• Contact: cadshelp@berkeley.edu

Petty Cash

• Who should have authorization: staff who hold petty cash funds for small purchases
• Policy information: http://ucop.edu/ucophome/policies/bfb/bus49.pdf
• Contact: Debra Ringhand, 642-3659, debir@berkeley.edu

Coeus (Sponsored Projects database)

• Who should have access: the individual in the unit who prepares funding proposals and tracks extramural support
• Information: http://coeus.spo.berkeley.edu/about.html
• Contact: Niel Maxwell

STUDENT SYSTEMS

DB2 (student database, including class schedules and transcripts)

• Who should have access: staff whose jobs involve advising or monitoring student academic progress, status, etc.
• Information: Registrar website, http://registrar.Berkeley.edu/Acad/systemresources.html
• Contact: Russell Low, 642-7009, rsl@berkeley.edu

BearFacts (web-based database with information from DB2, providing student lists, etc.)

• Who should have access: staff who deal with students or student-related issues
• Information: Registrar website, http://registrar.Berkeley.edu/Acad/systemresources.html
• Contact: Dorothy Jones, 643-5242; dorothyj@berkeley.edu

DARS (degree audit reporting system)

• Who should have access: staff responsible for tracking student (mainly undergraduate) progress toward degrees, reviewing major requirements, etc.
• Information: Registrar website http://registrar.Berkeley.edu/Acad/systemresources.html
• Contact: Dorothy Jones, 643-5242; dorothyj@berkeley.edu

CARS (Campus Accounts Receivables system)

• Who should have access: staff assisting students (primarily grad students) in resolving questions about fee or tuition payments.
• Information: Registrar website http://registrar.Berkeley.edu/Acad/systemresources.html
• Contact: Mindy Lopez, 642-5256, mindy@berkeley.edu

Classroom Scheduling

• Who should have access: staff coordinating the scheduling and room assignment for department courses
• Information: Registrar website: http://registrar.Berkeley.edu/Acad/systemresources.html
• Contact: Susan Tonus, 642-0313; tonus@berkeley.edu

OLADS (online add/drop system)

• Who should have access: staff assisting graduate or undergraduate students with changes to class schedules.
• Information: Registrar’s office
• Contact: Russell Low, 642-7009, rsl@berkeley.edu

GradApp (Graduate Application database)

• Who should have access: staff coordinating the graduate application process
• Information: Grad Division or Registrar website: http://registrar.Berkeley.edu/Acad/systemresources.html
• Contact: Beatriz Galvez, 643-7462, mbgalvez@berkeley.edu, Stuart Fryer, 642-7405, sfryer@berkeley.edu

GradLink (new grad student database)

• Who should have access: staff assisting graduate students and coordinating department graduate program
• Information & access: http://gradlink.Berkeley.edu/ (Grad Division)
• Contact: Chris Hoffman, 643-2534, chris.hoffman@berkeley.edu

DSAS (Department Student Award System)

• Who should have access: staff submitting requests for payment of stipends, fee-offsets, or other direct student payments
• Information: http://students.berkeley.edu/fao/dsas/access.html
• Access request: http://fbaccess.berkeley.edu/users/logon/logon.cfm

FACILITIES/EQUIPMENT SYSTEMS

BETS (Berkeley Equipment Tracking System)

• Who should have access: staff responsible for tracking equipment and maintaining inventory records
• Information: http://businessservices.berkeley.edu/HtmFiles/EquipMgt.htm
• Contact: betshelp@berkeley.edu

CNS Shopping Cart (Telephone equipment and services ordering)

• Who should have access: staff responsible for placing orders for telephone service, telephone equipment, network services or for reviewing billing
• Website: https://sagebrush.berkeley.edu/cgi-bin/ws515/sc.r
• Access: Department staff can be granted access by departmental access rights administrator. If the department has no rights administrator, contact Mike Wiseman at 642-4625.

PP-CS (Physical Plant – Campus Services online system)

• Who should have access: staff who request services from PP-CS or who track services and billing through PP-CS reports
• Information & access: http://physicalplant.berkeley.edu/online.asp