Historically, lack of governance of organizational change has resulted in a lack of communication amongst various staff responsible for compiling reports for internal and external consumption resulting in confusion and in some cases re-work. While multiple perspectives may be needed depending on the audience of a report, there is a need for a primary version of the truth to ensure effective integration across key administrative systems and the reports that are generated from them. Additionally, with the introduction of 2 new significant systems where this data drives security, a clear and definitive governance process is needed in order for the data and security changes to be easily understood and implemented by system administrators. Below is an outline of the procedures for managing changes to the Human Resources and Financial Organization structures.
1. The Lab or program administrator initiates org tree change(s) up to the Lab or Program level of the org tree with Lab or Program Director approval.
2. Org tree changes at the top Lab/Program Level and above in NCAR are initiated by the NCAR Budget and Planning Director with NCAR Director approval.
3. Org tree changes at the top Program level in UCP and Corporate Affairs are initiated by the UCP Director of Budget and Administration with Vice President for Corporate Affairs and Director of UCAR Community Programs approval.
4. Org tree changes at the top department/program level and above in UCAR Finance and Administration are initiated by Manager, Budget Analysis with Vice President of UCAR Finance and Administration approval.
5. Administrator documents change to FinOrg, HR Org, or both in a change request to the designated Budget and Planning or Budget Management office for evaluation on impact to reporting. Requests are emailed to servicedesk@ucar.edu and assigned to Entity Budget and Planning representatives for evaluation and approval.
6. Entity Budget and Planning party evaluates the request:
- confirms administrator and director approval
- Evaluates for impact on reporting
- Evaluates for impact to security groups and roles
- Evaluates /confirms whether change impacts HR Org and FinOrg or just one of these
- Evaluates / communicates impact to CSC division designation
- Evaluates what reports if any are impacted
- If no HR Org change and no impact to reporting, enters change in CPM tool
- HR Org changes passed to HR for evaluation and the Entity Budget Office updates the Help desk ticket with the following:
Group: HR Services
Individual: Laurie Carr
Description of Change:
If org unit is changing or hierarchy is changing, do you want a new location history record for all impacted employees so you can research changes over time in CPMDB? if new org unit, which org unit is its parent?
If move of a person, from which org unit to which org unit? include peid, etc.
If change to org unit parent, old parent and new parent and new level (see pdf on this drupal page for levels: /docs/functional-org-tree-fot-or-hr-org-hierarchy)
If a report needs to be changed, submit a separate help desk request for assessment/prioritization
7. If change to HR Org, HR evaluates impact of change. If no IT support is needed, HR makes the change and communicates to all parties. .
8. HR creates new/assigns request to IT for assessment.
9. If IT involvement is needed for security group changes, or support of HR for changes to iVantage, IT assesses changes, estimates time to completion, and communicates plan to all parties.
11. If necessary, change will be made in the dev/test environments first and the requestor will be asked to test/validate the change.
Once changes are made in production, the requestor validates the changes and Ticket is then closed.
