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Draft
Data Governance and Stewardship – Org ID
Introduction
This document represents the initial phase of a larger Data Management Initiative. The current practices of data governance, stewardship and management of Org ID is the focus of this document. This document also contains definitions of terms associated with the Org ID. Date: July 27, 2010Table of Contents
Introduction ... 1 Table of Contents ... 1 Data Definitions ... 3 Org ID Attributes ... 3 Org Head ... 3 Account Executive ... 3 Principal Investigator ... 3 Responsible Person ... 3 Reports To (Org to Org) ... 4 Location (Space) ... 4 Org ID Uses ... 5 People ... 5 Employees ... 5 Home Department ... 5 Reporting Department ... 5 Payroll Distribution Org ... 6 Planned/Default versus Actual ... 6 Affiliates ... 7Students ... 7 Academic Organization ... 7 Financial ‐ Chartfield ... 7 Space ... 7 Current Practice ... 7 IOGC (Institutional ORG Governance Committee) ... 8 Data Classification ... 8 Data Access ... 8
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Data Definitions
Org ID (Organization Identifier) is an identifier applied to groups of people, money, space or other orgs. The Org ID is a fundamental piece of data acting as a sort of glue to group related things, represented as data, together. It can group both horizontally and vertically. Org ID is hierarchical in nature. Our Org ID implementation enables many things such as work flow applications, reporting hierarchies, the cross checking of data, and security. There is not a single Org ID master. Rather, Org ID is entered in two separate databases, both are PeopleSoft systems. The two databases are: HE (Higher Education) Database a. This database is the primary host for both University wide HR and Student information. b. Table DEPT_TBL FS (Financial System) Database c. This database hosts data for GL, AP, etc. d. Table DEPT_TBLOrg ID Attributes
Org Head Definition: The Org Head is the person responsible for managing all aspects of an organization and is listed as the person accountable in the Org Table. Every Org, regardless of type, has one and only one Org Head defined. Responsibilities of the Org Head, as it relates to signature authority, are outlined in the Electronic Approvals Rule, dated 6/25/08, and in the Authorizations and Approvals Policy 3‐003. Database location: In HE, DEPT_TBL.MANAGER_ID (an emplid) In FS, DEPT_TBL.MANAGER_ID (an emplid) Some terms are related to the term Org Head with regards to responsibilities. For clarity, they are defined below: Account Executive Definition: The Account Executive is the person responsible for Activities (a chartfield element). Principal Investigator Definition: The Principal Investigator is the person responsible for a Project (a chartfield element). Responsible Person Definition: The term Responsible Person is a kind of umbrella term for someone responsible for monitoring a budget. Org Head, Account Executive, and Principal Investigator are all Responsible Persons.Reports To (Org to Org) Definition: Every Org, regardless of type, Reports To another Org, forming a hierarchical tree. Database location: In HE, the Reports To Org is maintained for the entire university. o Table PSTREENODE contains many trees, including the Reports To tree. o The Reports To rows of interest are designated by column PSTREENODE.TREE_NAME with a value of ‘DEPT_SECURITY’. o The PSTREENODE table, and therefore the Reports To tree, is maintained with the PeopleSoft application Tree Manager. o Given PSTREENODE’s complexity (hierarchical data is inherently a little more complex than most data), view UU_ORGID_EXPANS has been created, and column UU_RPTS_TO_ORG contains the Reports To data. In FS, the Reports To data is maintained only for campus based Orgs. o As in HE, table PSTREENODE contains Reports To. The column TREE_NAME is also used but with the value of ‘U_ORG_ROLLUP’. o View UU_ORGID_EXPANS and column UU_RPTS_TO_ORG (for campus based Orgs). o Table DEPT_TBL and column UU_RPTS_TO_ORG also contains Reports To (for campus based Orgs). Location (Space) Definition: Every Org has a 10 character location attribute which is the combination of a building number and a room number. This is the primary location for an Org. Database location: In HE, DEPT_TBL.LOCATION In FS, DEPT_TBL.LOCATION See the Space section below for more information on space management.
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Org ID Uses
PeopleEmployees Home Department Definition: Every employee has one and only one Home Department (identified by an Org ID), regardless of how many jobs they may have. The home department, when on campus, is responsible for the budgeting of the whole employee. Home Department is not currently effective dated; therefore, there is no history of an employee’s home department. Database location: In HE, column UU_EMPLOYMENT.UU_HOME_DEPT. In FS, there is no employment information; therefore, the Home Department is not recorded. Uses: The Home Department is responsible for the distribution and verification of payroll checks and W2 forms. The Home Department is responsible for the Check/Advice roster. Home Department dictates the budgeting of the whole employee (non UUHC). Home Department is one mechanism which drives security to the whole employee : o HRIL (some queries are restricted by the Home Department) o D‐JOBS View Pan Distribution Update Directory History o Vision (the budget system) Reporting Department Definition: Every job/position belongs to one and only one department, the Reporting Department (identified by an Org ID). An employee can have one to many jobs assigned to them. Database location: In HE, column JOB.DEPTID. In FS, there is no job/position information; hence, the Reporting Department is not recorded. Uses: Campus Directory o ‘Employee’ search: The attribute ‘Dept ID’ shown for each job/position is the Reporting Department. o ‘Department/Organization’ search: Anyone with a job/position having a Reporting Department matching the department searched and selected is listed as an employee in the department. o For Campus Directory purposes only, these values can be overwritten using D‐JOBS Update Directory. Job Openings – This is the hiring department.
ePAF approval routing/roll up Security access to: o HRIL (some queries are restricted by the Reporting Department) o D‐JOBS View Pan Distribution Update Directory History o FYSC o ePAF o Other web applications Payroll Distribution Org Definition: Every job is funded from a chartfield with an Org ID as one of its attributes. The Org ID in this particular type of transaction is known as the Payroll Distribution Org. Every job must have one chartfield and can have more than one chartfield; therefore, one job can have more than one Distribution Org. Planned/Default versus Actual: Both Planned/Default and Actual Payroll Distribution Chartfields are recorded. The Planned/Default Distribution Chartfield can be over written as the actual Distribution Chartfield by payroll processes including Kronos, Reallocation, Workstudy, Hospital Benefit Pool, etc. Database location: o Planned/Default Distribution Org is in column HE.UU_DIST_TBL.UU_ORG_ID o Actual Distribution Org is found as a substring of column ACCT_CD in the listed tables. Starts at position 3 with a length of 5 PAY_ERN_DIST (Earnings) PAY_DED_DIST (Deductions) PAY_TAX_DIST (Taxes) o In FS, not applicable. Uses: Job distributions Determines which Org is responsible for a payroll transaction, down to all or a portion of a job. o A payroll distribution, or a job distribution, is a financial transaction, similar to a chartfield transaction. See the Financial section for more information on chartfields.
Page 7 of 9 Affiliates Definition: An Affiliate is someone associated with the U with a nonemployee or nonstudent role. Some examples of affiliates are: contractors, incoming new hires (someone whose employment has not yet begun) and hospital volunteers. Some affiliates are associated to an Org ID. Some affiliates are never associated to an Org ID. Students There is no student to Org ID relationship in the database. Academic Organization This section is included here in the People/Student section due to its association with student data. The Academic Organization (Programs, Plans, and Majors) is defined in the database, but this grouping is independent of the Org ID groupings. PeopleSoft provides a means to link Academic Organization to Org ID, but we have not implemented this functionality. Student data is often reported by Org ID, but this is done by logical interpretation. That is, people have grouped the data in their own queries or code; therefore, it is not easily shared and vulnerable to inconsistencies. Financial – Chartfield All financial transactions are recorded against a chartfield string (account number), which is a combination of seven elements. One of the chartfield elements is the Org ID. In most financial transactions the Org ID is required. On BU 02 transactions the Org ID represents the bucket of money from which the budgets are tracked. On BU 01 and 04 transactions the Activity or Project represents the bucket of money from which budgets are tracked and the Org ID is the rollup of Activities and Projects. Every Activity and Project has one and only one Org ID rollup. An Org ID can have zero to many Activities and Projects assigned to it. The chartfield, and all its coded attributes, is thoroughly explained on the FBS (Financial and Business Services) website; http://fbs.admin.utah.edu/ Space A non‐PeopleSoft system, owned by the Office of Space Planning and Management, tracks the ownership and use of space (buildings, rooms, etc) at the University by Org. Efforts are underway to automate and improve the integration of data between the PeopleSoft systems and Space Planning’s system.
Current Practice
Any college or department can request an Org ID change as needed for business purposes. The requests are sent to a central administration group. The requesting and administration groups work together to ensure that the change is a reasonable fit with today’s current Org ID model and practices. After consensus, the central administration group processes the request.The central administration groups are: Campus Requests o General Accounting: Steve Allen o Budget Office: Sandy Hughes University Health Care Requests o UH Accounting Office: Brent Worwood o Budget Office: Sandy Hughes IOGC (Institutional ORG Governance Committee) The IOGC acts as an advisory body for Org IDs. The IOGC is developing a set of guidelines for the setup and usage of Org IDs. They have also undertaken data quality initiatives, such as synchronizing Org IDs across databases. The IOGC committee has the following representation: Office Representative Budget Office Sandy Hughes Financial Solutions Rebecca Baggett/Dean Church General Accounting – Campus Steve Allen Space Planning and Management Bruce Gillars Health Sciences Larry Dew HR Open UH Accounting Office Brent Worwood UIT Dan Hopkins/Dan Lidgard Data Classification The following Org attributes are considered public to the University community. Setid Org ID (a character identifier of length 5) Organization Name (a character description) Org Head (the person’s name, not their emplid) Department Phone Location (a character identifier of length 10, building and room) Reports To (another Org ID, Org to Org) Status (Active/Inactive) Data Access The FS version of the public information described above is viewable (and downloadable to Excel) in the FBS (Financial and Business Services) pagelet on the CIS web page under the Employee tab. For system to system (data integration) efforts, an Org ID focused web service, sourced from HE, is entering development. Any active employee or active affiliate is eligible for access.
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