The organization chart capability built in to the CHRIS/CHRIS-HR system is meant to provide information in relation to where the position is located within the organization. This chart can depict several organizational layers and a great deal of complexity or can be quite simple. It is up to the college or division to decided how much detail is needed while creating the chart.
The following components are essential for any organizational charts being attached to an HR Transaction:
1. An entry identifying the vacancy (i.e., classification, working title, etc.).
2. An entry identifying the position (supervisoraaa) to which the vacancy/employee reports.
3. An entry or entries identifying subordinate positions the vacancy/employee supervises (if applicable).
4. An entry or entries identifying similar positions in the unit (e.g., other Program Assistant 4s, other Confidential positions, etc.)
These points will suffice for many of the HR Transactions being reviewed, but there will be situations in which more detail is needed. If an employee has a lead responsibility over other staff, the supervisory box should be used with the word 'lead' inserted into the box. We have designed the Org. Chart component of CHRIS/CHRIS-HR to allow organizations the ability to provide as much or as little information as needed.
A default template is provided as a starting point for a new org chart. The template includes 2 levels of supervisors for the vacancy and one peer. These may be modified, deleted, and/or added to using the funcionality described below.
A. Name (or note), Title Name, and Appointment Type are required for all positions. 'Vacant' should be entered as the Name for the position currently being filled and for other vacant positions. There is a dropdown selection box for Appointment Type.
B. Check 'Position Being Filled' for the position described by the current HR Transaction. This position is displayed on the Org Chart with 3 asterisks. More than one position can be checked this way if the vacancy needs to appear in more than one place in the Org Chart.
The Org Chart may be modified using the following 5 functions:
A. Add a Peer - Press to create a position at the same level under the same supervisor as the position that is currently highlighted on the Org Chart.
B. Add a Subordinate - Press to create a position subordinate to the position that is currently highlighted.
C. Move to Another Supervisor - Press to move the highlighted position and all of its subordinates from the current supervisor. Subsequently, 'OK' and 'Cancel' buttons will appear. Highlight the position under which you would like to move the selected position and press 'OK'. Press 'Cancel' if you decide you don't want to make the move.
D. Duplicate a Person/Position - Press to create another person/position as that which is currently highlighted on the Org Chart. The new position will be created at the same level under the same supervisor. This duplicate person/position can then be moved under another supervisor.
E. Delete a Person/Position - Press to delete the position that is currently highlighted. If the position has subordinates, they must first be deleted or moved under another supervisor.
HINT: To add a supervisor (sup1) above the current top-level supervisor (sup2): Add sup1 as a peer to sup2. Then move sup2 under sup1 using 'Move To Another Supervisor'.
NOTE: The figures above are screen prints of the actual Org Chart Screen with data already entered. These Figures will be used to discuss how to create an Org Chart and to Minipulate Existing Data.
If creating an Org Chart from scratch, a Default Org Chart will already have been created for you as soon as you go to the Org Chart Screen. The Default can be used as a template or you can Copy an existing HR Transaction's Org Chart.
Peers and Subordinates can be created for both Unit/Building/etc. items and Position Items. The Peer will be created at the same level on the 'tree' as the selected item (a peer to 'Chadbourne' in Figure 4.1 would be 'Pop's Club/Ed's Express'or Elizabeth Waters).A subordinate will be created one level lower than the selected item (a peer to 'Chadbourne' in Figure 4.1 would be 'Food Service Administrator').
If you notice in Figure 4.1 the Food Service Administrator is the same in both 'Chadbourne' and 'Pop's Club/Ed's Express'. This is written this way because the Administrator is the same for both locations. The Position Description has been created for the Vacancy 'Cook 2' (noted with the *** in front of the position). This position also exists in two locations (40% in one location and 20% in the other). This can be accomplished by checking the 'Position Being Filled' box for each instance that the Vacant Position show up on the Org Chart.
Figure 4.1 shows a Unit/Building/etc. item being highlighted and figure 4.2 shows a Position item. Note that only the Name field is available in the Unit/Building/etc. item. An Item can be changed from one to the other by pressing the radio buttion in the upper right corner of the screen next to the type of item you would like to show.
Once an Org Chart is created, it can be copied to an existing HR Transaction. Enter the HR Transaction ID of the HR Transaction with the good Org Chart into the 'Copy Org Chart From PD:' field. This must be done while in the HR Transaction that you would like to copy the Org Chart into. NOTE: This will DELETE the existing Org Chart and replace it with the Org Chart on the PD that you entered.