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Employee Work Location

Where are we now?

UC San Diego has more than 40,000 employees across campus and the health system. UC San Diego currently uses two processes with separate forms and workflows to capture employee location information. These redundant processes effectively double the time and resources required to complete this task.

To improve this inefficient approach, the Vice Chancellor & Chief Financial Officer and the Vice Chancellor of Resource Management and Planning have championed a unified approach to collecting this information.

Current Employee Work Location Workflows

  1. AB-119: Under California Assembly Bill 119, the university has a legal obligation to provide unions (among other pieces of information) the name, work location and telephone number (Gov. Code §3558) to their respective unions. Also, UCOP expanded the request for work location to non-represented employees. Labor Relations and other stakeholders, including Human Resource contacts, developed a form and workflow to collect this information in the ServiceNow platform.
  2. Space Management: Space Mangers use the Tririga Space Management tool to capture employee location information (twice a year). Space Managers and campus leaders use this information to make space management decisions at the department, vice chancellor, and chancellor levels.

Where are we going?

The Employee Work Project aims to streamline the Space Management and AB-119 employee location processes into a unified workflow using the Tririga Space Management tool. The goal is to reduce the number of workflows, data transfers and employees' time to collect this information and meet both requirements. Having both workflows in the same place facilitates process improvement, improves validation and provides better employee work location data to leaders, managers and users.

How will we get there?

The Enterprise Work Location and AB-119 Project, comprised of Labor Relations, Human Resources, Space Management and Information Technology resources from campus and health, has developed a new enterprise workflow. This new process;

  • Streamlines collection of employee location information for new employees
  • Provides a way for employees to maintain this information through a new form that includes actual space floor plans
  • Allows for Space Mangers and Human Resources contacts to validate data

Employee Location Types

Space Managers assign a Primary Location or Check-in Location for all non-remote, active employees working at least one day per week (or equivalent 20%) on campus. Exclude casual/restricted (non-academic student employees). Academic student employees are included.
  • Primary Location: All people in Tririga are allowed only one Primary Location, usually an office workpoint assigned by the person's primary or “home” department (but can be a non-office or non-workpoint space if no office is assigned). The Primary Location people count against occupancy calculations when it is a workpoint. DO NOT use Primary Location to indicate a PI/Cluster presence.
  • Secondary Location: All people in Tririga may have any number of Secondary Locations. They are used for subsequent designated locations after the Primary Work Location is identified. These additional seat assignments are usually based on a situational use such as a secondary appointment or project. The Secondary Location people count against occupancy calculations when it is a workpoint. DO NOT use Secondary Location to indicate PI/Cluster presence.
  • Occupancy: Capacity and Total Shared Capacity must be more then 1 for workpoints (offices) and are used to calculate occupancy and vacancy when the space is a workpoint.
  • Check-In Location: For people who do not perform a significant concentration of work in a designated building space due to work performed in the field or constantly changing on-demand work at a variety of locations. The check-in location is where a supervisor or other contact could enable someone to get in touch with the person or where staff report but not where they perform most of their work. Check-in location people are excluded from occupancy calculations.
  • A space may have staff in the Primary, Secondary and Check-in locations at the same time.
  • Criteria for employees to be entered into Tririga:
    • Job Indicator = primary
    • HR Status = active
    • Exclude all casual/restricted
    • Space Assignment Required (by Functional Role):
      • Staff: Career
      • Academic: Non-Faculty
      • Academic: Faculty
    • Space Assignment NOT required (by Functional Role):
      • Casual Restricted
      • Affiliate
      • Employees working 100% remotely
  • Department Contacts: Assign people to the following roles. The number of roles may change depending on the department size.
    • Business Unit Manager: Only one Business Unit Manager is allowed per department
    • Space Manager: A minimum of one is required, multiple space managers are allowed per department.
    • Other roles: The roles assigned to departments can be customized (both rules and types of role). If you have an idea, communicate it to your VC space representative and have them contact us.

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