Organizational Change Process and Annual Calendar

Organizational change is a complex process that involves numerous systems and moving pieces across many areas including HR, Finance, and Information Technology. This page, along with the Important Links for HR/Payroll and Finance page, will assist units in understanding how organization change works at MSU, the responsibilities of the unit requesting the change, and the timeline for changes.

  • Overview and Definitions -  This document summarizes commonly used org change terms and various organization/unit levels. A "cheat sheet" is also included which describes the various org levels in a one page visual format.
  • Pre-Planning Information for Units – There are numerous factors units should take into account before modifying an existing active organization or creating a new one and there may be other options available to suit your needs. Please review this information if your unit is considering restructuring, creating new units, including creating sub-units, or merging.
  • Annual Organization Change Calendar (PDF) – Since OOI is the system of record for all organizations at MSU and interfaces with many other systems, there are specific times of the year that certain organization changes are unavailable as to not interfere with reporting. This calendar contains general guidelines for when specific organization change functions are typically available.
  • Organization Change Time Frames - This table includes information on the approximate length of time it takes to complete the most frequently requested organization changes and which types of changes require a meeting with the planning group.
  • Organization Change Guidelines (PDF) – This comprehensive document assists units in understanding how organization change works at MSU. It includes important information on required approvals for various types of organization changes, responsibilities of the unit requesting the change, and timelines and time frames.
  • Organization Change Fact Sheets – Fact sheets include more detailed information on the most frequently requested types of organization changes. Please review the fact sheet on the specific type of change your unit may be interested in making. The fact sheets currently available are:

To discuss other organization change requests for which fact sheets are not available, including changes to an organization at or above the MAU level, creating U2s or below, or a large organization restructuring, please contact OPB staff responsible for OOI.

  • Important Information for HR/Payroll, Access Management, Finance, Budget, BI Reports, & Space Management - OOI 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 this page 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.
  • Process Map of Organization Change System Interactions (PDF) – This process map displays the organizational change process, particularly for the creation of new units and re-orgs, as it relates to system changes including OOI, Finance/KFS, HR/SAP, EP Cognos, Cognos BI, and Access Management.
  • Frequently Asked Questions - This page contains answers to questions that are often asked when a unit is considering an organization change and will be updated on an ongoing basis. If the answer to your question is not found here or contained in any of the materials on this page, please contact OPB staff responsible for OOI.


Providing financial aid, academic opportunities, and value

Find out how >



Enhancing a culture of high performance, guiding future plans, expanding top programs and research

Find out how >

Building value


Increasing efficient operations, sustainable decision-making, energy and healthcare savings

Find out how >



Driving the knowledge economy, attracting talent, improving quality of life

Find out how >