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Important Information for HR/Payroll, Access Management, Finance, BI Reports, & Space Management

OOI is the system of record for university organizations (i.e., units, departments) which interfaces with HR/Payroll (SAP), Access Management (Security), Finance (KFS), Budget (Cognos EP), Business Intelligence (Cognos BI), and Space Management (FAMIS/Spartan Space) reports regularly. Therefore, while changes may be made in the OOI application, units will also have responsibilities that need to be completed (such as creating new or moving accounts, moving people, and setting up workflow and security roles) to allow units to be fully functioning. See below for information pertinent to org changes, as it relates to various systems besides the OOI application, which units be careful to consider as they explore various org change options.

Please see below for information on the following as it relates to organizational change:

HR/Payroll (SAP)
Access Management (Security)
Finance (KFS)
Budget (Cognos EP)
Business Intelligence Reporting (Cognos BI)
Space Mangement-FPSM (FAMIS/Spartan Space)


Information for HR/Payroll (SAP)

Please note, if changes impact an organizational unit that contains no employees, no changes are needed for HR/Payroll. For specific questions relating to org change as it relates to HR/Payroll/SAP, please contact Karin Root at root.k@hr.msu.edu

  • Changing the Name of an Org/Unit

To change the name of an org/unit, an action will be run on each record for each employee. The action will be run as of the effective date of the name change. The action is called “Reorganization” with the reason of “Change Name.” All information on the record will be carried forward in this new action, only the name will change. The unit number remains the same and all reporting relationships remain the same and there are no inherent changes to workflow or security. Depending on the date of the change portal access for employees may be disrupted for one day.

Any pay and cost changes initiated after the name change, but effective prior to the date of change will need to be split. For example:

  • Name change effective 05/01/2013
  • Pay change effective 04/01/2013, initiated on 05/15/2013
  • Unit will need to submit one request for 04/01/2013‐04/30/2013 and one request for 05/01/2013‐12/31/9999
  • Creating an Org/Unit

For a new organizational unit to properly created for the purposes of HR/Payroll (SAP), please note the following:

  • No security or workflow exists so it must be created before the unit is fully functional for HR/Payroll. Security Roles based on unit number include:
    • HR/Payroll Approver, must have this role and be added to the workflow route
    • HR Unit Time Administrator
    • HR Unit Time Entry Specialist
    • ARO
  • Access and Time Reporting Concerns
    • Employees that transfer from one unit to another will appear in both units in CATS for a period of 31 calendar days
    • Depending on the date of the change portal access for employees may be disrupted for one day 
  • Closing an Org/Unit

For a new organizational unit to be properly closed in HR/Payroll (SAP), please note the following. These things must occur before the unit can close the OOI application:

  • All employees must be removed from the unit prior to closing, workflow and security should be ended. Security Roles based on org code include:
    • HR/Payroll Approver, must have this role and be added to the workflow route
    • HR Unit Time Administrator
    • HR Unit Time Entry Specialist
    • ARO
  • Access and Time Reporting Concerns
    • Employees that transfer from one unit to another will appear in both units in CATS for a period of 31 calendar days
    • Depending on the date of the change portal access for employees may be disrupted for one day 
  • Moving an Org/Unit (Changing a Reporting Relationship)

To change a reporting relationship, an action will be run on each record for each employee that reports to the organizational unit changed. Please note, if the unit that changed is the MAU then all employees in the units reporting to the MAU will change. The action will be run as of the effective date of the change and is called “Reorganization” with the reason of “Transfer MAU” or “Transfer Unit”, depending on the change.

All information on the record will be carried forward in this new action. The only changes will be to:

  • Default account for salary records
  • Organizational level cost center 

Any pay and cost changes initiated after the name change, but effective prior to the date of change will need to be split. For example:

  • Name change effective 05/01/2013
  • Pay change effective 04/01/2013, initiated on 05/15/2013
  • Unit will need to submit one request for 04/01/2013‐04/30/2013 and one request for 05/01/2013‐12/31/9999

The org code remains the same so current workflow and security settings could remain however, unit review is recommended for the following to confirm if changes are required:

  • HR/Payroll Approver, must have this role and be added to the workflow route
  • HR Unit Time Administrator
  • HR Unit Time Entry Specialist
  • ARO

Access Concerns

  • Depending on the date of the change portal access for employees may be disrupted for one day
  • Merging an Org/Unit

Most commonly, a new unit is created and multiple units are ended and all employees move into the new unit and involves almost all of the above changes.

  • Ending Unit(s)
  • All employees must be removed from the ending unit(s)
  • Workflow and security should be ended for the unit(s)
  • New Unit(s)
  • Workflow and security should be created for this unit(s)
  • Creating U2s

To create a U2, the U1 (the parent unit) must be emptied of all employees and workflow and security should be ended for the parent unit. Hiring attribute (allows forms completion) will be removed. Workflow and security should be created for the new U2.

  • Security Roles based on unit number include:
    • HR/Payroll Approver, must have this role and be added to the workflow route
    • HR Unit Time Administrator
    • HR Unit Time Entry Specialist
    • ARO
  • Access and Time Reporting Concerns
    • Employees that transfer from one unit to another will appear in both units in CATS for a period of 31 calendar days
    • Depending on the date of the change portal access for employees may be disrupted for one day 

Access Management (Security)

Access Management will send a security report for the affected Org Codes and the employees within those Org Codes. This spreadsheet includes tabs for the following: 

  • NetID’s of person employed in the Org code
  • D6501 Group Membership: lists security roles for all NetId’s
    • Does not list ESS
  • Mainframe Access: Lists Users for all NetIDs
  • Oracle Access: Lists Oracle access for all NetIDs
  • SQL Access: Lists SQL access for all NetIDs
  • D6501 Access Groups with Unit Authorization
    • Lists all D6501 Group that have authorization to the affected Org Code or Common Unit code.
    • Lists all NetIDs that are members of the above groups even if these people are not employed in the affected Org Code or Common Unit code.

Public Web Application Access

  • Lists all D6501 Group that have authorization to the affected Org Code or Common Unit code
  • Lists all NetIDs that are members of the above groups even if these people are not employed in the affected Org Code or Common Unit code

SAP HR Workflow Approvers: lists all SAP HR Workflow for the affected Org Code

SAP HR Workflow Approver Changes: Allows you to setup new workflow for the affected Org Code

If you wish to make any changes to your existing security, you must review each tab of the spreadsheet and follow the instructions on each tab for how to indicate your changes. Send the updated spreadsheet back to Org Planning Group at least two weeks prior to the effective date. As reviewed in the timeline, different changes have different effective dates.

  • Unit or Local Applications/processes – If you have any applications or processes in your office that are based on Common Unit code (2 character MAU Code plus 3 character Dept Code), they will need to be updated.
  • Any ARO access requires contacting HR (see HR info above) to gather details and make any changes.

ARM Forms

An ARM will need to be submitted for this org change. One ARM for any adding and one ARM for removing. Any security work that needs to be done for this transition will be done under these ARMs.

The description should read something along the lines of:  “Attn: IT Services Application Security (Karen Rutherford). Please perform the necessary security tasks to perform Org Change xxxxxxxxx”

For specific questions units may have regarding the organization change process as it relates to Access Management (Security), please contact Karen Rutherford at karenr@msu.edu 


Finance (KFS):

For specific questions units may have regarding the organization change process as it relates these areas, please contact Camille Ash at cash1@msu.edu or Lee Hunter hunteri@msu.edu at for assistance.                           

When undergoing an org/unit change, there are specific things the unit is responsible for, things that KFS does automatically, and things that are done manually. The unit is responsible for the following: 

  • Update Accounts (including create new/edits/closing)
  • Update Fiscal Officers
  • Update Account Delegates
  • Update Organization Reviewers
  • Update Assets
  • Provide requests for other role changes to Security

Finance (KFS)-Accounts FAQ:

Q: Where are they created? A: Finance System (KFS)

Q: Who creates, edits, and closes them? A: Units ‐ Users with the Financial Document Preparer role

Q: When are they "Effective?” A: Accounts are "effective" as soon as the document has reached a Final status in KFS.  Be sure to submit ahead of time to ensure your accounts are "effective" when desired as part of your organization change.

Q: What should be considered during an org change?

A: Depends on the type of org change:

  • New org/unit: Do I need to create any new accounts? Do I need to move any existing accounts to my new org?  Do I need to update any of the information that currently exists on my accounts?  When do I need to submit them in order to be part of the budget process?
  • Close an org/unit: All accounts must be moved or closed that are related to the organization before it can be inactivated in the Finance System.
  • Move an org/unit:  The "Reports To Organization Code" will automatically be updated by the Finance System. However, a unit should still consider if they want to make any other updates to their account information.
  • Reporting:  In the Finance System and most reports, when assigning an account to a new organization the history of that account will also move and look as though it always belonged to  the new organization.

Finance (KFS)-Assets FAQ:

Q: Where are they created? A: Finance System (KFS)

Q: Who creates, edits, and closes them? A: Units ‐ Users with the CAM Processor Role for direct modifications to the asset. Financial Document Preparer for modifications to the accounts related to organization owner of the asset.

Q: When are they "Effective?” A: Asset modifications are "effective" as soon as the Asset or Account related document has reached a Final status in KFS.  The "effective date" can also depend on the type of organization change.

Q: What should be considered during an org change?

A: Depends on the type of change:

  • General: If a unit needs to change the Owner Account associated with an Asset they will need to use the Asset Transfer document.
  • If a unit needs to change the Organization related to an asset that is done either by modifying the Organization on the Account itself (Account or Account Global eDoc) or in some cases such as a Parent Org change the system will update these automatically.
  • New: Am I moving any accounts to the new organization that have an asset assigned that I don't want to move?  Do I need to move any assets to the new organization? Do I have a CAM Processor assigned for the new organization that can manage assets?
    • Example: A unit wants to move assets to a new organization that is being created
Existing Org and Account To Account Moved to New Org by Unit
10032589 ‐ GA013333 40002933 – GA013333
Asset #500289 Asset# 500289
CAM Processor for Org 10032589 or Org 10032000 CAM Processor must be created for Org 4002933 or Org 10032000
  • Close: Assets follow the account. A unit will want to review their assets to make sure that any active assets will not be on a closed account. As all accounts must be closed or moved prior to inactivating an organization the assets must either move to a different organization belonging to the unit or to surplus.
  • Move:  Assets follow the account.  When a reporting relationship changes the account information is automatically updated by the system and so no Asset changes are necessary.
  • Reporting: In the Finance System and most reports, when assigning an account to a new organization the history of that account will also move and look as though it always belonged to the new organization. As assets belong to accounts, the assets will also look as though they always belonged to the new organization structure.

Finance (KFS) Roles FAQ:

Please note, these roles only pertain to Finance workflow. HR workflow is not managed in KFS.  Please review the HR/Payroll and Security sections for information related to HR Workflow. Also, during any Organization Change it is recommended that a unit review its current Role Assignments to determine if the current structure is meeting Unit and University needs in the most efficient way possible.

Q: Where are they created? A: Finance System (KFS)

Q: Who creates, edits, and closes them? A: Units-Fiscal Officers, Account Delegates, Organization Review.

Q: When are they "Effective?" A: Fiscal Officers ‐ Assignments are made on the Account or Account Global eDoc and changes are effective once the document goes to Final. Account Delegates ‐ Assignments are effective once the  correlating Account Delegate, Account Delegate Global, or Account Delegate Global from Model  eDoc  is Final. Organization Review and all other role assignments in KFS contain an "Active From" and "Active To" date. Entries can be made ahead of time to be effective for a future date, but cannot be made retroactively.

Q: What should be considered during an org change? A: Depends on the type of change:

  • New-Role assignments cannot be made on new organizations until that organization exists in the Finance System. Once it is present a unit will want to consider if any roles should be assigned based on their needs/requirements.
  • Close ‐ An Organization CANNOT be inactivated in KFS until all role assignments have been removed from that organization.  A unit should indicate to remove all role assignments on the Security ARM related to that organization and end date any Organization Review assignments in the Finance System.
  • Move ‐ The "Reports To Organization Code" will automatically be updated by the Finance System. However, a unit should still consider if they want to make any other updates to roles as documents may route differently based on the Organization Hierarchy.
  • Reporting ‐Note that many new reports can be run based on the Fiscal Officer assignment. This may be something to consider when setting up roles within the Finance System.

Budget/Cognos EP

  • Review the OOI budget change within Base Budget Reconciliation application as a transfer in and out of MAUs
  • As needed, Provost Market and Promotion funding will need to be updated within Base Budget Reconciliation and Salary and Wage Allocation applications
  • Nonrecurring allocations such as Off Campus Credit Instruction, Research Facilitation, and Revenue Based Initiatives will need to be updated
  • Recurring and nonrecurring program allocations will be reviewed to correct the MAU
  • All archived Cognos EP applications will show prior MAU distribution
  • Business Intelligence (BI) reports and queries from Cognos EP data use the current MAU within the OOI structure

Salary Distribution

  • Data within all salary distribution reports point to the current OOI structure

General Fund Unit Budget Planning

  • In May, approved organization change requests are due in the Office of Planning and Budgets and account change requests should be initiated in KFS in order to ensure workflow processing is complete by the June freeze date. This applies to changes affecting sub‐funds GA, GD and GU which are part of the general fund budget planning process.
  • In June, there will be a freeze on the following changes until the end of August:
    • Closing GA, GD and GU accounts;
    • changes to GA, GD and GU organization relationship
    • changing organization names that have a relationship to GA, GD or GU account
  • A review of prior year budget amounts will be done to crosswalk funding to new organization(s)
  • Budget planning security roles are at the organization level. Security roles need to be reviewed to be sure correct employees are included in the role. New organizations will require a security role be added and security contacts to enter approved employees to the role.
  • Workflow groups will be reviewed yearly which will include new organizations
  • All archived Cognos EP applications will show prior the MAU and organizations
  • Business Intelligence (BI) reports and queries from Cognos EP data use the current OOI structure

For specific questions units may have regarding the organization change process as it relates to Budget, please contact Denice Beckwith at beckwi37@msu.edu or Val Thebeau at thebeau@msu.edu


Business Intelligence Reporting (Cognos BI)

Generally speaking for most reports, a unit will want to use the “new” organization structure in order to find current and historical data. However, some BI reports separate current from historical data and a unit should be cognizant of their data when reviewing different reports.

Business Intelligence Support Page-https://dataservices.ebsp.msu.edu/index.jsp

For specific questions units may have regarding the organization change process as it relates to Cognos BI Reporting, please contact Stephanie Dombroski at dombross@msu.edu.


Space Mangement-FPSM (FAMIS/Spartan Space)

The FAMIS/Spartan Space application is the system of record for all building and room level data at MSU. If there is no space currently assigned to the unit closing, there will be no changes in the space inventory. However, if an organization is changing that has space assigned, the changes must be updated from the old organization to the new organization. All reporting from the space inventory will use the org lead structure to roll up space accordingly. 

The unit will need to work with FPSM to update any Unit Space Coordinator (USC) or Department Space Coordinator (DSC) roles effected by the change.

If the people in the space are not moving they will remain as an occupant in the space unless the unit requests otherwise.

To change space assignments when an organizational change occurs or for more information on space management as it relates to org changes, please contact Pam Carpenter at pambach@msu.edu.

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