Organization Code Hierarchy Change Requests

Request for a new org code to support organization expansion or reorganization. If it is a leaf-level code (i.e, an org code that has no children), it may be used to assign staff or accounts (also known as PTAs). As a best practice, identify the owners of activities in the new org structure prior to the org changes to ensure seamless transition (e.g., who will manage POs, vendor relationships, financial approval, etc).

When creating a new org, a unique four digit alphabetic code needs to be specified. Each budget unit has a unique naming convention for their set of codes (e.g., many School of Engineering codes begin with an “R”), so it is important to consult the designated budget officer for an appropriate and available code.

Request for change of the parent org.
Note: Anything an org owns, such as child orgs, positions (people), projects, tasks, and awards, stay with that org when it moves unless changes are made to those entities as well.

• The primary reason for this practice is to seamlessly allow the new unit to accomplish longitudinal reporting, both at the org level and at higher levels, such as for a budget unit.
• If this is not done, then both the “donor” unit and the “recipient” have to either explain decreased activity across fiscal years (for the donor unit) or increased activity (for the recipient).

If an org is moving, identify an inbound owner and an outbound owner of the org move to ensure coordination and effective hand off of the organization. Also, if the org will be moving across budget units, coordination between the designated budget officers of both units is required (org code moves across budget units take effect only once a year, on Sept. 1; see Change Request Deadlines and Planning Timeline below).

• Coordinate with central organizations (i.e., FMS, UBO, OOD, PMO, UHR) to identify any impacts such as on revenue, donor gifts, sponsored research, human resource management system changes, accountability of assets/capital equipment, contracts, or facilities.
• Coordinate with local groups for impacts to local systems, access, authority, facilities, assets, reserves, TCards/PCards, vendor contacts, contingent labor, reporting, team emails, etc.

• Run OBI reports three months prior to the org move for transactions over the past 12 to 24 months to review existing transactions and determine impact of org change.
• Review existing organization structure/PTAs to determine what orgs/PTAs can be made inactive and to review current structure to help guide recommended changes.
  Suggested OBI reports:
  • Reference Data and Inquiry - Org Inquiry
  • Reference Data and Inquiry - PTA Inquiry
• Review transactions to determine if PTA changes need to be made for:
  • Blanket POs, contracts, subscriptions, memberships or any other payments
  • Revenue, expenditures, other transaction types.
    Suggested OBI reports:
  • Consolidated Expenditure Reporting - Expenditure Details
  • Revenue and Fund Management Reporting - Fund Statement
• Review current open transactions one to two months prior to org change to determine if transactions can be fully processed prior to org change or if PTA changes are necessary.
  Suggested OBI reports:
  • Expense Requests and SU Card Activity:
    • Credit Card Transactions - Aging
    • Expense Requests - Aging
    • Advances - Aging
  • Procure to Pay - Procure to Pay at a Glance
  • Procure to Pay - Invalid PTAs
• Review labor schedules to determine if PTA changes are needed for future salary charges or to determine if employees need to be moved to another org.
  Suggested OBI report:
  • Payroll and Labor Management - Labor Schedule
  • Consolidated Expenditure Reporting - Commitment Details
• If desired, OBI can be used to model reports for future org structure prior to making org changes.

Authority manager allows users to view and grant authority across the many administrative applications at the university, including financial approval authority. Authority Manager needs to be modified to ensure the right level of control (separation of duties).

Process:

• Review existing authority for the org(s) that are being changed (Tip: Choose “Find an Organization” in Authority Manager and/or choose “Oracle BI Authority Reports” to review the authority set up for everyone in the organization).
• After the new desired org structure is defined, determine what changes are needed to achieve the desired level of authority (including access to salary data).
• When the new orgs are available in Authority Manager, update authority as desired.
• Ensure financial approvals are reviewed and updated as needed.
• Note: If an individual needs to retain authority that they would lose for a period of time after the org change is complete (e.g. to complete year-end activities), negotiate retaining authority for the required time period with the org owner.
• Note: If an entire org is moving intact, no changes may be necessary.