Administrative Manager’s to-do list for onboarding new department chair

1. Update unit hierarchy, department information, and signers

   1. Submit relevant Signature Desk Request Forms to update unit heads and signers, and remove any authorizations no longer needed. View current unit heads on the GG6 screen in *DEFINE.

      1. Change Unit Administrator

      2. Change unit "reports to"

      3. Update department system information

      4. Update manual signers
         

   2. Electronic Office Management (EOM) system updates

      1. Make appropriate online updates in EOM. Review and update manager, delegates, people who sit on desks, and signature authorizations. 

      2. Submit “Update electronic office manager” form.

      3. Resources:

         1. EOM checklist

         2. Online EOM help

         3. Online EOM training

         4. EOM on AskUs

         5. EOM Glossary
            

   3. Update chair information in the department Personnel FileMaker Pro database > Preferences > General Information. This will ensure contracts route to the new chair for signature.
      

   4. Update UT Department System with new contact information.

      1. Resources:

         1. Online UT Department System help

         2. UT Department System Glossary
            

   5. Update Organizational Hierarchy System (OHS).

      1. Resources:

         1. About OHS

         2. Online OHS Contacts help

         3. Contact Type Definitions

         4. OHS Glossary

         5. OHS Contacts Support
            

   6. Submit a UTRMS support ticket to update the COI (Conflict of Interest) Departmental Reviewer:

      1. Request type: UTRMS; “Request additional user roles in the system”

      2. Indicate that the new chair is replacing the existing contact (former chair), rather than that the new chair is being added as an additional contact.

      3. The COI office will review the request.

      4. See Box: COI FAQs Dept Heads Nov 2022 for more information.
         

   7. Update Procurement Card (Procard) users/cards as needed, and review all related policies, guidelines, and procedures.

      1. Review Master Routing Views in EOM to ensure Procard vouchers route correctly.
         

2. Additional updates

   1. Update Course Inventory Management (CIM) roles with Registrar - Official Publications

   2. Update Course Schedule headnotes with Registrar 

   3. Use the COE Marketing & Communications Project Request Form to request any needed web site updates (chair information, etc.)

   4. Update department organization charts
      

3. Workday

   1. Review with Chair: Workday: Manager Resources (timesheets, annual performance reviews, etc.)
      

   2. Confirm appropriate sup org changes were made; resolve any issues as needed.

      1. See Workday: Organization Services, section "Supervisory Organization Services," chart of Request Descriptions and Request Methods for guidance and forms.

      2. Forms should be sent to COE-HR@austin.utexas.edu for approvals and submission.
         

   3. Confirm appropriate Security/Manager assignments are in place. 

      1. See Workday: Security Services, section "Security Requests," chart of Request Descriptions and Request Methods for guidance and forms.

      2. Forms should be sent to COE-HR@austin.utexas.edu for approvals and submission.