Organisational restructure

Organisational restructure

Organisational restructure

From Monday 28 July 2014 the University will begin operating under the organisational structure approved by Council in February.

This will impact on all of our corporate systems and reporting lines for some staff. Arrangements have been put in place to manage the transition to the new structure and maintain day-to-day business operations for the University.

There are a number of change processes underway across the University in regard to the proposed structures of directorates and the academy.

Arrangements put in place to facilitate the implementation of the overarching structure, in terms of reporting line changes or acting appointments, do not pre-empt an outcome from these consultative change processes.

Recent decisions in regard to organisational chart

The proposed structure presented to Council for approval in February indicated that further consultation was required in some areas before a decision could be made in regard to appropriate location on the organizational chart. Decisions in regard to these areas have recently been finalised and details are provided below.

Area

Decision

Division of Global Strategy and Engagement Structure–visit website for details on change process

Three directorates within Division

  • Marketing

  • Student Recruitment

  • External Engagement

Media and Communication Unit

Chief of Staff Office

Records and Corporate Information

Chief of Staff Office

JCI Compliance

Student Recruitment Directorate, DGSE

International Admissions

Student Services Directorate, DASL

International Student Support

Student Recruitment Directorate, DGSE

University Research Institutes and Centres

Area

Decision

Australian Institute of Tropical Health and Medicine

Division of Tropical Health and Medicine

Cairns Institute

Division of Research and Innovation

TropWater

Division of Tropical Environments and Societies

Australian Tropical Herbarium

Division of Tropical Environments and Societies

All other research centres

Relevant College

Other Centres

Area

Decision

Mount Isa Centre for Rural and Remote Health

Division of Tropical Health and Medicine

Indigenous Health Unit

Division of Tropical Health and Medicine

Research Infrastructure

Area

Decision

Listed as Research Infrastructure, Policy and Projects

Research Infrastructure a directorate within Division of Research and Innovation. Incorporates enabling research centres such as Advanced Analytical Centre, Field Stations, MARFU, eResearch and Boating and Diving.

ORGU structure of divisions, colleges and directorates

As at the 28 July the defined organisational units for the purpose of generating ORGU codes are as follows. A graphical representation is available (internal only).

Chancellery (ORGU 1000)

  • Chief of Staff (1010)

  • Chair of Academic Board (1020)

Office of the Senior Deputy Vice Chancellor (ORGU 2000)

  • Indigenous Centre (2010)

The Academy

Division of Tropical Health and Medicine (ORGU 2100)

  • Australian Institute of Tropical Health and Medicine (2140)

  • Mt Isa Centre for Rural and Remote Health (2101)

  • Indigenous Health Unit (2102)

Division of Tropical Environments and Societies (ORGU 2200)

  • TropWater (2201)

  • Australian Tropical Herbarium (2202)

College of Public Health, Medical and Veterinary Sciences (ORGU 2110)

  • Public Health and Tropical Medicine (2111)

  • Biomedical Sciences (2112)

  • Veterinary Sciences (2113)

  • Molecular Sciences (2114)

College of Healthcare Sciences (ORGU 2120)

  • Physiotherapy (2121)

  • Speech Pathology (2122)

  • Occupational Therapy (2123)

  • Nursing, Midwifery and Nutrition (2124)

  • Psychology (2125)

  • Sports and Exercise Science (2126)

College of Medicine and Dentistry (ORGU 2130)

  • Medicine (2131)

  • Dentistry (2132)

  • Pharmacy (2133)

College of Business, Law and Governance (ORGU 2210)

  • Law (2211)

  • Accounting (2212)

  • Information Technology (2213)

  • Economics and Marketing (2214)

  • Tourism (2215)

  • Governance and Management (2216)

College of Arts, Society and Education (ORGU 2220)

  • Education (2221)

  • Social Sciences (2222)

  • Social Work (2223)

  • Arts and Creative Media (2224)

College of Marine and Environmental Sciences (ORGU 2230)

  • Marine, Ecosystems and Impacts (2231)

  • Aquaculture and Fisheries (2232)

  • Sustainability and Environmental Design (2233)

  • Terrestrial Ecosystems and Climate Change (2234)

College of Science, Technology and Engineering

  • Infrastructure and Design (2241)

  • Earth and Oceans (2242)

  • Matter and Materials (2243)

  • Intelligent Systems, Information and Modeling (2244)

  • Cyclone Testing Station (2245)

  • Economic Geology Research Unit (2246)

Division of Research and Innovation (ORGU 1100)

  • Research Infrastructure (1110)

  • Advanced Analytical Centre (1111)

  • e-Research Centre (1112)

  • Daintree Rainforest Observatory (1113)

  • Marine Aquaculture Research Facilities (1114)

  • Orpheus Island Research Station (1115)

  • Fletcherview (1116)

  • Boating and Diving (1117)

  • Research Services (1120)

  • Graduate Research Centre (1130)

  • ARC Centre of Excellence for Coral Reef Studies (1140)

  • Cairns Institute (1150)

Division of Global Strategy and Engagement (ORGU 1200)

  • Marketing (1210)

  • Student Recruitment (1220)

  • External Engagement (1230)

Division of Academic and Student Life (ORGU 1300)

  • Learning, Teaching and Student Engagement (1310)

  • Library and Information Services (1320)

  • Student Services (1330)

Division of Services and Resources (ORGU 1400)

  • Estate (1410)

  • Financial and Business Services (1420)

  • Human Resources (1430)

  • Information & Communications Technology (1440)

  • Quality, Planning and Analytics (1450)

  • Commercial Services (1460)

Reporting line changes

Reporting lines for some staff will change to take into account the cessation of roles and the relocation of some disciplines or functions.

An extensive amount of work has occurred over recent weeks to map staff to the new organisational structure in the Human Resource System.

You will be advised in writing, as promptly as possible, if your reporting line is changing. If you do not receive notification, you should continue reporting to your current line manager.

From Monday your designation in the new structure will appear in My HR online and the Contacts page.

Please note that your reporting line may change in the coming months as other change processes in relation to the academy and directorates are finalised.

If you do not believe the correct information is displayed please let your line manager know and they will take the appropriate action.

Systems changes

Almost all our corporate systems are impacted by the change of organisational structure and we ask for your patience while these systems are being updated.

The majority of systems will be reflecting the new corporate structure from 28July. However there are some systems that will have later implementations dates (eg. RiskWare and Cognos).

Due to its complexity and compliance reporting requirements (which limit our ability to change the system mid-year), the student system will not be reflecting the new organisational structure until January 2015. In the meantime (when it is available), the Cognos Business Intelligence tool will be the source of student-related data in the new structure.

The major changes impacting staff through the systems implementation are:

  1. The 4 digit Organisation Unit codes (ORGU) that represent the organisational structure will change. The New ORGU codes are indicated above. The ORGU coding has inbuilt hierarchy and logic that enables effective reporting and workflow processes. Only those areas that have been defined as a “reportable business entity” have been allocated a 4-digit ORGU code.

    Note, some areas that previously had multiple orgu codes (eg. Estate, Student Services, Library & Information services and IT&R) have been consolidated to a single code based on this principle. The old to new ORGU code mapping is available online. An interactive orgu mapping tool has also been developed.

    Where groupings are required below the 4-digit code level (eg. for email aliases, network file shares) then a 6 digit organisational group code is available and stored in the HR system.

  2. As the ORGU code is embedded as the first 4 digits of the 13-digit financial account code (ORGU.Project.Fund or OPF), all account codes will change effective 28 July.

    The account code mapping is available at: XXXX (to be provided). The account balances at 25 July will be transferred to the new accounts on 28 July, so the new account will reflect the 2014 full year balance.

    Transactional information will not be transferred to the new accounts. So, 2014 will be a transitional year, where account holders will need to refer to both the old and new accounts for transactional information. Staff who have access to the old accounts will now also have access to the new accounts. Financial reporting will be mapped to the new structure for 2014.

  3. Organisational structure data is recorded in the HR system against both your occupancy (ie. your job) and your position. An extensive process has been undertaken with Divisions to review and update organisation unit codes for occupancy and position records.

    The changes to the organisational data in the HR system will not impact your pay – you will be paid, even if the organisational code mapping is incorrect.

  4. In some cases staff reporting lines will change. MyHROnline uses the “reports to” functionality in the HR system to drive the workflow process. That is, each employee’s position number is mapped to their supervisor’s position number, so when you apply for leave or submit a timesheet, then this is automatically sent to your supervisor (based on the position number mapping).

    An extensive process has also been undertaken with Divisions to review and update the “reports to” data. These changes will be implemented in the HR system from 28 July. Supervisors will be able to access MyHROnline to get a full list of the staff recorded as reporting to them. If this data is found to be incorrect, please contact your line manager in the first instance, who will liaise with the relevant Divisional contact.

  5. Spendvision approvals use the Orgu Roles Database to drive the workflow process.

    The Orgu Roles database has been created in the new structure. Staff in each Division will be given access and the responsibility to update the Orgu Role Database to reflect the new roles in the new structure and this should be in place so that Spendvision approvals flow to the relevant person in the new structure.

    If this data is incorrect, please contact the Orgu Roles Administrator in your area.

A Questions and Answers page about the Systems Changes is available for all staff.