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One Hierarchy Project Overview for Systems and Business Process Owners

Financial Planning and Analysis Outreach

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What is One Hierarchy?Project Summary• The One Hierarchy Project is a critical update and

functional redesign of the BFS Master Org Tree to realign the financial reporting and management structures across campus and to unify these reporting structures across enterprise systems.

System Impacts/Considerations• Alternate Hierarchy is currently built in BFS; both trees

contain the new and old DeptIDs• Old DeptIDs will be inactivated as of July 8th; Chartstrings

will be updated with new DeptIDs using a DeptID data map• Alternate Hierarchy to be saved as Master Org Tree in BFS

on July 5th; Will create new Org Nodes and some existing nodes will no longer exist; Security and workflow across systems will be updated with Org Node data map

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Project StatusAlignment of reporting and management structures complete:

• An alternate entity hierarchy has been built in BFS based on entity hierarchy redesigns completed by 35 divisions across campus.

• CalPlan and CalRptg are sourcing this alternate hierarchy for the FY13 Forecast and FY14 Operating Budget process.

One entity hierarchy source work is ongoing:

• Enterprise Systems across campus have been notified of the project and an impacts assessment document has been created based on feedback from the systems.

– The Impacts Assessment Document contains detailed discussions with Functional and Technical Owners on system impacts and a detailed checklist for changeover tasks

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What’s Next?One Entity Hierarchy Source across all Enterprise Systems: • On July 5th the alternate entity hierarchy will replace the BFS

Master Org Tree in BFS with other enterprise systems following through the weekend of July 5th – 7th

• 900 Old DeptIDs will be inactivated as of July 8th; Chartstrings will need to be updated with replacement DeptIDs based on the DeptID data map approved by the divisions;

• There may be workarounds that can be utilized for systems that use COAvalidation as part of their process

• Security and workflow across systems will need to be updated with the Org Node data map approved by the divisions

• Most system changes will be done centrally by the Enterprise System Owners; detailed guidelines should be provided to the divisions for any tasks that cannot be handled centrally

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March April May June

Campus Budget Office

Outreach

CalPlanning

4/5Budget Submission due w/ FY13-14 Operating Budget

Mid April-mid May

Budget Hearings

3/7 FY12-13Forecast

update due

6/28Unit Budgets Completed

Early June Budget Process Results

July July

Working Sessions by Outreach/CBO

Moratorium on BFS Entity changes (No inactivations, description changes or hierarchy changes---DeptID movements. New DeptIDs & new nodes---w/ new DeptIDs only---are okay.)

Bulk in-activation of unused CoAs

Full-scale DeptID & node clean-up TBD

3/15Deadline to check COA

mapping 4/12Deadline to

check DeptID mapping

Target: 7/5 BFS live w/ new hierarchy and updated chartstringsBFS master org tree retired

3/8-3/11 Black Out (Includes 2 weekend days.)

After FY13-14 Budget Submission Release of analytical HCPRptg data

CalPlanning Training (CalPlan, CalRptg, HCP)

CalPlanningTool Office

Hours

Financial Planning in Context

Potential timing for changeover based on Enterprise System

August

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Quick ReferenceNew Hierarchy in CalPlan/Rptg

Alternate hierarchy/roll-ups

• Future state org tree• Designed by Divisions during Outreach• All DeptIDs roll to an L6

Tree Nodes

New Nodes • Future state descriptions until conversion• Not in the BFS Master Org Tree until conversion• Dummy nodes at L5 and L6 added, as needed

Existing Nodes • Current descriptions until conversion• Audit requirement: descriptions do not change until usage shifts

Nodes-to-Inactivate • Not included in New Hierarchy• Exist in BFS Master Org Tree until conversion

DeptIDs

New DeptIDs • Future state descriptions• Currently exist in the BFS Master Org Tree

Existing DeptIDs • Current descriptions until conversion• Audit requirement: descriptions do not change until usage shifts

DeptIDs-to-Inactivate • Current descriptions• Read-only in CalPlan• To be inactivated in BFS as of July 8th

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Reference Materials1. Enterprise System Impacts Assessment Document (Sample

Excerpts)

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Reference Materials1. Enterprise System Impacts Assessment Document (Sample

Excerpts)

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Reference Materials1. Enterprise System Impacts Assessment Document (Sample

Excerpts)

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Reference Materials2. DeptID Mapping (Sample Excerpt)

L7 L7 Description Map Target Map L7 Desc L3 Division17629 AIDVO VC-Joint Projects 17630 AIDVO VC Central Allocations UCRLO VC University Relations17631 AIDVO Positions Pending Assign 17630 AIDVO VC Central Allocations UCRLO VC University Relations17632 AIDVO STIP/Gift Fee Allocation 17630 AIDVO VC Central Allocations UCRLO VC University Relations17635 AIDVO Miscel Donations-Old 17630 AIDVO VC Central Allocations UCRLO VC University Relations17638 AIDVO Inactive 17630 AIDVO VC Central Allocations UCRLO VC University Relations17639 AIDVO ADM Prior Yr Balan 17630 AIDVO VC Central Allocations UCRLO VC University Relations17649 AIDVO ADM UCBF Agency Donation 17647 AIDVO UCBF Agency Unrest UCRLO VC University Relations17675 AIDVO Regts-Pending Endowment 17670 AIDVO Regts-Pending Designatn UCRLO VC University Relations17676 AIDVO CADS/BFS Pending 17670 AIDVO Regts-Pending Designatn UCRLO VC University Relations17644 AIDVO Central Supplies 17643 AIDVO Business O/Svcs-DO UCRLO VC University Relations17669 AIDVO Credit Card Regents 17642 AIDVO Financial Svc/UCBF UCRLO VC University Relations17622 AIDVO IO Haas Award 17621 AIDVO Chancellor Events UCRLO VC University Relations17623 AIDVO General O 17621 AIDVO Chancellor Events UCRLO VC University Relations17626 AIDVO Dev Programs 17640 AIDVO Admin & Finance UCRLO VC University Relations17681 AIDVO Maj Gft Offcrs-Units 17680 AIDDC Assoc VC UREL UCRLO VC University Relations17683 AIDVO DC Los Angeles Office 17680 AIDDC Assoc VC UREL UCRLO VC University Relations17692 AIDVO Regional Program 17680 AIDDC Assoc VC UREL UCRLO VC University Relations17697 AIDVO Univ Events & Cerem-U 17698 AIDVO External Relations & Protocol-DO UCRLO VC University Relations17663 AIDVO Central Files 17662 AIDVO Advancement Information Management UCRLO VC University Relations17665 AIDVO PS Stewardship 17662 AIDVO Advancement Information Management UCRLO VC University Relations17666 AIDVO PS MPIU/PVTS 17662 AIDVO Advancement Information Management UCRLO VC University Relations17668 AIDVO PS Network Computing Svc 17662 AIDVO Advancement Information Management UCRLO VC University Relations

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Reference Materials3. Node Mapping (Sample Excerpt)

Node Change?

Level Change?

Level and/or Node

Change

Master Node Mst Desc M Level Primary Alt Primary Alt DescPrim Alt

LevelAlt 2

Alt 2 Level

1 1 1 AVCIS ASSOC VC IST 2 VRIST Info Services and Technology 4

1 0 1 CENTR Central Campus Operations 2 CENLD Central Ledger 2

1 1 1 CHANC Chancellor 2 CHANL Campus Support Core 3

0 0 0 COLLS College of Letters & Science 2 COLLS Letters & Sciences 2

1 0 1 EVCP2 Exec Vice Chanc & Provost 2 OACAD Other Academic 2 COLLE 2

0 1 1 VCBAS VC Administration & Finance 2 VCBAS Administration & Finance 3

1 1 1 VCCAP VC Facilities Services 2 VCCPD VC Facilities Services 3

1 1 1 VCEQI VC Equity and Inclusion 2 VCEI3 VC Equity & Inclusion Div 3

0 0 0 VCRES Research, Policy, Planng & Adm 2 VCRES Research, Policy, Planning & Admin 2

0 1 1 VCUGA VC Student Affairs 2 VCUGA Student Affairs 3

1 1 1 VCURL VC University Relations 2 UCRLO VC University Relations 3

0 0 0 ACADS Academic Senate 3 ACADS Academic Senate 3

1 1 1 AVCBR Assoc VC CFO 3 AVCFO Assoc VC CFO 4

0 1 1 AVCFC Assoc VC Fin & Controller 3 AVCFC Assist VC Fin & Controller 5

0 0 0 BOALT Boalt School of Law 3 BOALT Boalt School of Law 3

1 1 1 BSATH Intercollegiate Athletics 3 FNATH Intercollegiate Athletics 4

0 1 1 BSAVC Assoc VC Bus & Admin Serv 3 BSAVC Assoc VC Bus & Admin Serv 4

0 1 1 BSHUM Assoc VC Human Resources 3 BSHUM Assoc VC Human Resources 4

1 1 1 BSPOL Public Safety & Transport 3 FUPOL University Police 5

1 1 1 BSVCB Office of Vice Chanc Admin 3 VCAFO Vice Chanc Admin & Finance Ofc 4 AVCFO 4

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Impacts to Security Mapping Assumptions:

• Proof of Concept based Jan 2013 Identity Management Report

• DeptID changes = chart string updates and DeptID inactivations (944 DeptIDs)

• Node changes = tree changeover and security mapping updates

Question:

If you have access to one of the 900+ DeptIDs inactivated, do you also have access to its replacement value?

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Impacts to Security Mapping

Scenario 1 – DeptID and Node changes are made on the same day:

• No Impact to security; People have the same access to the all replacement DeptIDs

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Impacts to Security MappingScenario 2 – Node changes made some time after DeptID changes

• 18 replacement DeptIDs (associated with 44 inactivated DeptIDs) roll-up to different nodes than the inactivated value

• This affects security/workflow for 179 individuals

• To provide continued security/workflow access to these individuals, the lowest satisfying org parent of the replacement DeptID has been identified and can be provided, if needed

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New Hierarchy: L3 DivisionL1 L2 L3

UCBKL UC BerkeleyCOLLS Letters & Sciences

COL1S L&S Core

        LS1BS L&S Biological Sciences

        LS1HU L&S Arts & Humanities

        LS1PS L&S Math & Physical Sci

        LS1SS L&S Social Sciences

        LS1UI L&S Undergraduate Division

COLLE Colleges

    CENVD Col of Environmental Design

      CO1NR College of Natural Resources

      COCHM College of Chemistry

      COENG College of Engineering

SCHOL Schools

    BOALT Boalt School of Law

        GSCPP Goldman Sch of Public Policy

        HAAS3 Haas School of Business

        SC1OP School of Optometry

        SC1PH School of Public Health

        SCEDU Graduate School of Education

        SCHSW School of Social Welfare

        SCJOU School of Journalism

        SCSIM School of Information

L2 L3

OACAD Other AcademicACADS Academic Senate

    CALPF Cal Performances/SMA

    EVCP3 Academic Core

    MU1FA Art Mus & Pacific Film Archive

    OT1VP VP Acad Affairs & Fac Welfare

    SSALL Summer Session, Study Abroad, OLLI

    UCLIB LIB UC Library

    UNEX3 University Extension

    VPAPF VP Tch, Lrn, Acad Plan & Fac

    VR1GD Graduate Division

VCRES Research, Policy, Planning & Admin

VCRAC Academic Research Units

    VCRAU Research Administrative Units

    VCRMS VC Res Museum & Field Stations

CAMSU Campus Support

CHANL Campus Support Core

    UCRLO VC University Relations

    VCBAS Administration & Finance

    VCCPD VC Facilities Services

    VCEI3 VC Equity & Inclusion Div

    VCUGA Student Affairs

CENLD Central Ledger

ACCTL Central Accounting Ledger

    CENRL Central Resource Ledger

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Resources/QuestionsFor overall One Hierarchy Project questions, please contact Maya Woodson Turman at mwoodson@berkeley.edu or 510-642-1044

For Enterprise System Impacts and Assessment Document and DeptID and Node Mappings, please contact Kirk Tans at ktans@huronconsultinggroup.com

Outreach Team contact email is outreachteam@lists.berkeley.edu

Visit http://budget.berkeley.edu/projects/outreach/one-hierarchy-project to view the following documents:

– This document

– Current and alternate BFS entity hierarchies

– Enterprise Assessment Document

– DeptID and Node Mapping