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​Procedure - Change to Department or Division Name or Organization Structure in Systems
Follow the steps below 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?
- Decide on a future fiscal year, academic year, or the start of a reporting term for the change to become effective
- What are the proposed codes and names?
- Every effort should be made to have all systems use the same code for the department; if this is not possible, review the additional task of updating the mapping table in the data warehouse
- Do not repurpose any existing department codes in Colleague for a new department, as there could be historical implications
- Every effort should be made for the department name to be a max of 30 characters (Colleague limitation); if the name must be longer, determine an abbreviated name for Colleague/SPA
- 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 the following department's point person
- Human Resources (Connor Hartgraves)
- IT (Enterprise Application Services/Tom Tarantino)
- Data Infrastructure (Patrick Palaka)
- IRADS (David LaRochelle)
- Web Content (Caitlin Robles)
- Registrar (Angela Pitcher), if it is an academic department change
- Business Office (Sheila Sullivan)
- Budget Manager of that division
- During the meeting, impacts will be discussed (see Notes section below) and next steps will be determined, ex: communication plan, systems updates, etc.
Notes on Impacts
Systems that may have impacts (the department responsible for updates)
- Adjunct Overload Payroll - add/change to an academic department (Human Resources)
- Automated Answering System - add/change to calling tree (Admissions/Pam Pillo and M&C/Bill Haug)
- Blackboard - add/change to membership logic for organizations (IT/Data Infrastructure)
- Budget Inquiry - add/change to access (Business Office)
- Call Manager - add/change to landline phone display (IT/Telecom)
- Colleague/Student Module & SPA - add/change to courses, course sections, faculty departments, department chairs, academic programs, student programs, student types, departments, divisions (Registrar)
- Colleague/Finance Module - add/change general ledger accounts and names, budget names (Business Office)
- Concur - add change travel and expense approval structure (Business Office)
- Curriculum Strategies Smart Catalog - changes are made once a year, so the timing of the change is important (Provost Office/Registrar)
- Data Warehouse - add/change mapping table if the codes in Dayforce and Colleague do not match (IT/Data Infrastructure)
- 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)
- Dayforce - add/change departments, colleges, divisions, reassignments for employees (Human Resources)
- Door Access - add/change security access group logic (Public Safety)
- Faculty Success (formerly Digital Measures) - add/change accordingly (Human Resources/AVP)
- Faculty/Staff Directory - add/change Phonebook records (IT/Telecom and Web Content)
- GivePulse - add/change for volunteer and service learning assignment (Community Engagement)
- Heliocampus - add/change for data analytics reporting (IRADS)
- Infosilem - add/change for academic course section builds (Registrar)
- Perceptive Content - add/change document imaging storage and workflows (IT/Enterprise Application Services)
- PowerFAIDS - add/change for work-study students, part-time student workers, and graduate assistants assignments (Student Financial Assistance)
- Raiser's Edge - add/change for alumni and fundraising processes (University Advancement)
- Regroup - add/change email distribution list membership logic (IT/Enterprise Application Services)
- Reporting Services - add/change reports, folders, security (IRADS)
- SharePoint sites - add/change names, permissions (existing department owners)
- SHU eBuy - add/change approval structure for purchasing (Business Office/Purchasing)
- Slate - add/change programs in applications, portals, workflows (Admissions)
- Transform - add/change organizational structure logic, workflows (IT/Enterprise Application Services)
- Websites (M&C/Web Content)
University documents that may have an impact
- Organization Chart (produced by HR for accreditation)
- Cost Study Report
Other KB articles
- Department's Data Definition - contains a history of department name changes (Enterprise Application Services (EAS) or Data Infrastructure (DI) can update as needed)