Organizational Structure Management (OSM) HR Administrator Training Guide for ExponentHR This guide provides detailed information on using the Organizational Structure Management tool. Organizational Structure Management (OSM) allows HR personnel to manage Company positions and organization nal structures by using the following features: Organizational Structure Management Treee What If Scenarios Organizational Charts Exponent Technologies 4970 Landmark Place Dallas, TX 7554 (4) 987-4567
Table of Conten nts Table of Contents... i An Introduction to Organizational Structure Management (OSM)... OSM Glossary... OSM Screen Layout... 3 OSM Options Button... 4 OSM Tree Functions... 7 Add Position... 7 Remove Position... 8 Edit Position... 8 ExponentHR Learning Exercise... 8 Set Alternate Supervisor... 9 Cut Position... 9 Paste Position......... 9 Move Position... 9 ExponentHR Learning Exercise... 0 Chain of Command... 0 Show Position History... 0 Employee Properties... 0 OSM What If Scenarios... Create a New What If Scenario... What-If Holding Boxes... Applying a What-If... 3 Creating Org Charts... 4 Exporting and Saving Data to Excel... 4 Importing Data to Visio... 5 i
An Introduction to Organizational Structure Management (OSM) The Organizational Structure Management (OSM) utility provides a timesaving management tool for the ExponentHR system available to employees with HR Administrator rights. The system provides tools to create, view, and manage: Multiple reporting structures (i.e. Direct Reporting Structure and Time Clock Reporting Structure) Historical and future organizational structuress What If Scenarios for re-organization planning Data exports for Microsoft Visio Org Charts OSM allows you to define the various reporting relationships between employees and supervisors for specific activities such as supervisory reporting, time and PTO approvals, e Notices, and performance management. Within OSM, the system displays all structures as organizational trees representing the hierarchal relationship between employees and their supervisors, from first-line positions, and the employees, all the way up to the CEO. Each tree contains established names of the employees who fill those positions. When EAN changes affect employee or position relationships, the system automatically updates all applicable trees and employeee records. Note: OSM tools allow you to make many of the same changes available within EANs, but you should use OSM for larger projects such as Company Re-Orgs. Everyday changes such as Job Changes, New Hire Authorizations, etc. should be initiated throughh EANs. Access OSM by signing into ExponentHR and selecting: Management View > HR Administration > Applications > Organizational Management.
OSM Glossary OSM...... Organizational Structure Management Structure Type... Any defined reporting structure within OSM; i.e., Direct Report, Time Clock, etc., displayed as a tree. Over time, you may develop additional trees for structures such as Performance Review. Direct Report... The default reporting relationship (Structure Type) between employees and supervisors Time Clock... The defined reporting structure related to Time Clock Approval. If there is no defined Time Clock structure, the system will use the default structure (Direct Report) to identify Time Clock supervisors. Build Tree From... An option to view the tree from a top-down perspective (All Employees) or from the perspective of a selected employee Positions... Job-based containers Tree Mode... The view of a structure type at a given point in time. The view defaults to the Live Tree (current) and allows you to select a view of a defined point in time by selecting the Historical Tree radio button. The Historical Tree option allows you to view both past and future dates What if... A display mode that allows you to create and save proposed structural changes for planning purposes, and to dynamically apply those changes to any or all live Structure Types
OSM Screen Layout ExponentHR OSM displays alll structure types as organizational trees representing the hierarchal relationship between employees and their supervisors. The system supports multiple reporting structure types, such as: Direct Report Time Clock Tree Structure Type OSM Options Tree Window Structure Type List Box From this list box, select which Structure Type to display in the Tree window: Direct Report or Time Clock. The implementation team will assist you in defining your Direct 3
Report and Time Clock structures during the implementation process. You can independently adjust either structure. Direct Report Structure Type This default Structure Type defines the relationship between employees and supervisors, allowing the system to maintain underlying structural relationships and intuitively establish access rights to subordinate employee information. Time Clock Structure Type This structure defines the relationship between employees and supervisors for time and leavee approval. Based on the defined relationship, the system automatically presents managers with a time approval screen for subordinate employees. Note: The system will automatically build a Time Clock structure from your current Supervisor Assignment settings. If there is no defined Time Clock structure, the system will use Direct Report to identify Time Clock Supervisors. Build Tree From List Box From this list box, you can select All Employees or an Individual to generate a view that displays the selected employee and associated subordinates. Click the Cascade Up Tree icon to view the selected employee s supervisor. Click the Cascade Up Tree icon again to expand the tree and view the next supervisory level. Tree Mode Radio Buttons Use these radio buttons to toggle between the Live Tree and Historical Trees. By selecting Historical Tree Mode and entering a specific date, you can view the selected organizational tree at a given point in time. You can use the date function to generate a tree from the past or the future. Note: The System will begin recording history for OSM Structure Types upon go-live. Althoughh you can generate a historical tree, the system cannot accurately display information prior to go-live with ExponentHR. OSM Options Button Click the OSM Options button to activate the Options menu. From this menu, you can select from the following list: Display Options Create/Edit What If Scenario Org Chart Export Job Code Audit Report Alternate Supervisor Report TBH Report 4
Restore Default Tree State Disable Structure Type Display Options Use this option to adjust the screen layout and the viewing options for the Tree window and Employee Detail pop-up: Screen Layout Tree Contents Detail Contents Create/Edit What If Scenario Use this option to create and save hypothetical structural changes for planning purposes, and to apply those changes to live Structure Types Org Chart Export Use this option to generate an export file for use in Visio to generate Org Charts Job Code Audit Report Use this option to generate a report displaying job code changes that will affect the live tree 5
Alternate Supervisor Report Use this option to generate a quick report displaying all employees and their assigned Alternate Supervisor, when one exists TBH Report Use this option to display a list of all the current unassigned positions. This report will display the following details: Position Title Job Code Origination Date Direct Report Manager Name/Position Last Occupied By End Date Future Occupant Name and Start Date Restore Default Tree State Use this option to restore the current Tree default settings (i.e. expansion levels) Disable Structure Type Use this option to disable alternate Structure Types. (You cannot disable the Direct Report structure. If you disable other structure types such as Time Reporting, the system will use the relationships defined in the Direct Report structure. 6
OSM Treee Functions Place the mouse pointer over any name in the tree, and then click the right mouse button to access the Tree Functions menu. The following functions are available through the Tree Functions menu: Add Position Remove Position Edit Position Set Alternate Supervisor Cut Position Paste Position Move Position Chain of Command Show Position History Employeee Properties Add Position Use the OSM to create new positions in the organization. When creating a position, you will identify the following: Job Code Supervisor To add a new To Be Hired (TBH) position: 3- - Right click the name of the manager that will supervise the position - Select Add Position Select a Job Code from the Job Code list box If this position requires a new Job Code, you must first create a New Job Code EAN. 4- Confirm the Supervisor Selections or make any necessary changes, and then click Save & Return to OSM Fill the position by generating a New Hire Authorization or Job Change EAN. 7
Remove Position Use the Remove Position function to remove a TBH position. Note: You cannot remove a TBH position with assigned subordinates. To remove an employee from a position, generatee a Termination EAN. To Remove a TBH position: - Right click the position - Select Remove Position Edit Position Use the Edit Position functionn to either: Adjust the start date that an employee first occupied a position Maintain the reporting hierarchy for the existing position, but redefinee the Job To edit a position (i.e., adjust Start Date or change Job Code): 3 Code for the position - Right click the Position - Select Edit Position 3- Enter changes, and then click OK Note: If the Job Change includes a PAY RATE change, generate a Pay Rate Change EAN. ExponentHR Learning Exercise Now that you have learned how to make position changes to the OSM tree, take a few moments to practice this information in ExponentHR. Please follow the instructor s directions to log on to the ExponentHR pre-live environment and make changes to the tree below. You notice there is a TBH position in the tree; however, you are not planning on filling the position with a new employee. Using the Remove Position feature, remove the TBH position from the OSM tree. You have received the new hiring budgets for the next quarterr and one of your managers is authorized to hire two additional resources to his team. Using the Add Position feature, add two new Positions to one of your manager s teams. 8
Set Alternate Supervisor Use this function to assign or edit Alternate Supervisors when the primary supervisor position becomes vacant (i.e., TBH, extended leave, termination) ). You may assign Alternate Supervisors for each Structure Type. 3 4- - Right click the primary supervisor position - Select Set Alternate Supervisor 3- Click Select Supervisor (or click Clear Alternate Supervisorr to remove) Select the Alternate Supervisor from the tree and click OK When no Alternatee Supervisor assignment exists, the system automatically assigns responsibility to the next supervisor in the chain of command. 5- Click OK to update all trees or Cancel to update the selected tree Cut Position Use standard Microsoft Windows functionality to cut a position from a tree. Paste Position Use standard Microsoft Windows functionality to paste a position to a tree. Note: After using Cut/Paste or Drag/Drop, a pop up window will ask you to verify the reassignment. It will also ask if you would like to apply the change to all trees within OSM. Selecting OK, will make changes to EVERY tree in the OSM module. Selecting Cancel will only apply changes to the currently selected Tree. Move Position Use this function to move a position within the selected tree, without having to search the tree for the new supervisor position. 3 4 5 - Right click the Position - Select Move Position 3- Select the supervisor from the New Supervisor list box and click OK 4- Click OK to verify the Reassignment 5- Click OK to update all trees or Cancel to update the selected tree Note: You can also use Drag and Drop to move positions. When using drag and drop, be sure to select the folder icon associated with the position. 9
ExponentHR Learning Exercise You have learned threee ways to make a change in supervisors. Following the instructions below, make changes to the treee as follows: One of your employees is moving to a different reporting manager. Using the drag and drop feature, change the reporting relationship for one manager A manager is going to be demoted. The manager will continue to report to his manager, but since he has direct reports, the team he currently manages will be moved under his manager as well. Using the Cut and Paste option, change the reporting relationship for this manager and his team One of your employees has received a promotion. Using the Move feature in ExponentHR, change the reporting relationship for this employee Chain of Command Use this function to display the selected position s chain of command. Show Position History Use this function to display the selected position s assignment history. Note: The System will begin recording Position History upon Go-Live. By default, the system will display the Hire date of the person currently filling the position and the date on which they filled this position. Employee Properties Use this function to display a summary of personal and employment information about the employee in the selected position. Live Environment Input Now that you have an understanding of the changes that can be made to the OSM Tree, if necessary, input your own OSM changes to the Live Environment in ExponentHR. This will allow you to get a head start on the double entry process and will give you some additional practice in making these changes. ***If multiple HRA s are inputting data into the Live Environment, do not complete the same changes. Coordinate your action with the trainer or Implementation Coordinator. 0
OSM What If Scenarios Use the OSM What If Scenario Utility for planning purposes to create proposed structural changes. These scenarios can be dynamically applied to any or all live Structure Types. Each time you create a new What If Scenario, the system will automatically duplicate the Live Tree and all associated Structure Types, as a starting point. To access OSM What If Scenarios - Click OSM Options - Select Create/Edit What If
Create a New What If Scenario To create a new What If Scenario 3 - Select Create New What If from the What If Scenario drop down list box - Enter a title in the Description field located in the Tree window 3- Click Create What If Note: The system automatically saves each What If for future access. To view, edit, or rename a saved What If, simply select the title from the What If Scenario list box. What If provides the same functionality as the Live Tree, such as the Tree Functions Menu and OSM options. The three additional options under OSM Options are Apply What If, Delete What If, Rename What If. What-If Holding Boxes Use these three holding boxes to temporarily hold positions while conducting a re-org. Unassigned Employees in Positions Employees without Positions Positions without Subordinates Unassigned Employees in Positions Use the Unassigned Employees in Positions window as a holding container for positions with assigned employees. Example: : Use this box to move or remove a single department with employees from the tree. Employees without Positions Use the Employees without Positions window as a holding container for employees who do not have assigned positions. Example: : Use this box to remove an employee from a position within the tree. Positions without Subordinates Use the Positions without Subordinates window as a holding container for positions that do not have assigned employees (TBH positions). Example: : Use this box to remove a TBH position from the tree.
Applying a What-If To apply a What-If 3 4- - Click OSM Options - Select Apply What If 3- Click OK The What-If Confirmation Screen will appear. If there are no errors, click Apply and the Live Tree will be replaced with the What- If. Note: When applying a What-If, remember that all reporting types listed under the Whattypes If will be applied to the Live Tree. Before clicking Apply, make sure that all reporting (trees) have been setup correctly. What-If Confirmation Screen This screen details all critical and warning errors and EAN changes that will occur as a result of applying a What If. Some EANs may prompt for additional information. If desired, you may enter this information in the input fields provided. If the What-If requires an adjustment, select the Cancel button and return to the What-If management screen to make necessary changes. Roll-back Roll-back allows you to restore the Live Tree to its last state, before it was applied. After applying a What If Scenario, the system will display the words Rollback and the date applied. Simply select the Rollback Scenario, and the system will display the previous tree. 3
Creating Org Charts OSM allows you to create Organizational Charts in Microsoft Visio or any other program used to create Org Charts, by exporting structural data from the OSM Tree into Microsoft Excel and then importing that data into Visio. You can create Org Charts from the Live Tree or What If Scenarios. Exporting and Saving Data to Excel To export and save structural data from the OSM Treee into Excel - Click and select Org Chart Export. An Excel compatible file (.xls) will be created. Do the following: - If you want to Save the file Open the file Then Click Save and select the file location and specify the name of the file. Click Open. The compatible.xls file will be displayed in Microsoft Excel. Note: Be sure to close the Excel file so that the Visio Chart Wizard can open the file. 4
Importing Dataa to Visio To import the Excel data into Visio 3 4- - Open Microsoft Visio. - From the Choose Drawing Type Screen, select Organization Chart. 3- Select the Organization Chart Wizard. From the Organization Chart Wizard Screen, select Information that s already stored in a file or database. 5- Click 6- Select A Text, Org Plus (*.txt) or Microsoft Excel File. 7- Click 8- Click Browse to locate the Excel file you saved. 9- Locate and select the File, and Click Open. 0- When the system recognizes the file, click - Check Settings and Select your preferences. After locating the file, the wizard will continue to walk you through various options for the creation of the Org Chart. Simply follow the wizard s instructions to create your personalized Org Chart. Note: If you createe an error at any time during the data mapping, simply re-import the saved Excel file into Visio. 5