ORGANIZATION TRANSITION TASK LIST (UPDATED SEPTEMBER 2018) TASK OWNER DUE DATE COMPLETED?

STATUS / NEXT STEPS

BUDGETS, PAYROLL AND EXPENSES

ORG HIERARCHY / BUDGET CODES: Identify and set up new budget codes and change code titles
1 to reflect new units. Minimize number of Dept Codes. Dept code and Sub-Div codes cannot match
in UCPath system. Work with Budget Office for code structure.
2 REQUEST FTE: Submit decision memos for any new FTE requests to the PEO.
BUDGETS: Disaggregate budgets and appropriate funds. Include budget for open positions. Move
3 budget to follow expenses – consider shared expenses with systemwide department – e.g.,
supplies, events, training, printer, copier, phone, etc.

4 BDS: Update Contributor and Reviewer roles in the Budget Development System. Include
current/future years.
TRS TIMESHEETS: Prepare detailed spreadsheet of all transitioning employees (include EMPL ID)
and include before and after changes to Home Dept Code and TRS Supervisors/Approvers (include
5 EMPL ID) and Backups. Provide list to Payroll to ensure changes made in UCPath for BW and MO
employee timesheets.

SIGNATURE AUTHORIZATIONS: Prepare detailed spreadsheet of before and after changes to

6 Signature Authorizations and dollar limits. Follow Division guidelines. Communicate changes to staff.

7 PAN REVIEWERS: Update PAN Non-Mandatory Reviewers.

PAYROLL: Prepare detailed spreadsheet of Payroll FAUs for all transitioning employees. Provide list
8 of changes to UCOP payroll by payroll deadline of TRANSITION EFFECTIVE DATE.
9 FAUs AND EXPENSES: If FAUs have changed, communitcate changes to staff
PHOTOCOPIER RECHARGE: Ensure new Dept Codes are established on photocopiers for
10 appropriate recharges.
11 iREQUESTS: Update iRequest Submitter and Authorizer roles.
12 EXPRESS: Update Express roles as needed.
HUMAN RESOURCES
STAFF COMMUNICATIONS: Work with HR Business Partner and transition team to communicate
13 changes to staff.

EMPLOYEE LIST: Prepare detailed spreadsheet of all transitioning employees and include before
14 and after changes to Division Code, Sub-Division Code and Home Dept Code. Provide list of changes
to HR.

UCPATH UPDATES: Prepare detailed spreadsheet of all transitioning employees (include EMPL ID
and Position ID) and include before and after changes to Home Dept Code and
15 Supervisors/Managers (include EMPL ID and Position ID). Provide list to HR Business Partner to
ensure changes made in UCPath for BW and MO employee timesheets. Prepare detailed
spreadsheet of FAUs for all transitioning employees. Provide list of changes to HR Business Partner
prior payroll deadline of TRANSITION EFFECTIVE DATE.

DEPT GO-TOs: Prepare go-to list so transitioning employees know who to go to for administrative
16 assistance in new structure.

17 REVIEW ADMIN STAFFING: Review admin staffing and needs for each department and for new unit.

JOB CHANGES: Work with HR Business Partner on job changes, including Union notifications, job
18 descriptions, supervisor changes, etc.
19 ORGANIZATIONAL CHARTS: Update organizational charts to represent new structure.

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ORGANIZATION TRANSITION TASK LIST (UPDATED SEPTEMBER 2018) TASK OWNER DUE DATE COMPLETED? STATUS / NEXT STEPS

JOB DESCRIPTIONS: Work with HR Business Partner to revise Job Descriptions, including changes
20 in division, home dept, supervisor and/or responsibilities, position control requests.

21 HALOGEN SYSTEM: Update Halogen Supervisors in eAppraisal system.

WEBSITE

WEBSITE PLANNING: Meet with Institutional Communications (Sybil Wartenberg) to map out steps
22 for website changes for your department. Identify and update URLs tied to unit name changes.

23 WEBSITE CONTENT: Coordinate with Institutional Communications (Sybil Wartenberg) to update

website content and upload new department org charts.
SPACE MOVES

24 CO-LOCATION NEEDS: Determine co-location needs and options that minimize movement of
staff/offices. Affected departments and staff will coordinate office moves.
INFORMATION TECHNOLOGY SERVICES (ITS)
25 ACCESS: Meet with ITS to update access to shared drives and SharePoint sites.
UPDATES: Work with ITS to update: Active Directory (AD), Outlook Addresses (GAL), ListServs,
26 Email distribution lists and Service-Now.

DELEGATIONS OF AUTHORITY

27 DELEGATIONS: Work with transition team to update Delegations of Authority as needed.

GENERAL
PRESIDENTIAL CORRESPONDENCE: Notify Presidential Correspondence Team (pcdrafts@ucop.edu)
28 of changes to lead contacts that are utilized for distribution of Presidential/Executive
Correspondence.
POLICIES AND PROCESSES: Revise department-based policies and develop new processes as
29 needed. Document and communicate all changes and train staff.
30 STAFF DIRECTORY: Update staff phone directory
31 MISC: Update business cards, templates, etc. to reflect changes in work unit

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