Organisational Restructures
1. Restructure initiation
The appropriate Committee or Divisional Board must approve any requirement for a new department, faculty etc., or change to the structure of an existing entity. The extent of the restructure should be discussed with the Head of Financial Reporting; to agree need for new cost centres, etc.
Depending on the nature of the change, the areas likely to be impacted must be identified. Use of the Restructures Action Points checklist 
(30kb) is recommended to ensure that nothing is forgotten. It is important that a timetable is agreed to ensure coordination of changes, particularly where the restructure involves lots of system changes and communication.
2. Complete relevant forms
Depending on the nature of the change, various Oracle Financials forms must be completed, authorised and submitted to the Systems Administration team, e.g., change to user, new cost centre, new source of funds etc.
Where the restructure requires a new department code to be set-up, the new department code process should be followed.
Once the new codes have been set up on Oracle Financials, the changes must be communicated. Again, the Restructures Action Points checklist (30kb) is recommended to ensure that nothing is forgotten. Both departmental staff and the Finance Systems Manager will be involved in the delivery of the communications.
3. Changes to authorised individuals
Where a change to organisational structure results in changes to staff authorised to approve expenditure, it is important that the Payments and Payroll teams are informed so they can amend the authorised signatories listings.
4. Open/pending transactions
All open purchase orders, invoices on hold, unposted journals etc. should be identified. Only when all outstanding transactions for a code have been closed, can the Systems Administration team finally shut it down. Depending on the nature of the transactions they may require cancellation and recreation using the appropriate new codes.
Note: The handling of reserves must be agreed with the Head of Financial Reporting.
For further information, please contact:
Payments
Team (University access only)
Telephone: 01865 (6) 16112
Payroll
Team (University access only)
Telephone: 01865 (6) 16145
Head
of Financial
Reporting (University access only)
Telephone: 01865 (6) 16084
(54kb)