Organizations may look for opportunities to modify or expand their organizational structure for a variety of reasons. Some of the top reasons are:
Before moving forward with the organization change process, it is important for units to consider what “problem” areas modifying a current organization may help address and what the primary goal(s) are for modifying their current organization structure. Some of the most common “problem areas” tend to be:
Depending on the problem areas you identified and your overall goals, you will notice in the table below that there may be more than one option available to help your organization meet its needs.
Note: Gray column shading indicates accounting line elements currently available for use.
|Commonly Identified Issues||Account attributes such as Program Initiative Code||Sub-Accounts/WBS Element||Project Codes/Internal Order||Sub-Object Codes/Cost Center||Accounts/Funds||New Organization/Modify University Defined Organization|
|Need to refine workflow||X|
|Need to group accounts on reports||X||X||X|
|Need to refine time unit administrators||X|
|Need to further define financial transactions||X||X||X||X||X||X|
|Need to have more fiscal officers on accounts||X|
|Need to break down transactions lower than sub-account||X||X||X||X||X||X|
|Need to refine finance workflow||X||X|
|Need to more accurately represent organizational structure||X||X||X||X||X||X|
|Need to reflect reorganization of an MAU||X||X||X||X||X||X|
|Need to improve reporting capacity||X||X||X||X||X||X|
Organizations (orgs) are used for budgeting, financial reporting, personnel assignments, and course or major assignments, to name a few of their primary purposes. Some activities, such as workflow, are driven by the organization code (org code). Some EBS enterprise roles are assigned by org as well.
If a new org has sufficient importance to raise it to the level of an official unit, such requests will need to obtain appropriate executive approval. Units may choose to create unit-defined orgs to further define themselves at levels below departments to meet their reporting and tracking needs. Unit-defined orgs will report to established orgs and should have the same general function as the established org. Interdepartmental coordination will be necessary if consistent reporting across units is needed.
Consideration of the guidelines below should help a unit determine if unit-defined orgs will be helpful.
A new org:
If utilizing the optional accounting line fields, such as subaccount, project code, etc. does not meet your needs, your next option is to create new accounts. Additional accounts will enable you to segment activities for a specific purpose, rather than combining multiple activities within one account. Effective 7/1/11, an organization can have multiple general fund operating accounts, which may allow you to use accounts, rather than organizations, to meet your needs.
An account may be a viable option if:
The simplest way to meet your reporting needs may be to utilize the optional fields in the accounting line (sub-account, sub-object code and project code) OR attributes assigned to key data elements (program/initiative code, use of funds and financial reporting code).
This is your best option if:
To address any questions your unit may have regarding which path may best meet the needs of your organization, please contact the Organization Planning Group EBSP.OOI.Workgroup and the appropriate party will respond.
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