Functional Organization Data Standard

Intended Audience and Contact Information

Contact	Chief Data Officer, Office of the CIO
Intended audience:	Internal UBC
UDM Domain	Organization
Data Standard ID	DS0118

Definition

A Functional Organization is defined as the organizational unit to which a position is assigned. A worker may be associated with multiple Functional Organizations when they hold more than one position.

Notes:

The purpose of the Functional Organization is not to define a people reporting structure (who reports to who), and/or what cost centers cover their position. Levels within the Functional Unit Hierarchy are administrative and organizational constructs used to support institutional operations and reporting. Hierarchy levels do not denote authority over personnel, management responsibility, or supervisory reporting relationships. For people reporting structure, see the Supervisory Organization Data Standard.
Individuals included in paymaster populations are commonly grouped within designated organizational units for administrative purposes.

Purpose

This standard aims to achieve consistency around the data created for Functional Organization across the University.

Functional Organizations are typically established to represent a new or redefined division of labour with distinct and ongoing operational responsibilities, including but not limited to the delivery of academic programs, administration of research activities, or provision of core institutional services.

In limited circumstances, Functional Organizations may also be established for administrative or operational purposes that do not represent a division of labour and may not align to the institutional organizational hierarchy.

This standard applies to all UBC applications collecting and creating organization names. Exceptions are listed in the Dispensation section.

Standard

Functional Organization Attributes

The following are attributes of a Functional Organization:

Attribute	Definition	Format
Functional Organization Name	A set of words by which a Functional Organization is officially known as.	Text Note: Add “UBCO – “ prefix for all Okanagan Campus Functional Organizations. For example: UBCO - Bookstore
Functional Organization Code	A unique code for a Functional Organization.	Text 4 alpha Characters Note: Codes must be unique within the Functional Organization code pool.
Functional Organization Level Note: This concept is implemented in Workday as ‘Subtype’, which combines the Functional Organization Level and Functional Organization Name into a single value.	The hierarchical position of a Functional Organization within the Functional Organization Hierarchy.	Reference List See Functional Organization Hierarchy section for accepted values.
Functional Organization Level Name Note: This concept is implemented in Workday as ‘Subtype’, which combines the Functional Organization Level and Functional Organization Name into a single value.	The name assigned to a Functional Organization Level.	Reference List See Functional Organization Hierarchy section for accepted values.
Functional Organization Unit Head	The most senior position associated with a Functional Organization Unit.	Relationship See Functional Organization Assignment Rules section for additional requirements.
Functional Organization Member	A position that is assigned to a Functional Organization.	Relationship See Functional Organization Assignment Rules section for additional requirements.
Availability Date	The date when a new organization becomes accessible in Workday to assign employees and roles.	Date
Effective Date	The initial date when an organization is used in business transactions.	Date
Active Indicator	An indicator that identifies whether an organization is active for business usage.	Boolean

Functional Organization Hierarchy

The following are the accepted values for Functional Organization Levels and Level Names, represented in their ordered structure:

Level	Level Name	University Glossary Term	Definition
01	Company	Company [Functional Organization Level]	The top level of the Functional Organization Hierarchy, representing the Office of the President and serving as the root of the University’s functional organization structure.
02	Campus	Campus [Functional Organization Level]	A primary organizational grouping of the University associated with a distinct location or grouping of University buildings and governed academically through the associated Senate.
03	Deputy Vice Chancellor	Deputy Vice Chancellor [Functional Organization Level]	A senior executive level representing the Office of the Deputy Vice-Chancellor and Principal, which provides executive leadership for UBC Okanagan.
04	Vice President	Vice President [Functional Organization Level]	A senior executive level representing the Offices of the Vice-Presidents and the Office of the University Counsel, each responsible for a broad portfolio of University activities.
05	Associate Vice President	Associate Vice President [Functional Organization Level]	A senior leadership level representing the Offices of Associate Vice-Presidents and other senior leadership offices with responsibility for a defined area of University activities.
06	Faculty	Faculty [Functional Organization Level]	An academic organizational level encompassing related fields of study, teaching, research and other academic activities.
07	Department	Department [Functional Organization Level]	An organizational level representing academic or administrative units responsible for a defined area of University activities.
08	Sub Department	Sub Department [Functional Organization Level]	An organizational level representing a unit that is a child of a Level 07 unit within its branch of the Functional Organization Hierarchy.
09	Sub Location	Sub Location [Functional Organization Level]	An organizational level representing a unit that is a child of a Level 08 unit within its branch of the Functional Organization Hierarchy.
10	Sub Unit	Sub Unit [Functional Organization Level]	An organizational level representing a unit that is a child of a Level 09 unit within its branch of the Functional Organization Hierarchy.
11	Other	Other [Functional Organization Level]	An organizational level representing a unit that is a child of a Level 10 unit within its branch of the Functional Organization Hierarchy.
12	Sub Other	Sub Other [Functional Organization Level]	An organizational level representing a unit that is a child of a Level 11 unit within its branch of the Functional Organization Hierarchy.

Note: Levels 13 and 14 were previously defined but are currently inactive. No Functional Organizations are currently classified at these levels in Workday. Should the need for these classifications re-emerge, please contact EDG for review and guidance.

Functional Organization Hierarchy Rules

Unbalanced hierarchy is allowed, such that each branch of a functional organization hierarchy can descend to different levels.
Ragged hierarchy is allowed, provided that only allowed levels are skipped.
Levels 03, 05 and 06 may be skipped where the organizational concept represented by the level does not apply.
Beginning at Level 07 (Department), levels cannot be skipped. Each subsequent level represents additional organizational depth within that branch of a functional organization hierarchy.

Functional Organization Assignment Rules

Compliance

The above standard for credentials must be complied at every stage of the data lifecycle with the exception of any dispensations (see Dispensation section).

All applications must collect data as recommended in this standard.
Enterprise Data Integration must adopt this standard.

Reference Data Compliance for Data Integration

The use of accepted reference data values in this standard for data integration among applications must comply with the enterprise integration pattern of leveraging the reference data common service API (Application Programming Interface) published in UBC MuleSoft Exchange.

Any application that intends to access real-time, case-level reference data should have the application owner or manager complete and submit a Request API Access form.

Mapping of Invalid Values from System(s) of Record (SOR) to Common Services

A common service can only accommodate standard reference data enumerations that are available in the SoR as approved by the Data Governance Steering Committee or Data Trustee.

A reference data value that does not match any of the standard reference data value enumerations is considered ‘invalid’. Any records from a SoR containing an invalid reference data value for a given data element or attribute must be mapped as an 'empty' value in common service(s). Where a reference data value may potentially have the same meaning as a standard enumeration but named differently in the system of record can be corrected to match the appropriate standard enumeration. Please consult with the EDG team in such cases.

Additional Reference Data values in a SoR that are not part of the standard reference data enumerations are to be omitted in the common service.

Dispensation

Legacy systems are exempt from this data standard. As systems are replaced, adoption of this standard is required.

For any compliance questions or requests for a temporary dispensation, please contact the Enterprise Data Governance Team.

Functional Organization Data Standard

Intended Audience and Contact Information

Definition

Purpose

Standard

Functional Organization Attributes

Functional Organization Hierarchy

Functional Organization Hierarchy Rules

Functional Organization Assignment Rules

Compliance

Reference Data Compliance for Data Integration

Mapping of Invalid Values from System(s) of Record (SOR) to Common Services

Dispensation

Workday

Related Documents

Office of the CIO

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