Monday, January 22 2018
TO: PPS-L
FR: Farfalla Borah, Manager, Employee & Labor Relations, Human Resources
Amy Arnold, Senior Compensation Analyst, Human Resources
RE: PPS Data Clean up – Physical Work Location
We are requesting your assistance with reviewing and updating physical work location data for represented employees in PPS. This is in response to our new legal obligations pursuant to Assembly Bill 119 which requires public employers, including the University of California, to give union representatives access to newly-hired employees during new employee orientations and provide the unions with employee information that will facilitate access.
Physical Work Location Requirements in PPS:
In order to comply with AB 119, we need to have an accurate and detailed physical work location address in PPS for each represented employee – not a general department address. A detailed and accurate physical work location should include as much detail as possible, including department name, building name, floor number, and room, suite or cubicle number (see example below). For employees occupying multiple appointments, please indicate the employee’s physical work location for the primary appointment in PPS. For employees that work in the field, with no fixed work location, please provide the field office name and location where they primarily report at the start or end of their shift.
Example of a Detailed and Accurate Physical Work Location:
Campus Address Line 1: Human Resources
Line 2: 3101R SAASB or 3101 SAASB, space 11
City: Santa Barbara State: CA Zip: 93106
Campus Room: (leave blank) Building: (leave blank) - These fields will not transfer over to UCPath.
PPS Review and Input:
Please review the current physical work location information in PPS for your represented employees and verify that the information is detailed and correct. If it is NOT correct, please make the necessary changes in PPS by February 21, 2018. You can make changes to these fields in the EADD screen in PPS.
New EZ Access Report in Data Warehouse:
A new report is available in Data Warehouse to aid you in this process. The report can be found in EZ Access under the “Employee” menu and is titled “Work Location Inquiry”. This report will generate work location data for all employees in your department and includes work location fields from PPS and from the campus directory, for your reference. The report only includes the PPS fields that we are interested in having you update. There are other work location fields in PPS that will not transfer over to UCPath, therefore you do not need to update them.
On-going PPS Data Clean-up:
Please keep in mind that while this data clean-up effort applies only to represented employees, this information will eventually need to be updated for all employees when we transition to UC Path in September. Feel free to review and update work location information for all of your employees.
If you have any questions regarding this request for assistance, please contact Farfalla Borah or Amy Arnold at:
Farfalla Borah, farfalla.borah@hr.ucsb.
Amy Arnold, amy.arnold@hr.ucsb.edu
Note: Although we are providing an accurate work location to the unions, union representatives are still required to follow the campus’ access regulations, located at: https://www.hr.ucsb.edu/hr-units/employee-labor-relations/unions-represented-employees
Thank you.