Organization of Interest: Important Concepts DRAFT Structural Organization and Key Attributes...

Organization of Interest: Important Concepts

DRAFT

Structural Organization and Key AttributesJanuary 28, 2010

Objectives

Overview of current approach Outline needs Propose working draft of new

“Organization of Interest” approach to MSU internal organizations• Organizations• Relationships• Structures of Organizations and

Relationships• Related Data

Copyright ©2009 Michigan State Universityebsp.msu.edu

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Needs

Multi-level hierarchy capability Non-hierarchical structures

• To group organizations• To represent collaborations of

various types Explicit data attributes and

relationships to capture various relationships and serve many purposes


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Needs, cont’d

Backward compatibility• Continue support for legacy systems

that will remain after SAP/KFS go-live

Multiple types of structures, instances of structures• Example: Different hierarchy

structures as needed to support different functions


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Basic Concept

• Define the right organizational unit building blocks and use them to construct more complicated relationships and structures


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Organization

The basic building block Can exist in order to be:

• An individual organization (most detailed or granular piece)

• A root for grouping of other organizations– Hierarchical or non-hierarchical


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(Org A)

(Org X)

(Org B)(Org A)

(Org Y)

(Org A)

(Org K) (Org Q)

Relationships

Needed in order to actually create groups, hierarchies, or other structures

If organizations are the boxes, relationships are like the arrows

Can have different types of relationships


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(Org X)

(Org B)(Org A)

Relationships

Things We Want to Know About Organizations (Attributes)

Organization Identifier (Org ID, Org Code)

Organization Names Organization Address Types

• Locator Types Organization Types Organization Characteristics


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Other Things We Want To Know (Other Attributes)

Relationship Types Structure Types (Hierarchical and Non-

hierarchical)


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Organization Identifiers (Codes)

• Legacy structure from conversion• Legacy organization (MAUs and departments) data will

be converted with an 8-digit identifier that has a coincidental initial resemblance to legacy code

NOTE: Subsequent organization-reporting changes will not change the value of this identifier – it cannot be used to derive reporting relationships!

• Future coding• After go-live, new organization IDs will be 8-digit

numeric with the first character being neither 1 nor 0• There will be no “sight recognition” or meaning built

into the code – just a number without inherent meaning

Organization Names

Organizations have multiple names Planned Name Types:

• Official – Complete name as approved by Board of Trustees

or other appropriate entity. – Up to 255 characters

• Full– Up to 40 characters– Legacy allows 43; OPB will shorten those over 40

before conversion

• Short– Up to 18 characters– Supports legacy systems and other reporting uses


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Organization Addresses

Organizations may have multiple addresses Each address has an address type Two legacy address types will be converted Planned address types:

• PL – Primary Physical Location– Address where the organization is actually located

• PD – Payroll Delivery– Address where payroll is delivered– Needs to be “deliverable” but may not be where

the organization’s physical presence is – Example: Some extension organizations have

payroll delivered on campus, but they are physically off campus


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Other Organization Locator Types

Organizations may have other “locator information”

Example locator types:• EM - Email• TL – Land-line telephone• TC - Cell phone• TF – Fax telephone• TP - Pager• UR – URL


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Organization Types: Overview

A way to categorize an organization to identify it• In terms of its relative hierarchical

position, - or- • As a type of non-hierarchical

organization. A specific organization will have one

and only one type.


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What Are The Organization Types?

UV = University SystemRepresents the totality of the organization (MSU)

CA = Campus Represents a unique instance of a university within a university system. – At this time MSU has ONLY ONE.– Not a physical location! – There can be multiple campuses in a

given UV.


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What Are The Organization Types? (Cont’d)

VP = Vice PresidentRepresents the highest level of a campus’ organization. – Examples: Offices of the President; VP of

Finance, Operations & Treasurer; Provost & VP for Academic Affairs; VP for University Advancement, etc.

MAU = Major Administrative UnitA grouping of the university’s units for administrative purposes.


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What Are The Organization Types? (Cont’d)

DP = DepartmentRepresents a department which may be composed of one or more units, each of which is also part of other MAUs. These usually have one administrator who oversees the operation of all of the units.

U1 = UnitPart of an MAU whose existence is separately authorized at the central level.

U2, U3 = Unit Defined Represents a portion of a U1defined by the unit.– Must be defined at least as pairs as they must

encompass the entirety of the U1.


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Other Non-Hierarchical Organization Types

CL = CollaborativeRepresents a collaborative organization, composed of various units.– Designed to facilitate collaborative efforts across

the University. – Example: Programs or services provided through

collaboration of U2s within multiple U1s, but not formally constituted as institutes/centers or as U1s in and of themselves.

GR = Group Represents a grouping of units for some functional reporting purpose not expressed above. – Example: a grouping of the non-medical colleges


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Organization Characteristics & Codes - Overview

A set of characteristics and related codes for the purpose of associating important attributes to the organization.

Each characteristic may have many characteristic codes related to it.

Certain characteristics allow associating several of its related codes to a single organization.

Certain characteristics are mandatory for every organization.


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What Are the Organization Characteristics and Their Codes?

Characteristic: Classification Codes:

– “MSU”– “Agency”

Mandatory: Yes Multiple Allowed: No

Every organization at initiation will be either MSU or an agency

Agencies are those in MAU 95, 98, 99 in legacy system, not a full spectrum of external organizations

Agencies have a separate governance structure; MSU has some fiduciary responsibility for them


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Organization Characteristics and Their Codes (Cont’d)

Characteristic: Organization Attribute (OA) Codes:

• Institutes and Centers (IC)– Organizations defined as such based on university policy

document– Usually have a start and end date

• General University (GU)– Organizations whose purpose is to manage a specific general

university operation whose funding is not tracked as part of some regular unit’s budget

– Examples: scholarships, fringe benefits– Important enough that they are reported separately, tracked

separately, and they have their own organization code Mandatory: No (i.e., may have none) Multiple Allowed: Yes


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Organization Characteristics and Their Codes (Cont’d)

Characteristic: Chart Code (COA) Codes:

• Chart Code – Used to capture the Kuali Financial

System (KFS) chart to which the organization belongs

Mandatory: No (i.e., may have none) Multiple Allowed: No


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Organization Characteristics and Their Codes

Characteristic: Organization Purpose (OP)

Codes: – HR – Hiring

» Organization may have positions» SAP HR implementation proposed to disallow

positions for organizations without “HR”– BU – Budgeting

» Organization is included in central budgeting» KFS/Cognos budgeting proposed to disallow

central budgets for organizations without “BU” Mandatory: No Multiple Allowed: Yes


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Relationships Between Organizations

• An organization may have a relationship(s) to one or more other organizations

• There can be different types of relationships

• Business rules may constrain what relationships particular organizations can (or must) participate in


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(Org X)

(Org B)(Org A)

Rela

tions

hip

(Org Y)

(Org A)

(Org K) (Org Q)

Relationship

Structures of Organizations and Relationships

• A set of organizations with particular types of relationships may be designated as a structure type.

• Some structure types take the form of a hierarchy.

• In a hierarchy structure, organizations are increasingly specific parts of the whole as you move down the hierarchy

• Think of a management reporting hierarchy, or a hierarchy for “rolling up” financial reporting totals to increasingly broad or general categories

• Example: • A and B are part of (or report to) X • Q, X, and K are part of Y• By implication, A and B are part of Y.


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Structures of Organizations and Relationships, cont’d

• A structure has a type• A specific structure type is

designed to support a particular purpose or usage

• An organization may participate in multiple structure types, both hierarchical and non-hierarchical

• Business rules may constrain what kinds of organizations or relationships can (or must) participate in certain structure types


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Relationship Types for Hierarchy Structures

RP - “Reports To”• For SAP HR interface, translates to SAP code

A0002 BR – “Bidding”

• Organization groupings related to HR layoff/bumping rights for certain bargaining groups. SAP code AZ01

• These are a set of specialized groups but not a full (single root node) hierarchy structure.

AR – “Additionally Reports To”• Needed for dotted-line type relationships

commonly shown in printed org charts like those of OPB or internal audit


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Other Relationship Types (Non-Hierarchical)

CO - “Consists Of”• Associates organizations with a

collaboration (organization type CL) or group (organization type GR) in which they participate

HS - “Historically Before/After”


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Structure Types

Routing (Workflow)• Budget Planning • KFS – Kuali Financial System• SAP - Personnel

Reporting• BI

– Budget/Administrative– Lead College– Duplicate


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Structure Types

Other• Groups• Collaborative• “Phone Book” Structure

SAP• Bidding• Cost Center – Org Structure Code


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Org Reference Code identifies a unit and does not change (1 – 3 characters)

Org Structure Code (15 characters) • Composed of org reference codes• Specific to a unit within an org structure

• Same unit may have different org structure codes in different structures

Example of 15-character Org Structure Code “UCVMMDDD1234567”

UV – University System (Org Reference Code in position “U”)CA – Campus (Org Reference Code in position ‘C’)VP – Vice President and President (Org Reference Code in position ‘V’)MAU – Major Administrative Unit (Org Reference Code in position ‘MM’)DP – Department (Org Reference Code in position ‘DDD’)U1 – 1st unit level below a department (Org Reference Code in position ‘1’)U2 – 2nd unit level below a department (Org Reference Code in position ‘2’)U3 – 3rd unit level below a department (Org Reference Code in position ‘3’)U4– 4th unit level below a department (Org Reference Code in position ‘4”)U5– 5th unit level below a department (Org Reference Code in position ‘5”)U6– 6th unit level below a department (Org Reference Code in position ‘6”)U7 – 7th unit level below a department (Org Reference Code in position ‘7”)

Org Structure Code (NOT Org Id)

PROVOST

CHM

COM

CNS

DEAN

DEAN

DEAN

MATHEMATICS

MICROBIOLOGY

RADIOLOGY

DEAN 1P22430100

RADIOLOGY-CHM 1P22711200

MICROBIOL-CHM1P22586300

DEAN1P34624100

RADIOLOGY-COM1P34711100

MICROBIOL-COM1P34586200

DEAN1P32604100

MATHEMATICS1P32574100

MICROBIOL-CNS1P32586100

BUDGET STRUCTURE

RADIOLOGY

MICROBIOLOGY

MICROBIOLOGYP

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34

32

430

711

586

624

711

586

604

574

586

1

2

1

3

1

2

1

1

1

Org Reference Codes: numbers outside of boxesOrg Structure Codes: numbers inside of boxes

PROVOST

CHM

COM

CNS

DEAN

DEAN

DEAN

MATHEMATICS

MICROBIOLOGY

RADIOLOGY

DEAN1P22430100

RADIOLOGY-CHM1P34711200

MICROBIOL-CHM1P32586300

DEAN1P34624100

RADIOLOGY-COM1P34711100

MICROBIOL-COM1P32586200

DEAN1P32604100

MATHEMATICS1P32574100

MICROBIOL-CNS1P32586100

LEAD COLLEGE STRUCTURE

RADIOLOGY

MICROBIOLOGY

MICROBIOLOGYP

22

34

32

430

711

586

624

711

586

604

574

586

1

2

3

1

1

2

1

1

1

Org Reference Codes: numbers outside of boxesOrg Structure Codes: numbers inside of boxes

Additional Information About Organizations, Relationships and

Structures “Must Participate” business rules

• Organization occurrences may be required to participate in certain mandatory structures.

• This is a relationship between an organization and a structure type, indicating that that organization is required to have one or more relationships in that structure type.

• Established at the time the organization is created “Lead Org” attribute

• In a given structure, a way to identify which of multiple peer organizations within a larger organization is responsible for the larger organization.

• Example: The college dean’s office Structure Organization Name

• An organization participating in a structure may need to have a structure-specific name in addition to its basic name

• Objective is for reports to clearly indicate what structure has been used to produce rolled-up totals for an organization.

Additional Information About Organizations, Relationships and

Structures, Cont’d Organization User Types

• Need to associate certain kinds of people with an organization in ways different from the HR reporting structure

• Expect to convert one type from legacy system:– AD – Administrator

• Other types under consideration:– SE – Security Administrator


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Backward Compatibility for Legacy Systems

Only organizations created within the D03 structure type down to the equivalent of the current department level will be sent back to the D03 system equivalent (unit-defined orgs of a lower level will not be available)

As needed to support this, new organizations created after go-live can have a legacy interface code for use in the D03 scheme (not the same as their OOI organization identifier)

Legacy codes – both the 2-character MAU and 3-character department – may be alphanumeric

All legacy systems must be modified to accept alphanumeric common unit codes


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Questions?

Thank You!


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Organization of Interest: Important Concepts DRAFT Structural Organization and Key Attributes...

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