Org Tree Change Request

The Organization (Org) Tree Overview

The Org Tree structure is complex as it supports reporting over time and reflects the changing organization. To ensure that the Org Tree works to support your mission, we have designed some processes and documentation to be used when making Org Tree requests. If you have determined that a change to your organizational tree is needed, follow the steps below to determine what type of change is needed and if it is appropriate.

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Portal for Online Request Forms

The Organizational (Org) Tree Change Request Portal has all the forms you need to submit a request. The forms include detailed instructions as needed:

  • Entity Hierarchy Redesign: Request Multiple Changes to an Entity Hierarchy
  • DeptID Inactivation: Submit DeptIDs for inactivation
  • DeptID Request: Add new DeptID(s) to an existing Org Node
  • Description Change: Change Description of Existing DeptID(s) or Org Node(s)
  • Org Node Request: Add DeptIDs to a New or Existing Org Node or Transfer DeptIDs between Org Nodes

How to decide which form to use prompts you with guidelines and questions to consider so that you can determine the correct form to submit.

Visit the Portal
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Additional Background on the Org Tree

The organizational tree is a hierarchical representation of the financial structure of the university. The university is grouped into organizations with similar activities (schools, colleges, campus support) across campus, within organizations by divisions, and within divisions by departments.

Each department uses one or more DeptIDs. The DeptID allows a unit to identify and manage its own transactions and resource balances. DeptID values can also be grouped by discipline and unit to allow financial activity and budgets to be viewed at all levels in the campus organization. Individual components of the structure (Org Nodes and DeptIDs) are represented via a five-digit code.

The organizational tree of each division should reflect the organization's financial management and reporting needs. The Office of the Vice Chancellor of Finance reviews and approves any proposed changes to the organizational tree.

Repurposing DeptIDs: existing DeptIDs cannot be repurposed for new uses. Repurposing DeptIDs causes system integrity issues and creates problems when comparing data between different periods for the same DeptID. If a DeptID is needed for a new business purpose, a new one should be requested. If the existing DeptID is no longer required, it should be inactivated.

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Roles and Responsibilities

  • All requests must be reviewed by the Divisional Finance Leader (DFL).

  • Transfers between Divisions must be approved by the Dean/VC (or designate) of both Divisions.

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Process

  1. Requestor uses the Org Tree Lookup Tool to obtain the current org tree rollup.
  2. Requestor reviews the high-level process
  3. Requestor works with the department/division to design the desired org tree rollup. Keep in mind:
    1. Review COA guidelines
    2. Review and follow the Hierarchy Redesign Guidelines applicable to the type of change you wish to make. This page prompts you for information to help you reach your desired outcome.
      1. If you are moving DeptIDs between different L4s, the Org Node included in the DeptID description will need to change to use the Department Prefix of the new L4. Please use the Description Change Request Form to indicate this type of description change.
      2. If your design requires adding a new L4, the estimated time for a new L4 to be fully configured to allow journal preparation and approval is one month.
    3. There are additional requirements for new Home Depts to capture Payroll Security information.
    4. Transfers between Divisions must be approved by the Dean/VC (or designate) of both Divisions.
  4. Requestor creates documentation to represent the requested changes:
    1. Visio saved as .PDF. See Creating Visio Files from Excel Org Tree Files to learn how.
    2. Tabular chart saved as .XLSX or .CSV
  5. Requestor submits Org Tree Change Request in the portal.
  6. The Org Tree Committee meets monthly to review Org Tree Change requests.

See Organizational Tree Submission and Estimated Processing Timeline for a detailed view of submission and completion times based on submission month and change type.

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Documentation

The following documentation must be submitted with the online form to request an Org Tree Change:

  • Two graphical representations as support for the requested changes:
    • Visio saved as .PDF
    • Tabular chart saved as .XLSX or .CSV
  • If there has been communication, such as emails or committee approvals, please provide them.
  • Additional requirements for new Home Depts for Payroll Security information.
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Tools and Job Aids

Review a summary of the high level process

Hierarchy Redesign Guidelines

Department Prefixes

Using the Org Tree Lookup Tool

Creating Visio Files From Excel Org Tree Files

Org Tree Lookup Tool