Changes
to Existing Organizational Units
Inter-ministry Transfers
4.0 Adding New Organizational Units to a Ministry Hierarchy
The hierarchy structure
used by BMO details Online is a simple family tree type structure (parent,
child) flowing from the Province down to the ministry, organizational unit and
finally the cardholder.
There are three major types
of hierarchy levels, corporate, intermediate and account. The corporate level
represents the government program type. This could be purchasing card, travel
card or business transaction account (ghost). The intermediate level contains
the organizational units and the account level contains the actual cardholders.
The hierarchy structure
is built in BMO details Online by simply adding a profile for each reporting
unit in the intermediate level and then indicating to which parent (intermediate
profile/reporting unit) the new child profile "Reports to". Accounts
are added in the same manner by indicating the parent (intermediate profile/reporting
unit) that the account "Reports to". For reporting and billing, accounts
and organizational units are rolled up based on the "Reports to" indicator.
All children roll up with their parents to the next higher level.
For example: The Ministry
of Finance would be added as an intermediate profile that "reports to"
the purchasing card corporate level profile. Provincial Treasury would be added
in the intermediate level that "reports to" the Ministry of Finance
profile. Additional organizational units would be set up to either "Report
to" the Ministry of Finance profile, or the Provincial Treasury profile.
This process is repeated until all organizational units have been added. Finally,
account profiles would be added to the structure by setting up the profile and
the "Reports to" indicator.
Changes
to Existing Organizational Units
The Government Card Coordinator
will assist the purchasing card coordinator in changing the hierarchy structure
for the ministry within the BMO details Online system. This would include
the addition of new reporting structures.
Inter-ministry
Transfers
Where an entire unit or
section of one ministry is transferred to another ministry, the Government Card Coordinator will work with the Bank of Montreal to transfer the entire unit
from the old ministry to the new one. This would include transferring the hierarchy
structure and cardholder accounts. Transfers made in this fashion will eliminate
the need to cancel and reissue purchasing cards. There may be times, however,
when it would be more efficient to cancel existing cardholders and order new
cards in the new ministry. The Government Card Coordinator can advise which
method would be appropriate under the circumstances.
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