How to Decide Which Form to Use

Forms Overview

Review the desired outcomes to determine which form to use. Then follow the link to learn about the guidelines for the form, some questions to answer to ensure that your request is complete and valid, and the materials you will need to provide with your request.

Form

Desired Outcome

Description Change Request Form

  • Correct incorrect description details or typos

  • Add more clarification to an existing DeptID description

DeptID Request Form

  • Add a new DeptID(s) to an existing Org Node

Org Node Request Form

  • Add one new Org Node Hierarchy (L3, L4, L5, L6 under the same top level Node)

  • Add an Org Node to one existing Org Node Hierarchy, including adding new or existing DeptIDs

  • Transfer one org and/or multiple DeptIDs between orgs

Entity Hierarchy Redesign Request Form

  • Create more than one new Org Node Hierarchy

  • Transfer existing DeptIDs between three or more Org Nodes

  • Shift Org Node levels

DeptID Inactivation Request Form

  • To plan for inactivation in BFS and ultimately in CalPlan.

Description Change Request Form

Supplemental Materials

  • Excel version of the Division’s Organizational (Org) Tree highlighting proposed change.

  • If applicable, provide a copy of any approvals provided by other campus committees.

Guidelines

  • Description Changes for existing DeptIDs and Org Nodes are only allowed to correct a typo, or to add more clarification to the existing description if the DeptID was incorrectly named in the first place, or the description change is related to a group or center name change.

  • DeptID descriptions must include the Level 4 entity code format: [Level 4 Entity Code] [Description] e.g. “BAHSB Gen Ops.”

  • Descriptions are limited to 30 characters.

  • Use of special characters #, /, “, “” and @ are discouraged as they can cause system issues.

Questions to ask

  1. Is your description change addressing confusion from the current DeptID Description, e.g., old name is an acronym and a new name would be clearer and more descriptive?

  2. Will historical transactions fit the new description?

  3. Are you sure that you are not duplicating an existing DeptID description, information, or activity? If so, consider combining DeptIDs into a new one.

  4. Have you considered the description change in relation to your overall organizational structure?

  5. Are activities moving in or out of the DeptID that are driving the description change? If so, you will need to consider the amount of activity remaining from the original DeptID. If more than 50% is going away or being added in, that would qualify as a repurpose of the DeptID, and a new one will need to be requested.

  6. Is your description change for a DeptID that was created but never used? You can determine this by checking the DeptID status in CalPlan by running your division org in the Inquiry tool. The download to Excel of the results will need to be filtered on Active Status DeptIDs and filtered on N for load to CalPlan to see all DeptID planned for inactivation. If the DeptID is marked for inactivation, you will need to request a new DeptID as the DeptID status was updated in BFS to remove the ability to plan to the DeptID in CalPlanning. Alternatively, you can request a review of the DeptID to request an exception to have the restriction removed. A typical allowable reason to remove the restriction/planned for inactivation status is that the DeptID has not been used for many years, and its use for a new purpose will not create any data integrity issues.

  7. Is this change already approved by another campus committee? Other campus committees can include, but are not limited to, the Berkeley Division of the Academic Senate, Executive Committee of the College of Letters and Sciences, Systemwide Coordinating Committee on Graduate Affairs, Council of Deans, Committee on Budget and Interdepartmental Relations, and the Undergraduate Council.

DeptID Request Form

Supplemental Materials

  • An Excel version of the Division’s Org Tree highlighting the proposed change.

  • Identification of new DeptID code(s) or request for new range(s).

  • If you are making description changes to existing DeptIDs, you must also complete a Description Change Request Form.

  • If applicable, provide a copy of any approvals provided by other campus committees.

Guidelines

  • Previously inactivated DeptIDs cannot be reactivated or repurposed.

  • New DeptID codes will need to be assigned by the DFL based on the next available code within the range(s) assigned to your division.

  • Use the BFS General Ledger Chartfield Report to find out the available DeptID(s) for your department. (See the How to Find Available DeptIDs in the Tools section.)

  • If there are no available DeptIDs, the DFL will need to request a new range.

  • See Description Changes Guidelines when creating descriptions for new Org Nodes and DeptIDs.

  • If moving DeptIDs between different L4s, the Org Node included in the DeptID description will need to change.

Questions to Ask

  1. Are you creating a new department or business?

  2. Are you sure that you are not duplicating an existing DeptID description, information, or activity? If so, consider combining the DeptIDs into a new one.

  3. Are there payroll transactions associated with the new or transferred DeptID(s)? If so, will the new Org Node be the new Home Department, or will you utilize an existing one?

  4. Have you considered this change in relation to your overall organizational structure?

  5. Are activities moving into the new DeptID from an existing DeptID? If so, what is happening to the old DeptID? If the amount of activity remaining in the old DeptID is less than 50% of what it once was, will it need to be reviewed as well?

  6. Is this change already approved by another campus committee? Other campus committees can include, but are not limited to, the Berkeley Division of the Academic Senate, Executive Committee of the College of Letters and Sciences, Systemwide Coordinating Committee on Graduate Affairs, Council of Deans, Committee on Budget and Interdepartmental Relations, and the Undergraduate Council.

Org Node Request Form

Include

  • Identification of new Org Node code(s).

  • If a new L4 is being added, request a new Dept Prefix (supply the last three digits and use XX for the first two digits for L4, L5, and L6).

  • Identification of new DeptID code(s) or request for new range(s).

Supplemental Materials

  • An Excel version of the Division’s Org Tree highlighting the proposed change.

  • If you are making description changes to existing DeptIDs, you must also complete a Description Change Request Form.

  • If applicable, provide a copy of any approvals provided by other campus committees.

Guidelines

  • See guidelines above for creating new DeptIDs or transferring existing DeptIDs.

  • See Description Changes Guidelines when creating descriptions for new Org Nodes and DeptIDs.

  • Transfers between Divisions must be approved by the Dean/VC (or Designate) of both Divisions and must be documented on the last page of the request form.

  • New L4s/Departments (and the L5s and L6s below them) will require a unique Dept Prefix.

  • If transferring DeptIDs between Org Nodes and the original Org Node will need to be deleted, please use the Entity Hierarchy Redesign Request Form instead of the Org Node Request Form.

  • If moving DeptIDs between different L4s, the Org Node included in the DeptID description will need to change.

Questions to Ask

  1. Are you creating a new department or business?

  2. Are there payroll transactions associated with the new or transferred DeptIDs? If so, will the new Org Node be the new Home Department, or will you utilize an existing one?

  3. Have there been financial reporting line changes within the division that require a new org hierarchy?

  4. Have you considered how the new Org Node hierarchy will fit in with your overall organizational structure?

  5. Are there DeptID movements between divisions?

  6. Is this change already approved by another campus committee? Other campus committees can include, but not limited to, the Berkeley Division of the Academic Senate, Executive Committee of the College of Letters and Sciences, Systemwide Coordinating Committee on Graduate Affairs, Council of Deans, Committee on Budget and Interdepartmental Relations, and the Undergraduate Council.

Entity Hierarchy Redesign Request Form

Include

  • Identification of the new Org Node code(s)

  • If you are adding a new L4, you must request a new Dept Prefix (supply the last three digits and use XX for the first two digits for L4, L5, and L6).

  • Identification of the new DeptID code(s) or request for new range(s).

Supplemental Materials

  • Excel documents that show the before and after versions of the Division’s Org Tree, highlighting the proposed changes. Use color to differentiate the types of changes.

  • Visio documents that show the before and after versions of the Division’s Org Tree with highlighting to indicate the proposed changes. Use color to differentiate the types of changes. See the Tools section for creating Visio files.

  • If you are making description changes to existing DeptIDs and/or Org Nodes, you must also complete a Description Change Request Form.

  • If applicable, provide a copy of any approvals provided by other campus committees.

Guidelines

  • The redesign should reflect your division’s financial management and reporting needs.

  • See guidelines above for creating new DeptIDs or transferring existing DeptIDs.

  • See Description Changes Guidelines when creating descriptions for new Org Nodes and DeptIDs.

  • If you are adding a new L4, you must request a new Dept Prefix (supply the last three digits and use XX for the first two digits for L4, L5, and L6).

  • If moving DeptIDs between different L4s, the Org Node included in the DeptID description will need to change.

  • If your request includes a DeptID that is proposed for inactivation, an alternate DeptID is required in order to map budget/forecast data to the replacement DeptID. The alternate DeptID must be within the same L6 Org Node and still be active.

  • A Home Department is required for New Org Nodes with payroll activity. The Home Department can be a new or existing one.

  • Transfers between Divisions must be approved by the Dean/VC (or designate) of both Divisions. Approvals must be documented on the last page of the form.

  • Org Nodes cannot be deleted if there are DeptIDs (active or inactive) associated with them that have not yet been reassigned to another Org Node.

  • Pending requisitions and purchase orders must be adjusted before an Org Node can be deleted.

Questions to Ask

  1. Are you creating a new department or business?

  2. Are there payroll transactions associated with new or transferred DeptIDs? If so, will the new Org Node be the new Home Department, or will you utilize an existing one?

  3. Have there been financial reporting line changes within the division that require this new organizational hierarchy?

  4. Are there Org Node/DeptID movements between divisions?

  5. Have you considered the changes to prior actuals? Any historical data will move along with the DeptIDs.

  6. Have you considered security access changes for related systems?

  7. Have you checked for pending requisitions and POs in BearBUY that will be affected by the hierarchy change?

  8. Is this change already approved by another campus committee? Other campus committees can include, but not limited to, the Berkeley Division of the Academic Senate, Executive Committee of the College of Letters and Sciences, Systemwide Coordinating Committee on Graduate Affairs, Council of Deans, Committee on Budget and Interdepartmental Relations, and Undergraduate Council.