Introduction to Org Publisher

Transcription

1 Introduction to Org Publisher Introduction & Set Up - Enter URL - Click Yes to download software (if not already done so) - Any log on request just uses their usual log on ID and password Data is drawn from the Massey HRIS / Payroll system (daily) and from several other database sources (e.g. Mail Codes, Addresses) The views in this first release of Org Publisher have been informed by a series of meetings with a representative group from across the University. Open view, available to all stafff A basic Org Chart with non-personal information Secure manager view, available to managers with level 4 delegations A range of personal information & more analytical information. Secure Access for Managers is Hierarchal the Org Chart will open at their own level; you ll see yourself and the staff who report to you, or through to you as manager. Peers cannot see views 2 through to 8 for colleagues or the staff of colleagues. In the initial roll-out, only (approximately 78) managers with Level 4 Delegations have been given access to the Manager view. Staff have not been advised of the open access to the All Staff view, and this won t happen until after the manager view has been socialised with the first

2 level of managers over the course of July and then extended to remaining management levels rolled out. July Early August Mid - Late August Managers with Level 4 Delegations Remaining Managers All staff In this first release, there is no personal data contained in the Annual Leave and Remuneration views. This will be populated after a process of verification during July regarding reporting relationships as recorded in the HRIS and displayed in the Org Publisher. Why is this only being rolled out to Managers with Level 4 Delegations? The reason is that there is a high degree of inconsistency in how different Colleges and Services have recorded in HRIS, the reporting relationships between staff. Consequently, the view displayed in Org Publisher - may not reflect the way you, as manager, think about how your group is organised. - may give access to information for people you don t intend should see it, but who are recorded as having staff reporting to them, - may not give people access, who should have staff showing as reporting to them. So, during this process we are clarifying and verifying these matters and capturing changes that managers may wish to make. A few things to note: The Org Publisher application is available for both Mac and PC users. Managers of Academic Units are recorded in the Massey HRIS, as General staff. This designation, was introduced several years ago as a standard across the NZ Universities to enable standardized reporting for Benchmarking purposes. Massey s HRIS / Payroll system(called PSE) is Person-based, not Position-based. This means - - it records (and therefore Org Publisher displays) who reports to who. - if someone has left Massey, their position does not show in the chart, and their Headcount and FTE won t be captured, until a new person replaces them and is on the payroll. We re trying to find a work around for this issue. Org Publisher cannot reflect dotted line reporting relationships. It does reflect multi roles, where a person has a job in more than one place. [show a multi-job person or the Icon in the Legend].

3 Clarification and Verification Before looking at the various views and the detailed information let ss check out the actual reporting relationships ionships recorded in the HRIS. [[Have the Manager click down and d through their reporting lines]. Are these reporting relationships as you intend them? Is anyone reporting to someone they shouldn t? Do you intend that there is a reporting relationship hip that isn t reflected here. Do you want to change any of the reporting relationships? Notify and discuss changes with your HR advisor Views

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8 Tool Bar Functions View Org Chart different ways View Chart as a List

9 Profile View 1. Click the Profile Icon This will bring up a Table view alongside the Org Chart view. Enables you to compare staff across a range of information useful to look at comparative salary levels, length of service, 2. Click the tiny Blue Pin Hover over the Pin nad a message will appear saying Click the pin button to pin this record in the profile. 3. Add other staff to the list by clicking on their name in the number of direct reports, Org Chart. Keep adding names to create a list of staff you total FTE etc want to compare. 4. Move the Table by clicking & dragging the line between the Org Chart view and the Table view to create a larger view of the Table. Quick Search

10 Print Click the Print Icon and follow the instructions Print Org Charts or Tables Powerpoint Click the Powerpoint Icon and it will open up Pwerpoint and paste in the view on the screen. Alternatively, use Copy and then paste into a word document

11 Search Search by - Pre-defined Group (within which you can further refine the search) - My Groups, which you ve defined and saved - All Fields and select those you wish to include in your search parameters In this Case the Fixed Term Agreement Group has been selected and displays a Table. You can further refine this by: - adding to the criteria for the search; or - Searching within the list (e.g. Fixed Termers in Albany ) Note the quick statistic of the No. of Fixed Term staff found in the list Click to download into Xcel for detailed analysis

12 Download to Xcel - The list can then be exported to Xcel - Select the data you want to include in your Xcel Report and - SEND, to produce a usable soft or hard copy report. Alternatively select All Fields in your initial search and download it all into Xcel and do your search from Xcel

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