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Organizations

An Organization is a four-character (alphanumeric) identifier used in KFS to facilitate reporting by department and by school, college or vice chancellor.

Every department has at least one organization; most have several. Organization is one of the few attributes that has a hierarchical structure which consists of different levels. Levels are created based on the "Reports to" organization.

Organization Types

  • S - School/College
  • Are assigned to the dean at the school/college.
    > These are Level 4 organizations.
    S (School/College) cannot have any accounts directly under it as this is used to aggregate all accounts for a school/college.
    > "Reports to" Organization will be one of the Level 3 Organizations: CMP (Campus), HSYS (Medical Center), or ANRS (Systemwide).

  • V - Vice Chancellor
  • Are assigned to the Vice Chancellor’s office. 
    > These are Level 4 organizations.
    V (Vice Chancellor) cannot have any accounts directly under it as this is used to aggregate all accounts for a vice chancellors office.
    > "Reports to" Organization will be one of the Level 3 Organizations: CMP (campus), HSYS (Medical Center), or ANRS (Systemwide). 

  • N - Division
  • Are assigned to major divisions at the school, college or Vice Chancellor’s office. 
    > “Reports to” a Level 4 Organization S (School/College) or V (Vice Chancellor).
    N (Division) cannot have any accounts directly under it as this is used to aggregate all accounts for a division.
    > G (Department Group) and D (Department) are the only organization types that can report to N (Division).
    > There is no Management Ledger Review (MLR) required for a division, but you can run the MLR at the Division level for informational purposes.

  • G - Department Group
  • Reflect a cluster or group which is providing administrative services to multiple departments.
    > Can either report directly to a S (School/College), V (Vice Chancellor) or N (Division).
    > Accounts are allowed under a G (Department Group)
    > D (Department) is the only organization type that can report to G (Department Group).  
    > When there is a G (Department Group), the Management Ledger Review (MLR) is only required at the G (Department Group) level and not at the D (Department).  This provides a higher level review of each of the departments below.

  • D - Department
  • Are assigned to departments or programs at the school, college or vice chancellor’s office.
    > Can either report directly to a S (School/College), V (Vice Chancellor),  N (Division), or G (Department Group).
    > 1 (Sub-Department) is the only organization type that can report to D (Department).  
    > The Management Ledger Review (MLR) is required at the  D (Department) organization if it does not report directly to a G (Department Group).  If the D (Department) reports to a G (Department Group), the MLR is required only at the G (Department Group) level organization.

  • 1 - Sub-Department
  • Are driven by internal or Dean/VC reporting needs.
    > Can only report to a D (Department).
    > No Management Ledger Review (MLR) is required at the 1 (Sub-Department) and below.
    > 1 (Sub-Department) may report to another 1 (Sub-Department).
    > 4 (Sub-Department) may only report to a 1 (Sub-Department).

  • 4 - Sub-department
  • Are driven by internal or Dean/VC reporting needs.
    > Can only report to a 1 (Sub-Department).
    > No Management Ledger Review (MLR) is required at the 4 (Sub-department) and below.

For Ledger Review purposes the Quarterly Ledger Review (QLR) is required quarterly at the S (School/College) or the V (Vice-Chancellor) organization types.  The Management Ledger Review (MLR) is required monthly at the G (Department Group) or the D (Department) organization types. The Analytical Ledger Review (ALR) is required monthly at the account level.


Examples of possible organizational structures.

Org Structure