Department Directory Update Procedure
Context
As the university has moved to adopt a new tool for listing contacts at Western, the directory, it was realized that there was not a strong procedure in place for capturing the changes. The data lives in Banner but is exposed via a custom API delivered via Angular. The update procedure is outlined in the decision.
Work will continue to provide direct access to the department table for other uses.
Decision
- Name change requested via Contact Us or by reaching out to HR
- HR or WebTech notifies BFS (BFSys@wwu.edu) master list needs to be updated
- BFS submits table change request to EAS to update PTRWDPT
- Table change is completed, BFS routes table change to WebTech at webhelp@wwu.edu, FYI is sent to PageUpAdmins@wwu.edu to update PageUp with new department name
- WebTech updates Department Directory, locks table change
HRIS runs PWRDPTR to see a list of employees who need their PPAIDEN office street line2 address updated to the new department name
- If the employee information continues to show old department name information in Outlook and Teams, then the Home Org needs to be updated via PEAEMPL in Banner. -> Banner HR module > PEAEMPL > Home Org > Org Title
The PTRWDPT table is the system of record for department names.
If WebTech needs to initiate step 2 due to receiving a direct request this is the email template to use:
update
Hi,
We were requested to add the Project Management Office to the department directory.
Person name is the contact.
Please submit a table change request to EAS to update the master list PTRWDPT.
Thank you
Status
Consequences
If the procedure is not followed department information between the personnel and department directory may become out of sync. The adoption of a table adjacent to Banner does at least allow a system of record to exist.