A Reorganization?How Do We Manage the Chart of Accounts?

Cathy Caldwell, CPAGeneral Accounting Manager

UNC-Wilmington

Session Etiquette

• Please turn off all cell phones.

• Please keep side conversations to a minimum.

• If you must leave during the presentation, please do so as quietly as possible.

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Overview

• Who uses Fund/ORG security?

• UNCW different

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Overview

– ORGS at UNCW very complex and affect many processes in Banner System

– UNCW chose to use 5 digit ORGs, defined as:

Level 1 UNCW Predecessor  10 UNCW  Level 2 UNCW Division    30 Academic Affairs/Provost 10Level 3 UNCW College/Admin Unit    301 Enrollment Affairs 30Level 4 UNCW Department    3012 University College 301Level 5 Organization Code  

  30121 Learning Community 3012

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Overview

• ORG numbering scheme allows room for growth

• Two types of ORGs:

– Finance ORG

– HR ORG

• Beginning of Banner, used easy checklist to manage ORGs at end of fiscal year

• Easy checklist lasted only 1 year

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Overview

• Processes needed to be developed to manage new ORGs and Re-orgs

• ORG changes needed to be well planned

• ORG committee evolved

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What is the ORG Committee?

• Original members key areas– Controller– General Accounting– Budget– Human Resources

• Expanded as ORG changes impacted subsystems– Facilities joined– Contracts & Grants joined– Financial Systems joined– Academic Affairs joined

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What is the ORG Committee?

• ORG Committee communicates to and educates Dept:– Developed policy and procedures for Dept

– Meetings originally at year end have been increased to once a month

– Designated email for easy communication with ORG Committee

– Developed Sharepoint site for ORG Committee as a central location for documents and member communication

– Website:

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What is the ORG Committee?

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Tools Developed by ORG Committee

• To help Dept consider all aspects of Re-Orgs, committee developed tools

– Developed Org change questionnaire

– Questionnaire intended to help both Dept and Org Committee

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Tools Developed by ORG Committee

Org Changes TimeLine of Events

Made with Office Timeline 2010 www.officetimeline.com

Jan February March April May June

Deadline for updating systems with chng6/29

Deadline for submsn all org change docs6/1

Start Bud Mgrs submsn HR and Fin docs5/1

Bud Mgrs mtg w/ Org com w/doc

4/16

Sr Apprv of Org Changes3/14

Initial Meeting with Org Subcomm2/15

Org Committee email to Bud Mgrs1/16

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Tools Developed by ORG Committee

– ORG Committee developed workbook to help Dept track changes involved with ORG change.

– Sheets within workbook include:

• Instructional worksheet

• Summary worksheet

• Finance requirements worksheet

• Advancement requirements worksheet

• HR requirements

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Tools Developed by ORG Committee

• Summary worksheet:

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Tools Developed by ORG Committee

• Summary Worksheet:

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Tools Developed by ORG Committee

• Finance Requirements Worksheet:

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Tools Developed by ORG Committee

• Advancement Requirements Worksheet:

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Tools Developed by ORG Committee

• HR Requirements Worksheet:

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Tools Developed by ORG Committee

• Additional Forms Included for Re-Orgs:

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Basic Steps

• Departments Tasks:

– Dept completes questionnaire

– Dept updates or creates new org chart reflecting proposed re-org

– Meeting scheduled with ORG committee to discuss • Completed questionnaire• Existing ORG charts• Proposed ORG charts

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Basic Steps

– Deadlines to meet:

• March 1:Provide new ORG charts with docs

• April 1: Provide fund establishment forms for new funds

Provide complete list of Banner funds with appropriate finance orgs

• May 1: Prepare appropriate HR docs for changes in position funding or organization

Provide HR Position/Personnel Action Request form for new pooled positions and terminate unneeded pooled positions

Determine if journal entries or budget entries are needed

HR access changes

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Basic Steps

• ORG Committee Tasks:

– Controller/Accounting• Establish or change related Banner funds

• 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

• Send list of modified ORGs to Financial Systems for rule code modifications or system access changes

• Process related journal entries

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Basic Steps

– Budgets

• Analyze and take appropriate action

• Analyze HR Position/Personnel Action Request form and/or HR EPA Permanent Personnel Assignment form and take appropriate budget action

• Create new pool positions and terminate unneeded pool positions

– 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

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Basic Steps

• Human Resources

– Upon request, report of employees’ PEAEMPL home ORG, leave keeping ORG and Admin ORG

– Correct ORGs as needed on HR system

– Supervisor changes – a current SSRS report can be provided upon request

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Basic Steps

• Financial Systems – System 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

– Upon request, a report of all employees with Banner Finance access to a specific ORG can be provided to originating Dept

– After reviewing report, submit needed changes to the Finance data custodian

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Summary

• Lessons learned:– Is there a better way?

– Never too early to plan

– Mid year ORG changes do not go smoothly and should be discouraged if possible

– Can never communicate too much

– Important to get all involved together

– Re-ORGs will always happen

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Summary