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Department Hierarchy (Organizational Display only)

KEY TOPICS:

Build Department Hierarchy

If you have selected the Organizational Display as the Organizational Profile for the plan, BALANCEaap offers a flexible set of tools for building the necessary Department Hierarchy.

If the Reports To column is populated on the Department Code table, balanceAAP will automatically create the Department Hierarchy for you, and the results are displayed on entry to this module.

How the Department Hierarchy is Displayed

The hierarchy will appear in tree form on this page. Departments reporting to other departments will appear indented below the parent department.

Department Hierarchy Tools

Expand or Collapse the Department Hierarchy Tree

Click the [Expand] button next to a department to display the reporting departments. Expand the entire tree by clicking Expand All. To hide a department’s details, click the [Collapse] button next to an expanded department, or click Collapse All.

Search by Department or Employee

Using the Search drop-down in the header, enter part or all of the Department Code/name or an employee name in the Search field, and click Search. For all results, the department will appear highlighted in yellow. If multiple employee results are found by the system, all relevant departments will be highlighted.

Edit the Department Hierarchy

Click the name of the department. A new edit window will open with following options:

  • None
  • Department Code – Enter the department to which the selected department should report. When you see the parent department appear below the text box, click it to select it.
  • Other – If the department reports to another location, choose this option. Enter the establishment name or location in the Reports to box.

Build Department by Supervisor

The Build Department Hierarchy by Supervisor link will be available in regular and master plans when the employee numbers for supervisors are supplied in the roster table. This feature will look at the supervisor number from the roster table and attempt to determine the reporting structure for your organization by looking at the department of each supervisor. In the event employees in a department report up to supervisors in different departments, balanceAAP can use the following rules to determine which of the supervisor’s departments to use as the parent department:

  • Use the department of the supervisor with the highest EEO category
  • Use the department of the supervisor with the highest salary
  • Use the department that is most common among the supervisors

These rules can be placed in order by dragging each rule above or below one another in a sequential list. balanceAAP will proceed to the next rule when the current rule does not produce a single department to assign as the parent department. When a single parent department cannot be determined, the parent department will be left blank to be manually assigned.

An Assign button will also appear next to the department when it is currently highlighted. Clicking this button will also cause the edit window to show.

Validate Demographic Information

Checking Show Employee Statistics will display the employee counts and demographic breakdown of each department. If you have your supervisors identified in your roster, their demographics will be shown as well. For example, if your department demographics appear as Total 10 (5WM / 5BF) Supervisors 2 (1WM / 1BF). This means that there are 10 people in this department, 5 white males and 5 black females, and there are 2 Supervisors, one white male and one black female. If you chose to do an Organizational Display to represent your organizational profile, the supervisor information is required for a compliant affirmative action plan. If your supervisor information is not shown here, go to the Roster table in the Data section to identify the supervisors.

Assign Supervisors

You can assign the supervisors for the department from this page by checking the Supervisor box for each supervisor, and clicking Save Supervisor. When you make any changes to the Supervisor box you must click Save Supervisor before returning to the hierarchy, otherwise your changes will not be saved.

MASTER PLAN SETTINGS

The department hierarchies for all sub plans are locked down to match what is set in the master plan. All changes made in the master plan will be automatically reflected in the sub plans.

View Roster

Highlight a department by clicking its name, and click View Roster to see the list of employees in that department. To search for a particular employee in the department enter their name in the search box and click Search.