This page outlines the process of planning DeptID inactivation and restricting access to a DeptID in CalPlanning, the budget-planning tool. It also outlines the process for clearing the backlog of DeptIDs planned for inactivation in BFS, the Berkeley Financial System, also known as the general ledger.
Please send an email to firstname.lastname@example.org with "Organizational Tree Request" in the subject line of your email. All inquiries must be reviewed and submitted by your Divisional Finance Leader to be considered by our concierge service.
DeptID Planned for Inactivation in CalPlanning
Before submitting a DeptID for planned inactivation, please review the DeptID status in CalPlan spreadsheet. If the DeptID is marked for planned inactivation, indicated by N in the load to CalPlan column, you do not need to submit the DeptID for planned inactivation as the status was already updated in BFS to remove the ability to plan to the DeptID in CalPlanning. DeptID planned inactivation submission requirements include:
- Alternate DeptID(s) for each DeptID planned for inactivation
- Alternate DeptID(s) must be within the same L6 Org Node and must be active
Please note: DeptIDs planned for inactivation are updated in BFS to restrict access to them in CalPlanning. When a DeptID is restricted, it cannot be unrestricted for future use.
DeptID Inactivation in BFS
Before submitting a DeptID for inactivation in BFS:
This process is specifically for DeptIDs already on planned inactivation and restricted for use in CalPlanning. To determine if a DeptID is already planned for inactivation, please refer to the DeptID status in CalPlan spreadsheet.
If the DeptID you wish to inactivate is not yet restricted in CalPlanning, please follow the process to plan the DeptID inactivation in CalPlanning first.
Before submitting a DeptID for inactivation in BFS, there are a few requirements that must be verified prior to inactivating a DeptID:
- All Chart of Account (COA) values associated with the inactivated DeptIDs are cleared
- The exception to this is Contract and Grant Account (CGA) related values which cannot be cleared at this time
- All Ledger (Permbudg, Tempbudg, and Actuals) balances are cleared
- There has been no Ledger or UCPath activity for a minimum of 12 months
DeptID Inactivation Spreadsheet Review
Please review the DeptID Inactivation spreadsheet for your school or division, which will be available in the CFO Shared Division Folders and are located in the "DeptID Inactivation folder". In the spreadsheet, there is a list of DeptIDs currently inactivated in CalPlan and pending inactivation in BFS.
The spreadsheet contains four tabs:
- Tab 1 COA Data Table.
- Tab 2 Pivot list of all DeptIDs with transactions and values to be cleared.
- Tab 3 Pivot list of all DeptIDs that are ready for final review.
- Tab 4 Pivot list of all DeptIDs with CGA related values, which cannot be cleared at this time.
DeptIDs with transactions or values associated with them will require the following actions:
- Review and clear all transactions and values associated with each DeptID to be inactivated.
- Re-run the Chart of Account (COA) Inactivation query in BFS to make sure you did not miss any transactions or values that are still associated with the DeptID(s).
- Check and resolve any balances in Actuals, Permbudg, and Tempbudg. Review and resolve balances campus-wide, not just in your Division.
- Make sure the DeptID you are requesting to be inactivated in BFS is dormant. There should not be new (less than a year) activity in this DeptID. If a DeptID has any UCPath activity it is likely considered active and should not be inactivated unless you work with UCPath and provide them with an alternative DeptID. We want to limit the need to re-activate any DeptID once we have made it inactive.
- Confirm all is clear and ready for inactivation.
Final Review of DeptIDs for Inactivation
Before submitting DeptIDs for inactivation, please check and resolve any balances in Actuals, Permbudg, and Tempbudg. Review and resolve balances campus-wide, not just in your division.
Make sure the DeptID you are requesting to be inactivated in BFS is dormant. There should not be new (less than a year) activity in this DeptID. If a DeptID has any UCPath activity it is likely considered active and should not be inactivated unless you work with UCPath and provide them with an alternative DeptID.
Review the BFS DeptID Inactivation Process Guide to get detailed instructions on how to prepare DeptIDs for inactivation in BFS.