1 One Hierarchy Project Overview for Systems and Business Process Owners Financial Planning and Analysis Outreach

2 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 8 th ; 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 5 th ; 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

3 Project Status Alignment 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

4 What’s Next? One Entity Hierarchy Source across all Enterprise Systems: On July 5 th the alternate entity hierarchy will replace the BFS Master Org Tree in BFS with other enterprise systems following through the weekend of July 5 th – 7 th 900 Old DeptIDs will be inactivated as of July 8 th ; 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

5 MarchAprilMayJune Campus Budget Office Outreach CalPlanning 4/5 Budget Submission due w/ FY13-14 Operating Budget Mid April- mid May Budget Hearings 3/7 FY12-13 Forecast update due 6/28 Unit Budgets Completed Early June Budget Process Results 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 3/15 Deadline to check COA mapping 4/12 Deadline to check DeptID mapping Target:7/5 BFS live w/ new hierarchy and updated chartstrings BFS 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) CalPlanning Tool Office Hours Financial Planning in Context Potential timing for changeover based on Enterprise System August

6 Quick Reference New 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 NodesFuture state descriptions until conversion Not in the BFS Master Org Tree until conversion Dummy nodes at L5 and L6 added, as needed Existing NodesCurrent descriptions until conversion Audit requirement: descriptions do not change until usage shifts Nodes-to-InactivateNot included in New Hierarchy Exist in BFS Master Org Tree until conversion DeptIDs New DeptIDsFuture state descriptions Currently exist in the BFS Master Org Tree Existing DeptIDsCurrent descriptions until conversion Audit requirement: descriptions do not change until usage shifts DeptIDs-to-InactivateCurrent descriptions Read-only in CalPlan To be inactivated in BFS as of July 8 th

7 Reference Materials 1.Enterprise System Impacts Assessment Document (Sample Excerpts)

8 Reference Materials 1.Enterprise System Impacts Assessment Document (Sample Excerpts)

9 Reference Materials 1.Enterprise System Impacts Assessment Document (Sample Excerpts)

10 Reference Materials 2.DeptID Mapping (Sample Excerpt)

11 Reference Materials 3.Node Mapping (Sample Excerpt)

12 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?

13 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

14 Impacts to Security Mapping Scenario 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

15 New Hierarchy: L3 Division L1L2L3 UCBKL UC Berkeley COLLS Letters & Sciences COL1SL&S Core LS1BSL&S Biological Sciences LS1HUL&S Arts & Humanities LS1PSL&S Math & Physical Sci LS1SSL&S Social Sciences LS1UIL&S Undergraduate Division COLLE Colleges CENVDCol of Environmental Design CO1NRCollege of Natural Resources COCHMCollege of Chemistry COENGCollege of Engineering SCHOL Schools BOALTBoalt School of Law GSCPPGoldman Sch of Public Policy HAAS3Haas School of Business SC1OPSchool of Optometry SC1PHSchool of Public Health SCEDUGraduate School of Education SCHSWSchool of Social Welfare SCJOUSchool of Journalism SCSIMSchool of Information L2L3 OACAD Other Academic ACADSAcademic Senate CALPFCal Performances/SMA EVCP3Academic Core MU1FAArt Mus & Pacific Film Archive OT1VPVP Acad Affairs & Fac Welfare SSALLSummer Session, Study Abroad, OLLI UCLIBLIB UC Library UNEX3University Extension VPAPFVP Tch, Lrn, Acad Plan & Fac VR1GDGraduate Division VCRES Research, Policy, Planning & Admin VCRACAcademic Research Units VCRAUResearch Administrative Units VCRMSVC Res Museum & Field Stations CAMSU Campus Support CHANLCampus Support Core UCRLOVC University Relations VCBASAdministration & Finance VCCPDVC Facilities Services VCEI3VC Equity & Inclusion Div VCUGAStudent Affairs CENLD Central Ledger ACCTLCentral Accounting Ledger CENRLCentral Resource Ledger

16 Resources/Questions For overall One Hierarchy Project questions, please contact Maya Woodson Turman at or For Enterprise System Impacts and Assessment Document and DeptID and Node Mappings, please contact Kirk Tans at Outreach Team contact is Visit to view the following documents: –This document –Current and alternate BFS entity hierarchies –Enterprise Assessment Document –DeptID and Node Mapping