How to Change Department or Division Name or Organization Structure in Systems

​Procedure - Change to Department or Division Name or Organization Structure in Systems

Follow the below steps when considering a change to a department's name or structure:

  • Discuss with your division leader (dean or VP), the proposed department name change and have the following information ready:
    • What is the business purpose of this request?
    • Is this a name change only?
    • Is this a consolidation of more than one existing department?
    • Is this a split of an existing department?
    • Will there be any employee realignments as a result?
    • What is the effective future date of the name change?
      • We use start of a future fiscal year, academic year, or the start of a reporting term
  • The division leader will meet with the VP of Human Resources to discuss the change and rationale.
  • If it is agreed to move forward with the change(s), HR will call a meeting with department point person, Human Resources (Connor Hartgraves), IT (Admin IT/Anet Surrusco and Joe Gardella), Data Infrastructure (Patrick Palaka), IRADS (David LaRochelle), Web Content (Caitlin Robles), Registrar's if it is academic department change (Angela Pitcher), Business Office (Sheila Sullivan), and Budget Manager of that division to discuss the impact of the change.  
    • ** see notes below 
  • Once it is agreed to move forward with the change, the division's budget person needs to log into Interview Exchange
    • Using the Salary Status Change Form, complete the following:
      • New Title (new department name)
      • Effective Date of Change (must be a date in the future, no words)
      • Notes (comment on the answers to the above questions)
      • Assign approvals (in this order):
        • divisional leader
        • Provost/President
        • Business Office
        • Executive Director of Human Resources
        • VP Human Resources 
        • Director of Compensation and Information Systems in Human Resources
  • EDHRIS in Human Resources will send a note to all in the meeting that the approval process has been completed so that next steps can be taken (announcement, system code/logic updates, etc)

 

Notes

Systems that may have code/logic impacts (department in parentheses can assist in the updating of data):

  • Adjunct Overload Payroll - if the add/change is for an academic department (Human Resources)
  • Automated Answering System - calling tree (Admissions/Pam Pillo and M&C/Bill Haug)
  • Blackboard - organizations (DI - changes to organization membership logic)
  • Budget Inquiry access (Business Office)
  • Call Manager - landline phone display (IT/Telecom)
  • Colleague - Student area - courses, course sections, faculty departments, department chairs, academic programs, student programs, student types, departments, divisions - this includes SPA (Registrar)
    Colleague - Financial area - general ledger accounts and names, budget names (Business Office)
  • Concur - travel and expense (Business Office - changes to approval structure)
  • Curriculum Strategies Smart Catalog (Provost Office - note that this is a once-a-year edit so the timing of the change for academic departments is important here)
  • Data Warehouse - a mapping table entry will need to be created if the codes in Dayforce and Colleague do not match (IT/Data Infrastructure team)
  • Dayforce (Human Resources - departments, colleges, relocation of employees)
  • Door Access (Public Safety - changes to security access group logic)
  • Faculty Success formerly called Digital Measures (Human Resources/AVP)
  • Faculty/Staff Directory - phonebook (IT/Telecom team and Web Content)
  • GivePulse (volunteer and service learning system)
  • Heliocampus - data analytics report solution (IRADS)
  • Infosilem - academic course section builds (Registrar)
  • Perceptive Content - document imaging and work flow (IT/Admin IT team - changes to work flows, approvals)
  • PowerFAIDS - if the change could involve changes to work study students, part time student workers and graduate assistants records (Student Financial Assistance)
  • Raiser's Edge - alumni and fundraising system (University Advancement)
  • Regroup - email distribution lists (IT/Admin IT team - changes to email distro list membership logic)
  • Reporting Services - reports (IRADS - changes to reports, folders, security)
  • SharePoint sites (IT/Academic IT team and existing department)
  • SHU eBuy - Purchasing and Accounts Payable system (Business Office - changes to approval structure for requisition and invoice submissions)
  • Slate - Admissions CRM (Admissions - if academic programs are moving from one college to another)
  • Transform - online forms (IT/Admin IT team - changes to organizational structure rules logic)
  • Web Site (Web Content)

University documents that may have code/logic impacts:

  • Organization Chart (produced by HR for accreditation)
  • Cost Study Report

If the HR and Student/Finance systems do not use the same department code:

Every effort should be made to have both systems use the same code for the department.  When that is not possible due to system limitations, IT has a mapping table within the data warehouse that needs to be updated.  A request to add the mapping of the HR code and the Student/Finance code to the data warehouse should be submitted via IT Self-Service ticket to our Data Infrastructure team and include the following:

  • HR system code
  • Student/Finance system code
  • Student/Finance system description
  • Student/Finance system school code (if department falls under academic division)
  • Student/Finance system school description (if department falls under academic division)

Other wikis that are helpful:

  • Department's Data Definition - contains a history of department name changes (IT/Admin IT or DI can insert a new row for the changes being discussed)
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