IS Request Form Instructions: Organizational Values

Below are the instructions for the completion of the Organizational Values Change Request form.

I. CREATE A NEW PARENT ORGANIZATION (ORG)

In order to set up a new parent organization (org), the following information is required:

• DESCRIPTION AND PURPOSE OF NEW ORG – Provide information on the business requirements that this new parent organization will accommodate.
• ESTIMATED # OF EMPLOYEES IN NEW ORG – This is required in order to determine if a new organization is justified or if the business requirement can be met in some other manner.
• PREFIX AND NAME OF NEW ORG – This field is limited to a total of 30 characters. The first three characters should be the unit’s standard prefix (e.g., Arts & Sciences is AS-; School of Medicine is MD-). The remaining characters (27) can be of the unit’s choosing. A listing of standard prefixes is available at: http://www.virginia.edu/integratedsystem/finance/Proj-Award-OrgPrefixes.xls
• PREFERRED ORG NUMBER – Units may suggest a preferred org number, in keeping with the org structure already established. A listing of current orgs is available at: http://www.virginia.edu/integratedsystem/finance/Organizations.xls Parent orgs should be 1 alpha character and 4 numeric characters. If the suggested org number has already been used or does not fit the established org numbering structure, the ISDS will assign the org number.
• PARENT ORG NUMBER – List the number of the organization that will serve as the parent to this new parent org. A listing of current orgs is available at: http://www.virginia.edu/integratedsystem/finance/Organizations.xls
• CHILD ORGS FOR NEW PARENT ORG – List all the child orgs that will fall under the new parent org. If these child orgs are currently assigned to another parent org, they will be reassigned to the new parent org.

II. CREATE A NEW CHILD ORGANIZATION (ORG)

In order to set up a new child organization, the following information is required:

• ORGANIZATIONAL GROUPING – Only School of Medicine child organizations choose a value for this field. The choices are Other, Clinical, Basic Science, and Dental.
• DESCRIPTION AND PURPOSE OF NEW ORG – Provide information on the business requirements that this new child organization will accommodate.
• PREFERRED ORG NUMBER – Units may suggest a preferred org number, in keeping with the org structure already established. A listing of current orgs is available at: http://www.virginia.edu/isp/5archives/Organizations.xls Child orgs should be 5 numeric characters. If the suggested org number has already been used or does not fit the established org numbering structure, the ISDS will assign the org number.
• ESTIMATED # OF EMPLOYEES IN NEW ORG – This is required in order to determine if a new organization is justified or if the business requirement can be met in some other manner.
• PREFIX AND NAME OF NEW ORG – This field is limited to a total of 30 characters. The first three characters should be the unit’s standard prefix (e.g., Arts & Sciences is AS-; School of Medicine is MD-). The remaining characters (27) can be of the unit’s choosing. A listing of standard prefixes is available at: http://www.virginia.edu/integratedsystem/finance/Proj-Award-OrgPrefixes.xls
• ALTERNATE ORGANIZATION NAME/DEPARTMENT NAME – This is the organization name that will be printed in the UVA telephone directory and on Integrated System-generated letters. It is limited to a total of 50 characters (including spaces).
• MESSENGER MAIL ADDRESS - Assign an address to the org.
• PARENT ORG NUMBER – List the org number that will serve as the parent to this new child org. A listing of current orgs is available at: http://www.virginia.edu/isp/5archives/Organizations.xls
• PTA FOR LABOR SUSPENSE CHARGES – List the project/task/award (PTA) combination that should be used to charge all labor suspense charges (i.e., labor charges for which no valid PTA combination has been assigned).
• PTA FOR OTPS SUSPENSE CHARGES – List the project/task/award (PTA) combination that should be used to charge all OTPS suspense charges. This PTA combination will be charged any time LPO information is incomplete in the Integrated System or internal service providers are unable to obtain valid PTAO combinations from their customers.
• PROPERTY SPECIALIST – List the property specialist that is responsible for this new organization. Include the property specialist’s name, employee ID#, and email ID.
• DATA ACCESS APPROVERS – List the primary and secondary data access approvers that are responsible for this new organization. Include the approvers’ name, employee ID# and email ID.
• TIME AND EFFORT CERTIFICATION CONTACTS (ELECTRONIC SYSTEM) - List the Organizational Effort Reporting Coordinator (ERC), ERC Alt 1, ERC Alt 2, and the Designee. Include the name, employee ID# and email ID for each contact.

III. CHANGE THE LINEAGE OF AN EXISTING ORGANIZATION (ORG)

The following information should be provided to change the lineage of an existing organization (org):

• ORG NUMBER – The number of the organization for which the lineage change request is being submitted.
• ORG NUMBER OF FUTURE PARENT – Provide the number of the new parent org for this organization.
• ORG NUMBER OF FUTURE CHILDREN – If the organization on which a lineage change is being requested is a parent org, specify the child orgs so that their lineage can be reassigned.
• PTA TO CHARGE LABOR SUSPENSE CHARGES – List the project/task/award (PTA) combination that should be used to charge all labor suspense charges (i.e., labor charges for which no valid PTA combination has been assigned).
• PTA TO CHARGE OTPS SUSPENSE CHARGES – List the project/task/award (PTA) combination that should be used to charge all OTPS suspense charges. This PTA combination will be charged any time LPO information is incomplete in the Integrated System or internal service providers are unable to obtain valid PTAO combinations from their customers.
• PROPERTY SPECIALIST – List the property specialist that is responsible for this new organization. Include the property specialist’s name, employee ID#, and email ID.
• DATA ACCESS APPROVERS – List the data access approvers that are responsible for this new organization. Include the contacts’ name, employee ID# and email ID.
• TIME AND EFFORT CERTIFICATION CONTACTS (ELECTRONIC SYSTEM) – List the Organizational Effort Reporting Coordinator (ERC), ERC Alt 1, ERC Alt 2, and the Designee. Include the name, employee ID# and email ID for each contact.

IV. CHANGE THE NAME OF AN ORGANIZATION (ORG)

Section 4 of this form should be used if requesting a new name for the organization. (Note: If you are changing the Alternate Name of the organization, skip to Section V). Please provide the following information:

• ORG NUMBER – The number of the organization for which the name-change is being requested.
• CURRENT NAME – The current name of the organization
• FUTURE NAME – The proposed name for the organization. Limited to 27 characters.

V. CHANGE THE ALTERNATE NAME OF AN ORGANIZATION (ORG)

Section 5 of this form should be used if requesting a new alternate name for the organization (i.e., the name that is printed in the UVA telephone directory and on Integrated System-generated letters).

• ORG NUMBER – The number of the organization for which the name-change is being requested.
• CURRENT NAME – The current alternate name of the organization
• FUTURE NAME – The proposed alternate name for the organization. Limited to 50 characters (including spaces).

VI. CHANGE THE PROPERTY SPECIALIST FOR AN ORGANIZATION (ORG)

If the property specialist for the organization is being changed, please provide the following information:

• ORG NUMBER – The number of the organization for which the primary and/or secondary data access approver is being changed.
• ORG NAME – Indicate the three-character prefix and the text description of the organization.
• PROPERTY SPECIALIST – List the property specialist that is responsible for this new organization. Include the property specialist’s name and computing id.

VII. CHANGE THE DATA ACCESS APPROVER (DAA) FOR AN ORGANIZATION (ORG)

If the primary and/or secondary Data Access Approver (DAA) for the organization is being changed, please provide the following information:

• ORG NUMBER – The number of the organization for which the primary and/or secondary data access approver is being changed.
• ORG NAME – Indicate the three-character prefix and the text description of the organization.
• PRIMARY/SECONDARY DAA - Complete the appropriate section (primary and/or secondary approver) for the data access information that is being changed, including the contacts’ name and their computing id.

VIII. CHANGE THE EFFORT REPORTING CONTACT FOR AN ORGANIZATION (ORG)

If the Effort Reporting Coordinator (ERC), ERC Alt 1, ERC Alt 2, or the Effort Reporting Designee for the organization is being changed, please provide the following information:

• ORG NUMBER – The number of the organization for which the primary and/or secondary data access approver is being changed.
• ORG NAME – Indicate the three-character prefix and the text description of the organization.
• TIME AND EFFORT CERTIFICATION CONTACTS (ELECTRONIC SYSTEM) – List the Organizational Effort Reporting Coordinator (ERC), ERC Alt 1, ERC Alt 2, and the Designee. Include the name, employee ID# and email ID for each contact.
  
  NOTES: 1) The Effort Reporting Coordinator (ERC), ERC Alt 1 and Designee roles are each REQUIRED contacts in the electronic system. 2) If this is the only change being made, no Advisor is required. Please send directly to the address shown on the next page.

IX. CHANGE THE LABOR SUSPENSE INFORMATION FOR AN ORGANIZATION (ORG)

To change the project/task/award (PTA) combination to which unassigned labor charges will be charged, please provide the following information:

• ORG NUMBER – The number of the organization for which the labor suspense PTA combination is being changed.
• ORG NAME – Indicate the prefix and the text description of the organization.
• NEW LABOR SUSPENSE PTA – Indicate the new project, task and award (PTA) to charge labor suspense charges.

X. CHANGE THE OTPS SUSPENSE INFORMATION FOR AN ORGANIZATION

To change the project/task/award (PTA) combination to which unassigned OTPS charges or internal service provider charges will be charged, please provide the following information:

• ORG NUMBER – The number of the organization for which the OTPS suspense PTA combination is being changed.
• ORG NAME – Indicate the prefix and the text description of the organization.
• NEW OTPS SUSPENSE PTA – Indicate the new project, task and award (PTA) to charge OTPS suspense charges.

XI. APPROVALS

In order to change an organization’s values, the form must be completed by the requestor and approved by the IS Advisor. After the appropriate sections of the form have been completed please forward to the appropriate Advisor from the List of Values (LOV). When the Advisor has reviewed and confirmed that the changes are correct, they will select the 'Submit' button which will forward the form to the appropriate department.

Integrated System Deployment & Support
P.O. Box 400805
Charlottesville, VA 22904-4805