Posted to the Accounting website on Sept. 13
The project team does not anticipate the new Unified Organizational Hierarchy to significantly impact business for most campus units when it goes live on Sept. 24; however, there is some risk related to an expected increase in departments changing org codes on accounts after the implementation. Changing the org code of an account can impact financial system workflow, document access, and more. More information about these impacts can be found below.
In order to ensure access and routing will function as expected, some roles may need to be updated or changed after the implementation of the new Unified Organizational Hierarchy. The degree to which this will be necessary will vary by unit. In particular, campus units should check the following KSAMS roles:
- Accounting Reviewer
- Content Reviewer for REQS
- TEM Organization Profile Arranger
While the three roles mentioned above are the most likely to cause issues, a full list of all roles that could potentially be affected is below:
Roles for Other Systems
Departments should use care when changing the org code of an account that is used to pay employees. An employee’s Primary Department Code in KFS is determined by the org code of the account from which they are paid. If you change the org code of an account that is used to pay employees, you will also be changing the primary department code for all of those employees in KFS.
Workflow, Viewing, and Document Access
Primary Department Code strongly affects roles and routing in KFS. Many KFS eDocs are encoded to use the primary org identified with the initiator – especially REQS, TEM, and DV eDocs. The routing of the Requisition and Purchase Order for low value purchases is affected to a strong degree by the org of the initiator.
Viewing access for TEM and DV documents can be interrupted with changes as well because these are org based (both on payee/initiator and accounts). General routing of account-based documents will be affected as well with certain lower-level org changes, especially those that may utilize the Organization or Accounting Reviewer roles. However, these roles are hierarchy based, so users set up at a higher level org will have access automatically to lower level orgs.
If there are any transactions on the account when you change its org code, you could affect viewing access for certain KFS eDocs, reports (PI Report), and feeder systems where access is Organization based. KSAMS roles need to be checked.
A user’s primary department code also determines their DSA. Requests for access through KSAMS may route through the new Org’s Department Security Administrator (DSA), so be sure one or more users are set up at the “Departmental DSA” role for the new Org, or at a hierarchy level, before changing the affected accounts.
Departments should also be aware that org changes may affect procurement processes in KFS. Note the following in particular:
Department Contract Managers are Org hierarchy based
New Department Contract Managers may need to be established with the new Orgs, if there is not one set up at a higher level already. To set up additional Orgs under current Contract Managers, please contact PALCard@uci.edu to let them know of changes/movements within your Organization.
Procurement Card Reconcilers are Org based groups (no hierarchy)
PALCard Reconcilers are established in a table already. If you would like to establish new groups using the Org of the default account, you’ll need to establish the groups with the PALCard administration first. You can later let them know if any cardholder should be reassigned with the new default Procurement Card Reconciler group at PALCard@uci.edu.
Financial managers can contact the KFS Help Desk at firstname.lastname@example.org for help with this transition.