Organisation Charts & Configuration

Transcription

1 Organisation Charts & Configuration

2 Table of Contents Overview... 2 Out-of-the-Box Organisation Charts... 3 Components of an Organisation Chart... 5 Tree Boxes... 5 Group Boxes (optional)... 5 Tree & Group Box Information... 6 Creating an Organisation Chart Process... 7 Important Background Information... 7 Creating a New Process... 7 Adding an Org Chart Tab... 8 Creating a New Org Chart... 8 Tab Configuration Exporting Organisation Charts Overview SelectHR v1.6 introduces organisation (org) charts directly within the browser. They can stand alone, or form part of a process of listings and forms. They can be configured to display an unrestricted org chart, an org chart restricted by role filter, or an org chart directly secured by the record the user is viewing. They also support drill-in from chart boxes to further listings and forms. 2

3 Out-of-the-Box Organisation Charts The following charts are provided out-of-the-box, but will need adding to the relevant menus in your system: Manager Chart o Charts your managerial lines o Process name is Org Chart Manager Supervisor Chart o Charts your supervisory lines o Process name is Org Chart Supervisor Headcount Chart o Charts your departmental headcounts o Process name is Org Chart Unit Headcounts Occupants Chart o Charts your departmental headcounts and occupants o Process name is Org Chart Unit Occupants 9 Box Status Chart o Charts your potential and performance information o Process name is Org Chart 9 Box Status o Box colour is Flight Risk/Succession Chart o Charts your flight risk and succession information o Process name is Org Chart Flight Risk/Succession Bradford Factor Chart o Charts your sickness absence statistics using Bradford Factor o Process name is Org Chart Bradford Factor o Boxes contain icons for the relevant Bradford Factor threshold (see below). These processes can be found under the SelectHR\OrgChart category when adding items to your menu. Bradford Factor Thresholds As part of the new HR Configuration process, there is an additional tab where you can configure Bradford Factor thresholds. These figures are used in the Bradford Factor org chart to visually indicate individuals where absence By default, the system is provided with the following thresholds: 0 No Action required Consider verbal warning Consider written warning 3

4 Days Access SelectHR Organisation Chart Configuration Consider final written warning Consider dismissal Clearly Bradford Factor is only one element of managing absenteeism, and these thresholds are generally accepted but may not fit your business. The following chart shows the effect of increasing frequency and duration of absence. The calculation of the Bradford Factor score is: BF = Occurrences x Occurrences x Duration Occurrences Possible Action No Action Verbal First Written Final Written Dismissal

5 Components of an Organisation Chart Before amending or configuring your own org charts, it is important to understand the primary components of a chart to guide your selection of data types and filters Tree Boxes 2. Group Boxes Tree Boxes The tree boxes in an org chart must be a data type that references itself in order to provide the tree hierarchy. For example: To plot organisation units, the tree node data must contain the PARENT organisation unit To plot posts, the tree node date must contain the MANAGER or SUPERVISOR post As charts are read-only, even if your data isn t directly self-referencing, you can create a view which contains selfreferencing child to parent keys. On this basis, all of the out of the box org charts are constructed on views which pull all of the hierarchical and display data into one view to simplify chart configuration. Any data that does not have a valid parent in the same data set will be deemed a top level tree node and will appear as a separate root tree node. An example of this is the top level organisation unit. Because it has no parent, it is rendered as the topmost box on the org chart. In this case, the HR system enforces only one top level unit, but it would be possible to generate an org chart with multiple top-level boxes in some circumstances. Group Boxes (optional) Within each tree node of the org chart, it is possible to plot multiple sub-boxes grouped within that header. These are referred to as group boxes Group boxes are completely optional in that the tree structure defined above may contain all the information you want to plot. An example of an org chart without group boxes could be a simple organisation unit chart. This would simply plot each organisation unit with details about that unit within the tree node. No group boxes would be configured. 5

6 Much of the configuration within SelectHR is governed by data and its relationship to other data. Org charts are no different, in that they rely on the tree structure being indicated by parent and child references, and group boxes having references to their parent tree box. These relationships are explicitly defined in the Tables & Views section of the SelectHR Administrator. In the simple example above, the tree boxes are sourced from self-referencing organisation unit details (containing parent and child information). The group boxes are details for posts within that organisation unit. What we simply need to do here is ensure the link between the group boxes and the tree box they should be displayed in is specified by a reference. Tree & Group Box Information All of the data within the tree and group boxes is configurable, and controlled in the same way as standard listings. Fields displayed in org chart boxes can include a SINGLE image per tree or group box, icons and expressions. Both the tree and group boxes have separate options for setting the box colour, which is driven by the Row Highlight expression in the listing applied to the respective box. 6

7 Creating an Organisation Chart Process Important Background Information The system is designed to only allow you to select valid charts in the context of the process you are configuring. In the same way, the wizards are designed to guide you through the process. So if pick lists are empty, there will be a good reason. Either you are trying to configure an org chart with incorrect references set on the base data, or there simply isn t a valid selection in the current context. You will find that using the dedicated org chart views will help you to configure new charts easily and quickly. It is only recommended to create your own view with references or resort to base tables if all else fails. The following views are specifically orientated towards org chart creation, and contain the unit, post and employee heirarchies and information you Are likely to want in an org chart. Extension views (as with any other data type) can be configured to pull additional or custom data into org charts. SelectHR\OrgChart.Posts o Gives you your management and supervisor heirarchy for tree boxes SelectHR\OrgChart.Units o Gives you your organisation heirarchy for tree boxes SelectHR\OrgChart.Employees o Gives you lots of employee based information for your group box detail Creating a New Process Org charts are configured within the standard process designer. 1. Open the SelectHR Administrator, and navigate to the process you want to add an organisation chart to; whether than be via Menu Set or the Processes options. Alternatively, you can create a new org chart process from scratch, which is what we will do here. Click Processes. 2. Click Create a new process on the right hand panel. Enter a name for your process in the wizard and leave the Listings and Forms option selected. Click Finish. 7

8 Adding an Org Chart Tab 1. In the process designer, right click the top item and click Add Org Chart Tab. 2. From the screen below, you can choose to add one of the existing org charts in the system. The list will ONLY display org charts which are either unrestricted, or secured by the same key in the context of the process you are adding the chart. Creating a New Org Chart 3. From the dialog above, click Create New. A message will inform you that first you need to select the tree box data. For most org charts, it would be recommended to use one of the standard views put together especially for org charting. These can be found under the SelectHR\OrgChart schema. There are standard selfreferencing views for charting post and organisation unit structures. For this example (a post structure), select SelectHR\OrgChart.Posts, and click OK. 4. The main org chart wizard will appear, and whilst there are many important options it can be broken down into simple concepts. The top part of the form refers to the main tree box data and relationships. 8

9 a b d c e f In our example, we are plotting non-expired posts, and our hierarchy is dictated by the relationship from Manager Post Number to Post Number in the view SelectHR\OrgChart.Posts a. The chart name can be changed to reflect the data and purpose of the chart. b. The table or view that defines the tree boxes cannot be changed once selected in the previous step, but additional fields can be added as with any other data in the system via the View link. c. The filter field is the field in the group data that provides the key to filter the tree boxes by By default this is the primary key but can be any field that references the key of another table. d. The (optional) filter enables you to filter the tree box data. The list of filters available is dependent on the context of the org chart. I.e. whether it s a top level chart, or one that has a key to secure it from a drill-in. e. The parent key drop-down list contains all fields in the tree data reference the primary key of the tree data in order to configure the parent to child relationships. Ensure the selected key defines a tree structure with no circular references. That is, it should not be possible to trace up through that parent/child relationship and find a child further up that heirarchy. f. The image field drop-down contains all image fields in the selected table and related tables/views. This provides the main image for the tree box. NOTE: The image is ONLY displayed when not displaying group boxes within these tree boxes. 9

10 5. The bottom part of the form relates to the information you want to display in the tree box. The org chart wizard will automatically create a new listing for you to configure the fields you want to appear in this specific org chart. There are 2 options: i. Use header info template is the same concept as the Display Information used above forms, and can basically be a single text field of merged text and data. By default, the new listing will inherit this template from its source data type. ii. Use all visibile fields in the following list will display each of the fields you specify in the listing as individual data items. The default listing created in the background will only contain the parent key field (hidden) by default. NOTE: If you intend to plot group boxes within the tree boxes, the org chart will ALWAYS use option 1, even if you select individual fields to display. If you choose not to display group boxes later in the wizard, the fields you select here (and the image, if selected) will appear as they do in a group box. Field list configuration and amendment of display information is beyond the scope of this document. 6. Click Next on the org chart wizard, and you will be presented with a very similar screen to configure the group boxes within the tree boxes. This stage is optional, but usually you will normally need to define the group box information. a b c d e In our example, we are plotting current employees, and the data in the boxes will come from SelectHR\OrgChart.Employees, where Post Number dictates the tree box the employee is placed in. 10

11 a. To populate group boxes, click the Change link. This allows you to select a table or view that has a field referencing the tree box key field. b. The filter field is the field in the group data that provides the key to filter the group boxes by. By default this is the primary key but can be any field that references the key of another table. c. The (optional) filter enables you to filter the group box data. This filter will be secured by the same type as the tree filter. d. The tree box link drop-down list contains all fields from the group data referencing the primary key of the tree box. e. The image field drop-down contains all image fields in the selected table and related tables/views. This provides the main image for the group box. 7. The fields section at the bottom of the screen works in the same way as the node fields. In our example, we ve added some employee information, such as payroll and working pattern information. 8. Click Finish on the wizard, and your new org chart will appear in the original selection list. 9. Click OK, and you will have successfully added your new org chart to your new process. 11

12 Tab Configuration Once an organisation chart tab has been configured, most of the standard options are available To change the org chart settings, click the Change link in the User Interface section (1) or double-click the tab in the process tree view (2). This opens the organisation chart wizard as detailed above. The number of levels to show when the chart renders is configurable (3) as is the display name for the org chart tab (4). Exporting Organisation Charts Charts can be exported using the object exporter by selecting the menu item they appear on or by selecting directly in the Org Charts section of the export wizard. It is essential to use the Select dependencies link to ensure that field lists are included as these are specific to the chart and will not otherwise exist in a system. 12