BONNEVILLE POWER ADMINISTRATION

**HUMAN RESOURCES**

**Portland, Oregon**

## PERSONNEL LETTER NO. 250-4 (Revised) DATE: August 5, 2005 {#personnel-letter-no.-250-4-revised-date-august-5-2005 .unnumbered}

**SUBJECT:** Organization Changes

## I. PURPOSE {#i.-purpose .unnumbered}

> To provide policy and procedural requirements for BPA organization
> changes (reorganizations and organization name changes).

**II. PURPOSE OF REVISION**

> This Personnel Letter has been revised to modify pages 14 and 15
> (Appendix A- Attachments 1 and 2) to incorporate changes to
> organizational clearance/review checklists and to change page 36
> (Appendix A, Attachment 9\--Organizational Change Letter \[Sample\])
> to reflect "courtesy copy" routing changes. This personnel letter
> supersedes Personnel Letter 250-4, dated December 5, 2003.

**III. REFERENCES**

### 5 U.S.C., Chapter 1, Organization

A.  5 U.S.C., Chapter 3, Powers

B.  5 U.S.C., Chapter 5, Administrative Procedures

C.  5 U.S.C., Chapter 9, Executive Reorganization

# 5 U.S.C., Chapter 51, Classification

D.  16 USC 832, Bonneville Project Act of 1937 (as amended)

E.  5 CFR, Part 210, Basic Concepts and definitions (general)

F.  5 CFR, Part 250-1, Personnel Management In Agencies

G.  5 CFR, Part 511, Classification under the General Schedule

H.  Office of Personnel Management (OPM), Operating Manual, The Guide to
    Processing Personnel Actions

I.  Memorandum of Understanding from the Secretary, Department of
    Energy, dated December 13, 1993

J.  Delegation Order No. 0204-161, signed by the Secretary of Energy on
    October 7, 1996

K.  BPA Manual Chapter 21, Internal Delegations of Authority

L.  BPA Manual Chapter 400/500A, Compensation, Position, and
    Organizational Management

## IV. POLICY {#iv.-policy .unnumbered}

BPA's policy on reorganization and organization name change is to
promote the most efficient and effective distribution of resources in
which an organization can accomplish its mission and strategic business
objectives. The goals are to:

A. Reorganize only when the change provides better customer service;
contributes to greater mission effectiveness; improves utilization and
management of the work force; reduces costs; or meets the requirements
of new, expanded, or modified programs or functions.

B.  Thoroughly evaluate all potential impacts that could inhibit the
    benefits of the reorganization.

C.  Keep the reorganization process steps simple and to a minimum.

> Reorganizations will be effective the last pay period of a quarter,
> unless the last day of the pay period is the last day on the month, in
> which case the reorganization will be effective the first day of the
> new quarter. Exceptions to this effective date policy will be rare and
> must be approved by the Manager, Personnel Services, after
> coordination with Financial Operations.

**V. DEFINITION**

A.  **Crosswalk\--**a list (typically a spreadsheet) used in a
    realignment to indicate how employees' routings change from one code
    to another or how cost centers and associated work orders and
    contracts change.

B.  **Employee ID (EmplID)\--**a unique numeric identifier assigned to
    each employee when he/she is first entered into the Human Resources
    Management Information System (HRmis). Because this number is
    specific to each individual employee, it is used as a common
    identifier in lieu of his or her social security number.

C.  **Implementation plan\--**the section of the reorganization proposal
    package that includes a checklist of the support services and
    administrative functions that should be consulted before and/or must
    take action to effect a reorganization.

D.  **Logon ID\--**the identifier assigned to each employee for security
    and other automated system purposes, including the Sunflower
    Personal Property system. The Logon ID is composed of the employee's
    3 initials and a randomly generated 4-digit code.

E.  **Non-government employee\--**contract employees, volunteers,
    vendors, and other

> non-Federal employees who require access to BPA in some fashion. For
> the purpose of this Personnel Letter, the term applies to contractors
> and volunteers who work directly for or with the organization
> undergoing change.

F.  **Organization change** or **reorganization** involves one or more
    of the following:

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1.  The establishment of one or more new organizations or the
    abolishment of existing organizations at any level of BPA;

2.  A change in the mission, functions, or relationship of an existing
    organization; and/or

3.  A change in the way a function is structured, such as the
    elimination or addition of supervisory levels;

4.  A change in the geographic relocation of an organization or segment
    of an organization;

5.  In a reorganization, there may be only realignments and/or
    reassignments.

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G.  **Organization "name" changes\--**is a change to an organization's
    title, routing, or geographic location.

H.  **Realignment\--**the movement of an employee and his or her
    position to a different organization without a change in the
    employee's position, grade, or pay. The duty station may change.
    Realignments may result from transfer of function or an
    organizational change.

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I.  **Reassignment\--**the change of an employee from one position to
    another without promotion or change to a lower grade, which may
    include change in occupational series, assignment to another
    position in the same series, assignment to a position that has been
    redescribed as a result of position classification review, or change
    of duty station.

# **COORDINATION**

> Prior to the submittal of a reorganization proposal, it is the
> responsibility of the organization planning a change to coordinate the
> proposed organization change with the following organizations:

A.  **Manager, Human Resources, Diversity and EEO**. It is recommended
    that the Manager of the group being reorganized, and the Staff
    Manager, consult with the Manager, Human Resources, Diversity and
    EEO, early in the planning process regarding potential employee
    impacts.

B.  **Personnel Services staff.** If the reorganization involves changes
    in the organization's position classification structure (the
    official title, series, or grade of a position or positions) or
    staff relocations, Human Resources Specialist from the Personnel
    Services staff needs to participate in the preliminary discussions.
    Also, if the reorganization will require the establishment,
    re-titling, or abolition of organization codes, Personnel Services
    staff must be consulted during early discussions.

C.  **Labor Relations staff**. Early coordination is desired especially
    if union issues are anticipated or if expedited coordination with
    the union is desired. These discussions provide opportunities for
    identifying potential problems to be avoided or resolved.

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D.  **Business Enterprise System staff (BES)** regarding the scope of
    the proposed reorganization and the proposed timeline, to insure
    that system modifications and set-up changes can occur on schedule.

E.  **Staff Management staff.** If the reorganization will impact two or
    more Business Lines or have BPA-wide implications.

## VII. RESPONSIBILITIES {#vii.-responsibilities .unnumbered}

A. The **Chief Operating Officer (COO)** is responsible for:

1\. Reviewing and approving organization change proposals that involve
two or more Business Lines.

2\. Concurring in organization proposals that affect Executive Resources
(SES) before submission to Department of Energy (DOE) for final
approval.

B. **Business Line Senior Vice Presidents** are responsible for
reviewing and approving organization changes within their own Business
Lines, and/or organization changes proposed by Vice Presidents within
their Business Lines that affect other functions within the Business
Line or have BPA-wide implications.

C. **Vice Presidents** are responsible for reviewing and approving
organization changes within their areas of responsibility/functions
where the proposed changes have no effect on other functions within the
Business Line or have no BPA-wide implications.

D.  **Manager, Human Resources, Diversity and EEO**, is responsible for
    providing advice and guidance regarding the potential impacts of any
    reorganization or realignment to the workforce, including position
    management considerations, knowledge, skill and competency balances,
    and workforce diversity.

E. **Manager, Personnel Services, is responsible** through assigned
staff with delegated Personnel Management Authority for:

1.  Providing advice and support to management from the initial planning
    through the preparation of a reorganization package and the
    implementation plan.

2.  Reviewing proposed organization codes in coordination with Financial
    Operations and for final approval of the codes.

3.  Coordinating with the Office of Human Resources Policy and Planning,
    Department of Energy (DOE) for: incorporation of the BPA
    organization codes into the DOE Organization Table and updating its
    mission and functional statement records.

4.  Maintaining the official BPA organization change records.

5.  Providing position classification, staffing, and processing advice
    to managers on all new or changed positions.

6.  Implementing individual employee position number and/or title
    changes in the Human Resources Management Information System
    (HRmis).

7.  Verifying the completeness of the implementation plan including
    union approval, prior to any personnel action by Personnel Services
    and Business Enterprise System (BES) staff, to effect the
    reorganization with concurrence/approval of the Manager, Personnel
    Services.

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F.  The **Labor Relations Officer** is responsible for:

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1.  Coordinating the review process with the appropriate unions.

2.  Informing the Manager, Personnel Services, and the appropriate Staff
    Manager of the completion of the bargaining unit review process.

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G.  The **Manager, Financial Forecasting and Budget,** is responsible
    for:

    1.  Oversight and review of budget data to insure that the data
        reflects the appropriate organization codes consistent with the
        effective dates of reorganizations.

    2.  Communication and coordination with budget personnel throughout
        the Agency with respect to budget model revisions as necessary
        to reflect the impacts of reorganizations.

    3.  Coordination with Managerial Accounting to insure that budget
        data is reported consistent with the reorganization.

    4.  Providing input to the Managers, Business Enterprise Systems and
        Personnel Services, regarding the impacts of proposed
        reorganizations on budget processes including implementation of
        Start of Year budgets and preparation of both the Congressional
        Budget and the budget for the Office of Management and Budget.

        H.  **Accounting Operations** is responsible for adding new
            organization codes (Department Ids) to the PeopleSoft
            Financial accounting system.

        I.  The **Business Enterprise Services (BES) Manager** is
            responsible for:

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1.  Coordinating the proposed change, and associated timeline, with
    Financial, Human Resources, Asset Management, and Personal Property
    system managers to insure that system clients will be able to input
    and retrieve organization data on the effective date of the proposed
    reorganization.

2.  Coordinating the proposed change with functional staff responsible
    for system table maintenance.

3.  Insure that managers of subsidiary systems are notified of source
    system changes.

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J.  The **Staff Manager** for the function or Business Line submitting
    the proposed reorganization plan is responsible for:

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1.  Coordinating the proposed change with other impacted Business Lines
    or functions, including the BES and the CFO's office (Accounting
    Operations and Financial Forecasting and Budget);

2.  Reviewing the current Personal property List and insure that all
    organizations have personal property custodians;

3.  Developing the implementation plan for the reorganization;

4.  Preparing the reorganization package;

5.  Obtaining Vice President and COO (if required) signatures and
    approvals; and

6.  Sending the completed package to the assigned Personnel Services
    Staff. Completed packages requiring union review must be received 6
    to 8 weeks before the planned effective date;

7.  Formally communicating to all impacted employees and managers the
    reorganization plan, including the planned establishment or
    abolition of organization codes, effective dates, etc.

## VIII. PROCEDURES {#viii.-procedures .unnumbered}

A.  **Reorganization Proposal Package** must include:

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1.  [A brief description of the proposed change.]{.underline}

Provide a narrative description of the proposed change. Include in the
explanation a justification for the change that supports the Agency's
mission or effectiveness or efficiency of operation; indicate what
organization(s) will be affected; how the changes will affect reporting
relationships; and what positions will be either eliminated or added;
or, results in a change of classification.

2.  [An implementation plan]{.underline}.

> Follow the format that is provided in Appendix A, Attachment 1. The
> plan checklist insures that agency support organizations are notified
> of changes in the organization, individual positions and employee
> assignments. Employee Change Notices (BPA F 1400.01e) for each
> affected BPA and non-government employee need to be completed once the
> reorganization is approved.

3.  [Existing and proposed organization charts]{.underline}.

4.  [Existing and proposed functional statements]{.underline} for the
    organization affected. When a reorganization is approved and
    implemented, the functional statements will be printed in the BPA
    Manual without further review.

5.  [Organization code table.]{.underline}

> The table contains required information needed to update agency
> enterprise systems. The information is also forwarded to DOE to update
> the Agency's organizational information. See Appendix A, Attachment 4,
> for table format and additional information.

6.  [A crosswalk]{.underline} of existing and proposed positions (See
    Appendix A, Attachment 5). The listing must include all positions
    affected by the reorganization. For each position, list:

# Employee ID

a.  Logon ID

b.  Employee Name

c.  Old Organization Code

d.  New Organization Code

e.  HRmis Position Number

f.  Reassignment (if applicable)

g.  Duty Station change (if applicable)

h.  Supervisor Position Number

**Requests for additional positions are not approved as part of a
reorganization proposal.**

7\. [A separate crosswalk for positions currently on temporary
assignments]{.underline} (e.g. details and temporary promotions) (See
Appendix A, Attachment 6). The list should only include employees who
will not be returned to their permanent positions of record prior to the
reorganization and will remain on a temporary assignment. At the end of
the temporary assignment, the employee will be returned to the permanent
position of record in the new organization. For each position, list:

a.  Employee ID

b.  Logon ID

c.  Employee Name

d.  Permanent Position of Record Organization Code

e.  Temporary Assignment Organization Code

f.  New Temporary Assignment Organization Code

g.  New Permanent Position of Record Organization Code

h.  HRMIS Position Number

i.  Temporary Assignment Supervisory Position Number

NOTE: Include employees on temporary assignments outside the
organization to capture their new permanent position of record for their
return.

8\. A [separate crosswalk of non-government employees]{.underline} (See
Appendix A, Attachment 7). For each non-government employee list:

a.  HRmis ID

b.  Logon ID

c.  Name

d.  Old Organization Code

e.  New Organization Code

f.  COTR Name

g.  Company Name

h.  Supervisor Position Number

> 9\. [Personnel Action Requests (PAR) and position
> descriptions]{.underline} for all new positions proposed as part of
> the reorganization proposal. Preliminary classification review of
> affected positions at the GS-13 level or higher will be made by the
> appropriate Human Resources Specialist. Personnel Services staff will
> complete formal classification after approval of the reorganization
> proposal.
>
> 10\. A [crosswalk of active Work Orders]{.underline} and associated
> Cost Centers (See Appendix A, Attachment 8).
>
> 11\. [Updated Time & Labor forms]{.underline} must be submitted two
> weeks prior to the proposed effective date of the reorganization and
> should include:

-   BPA F 2220.02e -- Individual Task Profile (for all employees with a
    current individual task profile whose Department ID has changed)

-   BPA F 2220.03e -- Time and Labor Approving Official

-   BPA F 2220.05e -- Assignment of Timekeeper/Power User

-   BPA F 2220.21e -- Schedule Change Worksheet (for all Part-Time
    employees changing either standard hours or work days worked as part
    of the re-organization)

-   Memorandum to the Time Coordinator, amending or creating static
    groups for approval purposes for Tier II and above managers

> 12\. [Update notices regarding BES Security]{.underline}, including
> HRmis, PeopleSoft Financials, PassPort Asset Management and Sunflower
> Personal Property systems.

-   BPA F 1450.05e -- Passport Security/Agent Profile Request Form

-   BPA F 3250.01e -- HRmis Account Request

    13. [A signature and approval page]{.underline}. Staff Managers are
        responsible for obtaining necessary Business Enterprise
        Services, and Vice President or COO signatures, as appropriate,
        and forwarding the package to the appropriate Human Resources
        Specialist who will obtain the required Supervisory Human
        Resource Specialist (Labor Relations) and Manager, Personnel
        Services, signatures. (See Appendix A, Attachment 2).

B. **Reorganization Proposals** are submitted for the following
approvals:

1.  The Vice President or Business Line Senior Vice President approves
    the organizational change.

2.  The Manager, Business Enterprise System, confirms that appropriate
    financial, human resource, asset management, and personal property
    system changes have been planned for and scheduled.

3.  The Staff Manager approves the implementation plan.

4.  If two or more Business Lines are involved in the organizational
    change, each Business Line's Vice President must approve the change
    prior to forwarding it to the COO for final approval.

5.  Organizational changes that affect Executive Resources (SES) must
    receive the concurrence of the COO and are forwarded to DOE for
    final approval of the change in Executive Resources.

# The appropriate Human Resources Specialist in Personnel Services will obtain all of the remaining required clearances, approvals, and complete needed submissions. The order of these actions is as follows:

a.  Bargaining unit review\--All organizational change proposals,
    including any change in duty station for any bargaining unit
    position, are reviewed by the appropriate bargaining unit(s) prior
    to implementation. As a general rule, the bargaining units have 21
    days to review proposals. If the bargaining unit submits any
    counter-proposals, management must then meet any bargaining
    obligations.

b.  The Manager, Personnel Services, will verify the completeness of the
    implementation plan including union approval.

> C. **Organization "Name" Change Request:**
>
> When a Business Line decides to make an organizational change that
> affects only the title, routing, and/or geographic location of a
> function, the Staff Manager will send a memorandum to the Personnel
> Services Manager requesting the change.

1.  Include a list of all BPA and non-government employees impacted by
    the name change, their EmplID, and Logon ID.

2.  For organizational title changes, the Personnel Services Manager
    will submit a memorandum to DOE with the title change, the BPA
    organization code, and effective date for incorporation of the
    change into the DOE Organization Table.

3.  Any titles (i.e., Manager, . . .) impacted by an organization title
    change require a PAR and submission of a position description, and
    DOE cover sheet, to Personnel Services. Personnel Services staff
    will process appropriate personnel actions of all affected
    employees.

4.  If a name change involves a change in the geographic location of an
    organization, contact the Manager, Asset Management (BES), to
    determine whether a Work Order crosswalk is required.

> NOTE: IF A NAME CHANGE INVOLVES A CHANGE IN DUTY STATION, THEN PRIOR
> LABOR RELATIONS NOTIFICATION IS REQUIRED
>
> D. **Reorganization/Organization Name Change Implementation:**

# Using the attached Checklist (Appendix A, Attachment 1) as a guide, provide affected organizations advance notice of the impending changes. This will better allow them to respond timely when the change is approved. Please initial and indicate the date notified so that the coordinator knows that they are aware of the pending actions.

1.  Approved reorganizations and/or organization name changes will
    become effective on the first date of a quarter, as agreed upon by
    the Staff Manager(s) and the Manager, Personnel Services. Typically,
    this is no earlier than approximately 30 days after receipt of the
    signed package, to allow for sufficient time to ensure completion of
    actions to update the Business Enterprise Systems, as well as other
    support systems. Preparation and submittal of all change-related
    personnel information to Personnel Services and Work Order data to
    the BES is the

> responsibility of the Staff Manager and will be submitted with the
> reorganization/organization name change proposal.

Godfrey C. Beckett

Manager, Human Resources, Diversity and EEO

Personnel Letter 250-4

**Appendix A -- GUIDELINES FOR PREPARATION AND SUBMITTAL**

**OF ORGANIZATION CHANGE PROPOSALS**

**Updated 07/2005**

**OVERVIEW**

When an organization decides that its current structure needs to be
changed, new organization codes must be assigned and employees moved
(whether on paper, in enterprise and other automated systems, and/or
physically) from the old to the new. Many organizations that perform
services for these employees need to know where they are in order to
effectively support them. If employees move, the support units need to
be involved in the planning and implementation. This guidance has been
developed to clarify the process in order to make it go smoothly.

# **CHRONOLOGY** {#chronology .unnumbered}

The Personnel Services' Acquiring and Positioning (A&P) staff is
management's partner, working in conjunction with the assigned
Administrative Specialist, in accomplishing reorganizations. As
management begins to consider a reorganization, no matter how big or how
small, management's Administrative Specialist contacts the Client
Service Representative (CSR) to inform and, if applicable, request
assistance in developing and processing a reorganization package. In
addition, if the reorganization will impact cross-organizations, the
Administrative Specialist will inform the impacted cross-organization
Administrative Specialist of the proposed action to be taken.

As organizations begin to discuss reorganizations with their assigned
CSR, the possible reorganization will be listed on the A&P
Organizational Change Log. The log will be shared with the Business
Enterprise Systems (BES) Group (Financial, HRmis, and Asset Management
Systems Managers) to keep them informed regarding pending reorganization
packages. The notes in the log will include the proposed effective date
and status of reorganization as it moves through the process.

**ACTION ITEMS**

**Step 1: Description of Proposed Organizational Change *(completed by
Administrative Specialist prior to Organization Change Meeting
discussion).* The following information is required before a proposal
can move to the next step.**

Description of proposed change(s). A narrative description and
crosswalks will be developed that contain information that specifically
explains and identifies:

-   What organization(s) will be affected

-   How the changes will affect reporting relationships

-   What positions will be either eliminated or added

-   Any other substantive changes or explanations

-   Old and new organization charts

-   Crosswalks (Organization, Employee, Temporary Assignment,
    Non-Employee, Work Order)

-   Employee Change Notices (ECNs) for each affected BPA and
    non-government employee (NOTE: This action will be identified in the
    proposed action as a process step but will not be initiated until
    the reorganization has been approved and finalized. Upon
    finalization, the ECNs will be initiated electronically in
    accordance with current processing procedures.)

-   Documentation required but not mentioned above

**Step 2: Notify Affected Organizations (*completed by Personnel
Services' CSR)***

When contacted by the Administrative Specialist, the CSR will arrange a
meeting to discuss the proposed reorganization (as previously prepared
by the Administrative Specialist) with impacted organizations, inviting
Administrative Specialist(s) of other organization(s) when the proposed
request impacts cross-organization(s).

The meeting attendees will include those identified in the Organization
Change Letter (See Appendix A, Attachment 10) as well as other
individuals identified by the Administrative Specialist. Not all
attendees identified in Attachment A will be [required]{.underline} to
attend, however, a representative for each interest who is authorized to
concur with the conditions of the proposed reorganization and the
effective date should be present.

The Administrative Specialist will facilitate the meeting in order to
complete the attached Organization Change Checklist (Appendix A,
Attachment 1). The completion of this checklist will document
organization concurrence with the proposed effective date and agreed
upon conditions surrounding the proposed reorganization. The CSR will
assist the Administrative Specialist during the meeting to assure this
information is accurately identified and obtained as applicable. A
standard meeting agenda has been developed to streamline this process
and is attached as Appendix A, Attachment 9\--Organization Change
Agenda.

This method of discussion will give affected organizations advance
notice of the impending changes and will better allow them to respond
timely when the change is approved. A complete copy of the proposed
reorganization will also be made available to all attendees during the
discussion. The checklist (Appendix A, Attachment 1), when completed,
will then serve as a verification tool to Approval Official(s) that all
action items were discussed and agreed upon, and an effective date was
determined.

A copy of the Organization Change Workflow Process Guide is attached as
Appendix A, Attachment 3. This guide outlines the process steps to be
taken by organizations when initiating a reorganization request.

**Step 3: Upon conclusion of the reorganization discussion meeting, the
Administrative Specialist will finalize the proposed Reorganization
package, obtain applicable approvals (Signatures and Approvals,
Attachment 2), and submit to the appropriate Personnel Services CSR.**
When cross-organization changes are impacted, the Administrative
Specialist will obtain signature(s) from applicable approving officials.

The CSR will then assume complete responsibility for implementation of
the reorganization package by obtaining the Labor Relations staff and
then Manager, A&P concurrence, respectively. The order of these actions
and approximate completion times are described below. Please remember
that this is a linear process; all times indicated are added to each
other to represent the full time period required (see Appendix A,
Attachment 3 regarding specific workflow processes).

**[Bargaining unit review]{.underline}**\--Prior to implementation, all
organizational change proposals are submitted by the CSR, through Labor
Relations staff, to the appropriate bargaining unit(s) if they could
involve changes in employees' working conditions. In general, once
notified by the Labor Relations staff, the bargaining units have 21 days
to review reorganization proposals and submit any counterproposals.

When approvals are complete, the CSR will contact the Administrative
Specialist if [final]{.underline} crosswalk(s) and/or any other changes
to the reorganization package are required.

**[Effective date]{.underline}**\--The effective date will be verified
as identified on the Organization Change Checklist (Appendix A,
Attachment 1) as discussed during the reorganization meeting. Any
changes must be coordinated with the Personnel Services' Processing
Group, the BES team, Financial Operations and staff management. [A date
cannot be changed without this coordination]{.underline}.
Reorganizations will be effective the last pay period of a quarter,
unless the last day of the pay period is the last day of the month, in
which case the reorganization will be effective the first day of the new
quarter. Exceptions to this effective date policy will be rare and must
be approved by the Manager, Personnel Services, after coordination with
Financial Operations.

The CSR prepares and distributes memos to DOE (original hardcopy and
email) and all affected organizations within BPA via email. Although BPA
does not need DOE approval, we normally allow them enough time to review
the documentation and, if necessary, notify BPA of any concern they may
have prior to the effective date (allow approximately 2 weeks for this
process). All organizations impacted by the reorganization will receive
a copy of the memorandum and reorganization package via email. A
hardcopy of the memorandum and reorganization package will also be sent
to the Administrative Specialist and the HRmis team. The original
reorganization package, with a copy of the memorandum, will be
maintained in A&P files.

**Personnel Letter 250-4**

**Appendix A, Attachment 1\--ORGANIZATION CHANGE CHECKLIST**

**[INTRODUCTION]{.underline}**: In accordance with PL 250-4,
Organization Changes, action items impacting an organization change will
be reviewed/discussed by designated organization representatives, or
alternate, at organization change meetings. During the meeting, a
proposed effective date will also be agreed upon and annotated. This
checklist will be included as part of the organization change package,
serving as verification to approval officials that all components
affecting the organization change have been addressed.

**[INSTRUCTION]{.underline}**: The ORG REP (organization
representative), or authorized alternate, will initial and date beside
the designated ORGANIZATION to certify that components affecting the
organization have been addressed as well as concurrence with the
proposed effective date. If there is no impact to the organization
(example: when the changes don't include moving people or workspaces,
space management does not need notification), indicate NI (no impact) in
COMMENTS. The COMMENTS column can also be used to address other
issues/concerns.

+-------------------------+--------+------+---------------------------+
| **PROPOSED**            |        |      |                           |
|                         |        |      |                           |
| **EFFECTIVE DATE:**     |        |      |                           |
+-------------------------+--------+------+---------------------------+
| **PROPOSED**            |        |      |                           |
|                         |        |      |                           |
| **ORGANIZATION TITLE:** |        |      |                           |
+-------------------------+--------+------+---------------------------+
| **PROPOSED**            |        |      |                           |
|                         |        |      |                           |
| **ORGANIZATION          |        |      |                           |
| DEPTID:**               |        |      |                           |
+-------------------------+--------+------+---------------------------+
| **FACILITATED BY**      |        |      |                           |
|                         |        |      |                           |
| **(NAME/TITLE):**       |        |      |                           |
+-------------------------+--------+------+---------------------------+
| **ORGANIZATION**        | **ORG  | **DA | **COMMENTS**              |
|                         | REP    | TE** |                           |
|                         | INIT   |      |                           |
|                         | IALS** |      |                           |
+-------------------------+--------+------+---------------------------+
| **Acquiring and         |        |      |                           |
| Positioning (CHP)**     |        |      |                           |
+-------------------------+--------+------+---------------------------+
| **Space Management      |        |      |                           |
| (CGD)**                 |        |      |                           |
+-------------------------+--------+------+---------------------------+
| **Mail Services (CGM)** |        |      |                           |
+-------------------------+--------+------+---------------------------+
| **VISA Purchase Card    |        |      |                           |
| (CK)**                  |        |      |                           |
+-------------------------+--------+------+---------------------------+
| **Network Operations    |        |      |                           |
| (JHN)**                 |        |      |                           |
+-------------------------+--------+------+---------------------------+
| **Asset Management      |        |      |                           |
| (JSD)**                 |        |      |                           |
+-------------------------+--------+------+---------------------------+
| **Enterprise            |        |      |                           |
| Applications (JSH)**    |        |      |                           |
+-------------------------+--------+------+---------------------------+
| **Chief Compliance      |        |      |                           |
| Officer (K)**           |        |      |                           |
+-------------------------+--------+------+---------------------------+
| **Financial Forecasting |        |      |                           |
| and Budget (KFF)**      |        |      |                           |
+-------------------------+--------+------+---------------------------+
| **Time & Labor (KFRD)** |        |      |                           |
+-------------------------+--------+------+---------------------------+
| **Accounting Operations |        |      |                           |
| (KFRO)**                |        |      |                           |
+-------------------------+--------+------+---------------------------+
| **Managerial Accounting |        |      |                           |
| (KFRM)**                |        |      |                           |
+-------------------------+--------+------+---------------------------+

**Personnel Letter 250-4**

**Appendix A, Attachment 2\--SIGNATURES AND APPROVALS**

Approvals from the following individuals must be indicated at the time
their respective reviews are complete. They are arranged in
chronological order. \*Use when Tier II Vice President
signature/approval is required for subordinate organization change
proposals.

+-----------------------+-----------------------------------+----------+
| **APPROVAL            | **SIGNATURE**                     | **DATE** |
| OFFICIALS**           |                                   |          |
+-----------------------+-----------------------------------+----------+
| **Business Line Staff |                                   |          |
| Manager**             |                                   |          |
+-----------------------+-----------------------------------+----------+
| ***(If inter-BL)***   |                                   |          |
|                       |                                   |          |
| **Business Line 2     |                                   |          |
| Staff Manager**       |                                   |          |
+-----------------------+-----------------------------------+----------+
| **Business Line**     |                                   |          |
|                       |                                   |          |
| **Vice President (if  |                                   |          |
| applicable)\***       |                                   |          |
+-----------------------+-----------------------------------+----------+
| **(If inter-BL)**     |                                   |          |
|                       |                                   |          |
| **Business Line 2**   |                                   |          |
|                       |                                   |          |
| **Vice President (if  |                                   |          |
| applicable)\***       |                                   |          |
+-----------------------+-----------------------------------+----------+
| **Business Line**     |                                   |          |
|                       |                                   |          |
| **Senior Vice         |                                   |          |
| President**           |                                   |          |
+-----------------------+-----------------------------------+----------+
| ***(If inter-BL)***   |                                   |          |
|                       |                                   |          |
| **Business Line 2**   |                                   |          |
|                       |                                   |          |
| **Senior Vice         |                                   |          |
| President**           |                                   |          |
+-----------------------+-----------------------------------+----------+
| **([Only]{.underline} |                                   |          |
| if crosses BL or      |                                   |          |
| SES)**                |                                   |          |
|                       |                                   |          |
| **Chief Operating     |                                   |          |
| Officer**             |                                   |          |
+-----------------------+-----------------------------------+----------+
| **Manager, Labor      |                                   |          |
| Relations**           |                                   |          |
+-----------------------+-----------------------------------+----------+
| **(Personnel          |                                   |          |
| Services)**           |                                   |          |
|                       |                                   |          |
| **Manager,**          |                                   |          |
|                       |                                   |          |
| **Acquiring &         |                                   |          |
| Positioning**         |                                   |          |
+-----------------------+-----------------------------------+----------+

**Personnel Letter 250-4**

**Appendix A, Attachment 3\--ORGANIZATION CHANGE WORKFLOW PROCESS
GUIDE**

+--------------------+-------------------------------------------------+
| Roles/             | Action                                          |
|                    |                                                 |
| Responsibilities/  |                                                 |
|                    |                                                 |
| Timeline           |                                                 |
+====================+=================================================+
| **Administrative   | 1)  Advise Client Services Representative (CSR) |
| Specialist**       |     as soon as possible of pending              |
|                    |     reorganization. (CSR will schedule the      |
| Completed packages |     Reorganization meeting to coordinate the    |
| requiring union    |     proposed change with other impacted         |
| review must be     |     Business Lines or functions, including the  |
| received by the    |     BES Group, the CFO's office (Accounting     |
| CSR 6-8 weeks      |     Operations and Financial Forecasting, and   |
| before the planned |     Budget), and Personnel Services' Acquiring  |
| effective date.    |     and Positioning (Government employee        |
|                    |     processing), and Employee Services          |
| *Effective dates   |     (non-Government employee processing).       |
| are quarterly; the |                                                 |
| last pay period of | 2)  Identify the Organization Name and DeptID.  |
| a quarter, unless  |                                                 |
| the last day of    | *[NOT]{.underline}* [*NOTE:*]{.underline}       |
| the pay period is  | Coordinate directly with Managerial Accounting  |
| the last day of    | (Marsha Ard -- KFRM) in the early stages of the |
| the month in which | process on any discussion impacting Dept IDs    |
| case the           | and codes. Specific requirements included in    |
| reorganization     | Appendix A, Attachment 4---Organization Code    |
| will be effective  | Crosswalk.                                      |
| the first day of   |                                                 |
| the new quarter.*  | 3)  Review the current Personal Property        |
|                    |     (Sunflower) List and insure that all        |
| *Financial dates   |     organizations have personal property        |
| are the beginning  |     custodians.                                 |
| of each quarter:*  |                                                 |
|                    | 4)  Develop the Reorganization Package in       |
| *October 1^st^,    |     accordance with PL 250-4, VIII, A).         |
| January 1^st^,     |     Reorganization Packages must include:       |
| April 1^st^, July  |                                                 |
| 1^st^.*            | -   A brief description of the proposed change  |
|                    |     (Appendix A)                                |
|                    |                                                 |
|                    | -   Existing and proposed organization charts   |
|                    |                                                 |
|                    | -   Existing and proposed functional statements |
|                    |                                                 |
|                    | -   Organization code crosswalk (PL250-4,       |
|                    |     Appendix A, Att. 4)                         |
|                    |                                                 |
|                    | -   Crosswalk of existing and proposed          |
|                    |     government employee positions (PL250-4,     |
|                    |     Appendix A, Att. 5)                         |
|                    |                                                 |
|                    | -   Crosswalk of temporary assignment employees |
|                    |     (PL 250-4, Appendix A, Att. 6)              |
|                    |                                                 |
|                    | ```{=html}                                      |
|                    | <!-- -->                                        |
|                    | ```                                             |
|                    | -   Crosswalk of non-government employees (PL   |
|                    |     250-4, Appendix A, Att. 7)                  |
|                    |                                                 |
|                    | -   Work Order crosswalk (PL 250-4, Appendix A, |
|                    |     Att. 8)                                     |
|                    |                                                 |
|                    | -   Position descriptions and signed            |
|                    |     coversheets for all new proposed positions  |
|                    |     to be classified as part of the             |
|                    |     reorganization proposal. Enter HRMIS        |
|                    |     requisition for position review (using Job  |
|                    |     Code J11111.)                               |
|                    |                                                 |
|                    | *[NOTE]{.underline}*: Include Client Services   |
|                    | Representative (CSR) in any discussion          |
|                    | impacting position management and position      |
|                    | classification (new/changing position           |
|                    | description).                                   |
|                    |                                                 |
|                    | -   A completed Signature and Approval page     |
|                    |     (excluding Mgr, Labor Relations and Mgr,    |
|                    |     A&P.) (PL 250-4, Appendix A, Att. 2)        |
|                    |                                                 |
|                    | 5)  Send hard copy [complete]{.underline}       |
|                    |     initial package (which includes all         |
|                    |     elements of #5 above) to the assigned CSR.  |
|                    |                                                 |
|                    | *[NOTE]{.underline}*: Also EMAIL complete       |
|                    | package, including new/changing position        |
|                    | descriptions to CSR. Electronic documents must  |
|                    | be submitted using generally accepted Microsoft |
|                    | programs (Word, Excel, and PowerPoint). Do not  |
|                    | use Visio or other programs not readily         |
|                    | accessible by all employees.                    |
|                    |                                                 |
|                    | 6)  Management may informally communicate the   |
|                    |     proposed reorganization plan, including the |
|                    |     planned establishment or abolition of       |
|                    |     organization codes, and effective dates to  |
|                    |     all impacted employees and managers. Ensure |
|                    |     employees are advised that the              |
|                    |     reorganization is pending Union review and  |
|                    |     approval.                                   |
|                    |                                                 |
|                    | *[NOTE]{.underline}*: Invite the Union to       |
|                    | meetings via Labor Relations.                   |
+--------------------+-------------------------------------------------+
| **Client Services  | 1)  Coordinate with Administrative Specialist   |
| Representative     |     to schedule the Reorganization meeting as   |
| (CSR)**            |     soon as possible to coordinate the proposed |
|                    |     change with other impacted Business Lines   |
| Within 24 hours of |     or functions, including the BES Group, the  |
| receipt of reorg   |     CFO's office (Accounting Operations and     |
| package            |     Financial Forecasting, and Budget), and     |
|                    |     Personnel Services' Acquiring and           |
|                    |     Positioning (Government employee            |
|                    |     processing), and Employee Services          |
|                    |     (non-Government employee processing).       |
|                    |                                                 |
|                    | [Upon receipt of complete initial draft         |
|                    | Reorganization package from                     |
|                    | Client]{.underline}:                            |
|                    |                                                 |
|                    | 2)  Make entry into the applicable A&P          |
|                    |     Organization Change Log updating log        |
|                    |     "action/remarks" throughout process         |
|                    |     concerning status of reorganization         |
|                    |     package. Log entries will include proposed  |
|                    |     effective date and status of                |
|                    |     reorganization.                             |
|                    |                                                 |
|                    | *[NOTE]{.underline}*: The A&P Organization      |
|                    | Change Log will be updated and the BES Group    |
|                    | advised at each stage of the process: Send an   |
|                    | EMAIL advisory update to the BES Group          |
|                    | Financials, (Pat Blanco -- JSH), HRMIS, (Yvette |
|                    | Gill -- JSH), Managerial Accounting, (Marsha    |
|                    | Ard -- KFRM), and Disbursement Operations,      |
|                    | (Mike Caldwell - KFRD) as changes occur.        |
|                    |                                                 |
|                    | 3)  Review package to assure conformance with   |
|                    |     PL 250-4. Ensure that crosswalks are        |
|                    |     described appropriately and that position   |
|                    |     descriptions (when applicable) with signed  |
|                    |     coversheets for new positions and           |
|                    |     reassignment actions are attached.          |
|                    |                                                 |
|                    | *[NOTE]{.underline}*: CSR will contact          |
|                    | Administrative Specialist when reorganization   |
|                    | package is incomplete or requested EMAIL        |
|                    | information has not been received.              |
|                    |                                                 |
|                    | 4)  Send Reorganization meeting attendees       |
|                    |     electronic copies of the Reorganization     |
|                    |     Package in advance of the meeting to allow  |
|                    |     time for review.                            |
|                    |                                                 |
|                    | *[NOTE:]{.underline}* Do not attach documents   |
|                    | to the Outlook calendar invitation (which can   |
|                    | be reviewed by anyone with access to the        |
|                    | calendar); send documents as a secure EMAIL.    |
|                    |                                                 |
|                    | 5)  Reorganization Meeting\--The Administrative |
|                    |     Specialist is responsible for conducting    |
|                    |     the Reorganization Meeting; the CSR         |
|                    |     provides a support and advisory role only.  |
|                    |     It is assumed that meeting invitees who do  |
|                    |     not attend are in full concurrence with the |
|                    |     Reorganization package and the              |
|                    |     Administrative Specialist does not need to  |
|                    |     obtain approval initials for non-attendees. |
|                    |                                                 |
|                    | 6)  Establish pending file in W: Drive and      |
|                    |     maintain copy of submitted reorganization   |
|                    |     package and position descriptions.          |
|                    |                                                 |
|                    | *[NOTE]{.underline}*: Related information will  |
|                    | be maintained/filed throughout the              |
|                    | review/approval process.                        |
|                    |                                                 |
|                    | 7)  Forward final complete package (excluding   |
|                    |     position description information) to Labor  |
|                    |     Management (Karen Rosenow--CE) for          |
|                    |     coordination of union review process.       |
|                    |                                                 |
|                    | 8)  Coordinate classification review of         |
|                    |     submitted position descriptions for new     |
|                    |     and/or changing positions (reassignments)   |
|                    |     described in organization chart and/or      |
|                    |     crosswalk. Communicate with Client and/or   |
|                    |     Administrative Specialist when changes to   |
|                    |     title, series, and/or grade may be          |
|                    |     impacted.                                   |
|                    |                                                 |
|                    | *[NOTE]{.underline}*: Organization Charts,      |
|                    | crosswalks, etc., may require modification      |
|                    | based on the classification review before       |
|                    | submitting to Labor Relations.                  |
+--------------------+-------------------------------------------------+
| Labor Relations    | 1)  Forward reorganization package to union     |
|                    |     representative for review. Notify           |
| *21 day union      |     Administrative Specialist and CSR via EMAIL |
| review required*   |     of timeframe for review.                    |
|                    |                                                 |
|                    | 2)  Notify Administrative Specialist and CSR    |
|                    |     via EMAIL when Union review is complete.    |
|                    |     Return original reorganization package with |
|                    |     Manager, Labor Relations, concurrence       |
|                    |     signature to CSR.                           |
|                    |                                                 |
|                    | *[NOTE]{.underline}*: Notify CSR of any changes |
|                    | negotiated as applicable.                       |
+--------------------+-------------------------------------------------+
| Client Services    | 1)  CSR prepares final Organization Change      |
| Representative     |     letter for A&P Manager's signature.         |
| (CSR)              |                                                 |
|                    | *[NOTE]{.underline}*: CSRs are [always to use   |
| *Within 24 hours   | the Organization Change letter maintained in    |
| of receipt from    | the W:Drive]{.underline}. The "cc" distribution |
| Labor Mgmt group*  | list will be updated regularly.                 |
|                    |                                                 |
|                    | [Distribution of Organization Change            |
|                    | Letter]{.underline}:                            |
|                    |                                                 |
|                    | -   Send an electronic copy of the final        |
|                    |     Organization Change letter, reorganization  |
|                    |     package ([excluding]{.underline} position   |
|                    |     descriptions), and an electronic copy       |
|                    |     (scanned .pdf) of the Signatures and        |
|                    |     Approvals page to all "cc" recipients via   |
|                    |     EMAIL.                                      |
|                    |                                                 |
|                    | *[NOTE]{.underline}*: A "sample EMAIL           |
|                    | transmittal" format is maintained in the        |
|                    | W:Drive.                                        |
|                    |                                                 |
|                    | -   Mail the ORIGINAL letter and one COPY of    |
|                    |     the reorganization package                  |
|                    |     ([excluding]{.underline} position           |
|                    |     descriptions) to DOE: Michele Inge-Farmer   |
|                    |     at the Department of Energy, Office of      |
|                    |     Human Capital Management, HCM Strategic     |
|                    |     Planning and Vision (ME-51), 1000           |
|                    |     Independence Ave, S.W., Washington, DC      |
|                    |     20585                                       |
|                    |                                                 |
|                    | -   Distribute a hard copy of the signed letter |
|                    |     and reorganization package (excluding       |
|                    |     position descriptions) to JSH-3             |
|                    |     representative and applicable               |
|                    |     Administrative Specialist.                  |
|                    |                                                 |
|                    | -   File a COPY of signed letter with the       |
|                    |     ORIGINAL reorganization package (containing |
|                    |     original approval signatures) in A&P files. |
|                    |     Complete classification review of impacted  |
|                    |     positions.                                  |
|                    |                                                 |
|                    | *[NOTE]{.underline}*: Assure all position       |
|                    | descriptions submitted for new, vacant          |
|                    | positions as well as reassignment actions are   |
|                    | classified. Newly classified Position           |
|                    | Descriptions for vacant positions will be       |
|                    | posted to the PD Library in accordance with     |
|                    | established procedures.                         |
|                    |                                                 |
|                    | 2)  When final DOE approval is received,        |
|                    |     forward an electronic copy to all "cc"      |
|                    |     parties.                                    |
|                    |                                                 |
|                    | *[NOTE]{.underline}*: Advise HRMIS Team         |
|                    | designee of any changes to "DeptID Manager"     |
|                    | listing or change in organization title         |
|                    | description.                                    |
+--------------------+-------------------------------------------------+
| **HRMIS Team       | 1)  Advises CSR of required HRMIS work via the  |
| Designee**         |     Reorganization Task List which designates   |
|                    |     HRMIS implementation timelines.             |
| *Within 24 hours   |                                                 |
| of receipt from    | 2)  Sends E-MAIL notification when the system   |
| CSR*               |     has been updated.                           |
|                    |                                                 |
|                    | *[NOTE]{.underline}*: CSR HRMIS work cannot be  |
|                    | completed until the approved organization       |
|                    | structure has been initiated/updated in HRMIS.  |
|                    |                                                 |
|                    | -   [Realignment Actions]{.underline}: In most  |
|                    |     instances a mass change can be completed    |
|                    |     for "realignment actions" by the HRMIS Team |
|                    |     designee, however, there are some instances |
|                    |     when the CSR will need to manually complete |
|                    |     these HRMIS actions via individual PARs.    |
|                    |                                                 |
|                    | *[NOTE]{.underline}*: The HRMIS codes are DTA,  |
|                    | REA (action, reason codes). The HRMIS tracking  |
|                    | remarks should reflect "Reorganization          |
|                    | change/realignment."                            |
|                    |                                                 |
|                    | *[NOTE]{.underline}*: Realignment actions will  |
|                    | also need to be completed for all positions     |
|                    | within an organization when the organization    |
|                    | name changes, but the Dept ID remains the same. |
|                    |                                                 |
|                    | -   [Reassignment Actions]{.underline}: The CSR |
|                    |     will enter all "reassignment actions" into  |
|                    |     HRMIS manually when classifying the         |
|                    |     position.                                   |
|                    |                                                 |
|                    | *[NOTE]{.underline}*: The HRMIS codes are XFR,  |
|                    | REA (action, reason codes). The HRMIS tracking  |
|                    | remarks should reflect "Reorganization          |
|                    | change/reassignment."                           |
+--------------------+-------------------------------------------------+
| Client Services    | 1)  Completes work in HRMIS (both Position and  |
| Representative     |     PAR) and forwards to Processing Group for   |
| (CSR)              |     completion with hard copies of newly        |
|                    |     classified position descriptions (when      |
|                    |     applicable). (Validate that employee        |
|                    |     "Reports To" is correct.)                   |
|                    |                                                 |
|                    | 2)  Post new Position Descriptions to the PD    |
|                    |     Library accordingly.                        |
|                    |                                                 |
|                    | *[NOTE]{.underline}*: Actions impacting         |
|                    | employees on detail/temporary promotion will be |
|                    | processed as realignment or reassignment        |
|                    | actions in HRMIS (as applicable). It is         |
|                    | imperative that the "tracking" remarks reflect  |
|                    | Reorganization change/type of action. The CSR   |
|                    | will coordinate with the Processing Group       |
|                    | designee on these actions to assure that the    |
|                    | appropriate remarks can be included on SF-50    |
|                    | actions to identify that a reorganization       |
|                    | action has been taken.                          |
+--------------------+-------------------------------------------------+
| Processing Group   | Completes HRMIS action.                         |
+--------------------+-------------------------------------------------+
| Administrative     | Completes all required forms (e.g., Employee    |
| Specialist         | Change Notice, Time and Labor Forms, BARS,      |
|                    | etc.)                                           |
+--------------------+-------------------------------------------------+

**Personnel Letter 250-4**

**Appendix A, Attachment 4\--ORGANIZATION CODE CROSSWALK**

An Organization Code Crosswalk must be completed so that every change in
the organization is described (added, changed, deleted) in the
appropriate manner. Here is an example in which a new organization was
established and a cross-business line department was discontinued.

Refer to the Organization Code (Department ID) Table below for specific
department ID activation/ inactivation requirements.

+------+---------+-------+-----+----+--------+------------+---------+
| **   | **Organ | **New | **  | *  | **Dept | **Default  | **Super |
| Acti | ization | Org   | Org | *N | ID     | Work       | visor** |
| on** | Name**  | N     | Cod | ew | Hie    | Orde       |         |
|      |         | ame** | e** | O  | rarchy | r/Task/ABM |         |
|      |         |       |     | rg | (      | for Time   |         |
|      |         |       |     | Co | Financ | Entry \*** |         |
|      |         |       |     | de | ial)** |            |         |
|      |         |       |     | ** |        |            |         |
+------+---------+-------+-----+----+--------+------------+---------+
| In   | Supply  |       | TR  |    |        |            |         |
| acti | S       |       |     |    |        |            |         |
| vate | ervices |       |     |    |        |            |         |
+------+---------+-------+-----+----+--------+------------+---------+
| In   | Verif   |       | TSV |    |        |            |         |
| acti | ication |       |     |    |        |            |         |
| vate | Re      |       |     |    |        |            |         |
|      | sources |       |     |    |        |            |         |
+------+---------+-------+-----+----+--------+------------+---------+
|      |         |       |     |    |        |            |         |
+------+---------+-------+-----+----+--------+------------+---------+
| New  | Supply  |       |     | TS |        | 00         | Jones,  |
|      | S       |       |     |    |        | 001234/01/ | Jane R  |
|      | ervices |       |     |    |        |            |         |
|      |         |       |     |    |        | LUAA       |         |
+------+---------+-------+-----+----+--------+------------+---------+
| New  | Supply  |       |     | T  |        | 00         | David,  |
|      | S       |       |     | SB |        | 003456/01/ | Larry D |
|      | ervices |       |     |    |        |            |         |
|      | --      |       |     |    |        | LUAA       |         |
|      | Field   |       |     |    |        |            |         |
+------+---------+-------+-----+----+--------+------------+---------+
|      |         |       |     |    |        |            |         |
+------+---------+-------+-----+----+--------+------------+---------+
| New  | Info    |       |     | TI |        | 12         | Carter, |
|      | rmation |       |     |    |        | 345678/01/ | Lynda M |
|      | Tec     |       |     |    |        |            |         |
|      | hnology |       |     |    |        | LTAA       |         |
+------+---------+-------+-----+----+--------+------------+---------+
| New  | Te      |       |     | T  |        | 01         | Curtis, |
|      | chnical |       |     | IT |        | 122334/01/ | Ken P   |
|      | Testing |       |     |    |        |            |         |
|      |         |       |     |    |        | LTBE       |         |
+------+---------+-------+-----+----+--------+------------+---------+
|      |         |       |     |    |        |            |         |
+------+---------+-------+-----+----+--------+------------+---------+
| Re   | S       | Sof   | T   |    |        | 00         | Smith,  |
| name | oftware | tware | LIS |    |        | 234567/01/ | Tom R   |
|      | Design  | E     |     |    |        |            |         |
|      |         | ngine |     |    |        | LTBC       |         |
|      |         | ering |     |    |        |            |         |
+------+---------+-------+-----+----+--------+------------+---------+
| Re   | Log     | Logro | TL  |    |        | 00         | Wilson, |
| name | rolling | lling |     |    |        | 045678/01/ | Joyce   |
|      | S       | Impl  |     |    |        |            |         |
|      | ervices | ement |     |    |        | LTLA       |         |
|      |         | ation |     |    |        |            |         |
|      |         | Ser   |     |    |        |            |         |
|      |         | vices |     |    |        |            |         |
+------+---------+-------+-----+----+--------+------------+---------+
| Re   | Support | []{.  | TB  |    |        | 001089     | Rogers, |
| acti | S       | mark} |     |    |        | 61/01/LTBE | Roy R   |
| vate | ervices |       |     |    |        |            |         |
+------+---------+-------+-----+----+--------+------------+---------+

**\*** *Use an old work order as default or create a new work order with
an old organization code.*

*Point of contact for "Default Work Order/Task/ABM for Time Entry" is
Pat Blanco, JSH-3.*

**ORganization Code (Department ID) TABLE Instructions:**

The Organization Code (Department ID) Tables contain required
information used in the Business Enterprise System (HRmis, Financials,
Asset Management, and Sunflower). When an organizational change is
processed, data in these systems must be updated. This data provides
source information to other BPA systems. Information is also forwarded
to DOE to update agency organization coding in the departmental system.
The following are sample entries for the most common types of changes.
Please follow the example that best matches your needs.

-   New -- the addition of a new organization code

-   Rename -- a change to the name of an organization, with no change to
    the organization code

-   Inactivate -- organization code is no longer being used

-   Reactivate -- reactivating organization code, approval obtained from
    Finance

Organization names must not include trademark-protected information
(e.g., PeopleSoft Business Unit).

These guidelines should be followed when proposing new organizations:

-   Organization names (DeptID Descriptions) cannot be longer than 30
    characters.

-   The DeptID is a one to four character alpha code.

-   The DeptID for "people" departments cannot include the letter X or a
    Z in any position. The letter "A" cannot be used in an organization
    code anywhere but in the first place (i.e., AC is a valid org code;
    CA is not).

-   Departments will be mapped to "trees" in both the HR and Financial
    systems. To facilitate summary level reporting, the DeptID should be
    assigned in a manner that reflects the Department levels (i.e., Tier
    I, Tier II). For example, all departments in the Power Tier I have a
    first character of "P", all Power Generation departments have the
    first two characters of "PG".

-   Organization names (DeptID Descriptions) should be descriptive
    enough to stand on their own. For example, the DeptID description
    for Information Resources Strategic Planning should be "IR Strategic
    Planning", not a more generic "Strategic Planning".

-   A DeptID cannot be reused within a 5-year timeframe. A DeptID cannot
    be updated with a new description within a fiscal year unless the
    new description is valid for the entire year.

-   For DeptIDs that are being inactivated, Accounting Operations needs
    at least 3 weeks notification before the code can be set to
    inactivate.

For additional information: BES Portal
(<http://bpaweb.bpa.gov/services/BESPortal/> - Chartfield Business Rules
-- Department ID).

**Personnel Letter 250-4**

**Appendix A, Attachment 5\--EMPLOYEE CROSSWALK**

Actions will be processed as realignments, unless the Reassignment
column is checked. Realignment actions do not require a new position
description. Existing position description coversheets and position
descriptions will be modified to identify the updated position structure
(e.g., new organization title, etc.). The PD library will be updated
accordingly for position descriptions through full performance level
(FPL).

All reassignment actions require initiation of a HRmis PAR action and
position descriptions with signed coversheets describing new duties
and/or responsibilities. The new position description and coversheet
will be included in the PD Library. Position descriptions through FPL
should be included.

> An Employee Crosswalk must be completed to account for
> [every]{.underline} [employee]{.underline} affected by the
> reorganization.
>
> Changes to staff that occur during the approval process may require
> that Administrative Specialist/Client Service Representative update
> the crosswalk.

+------+-------+----------+----+---+-------+------+--------+-------+
| **H  | **    | **Name** | *  | * | **    | *    | **Duty | **Sup |
| Rmis | Logon |          | *O | * | HRmis | *Rea | Sta    | vr.** |
| ID** | ID**  |          | ld | N | P     | ssig | tion** |       |
|      |       |          | O  | e | os#** | n-me |        | **Pos |
|      |       |          | rg | w |       | nt** | **     | ition |
|      |       |          | ** | O |       |      | Change | \#**  |
|      |       |          |    | r |       |      | to:**  |       |
|      |       |          |    | g |       |      |        |       |
|      |       |          |    | * |       |      |        |       |
|      |       |          |    | * |       |      |        |       |
+------+-------+----------+----+---+-------+------+--------+-------+
| 000  | jj    | Jones,   | TR | T | 000   |      |        | 000   |
| 1234 | r1234 | Jane R   |    | S | 09876 |      |        | 03691 |
+------+-------+----------+----+---+-------+------+--------+-------+
| 000  | kr    | James,   | TR | T | 000   | X    | Po     | 000   |
| 4321 | j5678 | Kelly R  |    | S | 06789 |      | rtland | 09876 |
|      |       |          |    |   |       |      | OR     |       |
+------+-------+----------+----+---+-------+------+--------+-------+
| 000  | jn    | Klinger, | TR | T | 000   |      |        | 000   |
| 4321 | k1357 | J.       |    | S | 04911 |      |        | 09876 |
+------+-------+----------+----+---+-------+------+--------+-------+
| 000  | kn    | Kilgore, | TR | T | 000   |      |        | 000   |
| 4321 | m2468 | Mark     |    | S | 04922 |      |        | 09876 |
+------+-------+----------+----+---+-------+------+--------+-------+
| 000  | ln    | LeMore,  | TR | T | 000   |      |        | 000   |
| 4321 | m9876 | L.       | BC | S | 04933 |      |        | 09876 |
+------+-------+----------+----+---+-------+------+--------+-------+
|      |       |          |    |   |       |      |        |       |
+------+-------+----------+----+---+-------+------+--------+-------+
| 000  | ld    | David,   | TS | T | 000   |      |        | 000   |
| 3215 | d1234 | Larry D  |    | S | 03215 |      |        | 09876 |
|      |       |          |    | B |       |      |        |       |
+------+-------+----------+----+---+-------+------+--------+-------+
| 000  | sn    | LeFeete, | TR | T | 000   |      |        | 000   |
| 4321 | l2345 | S.       | BC | S | 04944 |      |        | 03215 |
|      |       |          |    | B |       |      |        |       |
+------+-------+----------+----+---+-------+------+--------+-------+
| 000  | jn    | Jingle,  | TR | T | 000   |      |        | 000   |
| 4321 | b7654 | B.       | BC | S | 04955 |      |        | 03215 |
|      |       |          |    | B |       |      |        |       |
+------+-------+----------+----+---+-------+------+--------+-------+
| 000  | jn    | Bellea,  | TR | T | 000   |      |        | 000   |
| 4321 | b4567 | J.       | BC | S | 04966 |      |        | 03215 |
|      |       |          |    | B |       |      |        |       |
+------+-------+----------+----+---+-------+------+--------+-------+
|      |       |          |    |   |       |      |        |       |
+------+-------+----------+----+---+-------+------+--------+-------+
| 000  | jn    | Wilson,  | TL | T | 000   |      |        | 000   |
| 0489 | w9182 | Joyce    |    | L | 01254 |      |        | 04789 |
+------+-------+----------+----+---+-------+------+--------+-------+
| 000  | sw    | Coop     | TL | T | 000   |      |        | 000   |
| 4787 | c8273 | er,Shaun |    | L | 04784 |      |        | 01254 |
|      |       | W        |    |   |       |      |        |       |
+------+-------+----------+----+---+-------+------+--------+-------+

**Personnel Letter 250-4**

**Appendix A, Attachment 6\--TEMPORARY ASSIGNMENT CROSSWALK**

Complete a separate crosswalk for positions currently on temporary
assignments (e.g., details and temporary promotions). The list should
only include employees who will not be returned to their permanent
positions of record prior to the reorganization and will remain on a
temporary assignment. Upon completion of the temporary assignment, the
employee will be returned to the permanent position of record in the new
organization.

NOTE: Include employees on temporary assignments outside the
organization to capture their new permanent position of record for their
return.

The SF-50, Notification of Personnel Action, remarks column, will be
annotated to reiterate the conditions of the temporary action and the
NTE date.

+-----+------+-------+-------+-------+-------+------+-------+-------+
| *   | **L  | **N   | *     | *     | **New | *    | **T   | *     |
| *HR | ogon | ame** | *Perm | *Temp | Temp  | *New | empor | *Temp |
| mis | ID** |       | anent | orary | orary | P    | ary** | orary |
| I   |      |       | Pos   | As    | Assig | erma |       | As    |
| D** |      |       | ition | signm | nment | nent | **    | signm |
|     |      |       | of    | ent** | Org   | Posi | HRmis | ent** |
|     |      |       | R     |       | C     | tion | P     |       |
|     |      |       | ecord | **Org | ode** | Org  | os#** | **Sup |
|     |      |       | Org   | C     |       | Co   |       | vr.** |
|     |      |       | C     | ode** |       | de** |       |       |
|     |      |       | ode** |       |       |      |       | **Pos |
|     |      |       |       |       |       |      |       | ition |
|     |      |       |       |       |       |      |       | \#**  |
+-----+------+-------+-------+-------+-------+------+-------+-------+
| 0   | jaj  | J     | TR    | TRF   | TSF   | TS   | 000   | 000   |
| 000 | 1111 | ones, |       |       |       |      | 09876 | 00010 |
| 001 |      | Jen   |       |       |       |      |       |       |
+-----+------+-------+-------+-------+-------+------+-------+-------+
| 0   | jtj  | J     | TR    | PQ    | PQ    | TS   | 000   | 000   |
| 000 | 2222 | ames, |       |       |       |      | 06789 | 00020 |
| 002 |      | John  |       |       |       |      |       |       |
+-----+------+-------+-------+-------+-------+------+-------+-------+
| 0   | mes  | S     | TRBC  | TRBA  | TSBA  | TSBC | 000   | 000   |
| 000 | 3333 | mith, |       |       |       |      | 04911 | 00030 |
| 003 |      | Mary  |       |       |       |      |       |       |
+-----+------+-------+-------+-------+-------+------+-------+-------+
| 0   | mdw  | Wi    | TRBC  | CL    | CL    | TSBC | 000   | 000   |
| 000 | 4444 | lson, |       |       |       |      | 04922 | 00040 |
| 004 |      | Tom   |       |       |       |      |       |       |
+-----+------+-------+-------+-------+-------+------+-------+-------+

**Personnel Letter 250-4**

**Appendix A, Attachment 7\--NON-GOVERNMENT EMPLOYEE CROSSWALK**

  ------- ------- ----------- ------ ------ ------------ --------- --------------
  HRmis   Logon   Name        Old    New    COTR/        Company   COTR/Reports
  ID      ID                  Org    Org    Reports To   Name      To Position \#
                                            Name                   

                                                                   
  ------- ------- ----------- ------ ------ ------------ --------- --------------

-   If there are no non-government employees impacted by the changes,
    please indicate "Not Applicable" and include in the package.

**Personnel Letter 250-4**

**Appendix A, Attachment 8\--WORK ORDER CROSSWALK**

A crosswalk table must be completed to change the Work Order (WO) cost
center. Changes will be made on the work order panels and supply chain
transactions in PassPort.

-   List active Work Orders, Work Order Task Number, and Work Order
    Title in the first and second columns.

-   List the old organization code or cost center of the work orders.

-   List the new organization code or cost center of the work order.

-   Complete the "Old Business Line" and "New Business Line" columns if
    the business line has changed.

Note: If a WO is being closed and reissued under the new organization or
cost center, it does not need to be entered onto this list.

+-------+------+---------------+--------+---------+---------+--------+
| WO    | WO   | WO Title      | Old    | Old     | New Org | New    |
| N     | Task |               | Org    | B       |         | Bu     |
| umber | Nu   |               |        | usiness | (Cost   | siness |
|       | mber |               | (Cost  | Line    | Center) | Line   |
|       |      |               | C      |         |         |        |
|       |      |               | enter) | (If     |         | (If    |
|       |      |               |        | b       |         | bu     |
|       |      |               |        | usiness |         | siness |
|       |      |               |        | line    |         | line   |
|       |      |               |        | has     |         | has    |
|       |      |               |        | c       |         | ch     |
|       |      |               |        | hanged) |         | anged) |
+-------+------+---------------+--------+---------+---------+--------+
|       |      |               |        |         |         |        |
+-------+------+---------------+--------+---------+---------+--------+
|       |      |               |        |         |         |        |
+-------+------+---------------+--------+---------+---------+--------+
|       |      |               |        |         |         |        |
+-------+------+---------------+--------+---------+---------+--------+
|       |      |               |        |         |         |        |
+-------+------+---------------+--------+---------+---------+--------+
|       |      |               |        |         |         |        |
+-------+------+---------------+--------+---------+---------+--------+
|       |      |               |        |         |         |        |
+-------+------+---------------+--------+---------+---------+--------+
|       |      |               |        |         |         |        |
+-------+------+---------------+--------+---------+---------+--------+
|       |      |               |        |         |         |        |
+-------+------+---------------+--------+---------+---------+--------+
|       |      |               |        |         |         |        |
+-------+------+---------------+--------+---------+---------+--------+
|       |      |               |        |         |         |        |
+-------+------+---------------+--------+---------+---------+--------+
|       |      |               |        |         |         |        |
+-------+------+---------------+--------+---------+---------+--------+

Note: Running a report from HRmis into Excel is acceptable.

Note: For additional information, contact the appropriate Budget Analyst
for the organization.

**Personnel Letter 250-4**

**Appendix A, Attachment 9\--Organization Change Meeting Agenda**

A BPA organizational proposal requires the coordination of numerous
departments that will be impacted by the new structure. The Client
Service Representative (CSR) will schedule a meeting to insure that
these agency support organizations are appropriately notified of the
proposed changes. Prior to the meeting, the CSR forwards each
organization's representative, as well as any other individuals
identified by the Administrative Specialist, an electronic copy of the
organization change packet (excluding position descriptions) for their
use, information, and review. The intent of the discussion is to review
the proposed packet, address concerns, agree upon a proposed effective
date, and for organization representatives, or designated
alternative(s), to sign off on the implementation plan (PL 250-4,
Appendix A, Attachment1 -- Organization Change Checklist). In accordance
with Personnel Letter 250-4, Organization Changes, a completed
implementation plan is mandatory to finalize the reorganization package.
By signing this document, the organization representative certifies
concurrence with the proposed effective date and that changes affecting
the organization have been addressed.

Note: If representatives do not attend the meeting, it is assumed the
organization approves the reorganization.

The Administrative Specialist is responsible for facilitating the
meeting and assuring that the Organization Change checklist is completed
by participants and that an effective date has been identified. The CSR
will is available to assist the Administrative Specialist in
coordinating and compiling this information.

# **(Org Code) - Organization Change Meeting Agenda** {#org-code---organization-change-meeting-agenda .unnumbered}

**(Date)**

**Facilitated By: (Name\--[Administrative Specialist)]{.underline}**

**1. Introductions**

-   Administrative Specialist will introduce his/her self, including
    other employees who aided in the preparation of the reorganization
    packet.

-   CSR will introduce his/herself with explanation regarding his/her
    role in this process.

-   Around the room introductions.

-   Pass Around Sign-In Sheet\--Return to CSR.

1.  **Reorganization Discussion**

    -   Administrative Specialist will brief the attendees on the
        proposed change.

    -   This is to include what organizations will be affected, the
        changes that will occur, and the purpose of the new structure.

> **3. Financial Discussion**

-   Financial and Other Representatives will have a discussion and come
    to an agreement on tasks.

4.  **Questions/Answers**

    -   Administrative Specialist will answer questions and address
        concerns from attendees.

    -   CSR will be available to respond to Personnel related questions.

5.  **Sign the Organization Change Checklist**

    -   Organization Change Checklist is completed by organization
        representative for concurrence of the reorganization packet and
        to certify agreement with the effective date.

6.  **Close out**

    -   Explanation of next steps.

    -   Verify sign-in sheet is complete.

    -   Thank you for your attendance.

**Personnel Letter 250-4**

## Appendix A, Attachment 10\--Organization Change Letter (Sample) {#appendix-a-attachment-10--organization-change-letter-sample .unnumbered}

The following "Sample" letter is provided to identify "courtesy copy"
distribution. Individual reorganization packages may identify additional
distribution as applicable. This notification will be completed and
distributed by the CSR as identified in Appendix A, Attachment 3.

  -------------------------- --------------------- -----------------------
                                                   

                                                   

  **United States                                  **Department of
  Government**                                     Energy**

                             **Bonneville Power    
                             Administration**      

                                                   

                                                   
  -------------------------- --------------------- -----------------------

+-----+----------------------------------------------------------------+
| **D |                                                                |
| ATE |                                                                |
| :** |                                                                |
+-----+----------------------------------------------------------------+
|     |                                                                |
+-----+----------------------------------------------------------------+
| *   | CHP-1                                                          |
| *RE |                                                                |
| PLY |                                                                |
| T   |                                                                |
| O** |                                                                |
|     |                                                                |
| **A |                                                                |
| TTN |                                                                |
| OF  |                                                                |
| :** |                                                                |
+-----+----------------------------------------------------------------+
|     |                                                                |
+-----+----------------------------------------------------------------+
| **S | Organization Change                                            |
| UBJ |                                                                |
| ECT |                                                                |
| :** |                                                                |
+-----+----------------------------------------------------------------+

Michelle Inge-Farmer, Organization Staffing Management Team

The Bonneville Power Administration (BPA) is realigning (INSERT REASON
FROM REORG PACKAGE).

(INSERT [ORGANIZATION]{.underline} CROSSWALK CHANGES HERE)

The Labor Relations Officer signature was obtained on (DATE). The
effective date for this action is (EFFECTIVE DATE\--ALLOW DOE-HQ
TWO-WEEK REVIEW FROM DATE OF LETTER).

If you have any questions please contact (CSR Name and telephone
number). Thank you.

Susan Custard

Manager, Acquiring and Positioning Human Resources

Attachments

cc:

K. Rosenow -- CE-1 B. Berkeley -- JHSS-2 K. McVey -- K-7

S. Marino -- CGM-- B1 M. Kerg -- JMS-3 J. Lubach - KDP/SEATTLE

A. Toll -- CGP--B1 E. Doyle -- JSD-PWP-1 J. Fitzgerald -- KF-2

R. Rodriguez -- CH-1 D. Pugh -- JSD-PWP-1 N. Mitman -- KF--3

B. Stevenson -- CH-CSB-2 K. Baker -- JSD-PWP-1 L. Bergstrom -- KFF-2

G. Kyle -- CHD-1 P. Blanco -- JSH-3 M. Caldwell -- KFRD-2

S. Hutchison -- CHP-CSB-2 Y. Gill -- JSH-3 D. Lisoff -- KFRD--2

P. Freeman -- CHR-1 R. Henderson -- JSH-3 J. Marcoe -- KFRD-2

J. Johnson -- CHR-1 D. Jellison -- JSH-3 M. Ard -- KFRM-2

M. Zeiher -- CHR-1 L. Mellmer -- JSH-3 B. Kluegel -- KFRO-2

L. Martin -- CHR-1 A. Shore -- JSH-3 L. Barton -- KFRO-2

K. Vaita -- CHR-1 P. Dorton -- KFRO--2

C. Fleischmann -- CK-1

M. Inge-Farmer - DOE HQ

Applicable Administrative Specialists/Staff Managers