Hierarchy Change Request Form FAQs

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Authorization and Technical Issues

Who can fill out the form?

The form is available for anyone to fill out, however, some links within the form (e.g. to the Roles database hierarchies), may be restricted by user.

Who do I contact for authorization issues?

If you have authorization or technical errors, please contact your coordinator.

Why are there two ticket numbers for my request?

Depending on the type of change, two ticket numbers may be generated. This will occur if an RT ticket is opened through VPF-FAR, typically due to changes in profit centers/the profit center hierarchy as well as a ServiceNow ticket. Usually, the RT ticket will close first, and the ServiceNow ticket will remain open through the duration of your requested change. If multiple tickets are generated, your coordinator will track both on your behalf.

Why is there is no checkbox for the change that I need to make?

The checkboxes provided on the form are commonly associated with financial or departmental re-orgs. If there is no checkbox for change that you would like to make, provide as much detail as possible in the free text area at the top of the form. A coordinator will review, and follow up with you to support the requested change.

What if I cannot find my information in the provided Profit Center/DLC/Organizational Unit Hierarchies?

For existing hierarchy data: If you cannot find your information in the provided hierarchies, provide the information you have in the free text box at the top of the form and a coordinator will contact you to support the requested change.

For new hierarchy data: If you are proposing new hierarchy units, this form will not allow you to make changes directly in the hierarchy structure, so they will not be immediately available to call upon. You must note your proposed new units in the form.

Approval Process

How long after the form is submitted will the changes be implemented?

Your coordinator will work with you to confirm the best time for the changes to be implemented.  Ideally, changes should be implemented at a time when business activity is low, so as to not impact on-going work. Depending on the type of change, some changes can take multiple days to take place within MIT's systems.

How do I know where my request is in within the approval process?

The status will display within the ServiceNow ticket, or can be provided by contacting your Coordinator.

As a Participating Group (approver), how would I know if a request requires changes within my department?

Participating Groups will receive email notifications for changes which will impact their group. Contact your coordinator with additional questions.

General Questions

What are Profit Centers and Organizational units?

A Profit Center is an SAP (financial) mechanism for grouping cost objects for financial reporting purposes and to manage the granting of reporting (not spending) authorizations. 

An Organizational Unit is an SAP (HR) mechanism for grouping, managing, and tracking employees.

Profit Centers and Organizational Units are organized into hierarchies in SAP that map to each other at each DLC's highest level, to allow consistent and accurate reporting of financial and HR data. These hierarchies reflect the Institute's official organization chart and include all of its departments, labs, and centers and most easily viewed through the Roles Database Hierarchy of Qualifiers display available on the web at http://rolesweb.mit.edu/.

Why request a new Profit Center, Organizational unit or Department?

A unit might request a new Profit Center or Organizational Unit  to meet a local financial or HR reporting need, a reporting authorization need, or because a new department, lab or center has been created. In some cases new Profit Centers or Organizational Units will be created to meet a central reporting need.

New departments are generally created in connection with the Provost's Office or the EVP's office, and must be approved there before they can be set up in SAP.

When are hierarchy modifications required?

Profit Center changes are generally required when reporting needs have changed. Department changes occur when new departments are created or when existing departments merge or change their identity. Any HR or personnel restructuring will require an Organizational Unit change. It is common to require a combination of these changes, depending on the circumstances.

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