One Hierarchy Project Overview for Systems and Business Process Owners

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 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

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 5ththe 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 ofJuly 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

5. Financial Planning in Context August July July March April May June CalPlanningTraining (CalPlan, CalRptg, HCP) Working Sessions by Outreach/CBO After FY13-14 Budget Submission Release of analytical HCPRptg data CalPlanning Tool Office Hours Potential timing for changeover based on Enterprise System Moratorium on BFS Entity changes (No inactivations, description changes or hierarchy changes---DeptID movements. New DeptIDs & new nodes---w/ new DeptIDs only---are okay.) 3/8-3/11 Black Out (Includes 2 weekend days.) Target: 7/5 BFS live w/ new hierarchy and updated chartstrings BFS master org tree retired Bulk in-activation of unused CoAs 3/15Deadline to check COA mapping Outreach Campus Budget Office 4/12Deadline to check DeptID mapping Full-scale DeptID & node clean-up TBD CalPlanning 3/7 FY12-13 Forecast update due 4/5 Budget Submission due w/ FY13-14 Operating Budget 6/28 Unit Budgets Completed Mid April-mid May Budget Hearings Early June Budget Process Results

6. Quick Reference

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

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

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

10. Reference Materials • DeptID Mapping (Sample Excerpt)

11. Reference Materials • 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

16. Resources/Questions For 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