To update department system information, you will need to complete a "Update Department System Information" request form found on the Signature Desk website. Below you will find support documentation to help complete the form.

 

 

This form is used to update unit/department information that appears in the Department System but does not appear in *DEFINE, such as a department's room number, mailing address or website address.

Information that appears in both *DEFINE and the Department System, such as a unit's long title, should be updated through the following forms available on the Signature Desk Request Forms page. In these cases, a single form will result in that item's update being made in both DEFINE and the Department System, as well as Workday if there is an equivalent to the updated item in Workday. 

1. To update the unit's unit/department head - Change a Unit Administrator form
2. To update the unit's reports-to unit - Change Unit "Reports-To" form
3. To update the unit's long title, short title, organizational level or abbreviation - Update a Unit form

Please reach out to signaturedesk@austin.utexas.edu with any questions.

 

Chief Business Officers for the unit involved, or their delegates as per the Financial and Administrative Services CUBO Members list, may sign in place of the DEFINE unit administrator. 

 

 

• Effective Date: DEFINE will always create the unit on 9/1 of the current fiscal year. One year ahead can also be requested. However, a specific creation date can be specified for departmental or organizational units within the Department System.

 

• Enter the Unit Code to Update in the Unit Code to Update field. This is the seven-digit code that will identify the unit. You can quickly check GG6 or GG5 in DEFINE to see if a unit code exists. 000 units are called “main units”. -001, -002, etc. are called “subunits.”

 

• Select the items you wish to update. From the list, select each item you would like to update information for in the Department System.

 

 

 

The next screens and fields that you see on the form will populate depending on which items you selected to update. Continue to the items you selected below for additional support documentation.

 

 

 

Add a Department Manager

(this applies to the Department System only and is not the unit’s actual manager)

 

 

• Enter the Department Manager Name and UT EID in the Department Manager UT EID field. This title does not mean the unit administrator, unit head, or Workday Supervisory Organization Manager. “Manager” here refers to the role of Department System manager. Department System managers can make updates to some contact types for a unit in the OHS Contacts system.

 

 

Remove a Department Manager

(this applies to the Department System only and is not the unit’s actual manager)

 

  

• Enter the Department Manager Name and UT EID in the Department Manager UT EID field. This title does not mean the unit administrator, unit head, or Workday Supervisory Organization Manager. “Manager” here refers to the role of Department System manager. Department System managers can make updates to some contact types for a unit in the OHS Contacts system.

 

 

Primary Office Address, Location, and Contact Information

 

 

• Enter the Mail Code in the Mail Code field, that you would like to update.

 

• Enter the Campus Building in the Campus Building field, that you would like to update.

 

• Enter the Campus Room in the Campus Room field, that you would like to update.

 

• Enter the Campus Address (street, city, state, zip code) in the Campus Address field, that you would like to update.

 

• Enter the Phone Number in the Phone Number 1 field, that you would like to update.

 

• Enter the Phone Number in the Phone Number 2 field, that you would like to update.

 

• Enter the Fax in the Fax field, that you would like to update.

 

• Enter the Web Address in the Web Address field, that you would like to update.

 

• Enter the Email Address in the Email Address field, that you would like to update.

 

 

 

Add Affiliated Departments

 

 

• Enter Affiliated Departments in the Add Affiliated Departments field that you would like to update.

 

 

 

Department Attributes

 

 

• Select all Department Attributes that apply. Please ensure that the Department Type permits the chosen Department Attributes. This can be check using the Department Types and Attributes document.

 

 

 

Department Keywords

 

 

• Enter Department Keywords in the Department Keywords field. Department Keywords are meant to assist those searching the Department System for units related to different topics, ex. “business” or “oceanography. No personal names should be used. Each keyword can be up to 40 characters long.

 

 

Expire Department

 

 

• Enter Expire Department Date in the Expire Department On This Date field. The date should be in the format mm/dd/yyyy.

 

 

 

Department Identifiers

(unit code and *DPUSER Department Prefix)

 

 

• Enter the Unit Code in the Unit Code field. This is the seven-digit code that identifies the Unit (the first four digits represent the official unit; the last three represent subunits within the official unit). You can quickly check GG6 or GG5 in DEFINE to see existing unit codes or you can look at the Current Unit Code List.

 

• Enter the *DPUSER Department Prefix in the *DPUSER Department Prefix field. To find the Department Prefix, login and use the DL Page in the *DPUSER Application.

 

 

Supervisory Organization Information for Workday

You may also request to update the following information on the department level Supervisory Organizations (Subtype 1-7 or 9) associated with this department in Workday. If you have requested to update the Department Full Title above, the askUS team will also update the name of any associated department-level Supervisory Organizations (Subtype 1-7 or 9) and Academic Unit organizations in Workday.

 

Please enter N/A if no change is required.

 

Note: To request updates to additional, non-departmental Supervisory Organizations (Subtypes 8, 9, or 99), submit a separate Create Supervisory Organization form.

 

• Enter Supervisory Organization Manager Name and EID in the Supervisory Organization Name and EID field, if you would like to update this. If no change is required, enter N/A.

 

• Enter Supervisory Organization Manager Position Title in the Supervisory Organization Manager Position Title field, if you would like to update this. If no change is required, enter N/A.

 

• Enter Superior Supervisory Organization in the Superior Supervisory Organization field, if you would like to update this. If no change is required, enter N/A.

 

• Enter Organization ID and name of the new Superior Supervisory Organization, if changing. This is the Organization ID and name of the Supervisory Organization that should be superior to the new JM/PM sup org(s) in Workday. If no change is required, enter N/A.

 

• Enter Default Cost Center in the Default Cost Center field, if you would like to update this. If no change is required, enter N/A.

 

• Enter Primary Location (building abbreviation) in the Primary Location field, if you would like to update this. If no change is required, enter N/A.

 

 

 

 

• Enter the Name, Email Address, and Phone Number for the person to be notified upon completion of the form. The completed form will be sent to the email address entered, and that person is responsible for obtaining the required signatures on the form and submitting to the Signature Desk for processing. Press Submit once finished.

 

Using EID email addresses is required to ensure proper routing in DocuSign. EID email addresses are based on the EID of the recipient. If your EID is abcd1234, then your EID email address is abcd1234@eid.utexas.edu.

 

 

 

The following screen will display, and the form will be sent to the email address you provided.

 

 

• You will need to print the form and obtain the required signatures outlined in the email.

 

2. • Unit Administrator: This form may be signed by any unit administrator seen on the GG6 screen in DEFINE with two exceptions: updating the unit administrator or "reports to" unit. Either of these requests must be signed by someone hierarchically above the unit administrator as seen on the GG6 screen in DEFINE. 

 

 

• Once signatures are obtained, you will need to email the completed form to Signature Desk: signaturedesk@austin.utexas.edu

 

 

 

Please note that request processing time varies depending on the overall volume of requests and complexity involved in the type of request made.

 

 

 

Follow the link to download the pdf version of the support documentation for Update Department System Information.