Maintaining Supervisory Organization Structure in Workday


Purpose

This document provides HR Partners (HRPs) directions on how to create subordinate organizations and divide supervisory organizations in Workday.

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Keep in Mind

· A new supervisory organization should not be created if existing empty organizations could instead be moved or renamed.

· Supervisory organizations cannot be deleted, they can only be inactivated.

· The Organization Code is an abbreviation for a department, and it is not the same as the HRMS Department Number (i.e., Organization Code: CSL, HRMS Department Number: 20100). When creating a new supervisory organization, only the Organization Code is necessary.

· All BSD organizations must use "BSD" for the Organization Code, regardless of department.

· The information required to complete the process in Workday is:

· Proposed superior organization.

· Proposed organization name.

· Organization code.

· Effective date.

· Primary location (if desired).

· Roles for the proposed organization (e.g., Time Approver, Manager, HR Partner, Budget Partner, etc.).

Steps

1. Log into Workday using your CNET ID and password.

2. Find the superior supervisory organization by typing in the prefix org: and the name of the supervisory organization in the search box at the top of the screen, and then press the Enter key. A list of results associated with the search criteria will populate. Select the desired result.

a. While typing in the name of the supervisory organization, suggested organizations display underneath the search box.

b. For details on how to use prefixes, review the Workday Search Prefixes Knowledge Base Article.

3. When the desired organization has been selected, the Supervisory Organization profile screen will appear.

4. To create a subordinate supervisory organization, follow these steps:

a. From the Supervisory Organization screen, select the Related Actions icon (the icon made of a small rectangle with three dots in the middle) to the right of the organization’s name to display the menu of available Actions. Hover over Reorganization and select Create Subordinate.

b. The Create Subordinate dialog box appears.

c. Type in or use the calendar icon to confirm the Effective Date and select OK.

d. The Availability Date field will automatically populate. If necessary, this date can be updated.

i. The Availability Date is the day when a new subordinate organization becomes accessible in Workday to assign employees and roles, while the Effective Date is the day when this organization officially starts its operational existence and begins impacting business processes such as HR or Financial operations. These dates should correspond with the earliest day when transactions will be executed in the organization. If unsure, it is always safe to use 01/01/2015 as a date.

e. Enter the Organization Name and Organization Code in the appropriate fields. Do not enter an HRMS Department Number as Organization Code. Please refer to the List of Organization Codes for a complete catalogue of allowable organization codes.

f. Ensure that the Include Organization Code in Name box is checked. This will make the Organization Code field required.

g. Leave the Include Organization ID in Name and Include Manager/Leader in Name boxes unchecked.

h. Use the Hamburger Menu (the icon with 3 dots and 3 dashes) located to the right of the Organization Subtype prompt box to select the option Supervisory Organization.

i. If desired, fill out the External URL and Primary Location fields by utilizing the Hamburger Menu to the right of the appropriate prompt boxes.

j. If any of the role assignments for the new organization (e.g., Time Approver, Manager, HR Partner, Budget Partner, etc.) are different from those of the superior organization, please note these differences in the Comments section located at the bottom of the screen. The absence of these notes in the Comments section will result in all roles defaulting to those of the superior organization.

k. Select Submit.

i. The process will first be routed to the Organization Administrator for approval.

ii. Once this approval is granted, the process then goes to the Security Administrator and Security Configuration Administrator for role assignment.

5. To divide a supervisory organization, proceed as follows:

a. From the Supervisory Organization screen, select the Related Actions icon to the right of the organization’s name, hover over Reorganization and choose Divide Organization.

b. The Divide Organization dialog box appears.

c. Type in or use the calendar icon to confirm the Effective Date and select OK.

d. The Availability Date field will automatically populate. If necessary, this date can be updated.

e. Enter the Organization Name and Organization Code in the appropriate fields. Do not enter an HRMS Department Number as Organization Code. Please refer to the List of Organization Codes for a complete catalogue of allowable organization codes.

f. Ensure that the Include Organization Code in Name box is checked. This will make the Organization Code field required.

g. Leave the Include Organization ID in Name and Include Manager/Leader in Name boxes unchecked.

h. Use the Hamburger Menu (the icon with 3 dots and 3 dashes) located to the right of the Organization Subtype prompt box to select the option Supervisory Organization.

i. Utilize the Hamburger Menu to the right of the appropriate prompt boxes to fill out the Primary Location field, and if desired, also fill in the External URL field.

j. Either select Move All to New Organization to relocate all subordinate supervisory organizations to the newly created organization OR use the checkboxes under the Move to New Organization column to choose the specific subordinate organizations that need to be moved.

k. Select Submit.

i. The process will first be routed to the Organization Administrator for approval.

ii. Once this approval is granted, the process then goes to the Security Administrator and Security Configuration Administrator for role assignment.

List of Organization Codes

Org Code

Department/Division

Org Code

Department/Division

AI

Academic Initiatives

IME

Institute of Molecular Engineering

ARD

Alumni Relations and Development

Investment

Investment Office

BFI

Becker Friedman Institute

ITS

IT Services

Booth

Booth School of Business

Lab School

Laboratory Schools

BSD

Biological Sciences Division

Law

Law School

Civic Engagement

Civic Engagement

Legal

Office of Legal Counsel

College

The College

Library

UChicago Library

COMM

Communications

OI

Oriental Institute

CREO

Commercial Real Estate Office

President

Office of the President

CSL

Campus and Student Life

Press

UChicago Press

DIV

Divinity School

Provost

Office of the Provost

DSS

Department of Safety and Security

PSD

Physical Sciences Division

ESA

Enrollment and Student Advancement

RINL

Research and National Labs

F&A

Finance and Administration

S&I

Strategy and Innovation

Facilities

Facilities Department

SSA

School of Social Service Administration

FIN

Financial Services

SSD

Social Sciences Division

Graham

Graham School of Continuing Liberal and Professional Education

SSO

Shared Services Office

Harris

Harris School of Public Policy

UCPE

UChicago Professional Education

HR

Human Resources

UEI

Urban Education Institute

HUM

Humanities Division

UL

Urban Labs