Orgchart

Revision as of 22:02, 23 January 2020

Using the Orgchart

About Orgchart

The 'Orgchart' is a collaborative workforce management tool designed to quickly and efficiently show the structure of your organisation. The Orgchart allows 'Person to Person' views and 'Job to Job' views. Person to person: Defined by the manager that is recorded against the Employee in the Employee Masterfile form in Subscribe-HR. Job to Job: Defined by which Job Reports to Which Job. This is set-up on the Job Record in the Jobs Folder. The Orgchart will load all information for either the Job Chart or the Employee Chart depending on what is selected at the top in the search area. When you Click on Orgchart from the Left Hand Navigation under "Tools", the first view that loads for the Employee and Job is: Top Person in the Business and Top Job in the Business. There are two fields against the Employee Masterfile and Job: These fields are: (Check Box) Top Person in the Orgchart and To Job in the Orgchart. WHen these are selected, the respective option will appear at the top of the Orgchart. When the Orgchart loads, you will see these selections are the top and you will also see the next report of people. To expand the following rows, you can use the expand and mininize options.

Key Navigation

1. Employee Chart. Person to Person Reporting.
2. Job Chart. Job to Job Reporting.
3. Search. Type Employee First Name and Surname into search if Employee Chart is being used. Type the Job Title in Search if the Job Chart is being used.
4. Refresh. Will Refresh to Chart and Return it back to Top Person or Top Job View showing top item and next row.
5. Show Complete Chart. Will show the whole chart fully expanded. You can then use the Minimize and Maximize options to expand and contract the chart.
6. Minimize and Maximize. You can use these option to show new row or person or not show.
7. To move right an left to see more parts of the Orgchart, if its extends past your normal screen view, use your mouse and drap the chart from right to left and left to right. Use the Scroll Bar to move up and down.

Important Note: Please note that for the Orgchart functionality to work properly, you need to make sure your Person to Person and Job to Job reporting lines are in place in the system. If the person does not have any reporting lines, no results will follow underneath, which is fine is they are an employee and not a manager. If a line manager does not return reports underneath them, it means that Employees have not been linked to this manager. Link Employees to their Manager by going into their main Employee Masterfile Record, and using the "Manager Reference" field to link the Employee to their Manager. You can also do this through the Workforce Manager. If you want to use the "Assign" Manager function, you need to ensure that all "Managers" have have been marked as "Managers" on their Employee Masterfile. The field a Drop-Down field and needs to be: Manager: Yes. You can also use the Workforce Manager to Assign, Manager status to people.

Types defined

Select "Employee Chart" at the top from the DropDown, to show Person to Person view which displays the reporting hierarchy of the organisation based on top down manager reporting. Each Orgchart box contains key information for that person. If a box is RED, it means that the person is leaving. This means that a leave date has been assigned to them in the leaver TAB on the Employee Masterfile record.

You can Assign / Change manager to an Employee from the Orgchart. To do this Click on the "Assign" blue text. Please note, if the person already has a manager and you use this option, a new manager will be created for the person (Change Manager). Only people that have been ticked as Manage: Yes in their Employee Masterfile will appear in the search when Assigning / Changing a manager through this Assign option because this is how Subscribe-HR recognises a person as a Manager.

Select "Job Chart" at the top from the DropDown to view Job to Job reporting hierarchy of the organisation. This is done by the position name followed by other key information. In the "Job Chart" view, you will be able to create a Vacancy directly from the Job Box. The number of people who hold that Job, will be shown if you click on the "Job Holder" blue text. If there are 0 Job Holders, the Job Box will be "RED".

NOTE: The Orgchart will respect permissions. So if you are a manager, you will only see people that you have permissions to see. For Job to Job. If you don't have access to Jobs, you will not be able to see Job to Job Reporting.

How to use Orgchart

Steps
1. After logging into the Subscribe-HR Cloud HCM Platform, navigate to the Tools section which is located on the left hand side of the main navigation.
2. Click on the 'Orgchart' option on the left under "Tools".
3. Select either "Employee Chart" or "Job Chart".
4. Once selection is made, the Whole Orgchart will load based on your user login. You will appear if you are an Employee. If you are a Manager, you will appear at the top with your team following underneath.
5. Search by typing the Employees name (First Name and then Surname) or Job Title into the 'Search Box'.

7. If you want to use the Assign / Change Manager option in the 'Employee Chart'. Click on 'Assign' blue text and then choose the Manager you wish to Assign / Change. Only Manager will appear in this search option when you type First Name / Surname.
If you wish to Create a Vacancy or view Job Holders, use the "Job Chart" option and then either Click on the "Create Vacancy" text or Click on the "Job Holder" Text. Internet Explorer uses 'Save Picture As..'