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Department Hierarchy (Organizational Display only)

Build Department Hierarchy

If you imported data in the Reports To column into your Department Code table, balanceAAP will automatically create the department hierarchy for you. However, if you did not provide data for the Reports To column, you will need to manually build the hierarchy here. You also have the option to automatically build the hierarchy by supervisor by clicking the Build Department Hierarchy by Supervisor link.

The hierarchy will appear in tree form on this page. Departments reporting to other departments will appear indented below their parent department. Clicking the button next to a department will expand the tree to show the departments that report to it. You can expand the entire tree by clicking Expand All. To collapse a department, click the button next to an expanded department to close it, or click Collapse All to collapse them all.

To assign a department to report to another, click the name of the department. A new edit window will open with three options.

  • None – Select this option if the department does not report to any other department.
  • Department Code - Select this option, and type either the name or the code of 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.

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.

Searching for Departments

To find a particular department in the tree, you can search by department code or department name. With the By Department Code option selected, enter part or all of the code or name into the search box and click Search. All departments that match the search criteria will appear highlighted in yellow in the tree.

Searching for Employees

You can also search for specific employees. With the By Employee option selected, enter all or part of the employee’s name into the search box and click Search. The department in which that employee resides will be highlighted in yellow. If your search matches more than one employee (e.g. you searched for and have more than one John Smith), all relevant departments will be highlighted.

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.