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

1. A Reorganization?How Do We Manage the Chart of Accounts? Cathy Caldwell, CPA General Accounting Manager UNC-Wilmington

2. 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.

3. Overview • Who uses Fund/ORG security? • UNCW different

4. Overview • ORGS at UNCW very complex and affect many processes in Banner System • UNCW chose to use 5 digit ORGs, defined as:

5. 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

6. Overview • Processes needed to be developed to manage new ORGs and Re-orgs • ORG changes needed to be well planned • ORG committee evolved

7. 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

8. 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:

9. What is the ORG Committee?

10. 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

11. Tools Developed by ORG Committee

12. Org Changes TimeLine of Events Bud Mgrs mtg w/ Org com w/doc 4/16 Start Bud Mgrs submsn HR and Fin docs 5/1 Initial Meeting with Org Subcomm Deadline for submsn all org change docs 2/15 6/1 SrApprv of Org Changes 3/14 Org Committee email to Bud Mgrs Deadline for updating systems with chng 1/16 6/29 Jan February March April May June Made with Office Timeline 2010 www.officetimeline.com

13. 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

14. Tools Developed by ORG Committee • Summary worksheet:

15. Tools Developed by ORG Committee • Summary Worksheet:

16. Tools Developed by ORG Committee • Finance Requirements Worksheet:

17. Tools Developed by ORG Committee • Advancement Requirements Worksheet:

18. Tools Developed by ORG Committee • HR Requirements Worksheet:

19. Tools Developed by ORG Committee • Additional Forms Included for Re-Orgs:

20. 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

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. Summary