Be Prepared: New Org Hierarchy Goes Live Sept. 24

Sent to the KFS-Update Mailing List on Sept. 18, 2018

UCI's new Unified Organizational Hierarchy for our accounting and payroll systems will go live on Monday, Sept. 24. The process will add new organization codes to the current hierarchy for some units. It will also adjust the org level of some existing codes in order to create a standardized structure for reporting and rollups. The new org hierarchy is not expected to significantly impact business for most campus units, but financial managers should be aware of the following:

  • Extended Weekend Maintenance
    The implementation of the new org structure will occur during the weekend of Sept. 22-23. KFS users should expect extended maintenance downtime while this occurs.
  • KFS Roles & Routing
    In order to ensure KFS access and routing will function as expected, some roles may need to be updated or changed. In particular, some units will need to modify the following KSAMS roles: Accounting Reviewer, Content Reviewer for REQS, and TEM Organization Profile Arranger. Other roles may also be affected. See the full list of roles for details. 
  • Name Changes for Orgs
    Financial system users will find that the names of some organizations have been modified in KFS. This was done to make them standardized across campus.
  • DSAs for New Orgs
    After the implementation is complete, some units may need to create Department Security Administrators (DSAs) for new orgs. This should be done prior to processing KSAMS access requests.
  • Changing Orgs on Accounts
    With the new unified organizational structure in place, some departments will want to move accounts to new org codes. Financial managers should be aware that changing the org code of an account can impact transaction workflow, document access, and more. Units should particularly be careful with accounts that are used to pay employees.
  • Chart of Accounts Inquiry Report
    When you return to work on Monday, Sept. 24, we recommend that users review the new Unified Organizational Hierarchy using the Chart of Accounts Inquiry Report.

Help Desk Support

After the new Unified Organizational Hierarchy is implemented on Sept. 24, financial managers should report issues to the KFS Help Desk, which will be coordinating support services during the go-live process. Prior to that date, financial managers may contact Romain Fravien for general questions or Eric Taggart for technical inquiries. We are excited to take this important step toward preparing UCI for UCPath and making our data easier to analyze and report.

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