From Monday 28 July 2014, all staff will have their organisational unit and salary financial account information changed in the Alesco HR system to reflect the new organisational structure. From this date onwards, all systems which rely on the organisational structure – with the exclusion of the Student Management System (SMS) and its dependent systems - will identify a staff member’s organisational unit (orgu) using this new structure. Similarly, all financial transactions at the University will be using accounts compliant with the new structure.
This article contains important information to all staff in help you to make this transition as smooth as possible.
The new Organisational Structure can be viewed by using this interactive tool within StaffOnline located at:
This tool can allow you to navigate the new university structure and see the relationships between the new organisational units. (Note: the ‘Effective Date’ should be set to 28 July 2014 or later.)
It is planned that this organisational structure will not change between 28 July 2014 and 31 December 2014, apart from some minor name changes.
Information on the mapping between old and new finance orgus can be found using a mapping tool within StaffOnline located at:
This is a query tool to allow you to map between old to new Finance Orgu Codes (4 digits). Finance Orgu Codes are the Official Organisational Units of the University.
Information on the mapping between old Admin Location codes and new CLevel codes can be found using this tool within StaffOnline located at:
CLevel codes will be the new way the University will track where an employee is located within the organisational structure. Note: the first four digits of a CLevel code is where they belong within the Official Organisational Structure. Lower level Clevel codes, ie those with non-zero values in the fifth or sixth digits, will be used in some parts of the University for operational purposes.
CLevel codes form the basis of building Organisational Groups used for email lists and network file share permissions. The use of Admin Location code will be phased out from use from 28 July 2014 and be fully deprecated by 1 January 2015. See the link here for more information on how the new organisational groups will work: http://www.jcu.edu.au/contacts/email/JCU_139823.html
Information on the mapping between old and new finance accounts can be found using this tool within StaffOnline located at:
This is a query tool to allow you to enter your current finance accounts and it find the equivalent new finance accounts. Please note that only Official Organisational Units will be recognised within the Finance One chart of accounts. This will mean in some cases there will be a consolidation of financial accounts under a single directorate orgu.
If you find there are issues with incorrect or incomplete account mappings, please contact your relevant college, school or divisional manager.
To determine which organisational unit your position was migrated to, you can follow this series of steps from Monday 28 July:
Log into my hronline at https://myhronline.jcu.edu.au/
Click on the ‘My HR’ tab (on the right)
Click on the ‘Employment’ link (on the left)
Click on ‘Appointment Details’ link (on the left)
Click on the ‘Show Occupancy’ button
Click on the link with an ‘Effective from’ as 28 July 2014 (should be at the top of the list)
The organisational unit name appearing beside ‘Organisation level:’ is where your position belongs within the new organisational structure.
The mapping of staff members to their new organisational unit has been the result of a long and involved change process occurring over many weeks. For some staff, this change process is still continuing. As a result, interim organisational units have been used for the purpose of migrating the relevant positions. When the outcome of the change process is eventually known, the relevant positions’ organisational units will be adjusted accordingly. This migration process will not affect the amount people will get paid – only where the position belongs within the organisational structure.
If you have concerns that your position has not been correctly mapped to the correct organisational unit, you should discuss the matter with your supervisor in the first instance. They can contact their relevant divisional contact to ensure the issue is addressed appropriately.
Most of our information systems will be ready by 28 July to properly handle the new organisational codes. However, there are some systems which have required the final mapping of orgus and people to fully complete their migrations.
If you do have problems accessing a system, you should contact the system administrator of the relevant system or the IT Helpdesk, as appropriate.
Here is a list of some of the major systems and their contacts, if you experience access problems:
TRDB, LearnJCU: email learnJCU@jcu.edu.au
Finance One: email email@example.com
SMS, CSDB: email firstname.lastname@example.org
Apart from ensuring staff are in the correct the organisational units and with the correct access permissions, an important step which needs to be completed by each relevant division, college and directorate is to update the relevant roles within the Organisational Roles Application within staff online, located at:
The role members were not migrated from the old organisational structure because of the complexity of the staff movements. So ensuring the role information for each orgu is correct and up to date will help ensure that it can be relied on for the wide variety of purposes that use the information.
This is a time of great change for the University and we are very sensitive to the fact that these changes are affecting people in a great way. ICT – along with all the other stakeholders in this change process – are attempting to minimise the impacts as much as possible to the way we do our business. I ask for us all to try to be patient as we all go through this transition process.