To clear your cache, please see the following instructions based on your browser:

• • Google Chrome

  • Microsoft Edge 

  • Firefox

  • Safari

When completing transactions in ESS, an “oops” message may appear. We are aware of the issue and are working on the resolution. The transaction usually completes successfully even though the “oops” message appears.

The HCM tile on Access Boston is being updated. In the meantime, if you experience any issues accessing HCM, please copy this URL into your browser: https://hcm.boston.gov

Please ignore Match Exception emails that are not relevant to you. Notifications went out to some users who are not associated with the specific transactions. We have stopped the emails from going out, and are working to resolve the issue.

Please navigate to this page, then select "Forgot Password" under the "Guides and Support Docs" section.

If these options do not solve your problem, please submit a ticket to DoIT Service Desk at Doitservicedesk@boston.gov

• Clear your cache, then try logging in again.
  See the following help articles for assistance clearing your cache:

Google Chrome

Microsoft Edge

Firefox

Safari

Internet Explorer (IE is not recommended for use; please download one of the above browsers)

• Try using a different browser (see list of browsers above)

• Can you access other websites without issues? If you can't the issue may be with your computer and/or internet access and not with the system.

• Try logging in again

• Clear your cache, then try logging in again.
  See the following help articles for assistance clearing your cache:

Google Chrome

Microsoft Edge

Firefox

Safari

• Try using a different browser (see list of browsers above)

• Also, check that you can access other websites without issues. If you can't access other websites, the issue may be with your computer and/or internet access and not with the system.

Do you have VPN or RDP Access?

If you do not have VPN/RDP access and you are in the following departments, you will need to contact your IT help desk directly:

• Boston Police Department

• Boston Public Library

• Boston Public Schools

If you do not have VPN/RDP and you are in the following departments, you will need to have your manager request it:

• Anyone who works inside City Hall

• BCYF

• Boston Fire Department

• DND

• Inspectional Services

• Public Works

Please click this link to find DoIT's instructions on requesting access.

Is your desktop (at your City office) turned on?

• If your computer is not turned on or you are not sure if it is turned on, please contact your manager. 

• Someone should be reporting to your office for work and should be able to assist you in turning your computer on, and your manager should be able to identify who that contact is. 

• If no one is reporting to the office, you may have to report to work to turn your computer on and identify your computer name.

Do you know your computer name (the computer at your City desk)?

You can find your computer name by following these instructions.

SUMMARY:

Firefox is currently the only Browser where the W.B. Mason Punchout works. While we do not currently have a timeline for resolution of this issue, the BAIS team is actively working on this and will update here when more information is available.

The instructions below detail workaround steps for using Firefox instead of Chrome or Edge to access W.B. Mason Punch Out in BAIS Financials. 

KEY STEPS:

To access BAIS FN and the W.B. Mason Punchout:

1. Open the Firefox browser

2. Type fn.boston.gov and hit enter to get to the BAIS Financials log in page

3. Log in as usual

4. All BAIS FN functionality works in Firefox, so if you need to do more than enter a WB Mason requisition, you can use Firefox to do that.

If Firefox isn't currently on your taskbar, follow these steps to add it:

1. Click on Start Menu

2. Locate the application

3. Right Click

4. Select "Pin to Start” or “Pin to Taskbar”

If you do not have Firefox installed on your computer, follow these steps to add it:

1. Click on Start Menu

2. Locate the Microsoft Store and open it

3. Locate the Mozilla Firefox icon (note: you may need to select View All to see it)

4. Click the icon to open and then click on Install

5. If you receive an error message when trying to install please contact the Help Desk at 617-635-7378.

BAIS (Boston Administrative Information System) is the City of Boston’s human capital and financial management system that is composed primarily of Oracle PeopleSoft applications and integrated with third-party systems to support the overall business operations of the City. The system is maintained by the BAIS team under the Enterprise Applications division of the Department of Innovation and Technology. The system is divided into two application pillars:

Financials (FN): the application that manages financial transactions for all departments across the City. Functions of FN are driven by the core departments within the Finance Cabinet, including Treasury, Auditing, and Purchasing.

Human Capital Management (HCM): the application that manages all human resources and payroll-related transactions for departments across the City. The functions of HCM are driven by the policies and business processes of the Office of Human Resources and the Central Payroll Office. Employee Self Service (ESS) is the employee-facing interface of the HCM application.

If you need access to use BAIS please speak with your manager to have the FN or HCM Liaison for your department submit a request for you to have access. You will need to first complete training.

If you need to be trained to use BAIS please speak with your manager to have the FN or HCM Liaison for your department submit a request for you to be trained.

You can also find training materials here, and linked below.

Additional information about the processes and policies followed in BAIS Financials, financial forms and fiscal year schedules, and additional financial training opportunities can be found on the Finance Academy Site. 

UPK TRAININGS:

BAIS Financials 9.1

eForms

Timekeeper

Personnel Officer

All Users: 

• • • Please always check this site first. We will place a notification and updates on this site as information is available. 

    • If there is no notification on the site please contact the CBD that you work with most closely. They will help you verify that this issue is not specific to you and will submit a request to BAIS.

CBDs: 

• • • Please submit a Smartsheet request AND contact BAIS directly. 

    • It is ok to contact BAIS directly first in this type of emergency situation, but you must follow up with a Smartsheet request as soon as possible.

HCM Timekeepers and Personnel Officers:

Please submit a ticket using the Beacon tile in Access Boston at Access.Boston.gov, call 635-3370 or email beacon@boston.gov for all HCM issues including:

• Payroll 

• Leave & Absence Management 

• Time & Labor 

• ESS 

• Benefits 

• eForms 

• Workers’ Compensation 

• Access to HCM Systems 

• HCM Queries/Reports 

• iCIMS

FN Key Users and Liaisons: 

Please fill out the Finance & BAIS FN Support request form for all FN issues including:

• Report a BAIS performance issue

• Request new or modify existing access to BAIS

• Find data in BAIS (query, report)

• Procure something

• Pay for something

• Issue or award a grant

• Manage Accounts Receivable

General Technology Requests

• For general technology issues and questions, please contact your organization’s Service Desk at:

  • DoIT Service Desk: 617-635-7378, doitservicedesk@boston.gov 

  • Boston Public Schools Technology Help Desk Support: 617-635-9200

  • Boston Police Department: Tech Support Group 617-343-9600

  • Boston Fire Department: Information Technology Division 617-343-3483

All Users:

• • • We will not accept requests directly from users.

      • • Users will need to contact the appropriate Core Business Department (CBD) for support. 

          • • For questions about ESS, HCM, or OHR policy and process support, please contact Beacon by submitting a ticket using the Beacon tile in Access Boston at Access.Boston.gov, calling 635-3370 or emailing beacon@boston.gov.      

            • For support with financial issues or BAIS FN please fill out the Finance & BAIS FN Support request form and Finance Cabinet staff will support you.

        • If the Core Business Department is unable to resolve the issue, the Core Business Department Partners will escalate to BAIS.

CBDs: 

• The new form is shorter and will take less time to complete.

• All requests will now come from the Core Business Departments (CBDs) via this new form. 

  • • That means we will not accept requests/issues via phone or email 

    • Track-It! Requests will only be accepted for FN security access requests and/or user provisioning.

      • FN Security Access Requests: Automated workflows will remain the same for FN security access requests and/or user provisioning, including the use of Track-It!.

      • HCM Security Access Requests: OHR/OHC approvers will now log a BAIS security access request through the Smartsheet form instead of Track-It!; all other approval workflows for HCM security access requests will remain the same.

• We have created a link between this system and the development system (PHIRE) to centralize data, improving tracking and reporting. 

• For non-critical requests, your Core Business Department will provide guidance to BAIS on the priority and order in which the requests will be worked on during bi-weekly check-ins.

 The Core Business Departments are defined as the departments within the People Operations Cabinet and the Finance Cabinet that create policies and practices that guide the configuration and use of BAIS.

Core Business Department staff are the users within those departments who will be entering requests. These users have policy and system level expertise. They offer the first tier of support and triage for general employees or BAIS users. 

The Core Business Departments are:

• • • Auditing

    • Treasury

    • Budget

    • Purchasing

    • Office of Human Resources

      • Workers' Compensation

      • Health Benefits & Insurance

    • BPS OHC

Moving forward, all requests will now come from the Core Business Departments via this form. 

General end users will not be able to contact the BAIS team directly. Instead, they will be directed to route requests through the Core Business Departments for initial triage. 

All Users:

• Users will know who to contact when they have a HCM/FN question or issue. Streamlining work in one system that is triaged by the CBDs will make BAIS more effective in resolving issues and improve the business' understanding of how general employees use BAIS.

CBDs: 

• The new intake process will reside in Smartsheet, just as the post-live help request form did, so there will be little changes to user experience.

• The new form is shorter and specifically designed to more closely align with PHIRE, making it easier for both Core Business Departments and BA use.

• The form will centralize requests to one location which will clarify work priorities, create visibility to help balance each person’s workload, and improve communication with core business staff about current areas of work.

BAIS no longer accepts requests via phone, email, or in person meetings. End users first need to contact the People Operations Cabinet or the Finance Cabinet. Those Core Business Departments need to triage issues from users before they get to BAIS. 

The Core Business Departments are:

• • • • Auditing

      • Treasury

      • Budget

      • Purchasing

      • OHR

      • BPS OHC

If they are unable to resolve your issue, they will log a ticket with BAIS on your behalf. 

• For questions about ESS, HCM, or OHR policy and process support, please contact Beacon by submitting a ticket using the Beacon tile in Access Boston at Access.Boston.gov, calling 635-3370 or emailing beacon@boston.gov.     

• For support with financial issues or BAIS FN please fill out the Finance & BAIS FN Support request form and Finance Cabinet staff will support you.

If you have been authorized to submit requests you can learn more about submitting a request here (for authorized users only).

End Users: 

For general technology issues continue to contact the DoIT Service Desk.

For questions about ESS, HCM, or OHR policy and process support, please contact Beacon by submitting a ticket using the Beacon tile in Access Boston at Access.Boston.gov, calling 635-3370 or emailing beacon@boston.gov.     

For support with financial issues or BAIS FN please fill out the Finance & BAIS FN Support request form and Finance Cabinet staff will support you.

CBDs: If you are a core business department user who has been authorized to submit requests to BAIS you will use Smartsheet for all requests except for FN security requests and/or user provisioning, for only these items we will continue to accept TrackIt! requests. Note: HCM security/provisioning requests will be entered through the Smartsheet form.

Posted 1/3/2023

BAIS has received requests that when running COB Timesheet Reports for a Date Range that includes 12/31/22,  the reports are running to success but the PDF link is not available.

For those who may be unfamiliar with this report, some departments use it to generate the timesheet on which employees sign in and out at the beginning/end of their shift. If you do not utilize this report, you can disregard this email.

We recognize that Saturday, 12/31/2022, has passed and your department may have developed an alternative plan to sign in and out on Saturday. If you are still requiring a workaround to print 12/31/2022, please try the following:

• Run the COB Timesheet Report for 12/31/22 separately, then the PDF link will appear (see screenshot below). 

• To print other timesheets, you can then run the dates from 1/1/2023 going forward with the date range you typically run Timesheets for.