Requesting Department ChartFields

Those who need access to ChartField functions in OAKS FIN should contact their agency's security designee. Refer to the Maintaining OAKS FIN User Security Roles topic for guidance on using the Online Security Form.

• Only one of the agency ChartFields access roles (i.e., Requestor or Approver) should be assigned; otherwise, errors may occur. An Approver is able to do everything a Requestor can do.

• Click herehere for guidance on requesting future EFFDT (effective date) updates for Department values.

  • If the value will not be changing in the reporting tree from where it is currently, the tree data in the ChartField request form does not need to change (i.e., submit how it defaults into the ChartField request form without changing it).
  • If the value WILL be changing in the tree to roll-up to a different node than it rolls up to currently, that tree change will need to be requested on a separate ChartField request form made AFTER the date that the EFFDT change is to take effect.  
  • • Future EFFDT changes to trees cannot be processed.  
    • Request the ChartField change now via the ChartField request form (i.e., change of status, change of description, change of budgetary only designation, etc.) and the tree line will be left as it defaults in.  A separate request will be made after the new EFFDT takes effect, and this separate request will have the tree change that is needed.    

Overview

The steps below cover how to proceed with requesting a new Department (DEPTID) ChartField.

When requesting a Program Code (PROGRAM_CODE) or Project (Chartfield1) or other ChartField type, instead refer to one of these topics:

• Requesting Program ChartFields

• Requesting Project ChartFields

• Requesting ChartFields (other than Department, Program, or Project).

Steps

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > NavBar > Menu > Set Up Financials/Supply Chains > Common Definitions > Design ChartFields > Define Values > Submit ChartField Request

1. Enter "STATE" in the SetID.

2. Enter "DEPTID" in the Field Name.

3. Enter the Field Value of the newly requested Department.

4. Click Add.

• The ChartField Request page displays.

• Several additional fields display under Business Justification for a Department ChartField request.

Core Information

5. If this ChartField value should be set up for budgeting purposes only (it will not be used for transactions), select the checkbox in front of Budgetary Only.

6. Enter "01/01/1901" in the Effective Date field.

7. This is the only allowed entry for new values. The request will be rejected if any other date is entered. For inactivation or reactivation requests, this should be set to the desired effective date of the inactivation or reactivation.

7. Enter a Description (30-character limit).

   • Do not use any special characters (i.e., anything not a number or alpha value with the exception of a hyphen {-} or an underscore { _ }).

8. Enter a Short Description (10-character limit).

Business Justification

9. Select the appropriate checkbox:

1. • Funding Only -- The Department ID will be used for funding only.

   • • If checking this, the existing or new HCM Parent Node Department ID field should be "PAY."

   • Funding/Position -- The Department ID will be used for Positions.

   • • If checking this, the existing or new HCM Parent Node Department ID field should not be blank.

   • Not Applicable -- The Department ID is being inactivated.

10. Enter into field 1 - Existing HCM Parent Node one of these:

    • If this Department ID exists within HCM, enter "PAY" if it's currently a funding-only Department ID.

    • If this Department ID does not exist within HCM, enter "N/A."

    • If this Department ID is currently used for Positions in HCM, enter its current Parent Node in this field.

11. Enter into field 2 - New HCM Parent Node one of these:

    • If there is no change from the Existing HCM Parent Node, enter "N/A."

    • If this Department ID does not exist within HCM and it is to be used for Positions, enter the Parent Node Department ID that this belongs under.

    • If this Department ID is changing HCM Parent Nodes or is moving from PAY to HCM Security, enter the New HCM Parent Node.

12. The entry for 3 - HCM Location Code will be either:

    • "N/A" if this will be a funding-only Department ID; or,

    • The current or desired existing HCM Location Code.

13. The entry for 4- Default Code1/Default Code2 will be either:

    • "N/A" if this will be a funding-only Department ID; or,

    • The default combo codes used for this Department ID when a Position is missing a position-level budget table.

14. To add optional documentation:

    1. Click the Attachments to add a Business Justification

    2.  Click Add Attachment.

    3. Browse to find the appropriate item.

    4. Click Upload.

    5. Click OK.

15. • The ChartField Request page updates with the number of attachments -- listed under Business Justification header next to the Attachments link.

Trees, Nodes, and Leaves

15. The Tree Name field defaults to the "OH_DEPT_RPT" reporting tree.

• In some cases, an additional row will need to be added. This is true when an agency uses a FIN Agency Track or FIN Agency Control budget that uses a department translate tree ("CC_DEPT_TRACK" or "CC_DEPT_CONTROL"). Details begin in step #21.

16. The Effective Date field should default correctly to the first day of the next fiscal quarter (for example, "10/01/2015," "01/01/2016," "04/01/2016," "07/01/2016").

17. The Tree Description displays "Department Reporting Tree."

18. Before completing the Insert Value Under Node field, select "Node" or "Leaf" under Node/Leaf.

• Answer "Node" if other values -- detail values -- roll up into it. If it is the lowest level of value in the tree with no other values rolling up into it (no "branching out"), then answer "Leaf."

19. In the Insert Value Under Node field, enter the existing DeptID value into which the newly-requested DeptID should roll up into.

• Click the Tree Information icon to look up the existing tree structure and identify the value that belongs in this field.

20. If the checkbox under Auto Update is left selected, the tree changes will be automatically populated in the trees when OBM approves the request.

    • If this ChartField request is for a change to the current setup of the tree a warning message may display that indicates tree changes cannot be automatically saved when OBM processes the request; and, thus, it will need to be added manually.  Details of the message may say something like:

    • • "Warning -- ACC10000 is already in the detail range of Tree OH_DEPT_RPT Node ACC. Auto updated turned off. (9080,38)  You can either change the node specified, switch to add node instead, or perform the intended action manually via Tree Manager after the request is approved."

21. For agencies that use a FIN Agency Track or FIN Agency Control budget that uses a department translate tree:

    1. Add a row by clicking on the Add multiple rows at row 1 icon.

    • A dialog box displays asking how many rows to add.

    2. Enter a value of "1."

    3. Click OK.

    4. For Tree Name, enter CC_DEPT_TRACK or CC_DEPT_CONTROL.

    5. For Effective Date (for this additional row only), enter the first day of the current fiscal year (for example, 07/01/2015).

    6. Repeat steps 8 through 20 above for additional entries in this new row.

22. Click Save.

23. Select "Submit For Approval" from the dropdown Request Action.

24. Click Go.

25. Select View Approval Flow to see designated Approvers.

• The Approval Flow page displays.

• Once the ChartField request has been submitted, the list of approvers is visible.

26. Select Return.

• Activation of the ChartField has been requested. Approvers will receive an email notification and new item in their worklist.