Organisation Units

An organisation unit represents a business unit within your company, and will also include position definitions attached to employees.

  • Level 1 has been defined as the Company Level therefore the Organisation Unit becomes the Company Name.
  • Level 2 has been defined as the Branch Level therefore the Organisation Unit becomes the various branches for the company.
  • Level 3 has been defined as the Department Level therefore the Organisation Unit becomes the various departments for the branches.
  • Organisation Structure

 

Prerequisites

Rules and Guidelines

  • Each organisation unit will belong to a different organisation unit on a higher organisation level, right up to the top of the organisation hierarchy.
  • While many clients download this Preceda data into a hierarchy chart building tool such as Org Plus or Visio to display the company tree, the main purpose of establishing the organisation units within Preceda is to enable the security to be built around them.
  • Each organisation unit can be established as a separate Security Profile, limiting Preceda access only to employees in positions within that organisation unit, or any organisation unit that belongs to it.
  • All employee are assigned to the Default Position 999; this position MUST NOT be deleted or modified.
  • This position definition is assigned to Organisation Unit 9999, which is a default Organisation Unit, and MUST NOT be deleted or modified.
  • Always start with Level 1 - Company and work your way to Level 2 as the Belongs To field will need to be linked to its upper level.
  • It is not necessary to setup codes that follow a structure as they may become redundant as soon as any changes are made.
  • Any changes made will not take effect until the Refresh Organisation Hierarchy is run.

Field Information

This field displays a code of up to 8 characters that represents the Organisation Code.

This field displays the description of the Organisation Unit

The Short Title is an abbreviation of the Title and is used in some standard Preceda reports as a substitute for the Title. If a Short Title is not entered, part of the Title will be used for these reports.

This field displays the organisation level number that this Organisation Unit is on.

Select from the dropdown the Location code that relates to this Organisation Unit.

Enter a contact phone number relating to this Organisation Unit, if required.

  • Most clients allow employees to maintain their own business phone numbers via the Employee Self Service access.

 

This field displays text of up to 60 characters in length, but will not be associated to any reference table.

This can be used to accommodate an additional level to the Organisation Level reporting, such as division/department/function etc.

  • The Report Code field will NOT be used to export files generated from Preceda for Org Plus/Visio organisation structure charts.
  • The Report Code field will be added to the existing Preceda 'Organisation Structure Report' but will not be included in Organisation structure charts generated through Preceda.
  • This field will not be displayed in the Search Results.
  • If an entry has been made to this field and the record is subsequently cloned, the entry will appear in the cloned record.

 

This is the number of staff budgeted to this Organisation level.  

  • This is used for budgeting purposes. If your company is intending to use the Headcount vs Approved Numbers report, this field should contain the number of active employees that are approved for this Organisation Unit.
  • This is the Headcount for this Organisation Unit only - any lower level Organisation Units have the Headcount Budget figures entered against that Organisation Unit.

The Oncost loading % allocated of each staff member within the unit can be entered and is only used in configured reporting.

  • Many clients prefer to use the General Ledger Interface for the calculation of on costs.

 

This field displays the Organisation Unit ID that is linked immediately above this Organisation Unit. When the Level Number field is not set to 1, a value in the Belongs To field needs to be supplied.

If Y is set, the employees assigned with this Organisation Unit will be included in the Headcount reports.

 The following rules apply:

  • If the Org unit level number is not 1, this field can only be set to Y, if the unit above is set to Y.
  • If set to Y it can only be changed to N if all units below are set to N.

 

This field can help to structure reports, e.g. only one direct line of structure in the report is required, this field would be set to N for every Organisation Unit other than the structure being reported.

  • This field is NOT considered when a Workforce Management Reporting is done.
  • It is recommended that this field is populated with Y so that the Headcount report can be run later.
  • Workforce Management Reporting provides the ability to process several Crystal Reports from the Advanced report suite and requires separate rules to be established. Talk to your Consultant for more information.