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Note: This document provides short guidelines for these changes and your suggestions for improvement are welcome. Contact John for further assistance.

See Also: General - New Employee Checklist

Office Manager Change: Checklist

Prior to current manager leaving, remember to do the following:

  1. EOM: Office manager-only the office manager can update "Signer Desk", so add the users who will be needed/substituting for current office manager and/or signer desk.
  2. EOM: Review and update list of users on each Desk as needed (to remove or add people)
  3. EOM: Review Document Routing- Review document routing to ensure enough people can create/approve documents, including for VP7/VP9 documents
    VP7/VP9 Note: first person on designated desk is VP7 creator so you may need to "recorder" the list of users to put the correct person in the first spot.
  4. EOM: Prepare form for replacing current EOM electronic office manager. Send to accounting for update when ready to replace. Consider whether you need to have a person assigned as temporary EOM electronic office manager.
  5. UT Department System: contact John for assistance to update contacts and document routing.
  6. OHS-Contact System: Update the contacts for mandatory roles.
  7. DPUSER: Update contacts for the Login Group (DP command).
  8. DPUSER: Review the current authorizations for current person (UA Command) and print out for reference as may be useful when choosing authorizations the new person will need.
  9. TRAC: Update contacts for account management
  10. Time Sheet Routing:  Review and update contacts/approvers (S1,S2, C1, C2) for groups in unit code.
  11. ListServs: Contact John for updating our college Listservs and general assistance with any of these items.
  12. Procard Card Owners: If manager has a procard, then contact Purchasing office to cancel or change the currrent cardholder. See also VP7/VP9 note above.

While the Electronic Office manager is often the primary contact for administrative matters, some of these updates are easiest to do prior to person leaving and others can be handled at any time.  Other considerations include the distinction that EOM cannot be a DPUSER contact and vice versa, but these items are included here since these changes frequently occur at same time.

Unit Head Change: Checklist

  1. DPUSER - Create a Mainframe Login ID for new Unit Head. They'll need this in place for financial authorizations.
  2. DPUSER: Update  Unit Head contact information for the Login Group (DP command).
  3. EOM:  Desks - Add the new Unit Head to at least one desk/view combination for DEFINE authorizations (FYA, or routine).
    Note: It's good idea to have a Desk/view combination for unit head even if they don't usually approve daiy/routine documents.
  4. EOM:  Signer Desk - Add the new Unit Head to Signer Desk if they will be doing electronic document approvals.
    Note: Only the office manager (not delegates) can update "Signer Desk" in EOM.
  5. EOM: Change Official Unit Head for Unit Code:
    Visit: http://www.utexas.edu/business/accounting/sign/
    Print online form (but don't send to accounting directly), instead send original form to John in our Business Affairs team for Dean's signatures and we'll route it to accounting.
  6. EOM: Manual Signers (for paper forms requiring unit head signatures)
    Visit: http://www.utexas.edu/business/accounting/sign/
    Print online form (but don't send to accounting directly), instead send original form to Emily in our Business Affairs team for Dean's signatures and we'll route it to accounting.
  7. UT Department System: using form above #2.
  8. OHS-Contact System: Update the contacts for mandatory roles.
  9. Time Sheet Routing:  Review and update contacts/approvers (S1,S2, C1, C2) for groups in unit code. See EG1 help.
  10. ListServs: Contact John for updating our college Listservs and general assistance with any of these items.
  11. Procard Card Owners: If Unit Head has a procard, then contact Purchasing office to cancel or change the currrent cardholder. See also VP7/VP9 note above.
  12. OOEF/SFR documents.  John updates these only upon first day of their official appointment as Unit Head.  Until that date, the current Chair/Director should continue to approve these documents. (Note:The "return/recall/skip" button on OOEF/SFR documents allows the department to skip the current chair on these documents and the document routes to Dean's Office for those approvals but this feature should be used sparingly).