About PTAEO - Organization
About Organization and the Oversight Hierarchy
The Oversight Hierarchy shows an organizational grouping of employees at the University, broken out by Officer, Division, Department and Leaf-level Org.
A division is an entity that reflects the different areas of oversight for each of the University Officers. Each division must have a leader that is accountable for the underlying departmental budgets and should have more than one underlying department.
Optional grouping mechanisms of operating departments – subdivision1 and subdivision2 – If this grouping mechanism is selected, all departments within the division must fall into a subdivision. If subdivisions are used, more than one department should roll up to each subdivision (there may be exceptions – please consult with COA).
A department represents a particular field of knowledge or a function within the University (ex: Physics, Financial Aid, Child Study Center) and must have a leader, such as a Director or Chair, that is accountable for the budget. Each department must roll up to a division (or subdivision, if that grouping mechanism is used) and should have more than one underlying leaf-level org.
Optional grouping mechanism for orgs – subdepartment1 and subdepartment2 – If this grouping mechanism is selected, all orgs within the department must fall into a subdepartment (cannot roll up directly to the department). If subdepartments are used, more than one leaf-level org should roll up to each subdepartment (there may be exceptions – please consult with COA).
A leaf-level org is an entity with a defined business objective; it functions as an organized group of employees and the lowest level of operating unit with an ongoing budget.* It has a program leader accountable for the use of an established budget (director, chair, manager), people assigned (generally mapped to it as their “home org”), multiple programs/projects and, in most cases, assigned space. Orgs provide governance over projects, tasks and awards; they should not exist solely as a project-grouping mechanism. Leaf-level orgs should not be used for purposes covered by other segments (such as award/source or project).
(*) – Some exceptions may apply, such as building Orgs. Please consult COA with questions.
Each component of the hierarchy must have:
- a unique name. Can use up to 65 characters. Each division, department, sub-department and organization is assigned a unique 3- to 6-character descriptive prefix, followed by the organization name.
- a functional classification that groups organizations by program to support analysis and reporting by mission.
- an A21 classification that groups organizations to facilitate calculation of indirect costs (see Departmental Indirect Cost Survey procedure).
- a business manager or other individual with fiscal and administrative responsibility.
- an administrator, who is the individual responsible for the overall activity of the organization, typically a dean, Director, or chair.
- a start date that is the effective date for transactions to be valid for this organization.
Last Updated: October 5, 2011 (jp).