COST CENTRES ORGANISATIONAL STRUCTURE UNIT CHANGE REQUEST FORM

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Cost centre and organisational structure rough draft of content

Cost Centres / Organisational Structure Unit Change Request Form

To be completed with reference to change request process

College

School

Type of change

Existing Name Correction / New cost centre(s) required / Cost centre ending

Other, please specify:

Code (if existing)

Level

Proposed New Name

(if applicable)

Long Name (no abbreviations)

Short Name (max 40 characters)

Reason for change

If any code ending as part of this change?

Name submitted by

College Authorisation

Two of the three signatures required

College Secretary

Date

College Head of Finance

Date

Head of College

Date

Send scanned copy to [email protected]

For University Services Finance Office and IT Services Use only

Finance Approval		Date

New code allocated	HESA CC	Code End?

Additional information

IT Services Approval		Date

Circulation list advised Websites updated

Change Request Process for Cost Centres / Organisational Structure Units

Background

As at 1 August 2010 a standard/unified structure was adopted across University systems for cost centres and the organisational entities in the new University organisational structure. The change management process described below will be used to manage changes to the organisational structure over time and maintain consistency across all University systems.

All change requests will be considered and approved by the Head of College, College Secretary and Head of Finance. The College secretary will be responsible for liaison internally with the College HR Office, Heads of Schools, Directors of Research Institutes, Heads of School Administration and any other individuals affected by the change.

US Finance Office and IT Services are responsible for verifying that the request is consistent with the framework and will implement the approved change across University systems.

Change Request Process

Level 1 (College) and Level 2 (School/Institute/University Services Division)

Colleges and their level 2 (Schools/Institutes) -Changes approved by the Senior Management Group and ratified by University Court.

University Services level 2 (Divisions) - Changes approved by the Head of Administration.

Level 3 (Subject/Theme/US Service) and Level 4 (Sub-structure of level 3)

When the requirement for a new unit/ change in name is identified, the member of staff should first contact their College Secretary and Head of Finance to discuss the change required. The proposed change to level 3/4 will be considered and approved by the Head of College, College Secretary and College Head of Finance. The College will liaise with staff internally regarding the change. Staff from University Services Finance Office and IT Services are available to provide guidance at earlier stages if required.

The College Secretary / Head of Finance then pass the authorised proposal to the Finance Office and IT Services. US Finance and IT Services will allocate the new unit an 8 digit code and send confirmation to the College Secretary / Head of Finance.

Name corrections will be approved within a short period.
Introduction of new codes will normally be carried out at a month end. Proposals will be evaluated for their impact and the work involved across the University’s main systems before an implementation date is confirmed.
For requests to close codes, an end date will be agreed after which the code will no longer be available for use.

Communication and Actions

Once a code is changed, created or to be ended, the information will be supplied to the circulation list of systems owners for action. Information will also be updated on Finance Office and IT Services web-pages. Each system owner, working in conjunction with the relevant College/School, is responsible for updating relevant data in their systems with the support of their IT teams as appropriate.

Diane Cameron, Finance Office

Diane Montgomery, IT Services

September 2010

Change Notification Communication List

The circulation list will be advised of changes to the cost centres/ organisational structure by email to Operational Managers/nominated contacts once approved by University Services Finance Office and IT Services and University codes allocated.

Information will be updated on Finance Office and IT Services web-pages.

http://www.gla.ac.uk/services/agresso/financialcoding/costcentrecodes/

http://www.gla.ac.uk/services/it/forstaff/businessapplications/orgstructure/

Area	For
Finance Office	Agresso
Human Resources	HR/Payroll system
Registry	Student Records system
Student Lifecycle Project	Campus Solutions
Senate Office	PIP
Research and Enterprise	Research system
Corporate Communications	Webteam / T4 pages
Estates Room Bookings	Central Room Bookings
Estates	Quemis System
Computing Service	Identity Vault Active Directory Exchange Supportworks IT Helpdesk Auto-generated email services
Learning and Teaching Centre	Data imports
MIS	All applications supported by MIS already on list and:- EDRMS SCUBA Leisure Management System Identity Card and Access Control System User Registration System
Planning Office	Resource Allocation Model
Library	Library Patron System Enlighten (Publications)
Telephone Service	Telephone Directory and Charging

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ATTACHMENT 1 TEMPLATE FOR THE ESTABLISHMENT OF UNSW CENTRES
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Tags: centres /, cost centres, change, structure, request, organisational, centres