UQ Organisational database
The UQ Organisational database (UQ Org) facilitates the sharing, management, and reporting of organisational data in University systems, for reportable entities within the University.
UQ Org:
- provides the unit and structure data for the UQ Organisational Units website
- provides UniFi with Travel Approver details
- provides the roles for approvers in Unitask
- enables reporting into many University systems.
There are established approval and management processes for any requests to change the structure. This ensures the integrity of data in the University’s organisational structure and its reporting in University systems. These processes are defined in the Organisational Structure Policy and follow the steps described below.
Unit types and approval authority table
The Organisational unit types, reporting lines and approving authorities list contains all unit types in the organisational structure and the relevant approving authorities.
Refer to this document to find the correct approver for a proposed change.
Requesting changes to the UQ Org database
Changes to the Workday Org Database and UQ Org are managed together so that organisational information remains aligned across both systems.
The process depends on whether the request is an administrative change, a major change or a change involving a research centre.
Administrative changes
A manager can initiate an administrative change in Workday.
Administrative changes update an existing organisational unit without changing its name or position in the organisational structure.
Examples include:
- updating contact details
- changing a unit leader’s title or the person appointed as unit leader
- making another minor administrative update.
To submit a request in Workday:
- Select Create request.
- Select Request organisational changes for official UQ structure – Administrative.
- Complete and submit the Workday form.
Note: Administrative changes were previously submitted using a separate request form. The request is now completed directly in Workday.
Major changes
Contact the local HR Client Partnering team before progressing a major change. Major changes form part of a managed organisational change, and the HR Client Partner will initiate the relevant Workday process.
Major changes include:
- creating a new organisational unit
- disestablishing an organisational unit
- changing a unit’s name
- changing a unit’s structure or unit type
- changing reporting relationships between units.
The relevant approving authority depends on the type of organisational unit. Refer to the Organisational unit types, reporting lines and approving authorities list.
Note: If the proposed change affects organisational structure or reporting relationships, email Governance and Policy to request a complete list of child units. Not all units are displayed on the UQ Organisational Units website.
Incorrect or inconsistent information
If information in Workday does not match information in UQ Org, contact the local HR Client Partnering team. The team can review the information and submit a major change request if required.
Research centres
For changes to a research centre, or to discuss establishing a new research centre or converting an existing unit into a research centre, contact the Office of the Pro-Vice-Chancellor (Research) at pvcr.admin@uq.edu.au.
The Office of the Pro-Vice-Chancellor (Research) will coordinate with the HR Client Partnering team as required. Changes to research centres require approval from the Deputy Vice-Chancellor (Research and Innovation).
- For administrative or major organisational changes, contact the local HR Client Partnering team.
- For research centre changes, contact the Office of the Pro-Vice-Chancellor (Research) at pvcr.admin@uq.edu.au.
- For issues with information displayed on the UQ Organisational Units website, contact Governance and Policy.