Organization Chart

Menu Path

From the Fund Accounting menu, select Reference Tables. From the Reference Tables menu, select Organization Chart.

You must complete the Fund Accounting Profile before you can set up your Organization Chart. If you use project accounting, you should create the Project List first so you can link projects to key organization codes. If the Project List is not set up, you can link projects to key organizations later, by changing the organization record.

The Organization Chart option uses two pages:

Organization Chart Page - Enables you to search for existing organization records. It also accesses the Organization Record page and allows you to print and delete organization records.
Organization Record Page - Enables you to add or change organization records.

For information on converting your Organization Chart for a new year, refer to Fiscal Year-End Processing.

If your account structure needs to be changed in accordance with the Every Student Succeeds Act (ESSA), refer to the Financial Applications Every Student Succeeds Act Fiscal Year-End Checklist for details on converting account structures.

Organization Record Page

The Organization Record page allows you to create records with up to ten reporting levels, depending on the number of levels your site requires.

Reporting levels are defined in your Fund Accounting Profile.
The first level in the Organization Chart is always a fund.
The last level is always a low organization, also known as a budget unit.
Between the first and last levels, you can have up to eight intermediate reporting levels. The levels used in your system appear in the Reporting Structure section of the Organization Record page.

Set Up the Organization Chart

You should plan the levels for your Organization Chart prior to entering them. The following example shows a record with five reporting levels:

Level	Title	Code	Description
1	Fund	10	General Fund
2	Function	11	Administration
3	Cost Center	0110	Accounting
4	Program	20	Payroll
5	Budget Code	1011011020	Benefits Management

In this case, the code for the lowest level is a combination of the codes for levels 1-4. You can set up budget unit codes to reflect your full reporting structure or use another coding system that accommodates your particular requirements.

Code Structure

Following are some parameters regarding organization codes:

Codes may include numbers and letters, though numbers are simpler to use.
For the last level, codes can be up to 16 characters in length.
Funds (level 1) and intermediate levels can be up to 8 characters in length.
Codes sort alphabetically as opposed to numerically. For example, 1, 120, and 12300 all sort ahead of 2, 320, and 5000.

Special Types of Records

The Organization Record page allows you to designate certain records for special functions:

Level 1 records can be set up as disbursement funds if desired. Disbursement funds can issue checks.
Intermediate-level records are set up as total records. These records generate totals for intermediate reporting purposes. First and last level records cannot be total records.
You can set up certain level 2 records as fund groups, then assign these to level 1 records (funds). These records are total records that link together funds for reporting purposes.

Add Organization Records

For the most part, you should add your organization records in order from the highest level (level 1) to the lowest. Using the above example of a five-level record, you would add records as follows, clicking OK after entering each:

Click Add New.
Enter your level 1 records first. Since Fund is the highest reporting level, you will probably have only a few of these to enter. If you want to set up fund groups, you should enter level 2 records to reference these groups, and then enter your level 1 records. Create the fund groups by assigning the level 2 records to the appropriate level 1 records.
Enter intermediate-level records in the following order:
1. Add all Function records as level 2.
2. Next, add all Cost Center records as level 3.
3. Finally, add all Program records as level 4.
Enter all Budget Unit (low organization) records. At the low organization level, you tie each code to the appropriate fund and intermediate level records.

Change Organization Records

Enter criteria identifying the records, then click Find. To run an advanced search, click Advanced.
In the List section, select the record to change.
Click OK.
Change the field values as needed.
Click OK.

Delete Organization Records

In the Search Criteria section, enter criteria identifying the records, then click Find. To run an advanced search, click Advanced.
Select the record to delete.
Click Delete.
Click Yes.

Generate the Organization Chart Report

Enter criteria identifying the records, then click Find. To run an advanced search, click Advanced.
Click Print.
In the Report Type field, select:
- F - Full - Include Reporting Titles - Includes all organization levels. The report's default file name is organizf.rpt.
- P - Partial - Exclude Reporting Titles - Limits the report to fund and key organization levels. The report's default file name is organizp.rpt.
- L - Project Links - Includes project links, as well as funds and key organizations. The report's default file name is organizl.rpt.
Click OK.
Specify how you want to generate the report, then click OK.

Fields

Organization Chart Section

This section stores data for a key organization. The section's Level field determines the other sections that need to be completed. For example:

If you enter 1 in the Level field, you can access the Reporting Structure and Fund Information sections.
If you enter 2-9, you can access the Reporting Structure, depending on the number of intermediate levels.

You can only access the Budget Information section when entering the lowest level in your reporting structure.

Field	Description
Year	Fiscal year for the Organization Chart record being entered. The field defaults the current fiscal year. You may change the default to access another year's records or to set up records for a new year.
Key Organization	Code identifying the fund or other key organization level. Character/16 for last level records and Character/8 for other levels. The code you enter defaults to the field for the current level in the Reporting Structure section. For example, if you enter 100 in this field and select 3 in the Level field, 100 defaults to the Reporting Structure level 3 field.
Total	Checkbox designating an entry as a total record. Total records provide titles and totals for intermediate-level reporting. Select the box to indicate you want the current record to provide totals in reports and displays. All intermediate levels must be total records. For first and last level records, leave the box blank, since these levels cannot be total records.
Level	Number identifying a level in the organizational structure. Level 1 is the highest (fund) level and the last level is where budgeting occurs, otherwise referred to as the budget unit. The number of levels available is defined in your Fund Accounting Profile.
Title	Description of the key organization to appear in reports and displays. Character/25
Project Link	Setting determining whether you must specify a project when you enter a key organization code for an accounting transaction. Select: S - Specified Project Required - Requires entering a specific project when an organization is requested. With this setting, you must identify a project in the Default Project field. This project serves as the default in Project fields when you enter the linked organization. A - Any Project Required - Requires identifying a project when you enter an organization, but it can be any project. In this case, the Default Project field is optional. N - No Project Required - Indicates that entering a project is optional. Use this setting to allow entering an organization without identifying a project.
Default Project	Project to use as the default when the current organization is entered for an accounting transaction. You can replace the default with another project, if needed. This field only applies if you use project accounting and the key organization has a Project Link setting of S - Specified Project Required or A - Any Project Required.

Reporting Structure Section

Your access to the following fields depends on the organizational level being set up. As indicated by the asterisks, the titles of all fields, except Fund Group, are defined in the Fund Accounting Profile.

If the Default Reporting Structure checkbox is selected in the Fund Accounting Profile's Translation page, the organizational structure defaults into the Organization Charts Reporting Structure section when you add a new key organization. The program uses the Full Account Window page to determine how the values should be set up in the organizational structure. If needed, you can overwrite the default structure, though the system will generate a warning that your entries do not match the default.

Field	Description
Level 1	Code identifying the first reporting level (fund). You cannot designate a record at this level as a total record. Character/8
Fund Group	Optional field that enables you to group two or more funds together for reporting purposes. This field only displays when you are creating a fund (level 1) record. There are two requirements for setting up a fund group: You must enter a code identifying an existing level 2 record. The Total field in the level 2 record must be selected.
Levels 2-9	Intermediate levels, which include all reporting levels, except the first and last. The number of intermediate levels is defined in your Fund Accounting Profile. Intermediate levels should be designated as total records, meaning their Total checkbox must be selected. This allows the system to provide totals for the level in question. If you create a total record without associating it with a fund, the system automatically adds the letter T to the front of the code followed by the number of the level. For example, if you create a level 3 record with the code 1010, designate it as a total record, and do not identify a fund, the code becomes T31010. The T3 is removed when you assign the record to a fund.
Budget Unit	Last level (low organization) in a reporting structure, as defined in the Fund Accounting Profile's Low Orgn field. You cannot designate a record at this level as a total record. If your Fund Accounting Profile is set up for full expensing, the Full Account Window page will display for entering the budget unit. For the procedure, refer to Full Account Window Page.

Fund Information Section

This section can only be accessed when you are adding or changing level 1 (fund) records.

Field

Description

Enterprise Indicator

Select the checkbox to designate the fund as an enterprise fund. An enterprise fund has a profit center and produces an income statement.

Check Cash Balance

Indicates whether the system should check the fund's cash balance when a transaction is entered. It also determines whether the system should issue a warning or prevent the transaction from being posted.

Select:

N - No Checking - No monitoring of a fund's balance.
W - Warning - Issues a warning but allows transactions that exceed a fund's balance.
F - Fatal - Prevents posting transactions that exceed a balance.

Disbursement Fund

Fund used for distributing cash when accounts payable checks are processed. Enter the same fund from the Key Organization field if the fund is its own disbursement fund.

Important: If a disbursement fund is used, this fund must be set up in the Organization Chart. The appropriate control accounts must be set up for that fund in the General Ledger.

Budget Information Section

This section can only be accessed when you are adding or changing the lowest level (budget unit) in your reporting structure.

Field

Description

Check Budget Balance

Indicates whether the system should check a budget unit's budget balance when a transaction is posted.

Select:

N - No Checking - No monitoring of the budget balance.
W - Warning - Issues a warning but allows posting transactions exceeding the balance.
F - Fatal - Prevents posting transactions that exceed the balance.

Pre-encumber Requisitions

Indicates whether the system should check the budget balance when a requisition is issued in the Purchasing System.

Select:

N - No Checking - No monitoring of the budget balance.
W - Warning - Issues a warning but allows saving of requisitions exceeding the balance.
F - Fatal - Prevents saving of requisitions exceeding the balance.

Prior Year Organization

Previous year's organization code. Enter this code only if it is different from the current key organization code.