SFSU Human Resources Management System

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E-TRAC

Connecting the Campus to Human Resources


What is E-TRAC?

Different Modules of E-TRAC

Features of E-TRAC

Processing

Routing for Approvals

Transaction Tracking

Flexibility

Who Uses E-TRAC on Campus?

When Will E-TRAC be available?

Accessibility


What is E-TRAC?

E-TRAC ( Employee Transaction Relay And Capture) is a Web-based application now being used by faculty and staff to process position- and personnel-related transactions. It replaces the paper-based position-request form 101 and the 107 form for staff.

Using E-TRAC, faculty and staff can request HR transactions—such as hires, rehires, data changes, leaves of absence, transfers, and so forth—and have them automatically routed for approval and submitted to the Budget Office and Human Resources electronically.

E-TRAC is accessed using a Web browser, and requires no additional software to be installed on the local machine.

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Different Modules of E-TRAC

There are four E-TRAC modules for employee transactions covering the following transactions:

  1. New positions and position changes
  2. New, rehire, concurrent job, and immediate appointments
  3. Changes to employee jobs such as pay changes, promotions, and leaves of absence
  4. Separation

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Features of E-TRAC


Processing

Transactions are submitted electronically, through a Web browser. There is only one electronic form to fill out for each transaction, and data is validated immediately. If any subsequent changes are made to the transaction, the creator will receive e-mail notification of them. Special notes or instructions can be added to any transaction.

Routing for Approvals

Approvers are automatically notified via e-mail when a new transaction is waiting for their review and approval. All open work items for each approver are tracked through a Web-accessible worklist. Clicking on a link in the worklist takes an approver directly to the item to be reviewed.

Each department appoints its own approvers. E-TRAC keeps track of who can approve transactions in each department

Transaction Tracking

A robust search functionality enables transactions to be located using a minumum of search criteria. A history log allows for the tracking of both in-process and completed transactions.

Flexibility

One alternate can be appointed for any of the approvers in the approval chain, keeping delays in approval to a minimum. Once they have been approved, transactions are automatically routed to the Budget Office and Human Resources for processing.

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Who Uses E-TRAC on Campus?

During phase one there will be three main users per area and an alternate for each user:

  • E-TRAC Creator and alternate
  • Department Approver #1 and alternate
  • Department Approver #2 and alternate

All E-TRAC Transactions are reviewed by the Budget Office and Human Resources, where they are routed to a pool of users in each of those areas who add data elements and check for accuracy. Once the transaction is complete and accurate, HR commits it to the PIMS database.

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When Will E-TRAC be available?

  • Pilot has been available since the week of November 3, 2003
  • Early Adopters began using it the week of November 17th and December 1st, 2003
  • All remaining colleges and departments started using E-TRAC at the beginning of Spring Semester 2004

Accessibility

  • E-TRAC is Web accessible
  • The E-TRAC team has been partnering with the Disability Programs and Resource Center (DPRC) since July
  • CMS personnel have coordinated efforts to test E-TRAC and training materials with commonly used accessibility software packages such as JAWS, Window Eyes, and Dragon Naturally Speaking

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Last modified June 28, 2004 by IS Projects Web Team