Organizational Structure & Department Changes


Organizational Structure Changes Policy

University Organizational Structure Change Process

Definitions:

Fund Source vs Organizational Department

The Department ID and Department fields are used in both PeopleSoft Financials and PeopleSoft Human Resources. However, it is important to note that they are used in two different capacities.
In PeopleSoft Human Resources, Department ID/Departments are used to represent a distinct, usually specialized division of a large organization as outlined by the official organizational chart. Department ID/Departments could be a principle administrative division, a division of business specializing in a particular product or service, or a division of a school or college dealing with a particular field of knowledge.

Examples of a Department ID/Department include:

1. Division, Department, Section, Unit, Subunit
2. Area, Line, Responsibility, Function, Specialty
3. Region, Area, District

In the PeopleSoft Financials chart of accounts structure, the Department ID chartfield is often used to identify and budget funds for expenditures not related to the organization structure of the University. Personal Services expenditures may or may not be charged to the fund source, however employees should never have a fund source as their “Home” department. Employees should always have a “Home” department that is within the official organizational structure that is recorded in the PeopleSoft Human Capital Management System. While department IDs must be kept consistent and in synch with each PeopleSoft database, only organizational structure departments with positions homed in them are required in Human Capital Management.
Fund Sources can have expenditures or they can just be holding places for budgeted amounts that are allocated to other departments throughout the year. They can also be subsets of Organizational Departments as long as employees are not “Homed” there. Some common examples of fund source departments are:

• Utilities
• General Institution
• Strategic Funding
• Special Projects
• Faculty Start-up Funds
• Cancer Center Pilot Funds

All Department ID/Departments in PeopleSoft HRMS must be in PeopleSoft Financials.  Department ID/Departments that represent fund sources are only set up in PeopleSoft Financials.  Please see the chart below for examples:

Department ID/Department

Represented on official organizational chart?

Add to PeopleSoft HR

Add to PeopleSoft Financials

75800000 – Mail Room

Yes

Yes

Yes

75800015 – Postage Cost

No

No

Yes

00780000 – College of Academia

Yes

Yes

Yes

 

00780000 – Start Up funds for Dr. Round

No

No

Yes

 

When requesting that a department be created in PeopleSoft Human Resources, you will be asked to submit a copy of your official organizational chart that includes the requested department.  The organizational chart should include the departmental hierarchy and should include the relationships of its positions.

Organizational Charts  (COMING SOON)

Departmental Naming Conventions  (COMING SOON)

Department ID Assignment

If you need to create a new department ID please email PS_Financials@augusta.edu for guidance.  Finance assigns the department ID because they are used for funding.  We do not reuse department IDs because they are used in historical reporting.  

Department Chart of Accounts Maintenance Request Form

Instructions for Form

Other Resources:

Processes (Routing)  (Coming soon)

Finance

HR