ADMINISTRATION > Human Resources >

HRMS Frequently Asked Questions (FAQs)

How is my personal data protected?
The software uses five levels of security:

1. Browser Access security that controls access from the Internet.
2. Network security that controls access to Berkeley's network.
3. Operating system security that controls access to the physical servers that house the HRMS application. This would include the usual firewalls.
4. Application security in PeopleSoft that controls access through roles and permission lists to specific pages and employee data in the application.
5. Database security that controls access to the physical database that contains the HRMS data.

Your employee data can only be seen by those authorized to see it:

• The Office of Human Resources, Payroll, Academic Personnel, and/or the Work-Study Office.
• Your control unit administration
• Your department personnel office
• Your manager or supervisor
• Yourself, after self-service is implemented

How widely is access distributed on campus?
HRMS is fully distributed to the campus with access based on one's role in the organization. All employees have access through Employee Self-Service to change certain data about themselves, such as address and phone number. Managers and staff who perform human resources activities have access to the information they need in order to complete their tasks. Central offices, such as Payroll, Human Resources, and Academic Personnel, are able to complete some centralized tasks.

How does HRMS improve our work?
HRMS integrates with the Berkeley Financial System, the Payroll/Personnel System, the Recruitment System, and the Budget System so that information is shared, reducing the need to re-enter data and reducing the chance for error. For example, HRMS will use the BFS Chart of Accounts, so if an account number changes in BFS, the change will be passed to HRMS automatically, and users will not have to make the change in HRMS. With implementation of the recruitment component, basic information entered by job applicants (such as home addresses) will already be in the system when an applicant is selected and hired so departments will not need to enter that data. Another example of the ways that HRMS streamlines work is employee ID numbers; these will be assigned by the system immediately when an employee hire is entered into HRMS. This will allow new employees to get email accounts and access other services more quickly. In addition, managers have much more data available for reporting and workforce planning.

Do we enter time in HRMS?
Time entry will not be performed in HRMS -- the Personnel Payroll System (PPS) is the system that maintains records on time and leave accrual.