Org Procedure
Summary Statement:
Org procedure has been developed to facilitate the changes of the university organization in relation to the Banner systems (Finance, HR and Student) and any related subsystems are integrated with the Banner systems. Because orgs are so complex and affect so many processes in the Banner system, changes made to the org structure must be well planned and executed in a predefined method. The procedure below outlines the basic steps when an org change is desired. Timing of the org changes and the effect on historic data is critical which necessitates that org changes are made at the beginning of a new fiscal year and are effective dated on July 1 annually.
Types of Orgs
Finance org – Part of the F O AP (Fund, Org , Account, Program,) which determines ownership of the related funds and system access approval levels. Funds are classified in the Chart of Accounts using the org structure.
HR Org - There are various orgs in the HR system which may parallel the finance orgs but have other related functions such as home, leave keeping and administrative orgs. Each HR org has unique purpose and do not necessarily follow the fund structure but are more specific to the approval, budgetary, and position-related functions. The HR home org is employees department, the leave keeping org is the centralized level where the timekeeping is handled and the HR administrative org is where the position resides.
BASIC STEPS
1.
Org chart change – A new updated org chart(s) with employee’s names, job titles, employee position numbers, type of position (SPA, EPA) and FTE to begin process. E-mail the org charts to the Org Committee Inbox OrgCommittee@uncw.edu
2.
Schedule meeting with Org Committee as early as possible (preferably beginning in January) preceding the fiscal year changes are to be effective. Documentation to bring to meeting (exist existing org charts, proposed org charts). An effective date of all org changes is July 1 (beginning of new fiscal year) in order to preserve historic, current and future data.
3.
Impact on both Finance side and HR side a.
Finance – Coordinate with General Accounting, Student Accounts, Budget Office,
Purchasing and others b.
HR- coordinate with HR and Budgets
4.
Org Committee or sub committees will assist in determining the new orgs and the related documents to be provided by the organization. (examples: New fund establishment forms, HR
3.30’s, other documents as provided by the org committee for more detailed information)
5.
Once the documents are provided to the Org Committee, the Org Committee will determine what changes will be needed in the system and develop a time table to make the changes.

6.
Once the changes are executed in the system, feedback from the department(s) will be needed to assure all the changes have been made satisfactorily.
7.
Responsibilities outlined by administrative unit:
Originating Department/Division/Budget Manager
January - February

Provide new org charts with docs
March - April

Provide fund establishment forms for new funds

Provide complete list of Banner funds with appropriate finance orgs

Provide any budget authority changes (FTIFATA) on funds
May

Prepare appropriate HR documents (spreadsheet, HR3.30, and/or HR3.35) for changes in position funding or organization

Determine if journal entries or budget entries are needed as a result of the org changes

HR access changes (email to Cindy Retchin and/or Diana Rivenbark)
Org Committee

Assist department/division/budget manager with org changes and coordination in order to complete all necessary documents before June 1.
Controller/General Accounting

Establish or change related banner funds and fund attributes

Establish new org numbers if applicable.

Coordinate changes in subsystems

Reverse journal entries and feeds entered since July 1 with incorrect orgs.

Request changes in rule codes for decentralized billing or feed documents where the
FOAP affected has changed the org.

Send list of changed orgs to Financial Systems for rule code modifications or system access changes.

Process related journal entries

Notify department to resubmit any batches or journal entries with incorrect org if org transaction feed was backed out.
Budget Office

Analyze and take appropriate budget action

Analyze position spreadsheet, HR3.30’s and/or HR3.35’s and take appropriate budget action

Create new pool positions and terminate unneeded pool positions with pool position spreadsheet or HR3.30’s.

Purchasing

Review and analyze current or future requisitions or purchase orders to ensure they have been closed out or changed to reflect the new org changes.

Identify existing purchasing cards tied to the fund/org changes and initiate changes with the purchase card holders and budget authorities.
Human Resources

Upon request, a report of all employees to a specific org can be delivered to originating dept that will include PEAEMPL home ORG, leave keeping ORG and Admin ORG (contact
Patti Hale).

After reviewing the report submit o PEAEMPL home ORG changes to Pam Caulk/Kim Roughton o Leave keeping ORG changes to Pam Caulk o Admin ORG changes to the Budget Office o HR Online new approval tables will need to be set up for new ORGs; contact Kim
Roughton

Supervisor changes – a current report can be provided upon request by contacting
Denise Matroni. Submit any supervisor changes to Denise.
Financial Systems- Systems access

Upon request, a report of all employees with HR access to a specific org can be provided to originating dept.

After reviewing list, submit changes to HR data custodian. Currently Cindy Retchin in


Financial Systems.
Banner Finance – Upon request, a report of all employees with Banner Finance access to a specific org can be provided to originating dept.
After reviewing the report, submit the needed changes to the Finance data custodian, currently Diana Rivenbark in Financial Systems.
Financial Systems- Rule Code Changes

Run report for rule code FOAPs for review

Modify any rule codes requiring FOAPs modifications
Updated 03/04/2014