internal
Organization Manager
Overview
The Stanford organization hierarchy is maintained by the University Budget Office, which is the official source for organization identity information.
Organization Manager is a web application that allows departments to supplement their official identity with contact and descriptive information. This supplemental information is used in OrgSearch (the online organization directory), and in the Annual Printed Directory.
Each department that wants to use Organization Manager to manage their presence in the Stanford directories must have at least one assigned maintainer.
OrgSearch: Online Organization Directory
All official organizations are represented in OrgSearch, whether or not they use Organization Manager. A basic organization listing consists only of the official organization name and its administrative ID (org code). Maintainers using Organization Manager can supplement this basic listing with:
- basic location and contact information, including a link to the organization's website (viewable by the general public)
» More about Organization Manager for online listings
Annual Printed Directory
The printed Stanford Directory is created as a business venture by the Stanford Student Enterprises division of the ASSU, using a snapshot of data from the online directory.
Organizations must opt in to the printed directory; once the organization is listed, it is automatically included each year until it chooses to opt out. Two specific sections of the directory are generated from data entered in Organization Manager (see table), including the following information in a concise format:
- basic location and contact information (printed in bold at the top of the listing)
- a crafted directory listing of staff and faculty in the organization
| This section of the directory | Is maintained by |
|---|---|
| General Information | ASSU |
| University Offices & Departments | Department maintainers, via Org Manager |
| Medical Center Directory | Department maintainers, via Org Manager |
| Faculty & Staff | Individuals, via StanfordYou |
| Student Listings | Individuals, via StanfordYou |
| Dining Guide | ASSU |
| Yellow Pages | ASSU |
The directory update process
Each fall, a print deadline is established by the ASSU, and the MaIS team sends an email to all maintainers to inform them of the deadline. The maintainer generally has 4-6 weeks to ensure that their contact listing is accurate for the printed directory. On the specified deadline, MaIS briefly shuts down Organization Manager while we generate the data snapshot and send it to the ASSU. From that point, publication and distribution is managed by the ASSU; questions can be addressed to directory@assu.stanford.edu.
2009-10 directory dates
- data snapshot will be taken at 5pm, October 12, 2009
- directory distribution is expected in January 2010
Maintainers
The maintainer is an employee who has been given access in Organization Manager to update their organization's directory information. Once a department has a maintainer, that person can add other maintainers as appropriate. You can see the organizations (if any) for which you are a maintainer simply by logging into Organization Manager.
Current maintainers are listed here:
- University Offices & Departments [Blue Pages section of printed directory]
- Medical Center Directory [Orange Pages section of printed directory]
If your organization is not listed on either of these pages, that means it does not currently have a maintainer. If you are the appropriate person to be the maintainer, make a HelpSU request. Please include:
- your department name
- its 4-character organization code (displayed in square brackets after the org name in OrgSearch)
- the name of your University Budget Officer
University Budget Office
The Stanford organization hierarchy, as well as official organization names and codes, are maintained by the University Budget Office. That office publishes quarterly updates of organization data, and handles all org code and name change requests, creation of new organizations, inactivation of defunct organizations, and other official changes. Some useful links:
- University Administration Organizational Hierarchy
includes the org hierarchy in Excel spreadsheet form, and guidelines for submitting org code and name change requests - Tree View of the University Org Code Hierarchy
expandable tree view of the entire structure - Stanford University Budget Officers
budget officer contact information, and the units for which they are responsible
Other organization services
Some tasks related to organization information are handled by the Help Desk and Data Administration staff. Requests for the following should be placed by the maintainer, via a HelpSU request, including the name and org code of the organization:
- opt into or out of the printed directory
- create or remove a cross-reference
- merge (or separate) organization listings