This document provides HR Partners (HRPs) directions on how to create subordinate organizations and divide supervisory organizations in Workday.
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· A new supervisory organization should not be created if existing empty or unused supervisory organizations can be moved or renamed instead. Please note that supervisory organizations cannot be deleted, they can only be inactivated.
· HRPs DO NOT have the ability to move, rename, or inactivate supervisory organizations. To request any of these changes, please submit an Ask a Human Resources Question request. The appropriate team will review and process the update.
· The Organization Code is an abbreviation for a department (e.g., the organization code CSL corresponds to Campus and Student Life). When creating a new supervisory organization, 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.)
· Default Organization Assignments (Entity, Cost Center, Program, Fund, Activity, Purpose, and Site)
· If moving workers to the new Supervisory Organization or creating a new position in the supervisory organization, the default organization assignments on the position must match the default organization assignments on the subordinate organization.
1. Log into Workday using your CNetID 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. The desired organization can be selected from these options.
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. Select one of the following options to continue:
a. Creating a Subordinate Supervisory Organization
b. Dividing a Supervisory Organization
1. 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.
2. The Create Subordinate dialog box appears.
3. Type in or use the calendar icon to confirm the Effective Date and select OK.
4. The Availability Date field will automatically populate. If necessary, this date can be updated.
a. 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 the date.
5. Enter the Organization Name and Organization Code in the appropriate fields. Please refer to the List of Organization Codes for a complete catalogue of allowable organization codes.
a. Ensure this information is entered, even though the fields are not marked as required (i.e., not indicated with a red asterisk).
b. When entering the Organization Code, make sure to use a value from the list referenced above, as these are the only allowed values. Daily audits are conducted to identify and correct any invalid or blank Organization Codes.
c. If the Organization Code should be part of the Organization Name, DO NOT enter the code into the Organization Name field. Instead, after entering the code in the Organization Code field, check the Include Organization Code in Name box. Otherwise, leave this box unchecked.
i. For example, if the supervisory organization’s name is Help Desk and its code is F&A, checking the Include Organization Code in Name box will display the supervisory organization’s name as F&A Help Desk. If the box is left unchecked, the name will be displayed as Help Desk only.
6. Leave the Include Organization ID in Name and Include Manager/Leader in Name boxes unchecked.
7. The Organization Subtype field should default to Supervisory Organization. If needed, use the Hamburger Menu (the icon with 3 dots and 3 dashes) located to the right of the appropriate prompt box to enter this information.
8. 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.
9. Indicate the Default Organization Assignments for the new supervisory organization in the Comments box located at the bottom of the screen, noting the appropriate values for the Entity, Cost Center, Program, Fund, Activity, Purpose, and Site segments.
10. 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 also note these differences in the Comments section. The absence of these notes in the Comments section will result in all roles defaulting to those of the superior organization.
11. Select Submit.
a. The process will first be routed to the Organization Administrator for approval.
b. Once this approval is granted, the process then goes to the Security Administrator and Security Configuration Administrator for role assignment.
1. 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, hover over Reorganization and choose Divide Organization.
2. The Divide Organization dialog box appears.
3. Type in or use the calendar icon to confirm the Effective Date and select OK.
4. The Availability Date field will automatically populate. If necessary, this date can be updated.
a. 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 the date.
5. Enter the Organization Name and Organization Code in the appropriate fields. Please refer to the List of Organization Codes for a complete catalogue of allowable organization codes.
a. Ensure this information is entered, even though the fields are not marked as required (i.e., not indicated with a red asterisk).
b. When entering the Organization Code, make sure to use a value from the list referenced above, as these are the only allowed values. Daily audits are conducted to identify and correct any invalid or blank Organization Codes.
c. If the Organization Code should be part of the Organization Name, DO NOT enter the code into the Organization Name field. Instead, after entering the code in the Organization Code field, check the Include Organization Code in Name box. Otherwise, leave this box unchecked.
i. For example, if the supervisory organization’s name is Help Desk and its code is F&A, checking the Include Organization Code in Name box will display the supervisory organization’s name as F&A Help Desk. If the box is left unchecked, the name will be displayed as Help Desk only.
6. Leave the Include Organization ID in Name and Include Manager/Leader in Name boxes unchecked.
7. The Organization Subtype field should default to Supervisory Organization. If needed, use the Hamburger Menu (the icon with 3 dots and 3 dashes) located to the right of the appropriate prompt box to enter this information.
8. 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.
9. Under the Subordinate Organizations section, either check the Move All to New Organization box to relocate all subordinate supervisory organizations to the newly created organization OR use the checkboxes under the Move to New Organization column in the Current Subordinates table to choose the specific subordinate organizations that need to be moved.
10. Indicate the Default Organization Assignments for the new supervisory organization in the Comments box located at the bottom of the screen, noting the appropriate values for the Entity, Cost Center, Program, Fund, Activity, Purpose, and Site segments.
11. 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 original organization being divided, please also note these differences in the Comments section. The absence of these notes in the Comments section will result in all roles defaulting to those of the organization being divided.
12. Select Submit.
a. The process will first be routed to the Organization Administrator for approval.
b. Once this approval is granted, the process then goes to the Security Administrator and Security Configuration Administrator for role assignment.
|
Org Code |
Department/Division |
Org Code |
Department/Division |
|
AI |
Academic Initiatives |
HUM |
Humanities Division |
|
ARD |
Alumni Relations and Development |
Investment |
Investment Office |
|
BFI |
Becker Friedman Institute |
ISAC |
Institute for the Study of Ancient Cultures |
|
Booth |
Booth School of Business |
ITS |
IT Services |
|
BSD |
Biological Sciences Division |
Lab School |
Laboratory Schools |
|
Civic Engagement |
Civic Engagement |
Law |
Law School |
|
College |
The College |
Legal |
Office of Legal Counsel |
|
COMM |
Communications |
Library |
UChicago Library |
|
CREO |
Commercial Real Estate Office |
OPS |
Operations |
|
Crown |
Crown School of Social Service Administration |
PME |
Pritzker Institute of Molecular Engineering |
|
CSL |
Campus and Student Life |
President |
Office of the President |
|
DIV |
Divinity School |
Press |
UChicago Press |
|
DSS |
Department of Safety and Security |
Provost |
Office of the Provost |
|
ESA |
Enrollment and Student Advancement |
PSD |
Physical Sciences Division |
|
F&A |
Finance and Administration |
RINL |
Research and National Labs |
|
Facilities |
Facilities Department |
S&I |
Strategy and Innovation |
|
FIN |
Financial Services |
SSD |
Social Sciences Division |
|
Graham |
Graham School of Continuing Liberal and Professional Education |
UCPE |
UChicago Professional Education |
|
Harris |
Harris School of Public Policy |
UEI |
Urban Education Institute |
|
HR |
Human Resources |
UL |
Urban Labs |