Department Hierarchy (Organizational Display only)
KEY TOPICS:
- View the System-created Department Hierarchy
- Edit the Department Hierarchy
- View Roster and Identify Supervisors for Demographics Display
- Build Department Hierarchy by Supervisor
- Review Employee Demographic Statistics
- Department Hierarchy in a Master Plan
Review/Build the Department Hierarchy
If you have selected the Organizational Display as the Organizational Profile for the plan, BALANCEaap offers a flexible set of tools, which are described below, for building the necessary Department Hierarchy and displaying supervisor and employee demographics.
View the System-created 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, with one department code/name per line. Departments reporting to other departments will appear indented below the parent department.Department Hierarchy Tools
Expand or Collapse the Tree – Click the [Expand] button to the left of a department code/name 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 department code/name to activate the [Assign] button. Click the button; then select one of the following:- None
- Department Code – Enter the first few letters to display a drop-down of likely matches; then select the appropriate match. The system will provide an alert if the selected department is a child.
- Other – If the department reports to another location not available in the Department Code data (above), choose this option. Enter the establishment name or location in the Reports to field. This entry will display on the tree, next to the department code/name.
Click [Assign]. The line will display with green shading to identify the change has been applied.
View Roster and Identify Supervisors for Demographics Display
From the Department Hierarchy tree, click on a department to access the [Assign] button. Then click the [View Roster] button to see the list of department employees.
Quick Tip: Use the Search field to locate a particular supervisor’s name.
Check the Supervisor box for each supervisor, and click [Save Supervisor] before returning to the hierarchy tree.
Build Department Hierarchy by Supervisor
The Build Department Hierarchy by Supervisor link will be available in the tree header when the Roster table is populated to identify supervisors.
Cross-reference: For information, see:See: Data Tables (and Tools) / Identifying/Assign Supervisors onfor the RosterOrganizational tableDisplay
Order System Rules for Building Hierarchy
balanceAAP relies on the following rules when department employees report to multiple supervisors:- 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
balanceAAP will proceed to the next rule when the current rule does not produce a single parent department to assign. When a single parent department cannot be determined, the parent department will be left blank, and you can enter the department code/name (as described below).
To place the rules in a particular order, drag one to another location.
Run the Process to Build the Hierarchy
When the order of the rules is satisfactory, click [OK]. The system will build the hierarchy.Important Caution: If the hierarchy was previously built, it will be overwritten.
View Employee Demographic Statistics
From the tree header, check the box for: Show Employee Statistics. For each department, counts and demographics for employees (and supervisors, if supervisors are identified in the Roster) will display.
Example of the department demographics display:
Total 10 (5WM / 5BF) Supervisors 2 (1WM / 1BF). Typical acronyms are as follows:
BF = Black Female
BM = Black Male
WF = White Female
WM = White Male
If your organization’s supervisor information is not displayed, follow the instructions directly below.