DFL Weekly Update - November 15, 2024

Action Items

Submit DeptIDs for Planned inactivation and CF1 changes by Friday, November 15

If you have DeptIDs that you would like inactivated in CalPlan or Chartfield 1 members you would like removed from or added to CalPlan and HCP, please submit requests by the end of the day on Friday, November 15. For DeptIDs, please complete the DeptID Planned Inactivation Form. For Chartfield 1 members, please submit a simple list in Excel in the format “C1_xxxxxx” and indicate if you want to Add or Remove the CF1. The changes will be implemented in CalPlan and HCP by mid-December with a November 1 effective date. Please email completed forms to dfl_concierge@berkeley.edu and include “DeptID/Chart1 Inactivation” as the subject line.

Submit a list of DeptIDs for inactivation in BFS by Friday, November 15

DeptID inactivation in the Berkeley Financial System is an annual process for DeptIDs planned for inactivation and restricted for planning in CalPlanning, but have not cleared in BFS. Follow the instructions on completing the BFS DeptID inactivation process on the Planning DeptID Inactivation webpage and submit the list of DeptIDs to be inactivated in BFS to dfl_concierge@berkeley.edu with “DeptID Inactivation in BFS” as the subject line. Requests can be submitted via the Entity Hierarchy Redesign request form - Inactivated DeptIDs section (Page #2), or a simple Excel file can be created to include columns for DeptID, DeptID Description, L6 Unit Code, L6 Description, and Alternate DeptID.

To view a list of DeptIDs in your division currently on planned inactivation, a refreshed DeptID inactivation spreadsheet has been uploaded to your shared Divisional Folder on October 17. Note that not all divisions have DeptIDs Planned for inactivation; therefore, this process does not apply to all divisions. Please reach out to Latina Kamau-Kirika at dfl_concierge@berkeley.edu for questions.

Submit completed and approved org tree change requests by Tuesday, November 19

If you would like to submit changes to the Org Tree, please submit your completed, Budget and Financial Operations (BFO) Committee approved request by Tuesday, November 19. We recommend that you submit your change request form for review as soon as possible to allow time for the BFO team to review your request, follow up with you for any necessary clarification, approve your request, and allow you time to obtain all required signatures before the submission deadline.

Important: Please note that November 19, 2024, will be the last opportunity to submit completed and approved DeptID and Org Node moves this fiscal year.

The time needed to review change requests will vary, depending on the complexity of the request. For more information:

• A high-level summary of the process to approve org tree changes is available on the DFL concierge webpage.
• An overview of the org tree change submission deadlines is available in the Org Tree Submission and Processing Timeline. Important: Please review the update on the estimated processing time for journal source configuration of new L4 org node codes. As a reminder, journal source configuration for new L4's is required if there is a need to prepare and approve journals.
• Please review the Org Tree Calendar for the timeline of allowable org tree changes throughout the year.
• Please review the new Org Tree Lookup Tool This new tool replaces the monthly manually produced Master Org Tree and will provide the most current org tree data as of one business day before. Training materials and Job Aids are located on the CFO website.
• There are updates coming soon to the Department Prefixes, and How to Create Visio files job aids located in the Tools and job aids section of the Organizational Tree web page.
• Please submit questions and requests for changes to the Org Tree to dfl_concierge@berkeley.edu. Note: If you plan to request an Org Node change or Entity Hierarchy redesign, please contact dfl_concierge@berkeley.edu and explain what you would like to change before completing the request form because these changes are typically more complex and involve longer consultations.

Queue commitments for Q2 requests by Friday, December 6

Please complete the commitment queue form by December 6 for commitments to be funded in the second quarter of FY2024-25. Note that the following commitments do not need to be queued: Budget Decisions; EVCP TAS; STAR Awards; Bear Grants; both Productivity Suite and Campus Data Network assessments, and endowment payouts for rotating chairs. You only need to use one commitment queue Google form to submit your commitment requests for both faculty and non-faculty funding commitments. Faculty commitments are defined for this purpose as Start-up; Retention; ASMD; and Chancellor's Professorships. Chancellor’s Professorships are those that are offered via start-up or retention in lieu of an actual chair - until one can be found, and are funded by central resources. For more information about queueing commitments and documentation required, please visit the Commitments page. Please note that if you are working remotely, you must log in through VPN for these forms to work. Please email dfl_concierge@berkeley.edu with questions.

Complete External Audit Certification for Q2 by Thursday, December 12

To ensure the completeness and accuracy of the quarterly Controller's report to the UC Office of the President - Ethics, Compliance and Audit Services, please help us identify the campus' external audit activities. The Controller's Office is sending a separate email with additional information to DFLs with known external audit activities. By Thursday, December 12, please submit the materials below to gao@berkeley.edu:

• All DFLs: External Audit Confirmation Form (You must return the completed External Audit Confirmation Form even if you do not have any external audit activities so we can certify campus responses.)
• DFLs with external audit activities: External Audit Confirmation Template (Include any related documentation with the template, i.e., notification of the commencement of the audit, audit report, etc.)

The UC Office of the President - Ethics, Compliance and Audit Services has recently provided a new External Audit Confirmation Template to all campuses. Please make sure you use this new template or download it from the External Audit Activity web page. Instructions are available on the second tab in the template file. If you have questions, please contact gao@berkeley.edu.

Submit SSGPDP fee proposals for 2025-26 by Friday, December 13

UCOP has released the call for SSGPDP fee proposals for the 2025-26 academic year. All new and existing approved SSGPDPs are required to submit an annual fee proposal for review and approval by the UC President. Note that UCOP has requested some campus submissions a month earlier than in prior years, so proposals are due to Financial Planning & Analysis by Friday, December 13. The call for proposals, submission documents, and instructions are available on the Make Annual Fee Submission for Existing SSGPDP web page. Beginning this year, programs are required to complete Tables 4A_2025-26_Program Description and Summary and 4B_2025-26_Current and Proposed Student Charges directly. Please email questions to studentfees@berkeley.edu as early as possible prior to the submission deadline.

Ensure schedulers check final fall CSIR data by Friday, December 20

The last day for schedulers to make changes to the Fall 2024 semester is Friday, December 20. This is a hard deadline, meaning schedulers will not be able to make any edits, including error corrections, after this date. Schedulers can review their courses and check for errors in the CSIR reports. These reports are sent out twice each semester: once on the 6th week of instruction and again on the 15th week just before the deadline. Schedulers can also pull these reports themselves throughout the semester. Instructions on how to pull the CSIR reports, along with other scheduling tips/tricks, can be found on the OPA CSIR slide deck (slide 24). Additionally, schedulers are encouraged to reach out to the OPA-CSIR at opa-csir@berkeley.edu if they have any questions or need help correcting any errors.