Organisation roles and groups - Terminology
The first step of understanding Organisation Roles and Groups is to have a clear understanding of the terminology involved:
Reporting to Type - This is either Employee ('E') or Organisational ('O') Role and Group. If this is set to 'E' then logic is simply the employee's 'Reports To Person' (Employee 1 reports to Manager A). Otherwise the Org. Role and Group are used as outlined below.
Organisational Role - This refers to the managerial role selected to organise this module. Example roles are 'Line Manager', 'Timesheet Approver' and 'Head of Department'.
Organisational Group - This is the level in Core|HR at which the organisation is performed. Example groups are 'Company', 'Department', 'Cost Centre' and 'Pay Group'.
Set-up of organisational role
Setting up Organisational Roles and Groups is performed through CorePersonnel. The first step is to create the Organisational Role using the Organisational Role Types screen (Personnel, Reference K - P, Organisational Role Types).
Once these roles have been created, they can be assigned at specific levels, for specific functions.
In the case of the ‘Reports To’ functionality in CorePersonnel, select CorePersonnel Main Menu, Reference Q - Z, System Parameters.
The Reporting To can be set at an individual level (By Employee Number: Select Employee's Manager from List of Values) or can be based on the Organisational Role setup (By Org Group). The ‘Allow Override’ indicator becomes active when the By Org Group option is selected. This means that the manager that displays against the employee based on Org Roles can be overwritten, if required.
The Reporting to Org Group determines at what level the Reporting To structure will be against. By default this will be Workgroup level. This is used by the majority of clients. The Reporting to Role is set to the Organisational Role that was created in the previous step.
The Reporting To Text displays as the label against the Reporting to field. This can be changed to Reporting To Manager or Supervisor or Line Manager, etc.
Set-up of managers
Having defined the organisational role, the next step is to set-up the actual manager(s) per "Group Item". Using Org Roles and Groups allows for the "Group Item" level to be set at different levels. Currently these are:
Company.
Cost Centre.
Department.
Division.
Location.
Management Unit.
Pay Group.
Project Code.
User Field 1-5.
Work Group.
For example the "Group Item" level by default is 'Work Group'.
Note also that there is a Date From and Date To field so the date range can be set for this to be applicable.
Note there is no 'shortcut' option to copy (for example Work Group) access over from one user to another on this screen. A higher level of the hierarchy such as 'Company', can be used to minimize the number of manual entries required.
Maintaining organisational roles
These can created and maintained under two screens.
Reference - Maintain Organisational Roles.
Reference - Maintain Organisational Roles by Person.
Maintain organisational roles by person
This Organisational Role setup can be done by Person instead. Navigate to CorePersonnel Main Menu, Reference, Maintain Organisational Roles By Person
Select the employee from the list of values.
Select the Role, Org Group (Work Group, for example) from the drop down lists.
Input a Date From and select an Org Group Item (such as a particular Workgroup).
Overview of steps for creating & maintaining organisational roles
Ensure the Organisational Role is created (Reference K-P, Organisational Roles).
In the case of ‘Reports to’ ensure this parameter is set (this will be done by default in the initial install) (Reference Q-Z, System Parameters).
Set up the Organisational Role against the employee against the appropriate level (Reference, Maintain Organisational Roles or Maintain Organisational Roles by Person).