Organization Unit Parent/Child Relationships

The following diagram demonstrates the parent/child relationships between organization units. This works much like a family tree, except all levels of descendants are called children, rather than grandchildren, or great-grandchildren.

The lineage relationships are shown by the blue lines in the example below.

• Organization units are parents of all organization structure levels in line below it.

• Organization units are children of all organization structure levels in line above it.

In the example above, the Enterprise unit is the parent of all the structure levels below it. All the other organization units are children of the Enterprise unit.

• Department A1 and Department A2 are children of Facility A and of Enterprise.

• Facility A is a parent of Department A1 and Department A2, and it is a child of Enterprise.

• Department A1 is a parent of Unit A1-1 and Unit A1-2. It is a child of Facility A and Enterprise.

  • Unit A1-1 and Unit A1-2 are children of Department A1, Facility A, and Enterprise.

  • Unit A2-1 and Unit A2-2 are children of Department A2, Facility A, and Enterprise.

• Unit B2-1 and Unit B2-2 are children of Department B2, Facility B, and Enterprise. They are not children of Department B1 because they are not in line below it.

Initial Organization Structure

The Time and Attendance and Staffing and Scheduling system includes a default Organization Structure and Link Levels, which were designed to optimize system performance. The remaining information below is to be used as a guide for understanding the structure and finding the best way to configure your organization structure.

The Organization Structure holds two types of Levels, the Structure Levels and the Supporting Levels. The Structure Levels contains the Root, Trunk, Branch, and Leaf, and all of these are required. The Supporting Levels exist to help group and organize the structure and allow for future organization expansion. The Supporting Levels can be given names that fit your organization.

Link levels refer to the level at which specific data elements reside. This indicates that the values within a data element will be shared at the designated level. For example, it is common to configure Override Codes at the highest level so that the “Charge Overtime” Override Code is built for use across the organization.

Information regarding the purpose of the Levels and Data Elements reside below to assist in deciding how to configure your system for success. These decisions are important to consider in the beginning as once data is populated at a certain level, it can be difficult to move that data to a different level.

This is the recommended structure, where Level 1, Level 4, Level 6, and Level 7 would be the required Structure Levels: Root, Trunk, Branch, and Leaf. Level 2 would be the Configuration Level. Level 3 and Level 5 would be the Supporting Levels. These levels are not required and can exist as a Pass Thru if there is not a business reason to build them out. They will exist as placeholders for future growth.

Level definitions

• Level 1 – Name: Entity; Generic name: Root; Level type: Structure

  Level 1 is the top level of the organizational structure and encompasses the entire organization. A common name for this is Entity, but it is sometimes referred to as System, Organization, or Enterprise. There can only be one Organization Unit at this level.

  Data elements defined here include: Calculation Rule Hierarchy, Overrides, and Pre-Defined Transaction Notes.

• Level 2 – Name: Configuration; Level type: Supporting

  Level 2 allows for shared configuration across large portions of the organizational structure, while allowing flexibility for future growth. Often there is only one Organization Unit at this level, but there can be multiple.

  Data elements defined here include: Attendance, Classroom, Pay Configuration (Pay Codes, Special Codes), Grade, Grant, Job Class, Project, Status Code, and Unions.

  Note: Attendance, Grant, and Project are separate modules and may not be applicable.

• Level 3 – Name: Processing Unit; Level type: Supporting

  Level 3 provides flexibility when multiple facilities are to be maintained separately in Time and Attendance and Staffing and Scheduling. In turn, it allows facility data to be combined for processing in the human resources and payroll system. Level 3 is sometimes referred to as Location, Process Level, EIN, or Tax ID. There can be multiple Organization Units at this level, but typically no data elements are linked here.

• Level 4 – Name: Facility; Generic name: Trunk; Level type: Structure

  Level 4 determines the pay period length. There can be multiple Organization Units at this level. Different Facilities can share the Pay Group (which holds the Pay Period length).

  Data elements defined here include: Pay Group

• Level 5 – Name: Division; Level type: Supporting

  Level 5 allows for the grouping of departments in the organization, reporting for VP/Directors without having to assign individual Departments to each VP/Director. Level 5 is sometimes referred to as VP, Executive, or Director. There can be multiple Organization Units at this level, but typically no data elements are linked here.

• Level 6 – Name: Department; Generic name: Branch; Level type: Structure

  Level 6 is typically the lowest level that employees’ pay is linked to. Level 6 is sometimes referred to as Cost Center. There are always many Organization Units at this level.

  Data elements defined here include: Transactions, Positions, Productivity, and Activity Codes.

  Level 7 – Name: Unit; Generic name: Leaf; Level type: Structure

  This is the seventh level of the structure and is typically used for future expansion. We recommend calling this Unit, but it is sometimes referred to as Sub-Department, Cost Center, Reporting Unit, or Supervisor. There can be multiple Organization Units at this level, but typically no data elements are linked here.

Data Element Definitions

• Calculation Rule Hierarchy

  The Calculation Rule Hierarchy holds the order in which the rules process.

• Overrides

  Overrides codes break the automation of pay policies to manually pay, remove, or change a certain item.

• Pre-Defined Transaction Notes

  Transaction Notes are used to provide further detail on a specific clocking or calendar transaction. Templates in the text can be used as prompts for user to provide those details. For example, upon the submission of Bereavement, the Pre-Defined Note might ask for the relationship of the deceased.

• Attendance

  If the Attendance+ module has been purchased, Attendance Codes are used to indicate an Absence or a Tardy.

• Classroom

  If the Education module has been purchased, Classrooms can be configured.

• Pay Configuration

  Pay Configuration refers to Pay Codes and Special Codes. Pay Codes are used to represent the type of pay associated with the activity of the employee. These codes can be configured to be sent to your payroll system to pay the employee appropriately. Special Codes are typically used by the employee during a transaction submission to denote a situation. For example, a CI special code may indicate that the employee was Called-In to work. A NL special code may indicate the employee received No Lunch that day. A CH special code may indicate the employee was the Charge Nurse on that shift.

• Grade

  Grade is a field that can have a multitude of different uses depending on organizational needs. Factors may be configured on the Grade.

• Grant

  If the Project & Grant Tracking module is purchased, Grant would hold the Grant Codes to be assigned to an employee.

• Job Class

  The Job Classes of the organization in which employees are assigned.

• Project

  If the Project & Grant Tracking module is purchased, Project would hold the Project Codes to be assigned to an employee.

• Status Code

  Status Code is a field that can have a multitude of different uses depending on organizational needs. Factors may be configured on the Status Code.

• Unions

  If your organization has Unions, they can be entered here to exist on the employee’s labor distribution. If your organization does not have Unions, this field may be repurposed.

• Pay Group

  The Pay Group holds the length and date of the pay cycle. It also holds the pay period number and the number of previous and future pay period instances.

• Transactions

  Transactions are the submissions of time via clocking, calendar, or adjustment.

• Productivity

  The amount of work produced over time is typically looks at using the Branch/Department Level.

• Activity Codes

  Activity Codes are used in Staffing and Scheduling and hold the type of work as well as the times scheduled to work.

• Positions

  The Positions are a combination of the Trunk.Branch.JobClass and are attached to each employee.

Related topics

Organization Unit

Organization Level

Organization Link Levels