Departments using the UCOP popserv as their mail server, must submit a request for a new Email account to IR&C (TechDesk@ucop.edu). If the UCLA Employee ID number is not known at the time the new account is being established, the department should notify TechDesk of the ID number once available. Until both pieces of information have been supplied to IR&C, the employee will not be recognized in ORION and won’t receive any ASAP notifications or EFT (Electronic Funds Transfers) notices.

If the department's email accounts are maintained on a mail server other than popserv.ucop.edu, the department must submit a form to IR&C's TechDesk account so that the information will be included in the nightly file sent to UCLA. It is the responsibility of such departments to keep their information current, and to complete a form when any additions, changes, or deletions are required. The form is located at: http://www.ucop.edu/irc/forms/nonucopedu/
 

An employee who terminates should be deleted from the system by sending an Email note to UCLA AIS after all functions have been cancelled.

Name changes which are reflected in the Personnel/Payroll System do not automatically change in most UCLA applications including ORION and RDS. Depending upon the situation, a different User ID, a directory name change or RDS name change might be necessary. If you are unsure, please consult with your DSA to determine the correct action(s).
 

1. Changes to the UCOP organization structure which require hierarchy code modifications (e.g., new departments, sub-divisions or divisions) and have been approved by Senior Management in your division should be submitted to Budget Administration for implementation. UCOP Budget Administration and the UCLA Budget and Planning Office together coordinate all hierarchy changes. The FS Organization Hierarchy is updated monthly not nightly. Included in the submission to Budget Administration should be:
• An organization chart displaying the proposed structure down to the lowest impacted level,
• all FAU’s involved, and
• detailed information regarding what is being reorganized including any approval documentation or references.
Budget Administration will contact the DA, if additional information is necessary. Once the new organization hierarchy has been implemented in OASIS, the DA will need to coordinate system access and security with the DSA, i.e. employees may need to be cancelled from the old department code and added to the new one.
2. Department Code Name and Address

Changes to the FS Department Code name and/or address should be submitted to Budget Administration before they can be used. Changing the FS Department code name or address will impact other applications also. Be sure your requested changes won’t cause unintended problems.

Below are some items which are impacted by name and address changes:

• Payroll and General Ledgers use the Dept Name and Address from the FS Table.
• PAC uses the address in the FS Dept Table when "Check To Dept" is flagged.
• IR&C uses the FS Dept Name and codes to map FAU’s to corporate tables and for phone directory updates.
3. Deletion of Department Codes

FS QDB maintains deleted department codes for several years due to payroll issues. Although FS QDB retains the information, the departments no longer exist in the current systems.
4. Timing

It may take a few extra days for establishment of a new department code for use in the PAC system. Budget Administration must coordinate the activation of a new dept code in the PAC system separately from the other applications.