OrgTeamManager VSN41 User En

14/11/2013

Visualization Solutions by Nakisa 4.1

Nakisa TeamManagerUser Guide

Legal NoticeCopyright Nakisa Inc. 2013. All rights reserved.

The information contained in this document represents the current view of Nakisa on the issues dis-cussed as of the date of publication. Because Nakisamust respond to changingmarket conditions, itshould not be interpreted to be a commitment on the part of Nakisa, and Nakisa cannot guarantee theaccuracy of any information presented after the date of publication.

This document is for informational purposes only. NAKISA MAKES NOWARRANTIES, EXPRESS ORIMPLIED, AS TO THE ACCURACY OF THE INFORMATION IN THIS DOCUMENT. This documentshould be read in conjunction with any applicable Professional Services Agreement that may be in effect.

Complying with all applicable copyright laws is the sole responsibility of the user. Without limiting therights under copyright, which are hereby expressly reserved, no part of this document may be copied,reproduced, stored in or introduced into a retrieval system, distributed or transmitted in any form or by anymeans (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without theexpress written permission of Nakisa Inc.

Nakisamay have patents, patent applications, proprietary information, trade secrets, trademarks, copy-rights, or other intellectual property rights (“the Nakisa IPR”) covering subject matter in this document.Except as expressly provided in any written license agreement formally executed by Nakisa, the fur-nishing of this document does not proffer any rights (license or otherwise) to the Nakisa IPR.

The example companies, organizations, products, people and events depicted herein are fictitious. Noassociation with any real company, organization, product, person or event is intended or should beinferred.

Nakisa, Nakisa OrgManagement Series, Nakisa Talent Management Series, OrgChart, SocialLink, Direc-tory, OrgModeler, OrgAudit, OrgHub for HR & Executives, OrgHub for Managers, OrgHub for Employees,TalentHub for HR & Executives, TalentHub for Managers, TalentHub for Employees, TalentFramework,TalentDashboard, TeamManager, FloorPlan, Nakisa Edit, Nakisa SelfService, VisualizeWhat MattersMost, Visualisez l’essentiel are either registered trademarks or trademarks of Nakisa Inc. in the UnitedStates and/or other countries.

SAP Talent Visualization by Nakisa is a trademark of SAP AG.

The names of actual companies and products mentioned herein may be the trademarks of their respectiveowners, and Nakisamakes no representations as to the right of any person or entity to use said trade-marks.

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http://www.nakisa.com/

Contents1Welcome 11.1 About the Application 21.2 About Nakisa 21.3What's New 31.4 Getting Help 3

2Getting Started 42.1 Accessing the Application 52.2 User Interface Overview 52.3 UsingMenus and Tab Panels 72.4 Toggling and Resizing Display Panes 72.5Moving Tab Panels Between Panes 82.6 Using the Selected Items Panel 82.7 Using the Details Panel 92.8 Setting Application Preferences 102.9 Setting the Effective Date 10

3Org Charts 123.1 Viewing Org Charts 133.2 Using the Org Chart Box Menu 133.3 Setting Org Chart Root 163.4 Changing Org Chart Views 163.5 Changing Org Chart Styles 173.6 Setting Zoom Level 183.7 Flagging Org Chart Boxes 193.8 Viewing Reporting Relationships 203.9 Viewing Dotted-Line Relationships 203.10 Printing Details from Org Charts 213.11 Saving Org Charts 213.12 Customizing Org Chart Display 22

4Organization Analysis 234.1 Viewing Org Unit Details 244.2 Viewing Position Details 244.3 Viewing Position History 254.4 Viewing Employee Details 264.5 Viewing the ProfileWindow 26

5 Listings 28

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5.1 Viewing Listings 295.2 Searching Listing Records 295.3 Saving Listing Search Queries 305.4 Sorting Listings 315.5 Flagging Records 315.6 Customizing Listing Display 31

6 PositionManagement 336.1 Creating a Position 346.2 Cloning a Position 346.3Modifying Position Details 356.3.1Modifying a Position Title 356.3.2Modifying a Position Description 356.3.3Modifying the Position Location 366.3.4Modifying theWork Schedule 376.3.5Modifying Staff Indicators 386.3.6Modifying Vacancy Status 396.3.7Modifying Obsolete Status 406.4 Assigning a Competency 416.5Modifying Account Assignments 436.6 Removing a Position 44

7 Position Assignments 457.1 Assigning a Position to anOrg Unit 467.2 Assigning a Position to a Job 467.3 Assigning aManager Position 477.4Modifying theManager Staffing Percentage 49

8 Employee Assignments 508.1 Assigning an Employee to a Position 518.2Modifying the Employee Staffing Percentage 518.3 Transferring an Employee 528.4 Removing an Employee from a Position 538.5 Assigning EmployeeGroups 53

9 Print and Export 559.1 Using Basic Print Wizard 569.2 Using EnhancedMode Printing 579.2.1 Using Enhanced Print Wizard 579.2.2 Printing onMultiple Pages 599.2.3 Printing and Exporting Notes 609.3 Exporting Data 62

10 Troubleshooting 64

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10.1 User login screen does not load 6510.2 User interface does not display correctly 6510.3 Cannot load the Print and Export wizard 6610.4 Error Message: Internal Error 67

11Glossary 6812 Index 70

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1 WelcomeLearn about Nakisa, obtain general information about the application, and this user guide.

1.1 About the Application 21.2 About Nakisa 21.3What's New 31.4 Getting Help 3

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1.1 About the ApplicationNakisa TeamManager is used by human resource business partners (HRBP) and talent management spe-cialists (TMS) who define, plan, andmanage positions within the organization, as well as managers whomaintain positions within their area of responsibility. Role-based security limits access to sensitive com-pany data, so users only see information that is permitted by their specific security scope.

The application enables you to access the following tasks and features:

l View your company structure and reporting hierarchy in dynamic organizational charts.l Access listings to view and find records stored in your human resource database.l View detailed information about your company that is continually updated as the source data changes.l Create positions andmanage employee assignments.l Plan future changes to positions by defining the date they take effect.

Note: A system administrator configures the application to accommodate the specific needs of your com-pany. The information provided in this guidemay be different from the current application if it is cus-tomized.

See also:

l Accessing the Application, section 2.1 on page 5l User Interface Overview, section 2.2 on page 5

1.2 About NakisaOur goal is to empower organizations with in-depth visibility into the enterprise so they can view, update,model and analyze their talent inventory andmake faster, better decisions. We transform human capitaldata into strategic business intelligence, giving companies the insight they need into their talent and organ-izations to support overall corporate objectives.

Nakisa’s visualization solutions are fully interoperable with themajor Enterprise Resource Planning(ERP) platforms on themarket and provide a single point of access to critical HR data for succession plan-ning, organization charting and workforcemodeling. The only Talent andOrganizationManagement ven-dor fully certified by SAP, Oracle andMicrosoft, Nakisa offers proven solutions that have been deployedtomillions of users globally. Customers benefiting from Nakisa’s visualization solutions include Coca-Cola, Kohler, Motorola, Michelin, Airbus, RBC Financial Services, Wrigley, Carrefour, Statoil, Merck andAlstom.

For more information, visit www.nakisa.com

Nakisa – VisualizeWhat Matters Most™.

Thank you for choosing software by Nakisa.

1 Welcome

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1.3 What's NewIn addition to general editorial changes and corrections, this release of the documentation contains the fol-lowingmain changes since the last product release:

l Captions throughout the application have been updated for clarity and consistency.l When using a two-pane layout, the user can now use a slider to set the pane size. See Setting Appli-

cation Preferences, section 2.8 on page 10.

1.4 Getting HelpFor standard application support, contact your system administrator.

Nakisa provides learning and reference resources to help you get up to speed with the application:

l For the descriptions of the icons used in the application user interface, see the legend table on theHelp panel.

l For complete information about how to perform tasks in the application, see the application UserGuide:

l From theGlobal Settings toolbar, click .l In theHelp panel, click Online Documentation.

l To view videos that demonstrate basic product functionality, visit the Nakisa website or browse theNakisa channel on YouTube.

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http://www.youtube.com/user/Nakisainc

http://www.youtube.com/user/Nakisainc

2 Getting StartedGet familiar with the user interface and functionality, learn how to set preferences, and perform basic oper-ations.

2.1 Accessing the Application 52.2 User Interface Overview 52.3 UsingMenus and Tab Panels 72.4 Toggling and Resizing Display Panes 72.5Moving Tab Panels Between Panes 82.6 Using the Selected Items Panel 82.7 Using the Details Panel 92.8 Setting Application Preferences 102.9 Setting the Effective Date 10

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2.1 Accessing the ApplicationNakisa TeamManager is aWeb-based application installed on a company server, and is accessed usingaMicrosoft Internet Explorer or Mozilla Firefox web browser or through the company intranet.

Note: Enable JavaScript, cookies, and pop-up windows in theWeb browser so that the application func-tions properly.

To log in:1. Click the link on your company intranet, or enter the following URL in theWeb browser:

http://<company>/TeamManager. Replace <company> with the name of your company.

Note: The login page is not displayed if the system administrator enabled direct access to the appli-cation using your company portal or yourWindows account login information.

2. Add the URL to the browser Favorites list (or bookmark it) for easy access later.3. On the login page, enter your user name and password.4. If the application is available in multiple languages, select a language from the drop-down list. The lan-

guage selected in themost recent login is automatically set as default.5. Select Accessibility Mode to access the text-only interface. See Using Accessibility Mode, section

1 on page 1 for more information.6. Click Log In.

2.2 User Interface OverviewNakisa TeamManager user interface is designed to enable you to customize the amount of information dis-played.

Note: This document describes the default graphical user interface and feature set associated with theproduct. Nakisa TeamManager is a highly customizable application andmay have beenmodified by yourSystem Administrator to suit the needs of your organization. In this case, the applicationmay look slightlydifferent to what is displayed in this guide andmay contain limited, advanced, or customized features.The information provided in this guidemay therefore not correspond exactly to your organization's instal-lation. Certain features may not be enabled based on the role to which you are assigned.

The following image shows themain parts of the application user interface.

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Application menu bar: Displays the available applicationmenu items that provide access to tasks andfeatures.Actions menu: Accesses the tasks you can perform on the org chart, listing, or details tab panels.Tab panels: Provide a tabbed interface that displays help, feature, task, and detailed record informationin a contained area. See UsingMenus and Tab Panels, section 2.3 on next page.Global Settings toolbar: Changes the application interface display, and provides access to the onlinehelp and application preferences.Logout button: Exits the application and displays the log-in screen.Resizing bar: Extends the size of a display pane in a two-pane display.Scroll widget: Moves the org chart to any area of the display pane.Selected Items panel: Provides the tasks you can perform on one or more records. Flag org chartboxes or select check boxes in a listing to add the selected records to this panel. See Using theSelected Items Panel, section 2.6 on page 8.Zoom panel: Enables you to adjust the display view of the org chart. See Setting Zoom Level, section3.6 on page 18.

See also:

l UsingMenus and Tab Panels, section 2.3 on next pagel Toggling and Resizing Display Panes, section 2.4 on next pagel Moving Tab Panels Between Panes, section 2.5 on page 8l Setting Application Preferences, section 2.8 on page 10

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l Using the Selected Items Panel, section 2.6 on the facing pagel Using the Details Panel, section 2.7 on page 9

2.3 UsingMenus and Tab PanelsThe applicationmenu bar provides access to the application features and tasks.

To use the application menu:1. Click an item in the applicationmenu bar to expand the applicationmenu.

The items in the applicationmenu are grouped by org charts, listings, and user-saved listings and orgcharts.

2. Click an item to open the feature in a tab panel.

The application features a tabbed interface with four tab panel types:

l Organizational chart: Displays the dynamic chart diagram, and includes the Selected Itemspanel for flagged org chart boxes.

l Listing: Displays listing records in tabular format, provides the basic and advanced search forms,and includes the Selected Items panel for flagged records.

l Details: Displays detailed information on a selected record.l Help: Displays a legend with descriptions for all the icons used in the graphical user interface,

and provides access to the online help.3. Click the tab heading to activate a panel.4. In Basic-mode org charts, drag a frequently-used task from theActionsmenu, then drop it in the

menu bar of the org chart or listing tab panel. This creates a shortcut to the action. Right-click theicon, then select Remove Shortcut to remove it from themenu bar.

See also:

l Toggling and Resizing Display Panes, section 2.4 belowl Moving Tab Panels Between Panes, section 2.5 on the facing page

2.4 Toggling and Resizing Display PanesView one tab panel at a time, or two panels side-by-side by switching between one-pane and two-pane dis-play.

Note: In two-panemode, you can set up a default window size for each pane. See Setting ApplicationPreferences, section 2.8 on page 10 for more information.

To switch between views:

1. To display information in one pane, on theGlobal Settings toolbar, click .

The panel area extends across the entire width of the application. Use this view when an org charthas many horizontal boxes or when a listing has many columns.

2. To display information in two panes, click . Use this view to display different sets of informationside-by-side for comparison or analysis.

3. In the two-pane view, click and drag the resizing bar to increase the display pane area.

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See also:

l UsingMenus and Tab Panels, section 2.3 on previous pagel Moving Tab Panels Between Panes, section 2.5 below

2.5 Moving Tab Panels Between PanesIn a two-pane view, you canmove panels around the panes.

To drag and drop a panel:1. Click a tab heading to activate the tab panel.2. Place the cursor over the tab heading and then drag it to a new location.3. Click to drop the tab panel.

See also:

l UsingMenus and Tab Panels, section 2.3 on previous pagel Toggling and Resizing Display Panes, section 2.4 on previous page

2.6 Using the Selected Items PanelThe Selected Items panel is located at the bottom of an org chart or a listing. Add org chart boxes or listingrecords to the panel to perform tasks on all the selected records.

The tasks you can perform on the selected records are:

Task Description

Send Email Opens an empty e-mail message with the addresses of all the selected records in theTo field.

Silo Displays the reporting relationship between the current record and its parents. Thisoption is only available when org chart boxes are added to this panel.

Clear Items Removes all the selected records from the panel.

Print Opens the Print and Export wizard to print extended information about all theselected records. Each record is printed on a separate page.

To use the Selected Items panel:1. Click theSelected Items tab heading to show the panel; click it a second time to hide the panel.2. Click in the tab heading to lock the panel so it remains visible.3. Click to unlock the panel so it hides onmouse out.4. Flag an org chart box or listing item to add records to the panel. A maximum of 50 records can be

added to theSelected Items.

Each record is represented by a box inside the panel. The information displayed in the record box isconfigured by your system administrator. Records added to the Selected Items panel remain in thedisplay frame until they are cleared or the current session is closed.

5. Click a button in the bottom bar to perform the required task on the selected records.

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Tip: Clicking on a record in the Selected Items panel will display that record's Details panel.

See also:

l Flagging Org Chart Boxes, section 3.7 on page 19l Flagging Records, section 5.5 on page 31l Using Basic Print Wizard, section 9.1 on page 56

2.7 Using the Details PanelTheDetails panel provides a graphical view of a specific record stored in the company database. It con-tains additional information about the record, and organizes data inside tabs that concentrate on one par-ticular area of interest. The Details history allows you to navigate through the different Details panels thatyou have already opened without opening them from the org chart or listing again.

TheActionsmenu, in the panel menu bar, also provides additional options.

To access the Details panel:1. Open an org chart underVisualize in the applicationmenu, or search a listing to find the required rec-

ord.2. Click an org chart box or listing record.3. Click the different tabs in the panel to view specific details about the record.4. Click the arrow next to the heading to show or hide the section.5. To open the record profile in a new window, click Actions > Profile.

Tip: The Profile is a flattened view of the information contained in the Details panel, andmay provideadditional information about the record.

6. To view the record in the org chart, click Actionsmenu > View in Org Chart.

7. Click to close the Details panel.

To use the Details history:1. At the top of the Details panel, use the following arrows to navigate through the Details panels that

have been opened:l Click to see the Details panel that was previously opened.l Click to see the first Details panel that was opened in this session (or the oldest Details panel

in the list).l Click to see the next Details panel that was opened.l Click to see the last Details panel that was opened.

2. To select a specific Details panel instead of navigating through the Details panels one by one usingthe arrows, select the required Details panel from the drop-down list.

3. To clear the list of Details panels in the history, click . Click Ok to confirm your choice.

See also:

l Viewing Org Charts, section 3.1 on page 13l Viewing Listings, section 5.1 on page 29

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2.8 Setting Application PreferencesApplication preferences define application regional and display layout options. The preferences are savedin your user profile on the company server and are loaded when you open a session with your user nameand password.

To set application preferences:

1. From theGlobal Settings toolbar, click .2. In the Preferences dialog box, select Regional Options (date format and language).3. Specify Display Options:

a. Work area layout (one or two pane).b. The proportion of the window each pane should take up (in two panemode only). Move

the slider to the desired percentage level to specify the window space for each pane.c. Theme (Classic orGray).d. Org chart mode (Enhanced orBasic).

4. Specify whether to use accessibility mode.5. Set the current effective date.6. Click Apply.

See also:

l User Interface Overview, section 2.2 on page 5l Using Accessibility Mode, section on page 1l Setting the Effective Date, section 2.9 below

2.9 Setting the Effective DateNakisa TeamManager provides the effective date feature that is used to view andmaintain historical, cur-rent, and future data about positions. All position information has a start and end date that defines whenthat information is active. Your company data sourcemay have a structure that identifies three categoriesof effective-dated records:

l Historyl Currentl Future

Use the History window to view effective-dated records for a position.

The following types of dates are used in Nakisa TeamManager:

l Current system date: The current date of the server where the application is running.l Effective date: A date in the past or future.l Application date: The date that the application is currently set to (either left at the current system date,

or set to an effective date).

Setting the application date to an effective date allows you to view and edit information based on thedefined date. For example:

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l Set a future date to assign an employee to a position that is active in the future.l Set a future date tomodify the position's attribute value at that effective date (when it is not the same

as the current attribute value).l Set a past date to review position information that was active in the past.

The application allows you to addmultiple entries with different validity periods for certain position prop-erties or attributes. If the validity periods overlap, then the start and end dates are affected. For example,if there is an existing description and a new one is added with overlapping effective dates, the latest oneadded takes precedence and changes the original description's effective dates. Therefore if the existingdescription "A"has a validity period of 01-Jan-2010 to 31-Dec-9999 and a new description "B" is addedwith the validity period of 01-Jan-2012 to 01-Jan-2013, then the position has the resulting records:

l Description "A": 01-Jan-2010 to 31-Dec-2011l Description "B": 01-Jan-2012 to 01-Dec-2013l Description "A": 02-Jan-2013 to 31-Dec-9999

Note:Whenmodifying position properties or attributes, you cannot modify their effective start and enddates, only the property or attribute value.

To change the effective date:1. From theGlobal Settings toolbar, click .2. Select themonth and year, then click the required date. The date is displayed in the top-right corner of

the interface, and the application reloads to display data based on the set date.

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3 Org ChartsUse org charts in , access org chart features from themenu, andmodify org chart styles and views.

3.1 Viewing Org Charts 133.2 Using the Org Chart Box Menu 133.3 Setting Org Chart Root 163.4 Changing Org Chart Views 163.5 Changing Org Chart Styles 173.6 Setting Zoom Level 183.7 Flagging Org Chart Boxes 193.8 Viewing Reporting Relationships 203.9 Viewing Dotted-Line Relationships 203.10 Printing Details from Org Charts 213.11 Saving Org Charts 213.12 Customizing Org Chart Display 22

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3.1 ViewingOrg ChartsOrganizational charts (org charts) graphically show the hierarchical authority, roles and responsibilities,and relationships in an organization.

Org charts are available in enhanced (Flash) and basic (HTML)modes. Enhancedmode offers additionalviewing and printing options, and is enabled in the application preferences. Adobe Flash Player 10 or lateris required to view enhanced-mode org charts.

Note: Your system administrator may enable only one of themodes; the org chart mode setting in theApplication Preferences is disabled as a result.

The available org charts are identified by the icon in the applicationmenu. The application includes thefollowing org chart by default:

Org Chart Description

My Organizations Displays the org units and underlying positions within your area of respon-sibility. Each org unit can be expanded to view the underlying org unitsand/or positions.

To view an org chart:1. Click the appropriate item in the applicationmenu bar, then click the required org chart. The org chart

loads in the tab panel.2. Use the navigation icons at the bottom of org chart boxes with subordinate records to expand / or

collapse / the org chart boxes. The color of the buttons identify the organizational object type (forexample, org unit, position, employee).

3. Continue to expand the org chart; when you reach the required box, click it to open the Details panel.4. To ensure the org chart fits the viewing area, change the org chart style or use the zoom tool.

See also:

l Using the Org Chart Box Menu, section 3.2 belowl Setting Org Chart Root, section 3.3 on page 16l Changing Org Chart Styles, section 3.5 on page 17l Changing Org Chart Views, section 3.4 on page 16l Flagging Org Chart Boxes, section 3.7 on page 19l Saving Org Charts, section 3.11 on page 21

3.2 Using the Org Chart Box MenuEach org chart box has amenu with options you can select to perform the following actions:

Item Action

Add to Selected Items Sets a flag on the selected org chart box, and adds it to theSelected Items panel.

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Item Action

Start chart from this org chart box Sets the current box as the org chart root.

/ Expand / Close This Branch Expands or collapses the records under the selected orgchart box.

/ Expand / Collapse by Hier-archy

Expands or collapses the selected lower-level hierarchyassociated with the current org chart box. This action isavailable if the administrator configures multiple linked hier-archies for the org chart.

Change Box View Changes the view for the selected box or all the boxes inthe org chart.

View in Offers the following options:

l View In OrgChart:l If the current org chart box is part of the root hier-

archy, sets the current box as the org chart root.l If the current org chart box is part of a child hier-

archy, sets the org chart root to the object the cur-rent box reports to.

l Profile:Opens the recordProfilewindow.

Create Position Adds a new position under an org unit that youmanage.See Creating a Position, section 6.1 on page 34 for moredetails.

Clone Creates a new position based on an existing position. Spe-cific attributes of the cloned position can then bemodifiedor may remain identical to the original position. See Cloninga Position, section 6.2 on page 34 for more details.

Modify Title Modifies the position title or abbreviation. SeeModifying aPosition Title, section 6.3.1 on page 35 for more details.

Add/Modify General Description Adds or modifies the general description of a position. SeeModifying a Position Description, section 6.3.2 on page 35for details.

Add/Modify Account Assignment Adds or modifies the account assignments (such as busi-ness area, company code, and personnel area) associatedto the position. SeeModifying Account Assignments, sec-tion 6.5 on page 43 for details.

Add/Modify Staff Indicator Adds or modifies the staff indicator flag for the position. SeeModifying Staff Indicators, section 6.3.5 on page 38 fordetails.

Add/Modify Vacancy Info Adds or modifies the vacancy status for the position. SeeModifying Vacancy Status, section 6.3.6 on page 39 fordetails.

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Item Action

Add/Modify Address Adds or modifies the location information for the position.SeeModifying the Position Location, section 6.3.3 on page36 for details.

Add/Modify Work Schedule Adds or modifies the work schedule in hours per month forthe position. The application automatically calculates thedaily, weekly, and annual work schedule. SeeModifyingtheWork Schedule, section 6.3.4 on page 37 for details.

Add/Modify Employee Group/SubGroup

Adds or modifies the employee groups and sub-groupsassigned to a position. See Assigning EmployeeGroups,section 8.5 on page 53 for details.

Assign Org Unit Assigns the position to an org unit. Note that a position canonly be assigned to one org unit at a time. See Assigning aPosition to anOrg Unit, section 7.1 on page 46 for details

Assign as Manager Assigns the position as themanager of the org unit and setsthe proportion of the incumbent's working time assigned tomanaging the org unit. Manager positions can be respon-sible for multiple org units, including org units the positiondoes not belong to. See Assigning aManager Position, sec-tion 7.3 on page 47 for details

Assign Job Assigns the position to a job. Note that a position can onlybe assigned to one job at a time, and inherits any com-petencies assigned to that job. See Assigning a Position toa Job, section 7.2 on page 46 for details.

Assign Employee Assigns an employee to the position and sets the proportionof the employee's working time assigned to the position.See Assigning an Employee to a Position, section 8.1 onpage 51 for details.

Assign Competency Assigns a competency (i.e. a skill, ability, or qualification)and the competency proficiency level to the position. SeeAssigning a Competency, section 6.4 on page 41 fordetails.

Set Obsolete Info Sets the position as obsolete (i.e. not currently required).Only positions without incumbents can be set as obsolete.SeeModifying Obsolete Status, section 6.3.7 on page 40for details.

Note: Some of these actions might not appear based on your particular configuration.

To use the box menu:l Right-click the org chart box, and select amenu item.

See also:

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l Setting Org Chart Root, section 3.3 belowl Changing Org Chart Styles, section 3.5 on next pagel Changing Org Chart Views, section 3.4 below

3.3 Setting Org Chart RootSet a new org chart root to move from broad to specific hierarchy views.

To set the current box as the org chart root:1. Expand the org chart to the required box.2. Click to start the org chart with the current box as the root.3. Click to start the org chart one level above the current box.

4. To return to the default root, click Actionsmenu > Default Root.

See also:

l Viewing Org Charts, section 3.1 on page 13l Changing Org Chart Styles, section 3.5 on next pagel Changing Org Chart Views, section 3.4 below

3.4 Changing Org Chart ViewsOrg chart views change the information displayed in the org chart boxes. Org charts that havemore thanone hierarchy provide different views for each organizational object included in the org chart. Views areconfigured by your system administrator for each available org chart and can include additional infor-mation such as e-mail links or employee portraits.

Tip: You can change the view for the entire org chart or for individual boxes.

The following views are available for the org unit object:

View Description

Standard Displays the org unit name and organization ID.

Org Unit Manager Displays the org unit manager name, title, andmanager portrait image. Orgunits with multiple manager positions exclude the employee picture and dis-play the text “Multiple Managers”.

The following view is available for the position object:

View Description

Standard Displays the incumbent name and position title.

To change the view for the entire org chart:1. Access the required org chart from the applicationmenu bar. The org chart loads in the tab panel.2. Click Views in the panel top bar, then select a view from the drop-down list.

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3. Alternatively, right-click in the org chart box, then select Change Box View > Set View For AllBoxes > [view name].

To change the view of individual org chart boxes:1. Expand the org chart to find the required org chart box.2. Right-click in the org chart box,then select Change Box View > Change Org Chart Box View >

[view name].

See also:

l Viewing Org Charts, section 3.1 on page 13l Using the Org Chart Box Menu, section 3.2 on page 13l Setting Org Chart Root, section 3.3 on previous pagel Changing Org Chart Styles, section 3.5 below

3.5 Changing Org Chart StylesDifferent options are available that change the positioning and appearance of the org chart. Vertical andhorizontal diagrams are available in extended, condensed, or compressed formats.

The following styles are available:

Org Chart Style Description

Vertical Org Chart Displays a vertical org chart.

Combined Org Chart Displays a compressed horizontal org chart with nodes dis-played in the vertical format.

Horizontal Org Chart Displays a horizontal org chart with nodes displayed in the ver-tical format.

Compressed Org Chart Displays a compressed horizontal org chart with child nodesdisplayed in the condensed format.

Horizontal Org Chart - Com-pressed Children

Displays a horizontal org chart with child nodes displayed inthe compressed format.

Condensed Org Chart Displays a vertical org chart with nodes displayed in the con-densed format.

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Below are examples of the same org chart viewed in the different styles:

To change the org chart style:l From theStylesmenu, select the style.

See also:

l Viewing Org Charts, section 3.1 on page 13l Setting Org Chart Root, section 3.3 on page 16l Changing Org Chart Views, section 3.4 on page 16

3.6 Setting Zoom LevelIncrease or decrease the size of the org chart diagram.

Enhanced-mode org charts include the Zoom panel that lets you resize andmove the org chart in the dis-play pane.

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Note: Zoom controls are unavailable in Mozilla Firefox when the org chart is in basic mode.

To set the zoom level in the basic-mode org charts:1. Move themouse pointer to 100% in the top bar.2. Select the zoom level.

3. Alternatively, click or to zoom in or zoom out by 10%.

To set the zoom level in the enhanced-mode org charts using the Zoom panel:

1. In the org chart tool bar, click Zoom. The zoom panel expands and remains open until you clickagain.

2. On the zoom panel, do one of the following to zoom the org chart in or out:l Drag the slider to zoom to the required level in small increments.l Click + or - in the panel to zoom in or out in large increments.

3. Click Fit To Page to fit the entire org chart in the display pane, or click Center To Page tocenter the org chart on the page without reverting to its original size.

4. Click Map to visualize the location of the currently displayed org chart branch in relation to the entireorg chart. The red rectangle schematically identifies the current display view.

To set the zoom level in the enhanced-mode org charts using keyboard and mouseshortcuts:l Zoom in large increments using themouse's scroll wheel anytime themouse cursor is in the org chart

area.l Press Spacebar to fit the entire org chart to the available space in the display pane.l Press Shift+Spacebar to resize the org chart to its native dimensions.

3.7 Flagging Org Chart BoxesOrg chart boxes are added to the Selected Items panel when you flag them, so you can perform tasks onone or more records.

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To flag an org chart box do one of the following:l Right-click the org chart box, then select Add to Selected Items.l For Basic-mode org charts, drag and drop the org chart box to the Selected Items panel.l For Enhanced-mode org charts, Ctrl-click the org chart box.

The icon appears in the org chart box, and the box is added to the Selected Items panel. A maximumof 50 records can be added.

See also:

l Viewing Org Charts, section 3.1 on page 13l Using the Selected Items Panel, section 2.6 on page 8l Using Enhanced Print Wizard, section 9.2.1 on page 57l Using Basic Print Wizard, section 9.1 on page 56

3.8 Viewing Reporting RelationshipsUse the Silo feature to identify the direct and indirect reporting relationships for a specific org unit or posi-tion. You can view the following reporting relationships:

l org unit to org unitl position to org unit

Note: TheSilo button appears in the Selected Items panel only if you select an object from the root hier-archy. For example, if there is an org chart with org unit > position hierarchies, Silo only appears if orgunits are flagged.

The relationships are displayed either in the org chart or position Details panel, depending on which report-ing relationship you wish to view.

To view org unit to org unit reporting relationships:1. Flag the required org unit to add it to the Selected Items panel.

Flag additional org units to view more than one reporting relationship in the org chart.

2. In the Selected Items panel, click Silo. The organizational chart diagram changes and displays onlythe selected org unit and the org units it reports to directly and indirectly.

3. Reload theMy Organizations org chart to revert to your normal org chart.

To view position to org unit reporting relationships:1. Expand the org chart to the required position.2. Click the position to load its Details panel.3. In the Details panel, click theStructure > Silo tab. A diagram displays the position and the org unit it

reports to directly and indirectly.

3.9 Viewing Dotted-Line RelationshipsPositions that report to a primary manager but are also accountable to others have a dotted-line rela-tionship to the additional managers. Dotted-line relationships can occur between positions and org units,

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or positions and other positions. The application displays dotted-line relationships in the org chart and posi-tionDetails panel.

To view dotted-line relationships to org units:1. Access an org chart that displays org units from the applicationmenu bar.2. Expand the org chart to display the required org unit and position. Dotted borders around the org chart

box identify positions with dotted-line relationship.3. Click the position org chart box to display theDetails panel, then click thePosition tab. ThePosi-

tion section displays the primary org unit, and theDotted Line section displays any additional orgunits the position is accountable to.

To view dotted-line relationships to positions:1. Access a position org chart from the applicationmenu bar.2. Expand the org chart to display the required position. Dotted borders around the org chart box identify

positions with dotted-line relationships.3. Click the position box to display theDetails panel, then click theStructure tab. The primary manager

is displayed in theSilo section, and theDotted Line section lists any additional managers the posi-tion is accountable to.

3.10 Printing Details fromOrg ChartsPrint the details of one or more records represented in the org chart.

To print details from an org chart:1. Flag the required org chart boxes that are the same organizational type.2. In theSelected Items panel, click Print.3. Follow the print wizard steps.

3.11 Saving Org ChartsExpanded org charts that are viewed repeatedly can be saved to your user profile. Use this feature if youhave set up the org chart to view a specific branch of the company structure, and wish to refer to it later.Saved org charts are added in the applicationmenu underMy Org Charts.

To save an org chart:1. Access the required org chart from the applicationmenu bar.2. Expand and set the org chart to the required root, style, and view.3. Click Actions menu > Add to My Org Charts.4. Enter the org chart name and description.5. Click Save.

The org chart is added to the applicationmenu underMy Org Charts.

Note: The org chart settings option in the Actions menu is not available for saved org charts.

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To delete a saved org chart:1. Click your org chart underMy Org Charts in the applicationmenu. The org chart for that hierarchy

loads in the tab panel.2. Click Actionsmenu > Delete from My Org Charts.3. Click Delete.

See also:

l Viewing Org Charts, section 3.1 on page 13l Setting Org Chart Root, section 3.3 on page 16l Changing Org Chart Styles, section 3.5 on page 17l Changing Org Chart Views, section 3.4 on page 16

3.12 Customizing Org Chart DisplaySet the default org chart and its appearance based on your preferences. The selected settings are savedin your user profile, and the org chart loads in the interface each time a new session is launched with youruser name and password.

To set the org chart appearance:1. Access the required org chart from the applicationmenu bar.2. Expand the org chart, then set a new org chart root (if required).

3. Click Actionsmenu > Settings.4. In theOrg Chart Settings dialog box, specify theDefault Settings:

a. Select the requiredOrg Chart from the drop-down list.b. Select the default Style andView.c. Click Current Root to set the current org chart root as the default.

Note: The org chart diagram displays the org chart at the current root each time the application isaccessed.

5. Specify theOrg Chart Ordering.6. Click Apply.

See also:

l Setting Org Chart Root, section 3.3 on page 16l Changing Org Chart Styles, section 3.5 on page 17l Changing Org Chart Views, section 3.4 on page 16

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4 Organization AnalysisUse org charts to view analytical information, such as position and employee details.

4.1 Viewing Org Unit Details 244.2 Viewing Position Details 244.3 Viewing Position History 254.4 Viewing Employee Details 264.5 Viewing the ProfileWindow 26

4

4.1 ViewingOrg Unit DetailsThe Details panel is a graphical view of the org unit record. View org unit information such as managername and e-mail address, and visualize analytic details.

The Details panel is configured by your system administrator, andmay appear differently than describedhere.

The top section lists general information about the org unit: Org unit name, abbreviation and ID.

Detailed information is organized inside tabs that concentrate on one particular area of interest. Bydefault, the following tabs are available:

Tab Description

Manager Displays the name, position, and contact information for themanager ofthe org unit. If the org unit has multiple managers, the information for eachmanager is displayed.

Roll-up Structure Displays the direct and indirect reporting relationship between the currentorg unit and its parent org units.

To view org unit details:1. Click an item in the applicationmenu bar, then select the required org chart or listing.2. Click the org chart box or listing record to open theOrg Unit Details panel.3. Click the arrow next to a heading to show or hide the section.4. Click the different tabs in the panel to view specific details about the org unit.5. To view the current org unit as the org chart root, click Actions > View in Org Chart.

4.2 Viewing Position DetailsThe Details panel is a graphical view of the position record. A position is a concrete post in an organ-ization occupied by an employee, or that is budgeted but currently open (vacant).

The Details panel is configured by your system administrator, andmay appear different to the examples inthis section.

Detailed information is organized inside sections and tabs that concentrate on one particular are of inter-est. By default the following sections and tabs are available for positions:

Section / Tab Description

Position Infor-mation

Displays general position information, the begin and end dates for the position,and the validity period.

General Descrip-tion

Displays the description of the position.

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Section / Tab Description

Incumbent(s) Displays the name, contact information, staffing percentage (i.e. the proportion ofthe incumbent's working time assigned to the position), and validity period for theincumbent of the position.

Additional Infor-mation

Provides sections of information for the vacancy status, obsolete status, workschedule, employee group and sub group, staff indicator, and address of the posi-tion.

Position Assign-ments

Provides sections of information for the org unit that the position is assigned to,themanaged org unit, the account assignments, the job assignments, and theposition competencies.

Structure Provides two sections with the following information:l Silo: Displays the Organizational Silo Report that depicts the reporting rela-

tionship in the organization structure.l Dotted Lines: Displays the dotted-line relationships of the position.

To view position details:1. Click an item in the applicationmenu bar, then select the required org chart or listing.2. Click the org chart box or listing record open the position Details panel.3. Click the arrow next to a heading to show or hide the section.4. Click the different tabs in the panel to view specific details about the position.

4.3 Viewing Position HistoryThe History window displays the historic, current, and future data for a position, and is accessed from theposition Details panel.

The application effective date determines what is past, present and future in the History window. Forexample, if an employee is an incumbent of a position from April 1 to April 30, and the application effectivedate is set to April 15, then the employee is displayed as the current incumbent. If the application effectivedate is set to February, the same incumbent appears as future data in the History window. Conversely, ifthe application effective date is set to May, then the incumbent appears as past data.

Buttons appear in the Details panel sections if effective-dated data is present for that section, and identifythe type of records included in the History window:

l View Historical Record: The History contains current and past effective-dated records. Typically,the last record in the History is the active one.

l View Future Record: The History contains current and future effective-dated records. Typically, thefirst entry in the History is the active one.

l View Historical and Future Records: The History contains past, current, and future effective-datedrecords.

Note: Your system administrator sets the date range to display historical items. Any records that fall out-side of this range will not be displayed in the History window.

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To view the History window:1. Set the application effective date, if required.2. Click My Work Area in the applicationmenu bar to expand themenu.3. Do one of the following to find the position you wish to view:

l Select Position Listing orVacant/Open Positions underWork with, then perform a basic oradvanced search.

l SelectMy Organizations underVisualize and expand the org chart to the required position.4. Click the org chart box or listing record open the position Details panel.5. Click View Historical Record, View Future Record, orView Historical and Future Records in

the required section. The History window opens. The current record is identified by the icon.6. Click Close to return to the Details panel.

4.4 Viewing Employee DetailsThe Details panel is a graphical view of the employee record. The Details panel is configured by your sys-tem administrator, andmay appear different to the examples in this section.

Detailed information is organized inside sections that concentrate on particular areas of interest. Bydefault, the following sections are available:

Section Description

General Infor-mation

Lists the position and org unit that the employee belongs to, as well as some otherdetails about the employee.

Contact Infor-mation

Displays the employee's contact information.

Personal Infor-mation

Lists the employee's personal details.

To view employee details:1. In the applicationmenu bar, select the required listing.2. Click the listing record to open the Employee Details panel.3. Click the arrow next to a heading to show or hide the section.4. Click the different tabs in the panel to view specific details about the employee.

4.5 Viewing the ProfileWindowThe Profile window is a pop-up window that displays all information in the Details panel.

To view the Profile window:1. In the Details panel, click Actions > View Profile to see the information from the Details panel in a

separate browser window. Alternatively, you can access the Profile window by right-clicking an orgchart box and selectingView Profile.

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2. Click the arrow next to the heading to show or hide the section. Headings for hidden sections are dis-played in the Profile window, but do not appear when the profile is printed.

3. Click to print the profile. See Using Basic Print Wizard, section 9.1 on page 56 for more details.4. Click Close to return to the Details panel.

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5 ListingsUse listings to search, view, sort, and select records from the company human resource database.

5.1 Viewing Listings 295.2 Searching Listing Records 295.3 Saving Listing Search Queries 305.4 Sorting Listings 315.5 Flagging Records 315.6 Customizing Listing Display 31

5

5.1 Viewing ListingsListings display organization information contained in the company human resource data repository asdynamic tables, and are automatically updated when the data source changes.

The available listings are identified by the icon in the applicationmenu. The application includes the fol-lowing listings by default:

To view a listing:1. In the applicationmenu bar, click My Work Area, then click the required listing.

A list of records appears in the tab panel. You can perform a basic or an advanced search.

Note: Depending on your application configuration, listings may not contain any records whenaccessed. A searchmust be performed to generate results.

2. Use navigation bar to browse the records.3. To view additional information about a record in the Details panel, click the record in the listing.

See also:

l Searching Listing Records, section 5.2 belowl Sorting Listings, section 5.4 on page 31l Flagging Records, section 5.5 on page 31l Saving Listing Search Queries, section 5.3 on the facing pagel Customizing Listing Display, section 5.6 on page 31

5.2 Searching Listing RecordsUse search tools to locate records in the company human resource repository. You can perform a simplesearch based on a single or partial word, or an advanced search using a combination of variables.

The following is an example of an advanced search and the returned results:

Search Field Search Operator Search Term Search Result

Last Name Contains Rogers All records that containSmithORRogers in the last name, AND Sales inthe position name.Last Name Contains Smith

Position Contains Sales

Tip: In an SAP Live build, you can also search for employees using the Quick Search bar. See Using theGraphical User Interface.

To search for records:1. Click the appropriate item in the applicationmenu bar, then click the required listing. The listing tab

panel opens in the interface.

Note: Depending on system configuration, key words entered during a searchmay require that youenter a case-sensitive text string to generate results.

2. Perform a basic search:

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a. Select the required field for the search, then select an operator type: Contains, Begins with,Ends with, orEquals (when searching for numerical values).

b. Enter a search term. The application automatically adds wildcard characters to the search param-eters.

c. Click Search.3. Alternatively, perform an advanced search:

a. Click Advanced Search.b. In the Advanced Search dialog box, select an operator type for a field: Contains, Begins with,

Ends with, orEquals, then enter the search term.c. Click Search.

The search results are displayed in the listing grid. The and icons indicate that the currentsearch results are based on a basic or advanced search respectively.

4. Click Actionsmenu > Add to Favorites to bookmark the current search results in your webbrowser. The application uses the generic bookmark name "Nakisa Directory View". Enter a uniquename if multiple bookmarks are saved.

5. Move themouse pointer to the or icons to display a brief description of the current search filter.6. Click the icons to clear all values and reset the search parameters.7. Click the required record in the list to open the Details panel.

See also:

l Viewing Listings, section 5.1 on previous pagel Saving Listing Search Queries, section 5.3 belowl Customizing Listing Display, section 5.6 on next page

5.3 Saving Listing Search QueriesWhen you conduct a search you are submitting a query to the HR database for a specific set of records.You can save your queries to perform an identical search for records. Each time you search the databaseusing a saved query, the application generates an updated listing of records based on the latest infor-mation stored in the database.

Saved listings are added to the applicationmenu underMy Listings. When youmouse over the saved list-ing in themenu or over the tab name of the loaded saved listing, a tool tip displays the description of thesaved listing and the search criteria. Note that the logical operators that connect the advanced searchcriteria (i.e. AND, OR) are not displayed.

To save a listing search query:1. Perform a basic or advanced search, then set the listing grid as required.2. Click Actions > Add to My Listings.3. In theAdd to My Listings dialog box, enter the listing name and description, then click Save.

To delete a saved listing:1. Click the appropriate item in the applicationmenu bar, then select your listing underMy Listings. The

selected listing loads in a new tab.2. Click Actions > Delete from My Listings.

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3. Click Delete.

The listing is removed from the interface and the saved listings.

See also:

l Viewing Listings, section 5.1 on page 29l Searching Listing Records, section 5.2 on page 29l Customizing Listing Display, section 5.6 below

5.4 Sorting ListingsThis procedure sorts the search results and columns for a listing. The sorting options for the listing are con-figured by your system administrator.

To sort a listing:1. Click the appropriate item in the applicationmenu bar, then click the required listing.2. Perform basic or advanced search.3. Click the table column header to sort the listing records by the required field, then click the arrows to

sort the results in ascending or descending order.4. Optionally, to move a column, click and drag the column heading over to the next column, then

release themouse button.

See also:

l Viewing Listings, section 5.1 on page 29l Saving Listing Search Queries, section 5.3 on previous page

5.5 Flagging RecordsAdd listing records to theSelected Items panel to perform tasks on one or more records.

To flag a record:1. Open a listing.2. Select the check box next to the required record or records.

The records are added to theSelected Items panel.

3. Use the Selected Items panel toolbar to perform tasks on the selected records.

See also:

l Viewing Listings, section 5.1 on page 29l Searching Listing Records, section 5.2 on page 29l Flagging Org Chart Boxes, section 3.7 on page 19

5.6 Customizing Listing DisplayListing tab panels consist of a basic search form, provide access to advanced search options, and displaythe results of a search in a table. You can set the fields and order of the table columns, the default search

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field for basic searches, and the number of records per page appearing in the application and printed list-ings.

Listing panel settings are saved in your user profile on the company server, and load in the listing eachtime a new session is launched with your user name and password.

To set the listing tab panel:1. Click the appropriate item in the applicationmenu bar, then click the required listing.

2. Click Actionsmenu > Settings.3. UnderDisplay Option, select or clear the check box next to the required column headings to show or

hide them in the listing.4. Specify the column order: select a field, then click or to set the order.5. Select a number from the drop-down list to set the requiredRecords per page. Listings can display

up to 50 records per page.6. Select theDefault Search Field. This sets the field operator for the basic search form located below

themenu bar of the listing panel.7. Select a number from the drop-down list to set the requiredRecords per page for printing.

Tip: The default number of records available for printing is 25. A maximum of 100 records per pagecan be set for a printed listing.

8. Click Apply, then reload the listing to activate the new tab panel settings.

See also:

l Viewing Listings, section 5.1 on page 29l Saving Listing Search Queries, section 5.3 on page 30

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6 Position Management6.1 Creating a Position 346.2 Cloning a Position 346.3Modifying Position Details 35

6.3.1Modifying a Position Title 356.3.2Modifying a Position Description 356.3.3Modifying the Position Location 366.3.4Modifying theWork Schedule 376.3.5Modifying Staff Indicators 386.3.6Modifying Vacancy Status 396.3.7Modifying Obsolete Status 40

6.4 Assigning a Competency 416.5Modifying Account Assignments 436.6 Removing a Position 44

6

6.1 Creating a PositionAdd a new position from scratch under any org unit that youmanage, and define its validity period by set-ting the begin and end dates. Consider the following points when creating a new position:

l Once defined, the validity period of a position cannot bemodified.l Employees can only be assigned to the position on or after the position's begin date.l The position record cannot bemodified after the end date.l The vacancy status is not set when a new position is created.l If the new position becomes active at a future date, the position record is displayed in the application

only on that date or if the application effective date is set within the position's validity period.

Note that the Create Position task is the only one that is accessed from an org unit record; all other tasksare accessed from the position record.

Tip: Use the Clone Position task to add a position that has similar attributes to an existing position.

To create a new position:1. Click My Work Area in the applicationmenu bar, then select the org chart or Org Unit Listing.2. Do one of the following to open the Create Position form:

l Right-click the org chart box where the position will be added to open themenu, then selectCreate Position.

l Open the Details panel of the org unit where the position will be added, and click Actions >Create Position.

l Right-click the listing record of the org unit where the position will be added, then select CreatePosition.

3. Enter the new position's Title andAbbreviation.4. Click and select theBegin Date for the position. Leave the field empty if the begin date is the

same as the application date (which is either the current date or set to an effective date). This is thedate when the position becomes active.

5. Click and select theEnd Date for the position. Leave the field empty if no end date is defined (thevalue "9999-12-31" is applied as the date). This is the date when the position becomes inactive.

6. Click Add. The position is created under the current org unit on the specified begin date.

6.2 Cloning a PositionCloning positions enables you to quickly create new positions based on an existing position. Your systemadministrator defines which position attributes are cloned. Specific attributes of the cloned position canthen bemodified or may remain identical to the original position.

Consider the following points when cloning positions:

l The cloned position is added to the same org unit as the original position.l The incumbent of the original position is not copied to the cloned position, and as a result, the vacancy

status of the cloned position is set to "Open".

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l The begin date of the cloned position is always the date of the application (which is either the currentdate or set to an effective date).

l The end date of the cloned position is always "9999-12-31" (infinite).

To clone an existing position:1. Click My Work Area in the applicationmenu bar, then select the org chart or Position Listing.2. Do one of the following to open the Clone form:

l Right-click the position listing record or org chart box, then select Clone.l Open the position Details panel, and click Clone Position at the top of the Details panel.l Open the position Details panel, and click Actions > Clone.

3. Select theNumber of copies to create.4. Select Yes for each attribute to copy.5. Click Confirm. A copy of the original position is added to the database under the same org unit.

6.3 Modifying Position Details

6.3.1 Modifying a Position TitleModify the position title and abbreviation at any time. Changes made to the position title are effective forthe validity period of the position, which is defined when the position is created.

To modify the position title:1. Click My Work Area in the applicationmenu bar, then select the org chart or Position Listing.2. Do one of the following to open theModify Position form:

l Right-click the position listing record or org chart box, then selectModify Title.l Open the position Details panel, and click Modify in thePosition Information section.l Open the position Details panel, and click Actions >Modify Title.

3. Enter the position Title andAbbreviation.4. Click Confirm. The position record is updated with the new values.

6.3.2 Modifying a Position DescriptionAdd a general description to a new or cloned position, add additional future-dated descriptions, or modifythe current description.

Note: If multiple descriptions are added and they have overlapping effective dates, the latest one addedhas precedence and the original description's effective dates aremodified. See Setting the EffectiveDate, section 2.9 on page 10 for more information about the resulting records.

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To modify the position description:1. Click My Work Area in the applicationmenu bar, then select the org chart or Position Listing.2. Do one of the following to open the AddGeneral Description or Modify General Description form:

l Right-click the position listing record or org chart box, then selectModify General Description orAdd General Description.

l Open the position Details panel, and click Add orModify in theGeneral Description section toadd a description or modify the current description.

l Open the position Details panel, and click Actions >Modify General Description orAdd Gen-eral Description.

3. Click History to view the different descriptions (if any) and their validity periods.

Note: Your system administrator sets the date range to display historical items. Any descriptionsthat fall outside of this range will not be displayed in the History section.

4. Enter theGeneral Description.5. Click and select theBegin Date for the position. Leave the field empty if the begin date is the

same as the current system date. Note that the current system date is used even if the applicationdate is set to a different effective date.


l Current system date: The current date of the server where the application is running.l Effective date: A date in the past or future.l Application date: The date that the application is currently set to (either left at the current system

date, or set to an effective date).6. Click and select theEnd Date for the position. Leave the field empty if no end date is defined (the

value "9999-12-31" is applied as the date).7. Click Confirm orAdd. The application reloads the Details panel with themodified description.-

6.3.3 Modifying the Position LocationAdd an address to a position if none exists, add additional future-dated address information, or modify thecurrent location. Themailing address is automatically updated when a building is selected in the edit form.

Note: If multiple position locations are added and they have overlapping effective dates, the latest oneadded has precedence and the original location's effective dates aremodified. See Setting the EffectiveDate, section 2.9 on page 10 for more information about the resulting records.

To modify a position location:1. Click My Work Area in the applicationmenu bar, then select the org chart or Position Listing.2. Do one of the following to open the Add Address or Modify Address form:

l Right-click the position listing record or org chart box, then selectModify Address orAddAddress.

l Access the position Details panel, then click theAdditional Information tab.l Click Add in theAddress section to add a new or additional location.l Click Modify to modify an existing location.

l Access the position Details panel, then click Actions >Modify Address orAdd Address.


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3. Click History to view the different locations (if any) and their validity periods.

Note: Your system administrator sets the date range to display historical items. Any locations thatfall outside of this range will not be displayed in the History section.

4. Select theBuilding from the drop-down list. Mailing address details are linked to the building recordand are updated automatically.

5. Enter positionRoom, Telephone, and Fax numbers.6. Click and select theBegin Date. This is the date on which the location information takes effect.

Leave the field empty if the begin date is the same as the current system date. Note that the currentsystem date is used even if the application date is set to a different effective date.



date, or set to an effective date).7. Click and select theEnd Date. Leave the field empty if no end date is defined (the value "9999-12-

31" is applied as the date). If required.8. Click Confirm orAdd. The position location is updated on the specified begin date.

6.3.4 Modifying the Work ScheduleA position work schedule defines the duration of employee working time for a workday. The work sched-ule is typically inherited from the org unit the position belongs to, and can bemodified for the position ifrequired. A work schedulemodified at the position level takes precedence over the inherited values until itis removed from the position or the validity period expires; the position then reverts to the inherited workschedule if it is still valid in the org unit. The icon identifies inherited values.

Note: The number of working hours per month is defined in the edit form, and the application auto-matically calculates the daily, weekly, and annual work schedule.

A new work schedule can be added to a position, additional future-dated work schedules can be added, orthe current work schedule can bemodified.

Note: If multiple work schedules are added and they have overlapping effective dates, the latest oneadded has precedence and the original schedule's effective dates aremodified. See Setting the EffectiveDate, section 2.9 on page 10 for more information about the resulting records.

To change a position work schedule:1. Click My Work Area in the applicationmenu bar, then select the org chart or Position Listing.2. Do one of the following to open the AddWork Schedule or Modify Work Schedule form:

l Right-click the position listing record or org chart box, then select Add Work Schedule orMod-ify Work Schedule.

l Access the position Details panel, then click theAdditional Information tab.l Click Add in theWork Schedule section tomodify an inherited work schedule or to add a

schedule.l Click Modify to modify the current schedule that is not inherited.

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l Access the position Details panel, then click Actions > Add Work Schedule orModify WorkSchedule.

Note: A confirmation dialog box appears when replacing inherited work schedules with new sched-ules.

3. Click History to view the different schedules (if any) and their validity periods.

Note: Your system administrator sets the date range to display historical items. Any work schedulesthat fall outside of this range will not be displayed in the History section.

4. Enter theNumber of hours per month.5. Click and select theBegin Date. This is the date on which the work schedule takes effect. Leave

the field empty if the begin date is the same as the current system date. Note that the current systemdate is used even if the application date is set to a different effective date.




31" is applied as the date).7. Click Add orConfirm. The position work schedule is updated on the specified begin date.

6.3.5 Modifying Staff IndicatorsStaff positions are typically not part of the regular organization or reporting structure of an organization.These positions usually report directly to a high-level position. Examples of staff positions include admin-istrative assistants and internal audit departments. You can set a staff indicator and define the validityperiod for these types of positions.

Note: If different staff indicator settings are added and they have overlapping effective dates, the latestone added has precedence and the original staff indicator's effective dates aremodified. See Setting theEffective Date, section 2.9 on page 10 for more information about the resulting records.

To modify a staff indicator:1. Click My Work Area in the applicationmenu bar, then select the org chart or Position Listing.2. Do one of the following to open the Add Staff Indicator or Modify Staff Indicator form:

l Right-click the position listing record or org chart box, then select Add Staff Indicator orModifyStaff Indicator.

l Access the position Details panel, then click theAdditional Information tab.l Click Add in theStaff Indicator section to add a new or additional indicator.l Click Modify to modify the current indicator.

l Access the position Details panel, then click Actions > Add Staff Indicator orModify Staff Indi-cator.


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3. Click History to view the different staff indicators (if any) and their validity periods.

Note: Your system administrator sets the date range to display historical items. Any staff indicatorsthat fall outside of this range will not be displayed in the History section.

4. Select Yes from the Indicator for Staff Position from the drop-down list to identify the position as astaff position; select No if the position is part of the regular reporting structure of the organization.

5. Click and select theBegin Date. This is the date on which the staff indicator takes effect. Leavethe field empty if the begin date is the same as the current system date. Note that the current systemdate is used even if the application date is set to a different effective date.




31" is applied as the date).7. Click Add orConfirm. The position record is updated with the new values on the specified begin

date.

6.3.6 Modifying Vacancy StatusA position's vacancy status indicates whether the position requires recruitment now or in the future.Depending on your company practices, the vacancy indicator can be used in one of the following ways:

l Positions with incumbents are set to "Filled", while positions that do not have incumbents are set to"Open"

l Positions with incumbents are set to "Filled", and any positions that require recruiting are set to"Open". In this scenario, youmay have vacant positions that have incumbents. For example, if anemployee goes onmaternity leave, the vacancy status is set to "Open", even though that employee isan incumbent, indicating that the position requires recruiting. The status is set to "Filled" once areplacement is found or when the employee returns frommaternity leave.

A new vacancy status can be added to a position, additional future-dated vacancy statuses can be added,or the current status can bemodified.

Note: If multiple vacancy statuses are added and they have overlapping effective dates, the latest oneadded has precedence and the original status' effective dates aremodified. See Setting the EffectiveDate, section 2.9 on page 10 for more information about the resulting records.

Note: You cannot modify the vacancy status for obsolete positions.

The vacancy status can also be removed from the position.

To add or modify a position's vacancy status:1. Click My Work Area in the applicationmenu bar, then select the org chart or Position Listing.2. Do one of the following to open the Add Vacancy Info or Modify Vacancy Info form:

l Right-click the position listing record or org chart box, then select Add Vacancy Info orModifyVacancy Info.

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l Access the position Details panel, then click theAdditional Information tab.l Click Add in theVacancy Status section to add a new or additional status.l Click Modify to modify the current vacancy status.

l Access the position Details panel, then click Actions > Add Vacancy Info orModify VacancyInfo.

3. Click History to view the different vacancy statuses (if any) and their validity periods.

Note: Your system administrator sets the date range to display historical items. Any vacancy indi-cators that fall outside of this range will not be displayed in the History section.

4. Select the vacancy Status from the drop-down list.5. Click and select theBegin Date. This is the date on which the position becomes vacant. Leave





31" is applied as the date).7. Click Add orConfirm. The position's vacancy status is updated on the specified begin date.

To remove the vacancy status:1. Access the position Details panel, then click theAdditional Information tab.2. If there aremultiple vacancy status periods for the position, change the effective date so that it falls

within the record that needs to be removed.3. Click Remove in theVacancy Status section to open the Remove Vacancy Information form.4. Click History to view the different vacancy statuses (if any) and their validity periods.

Note: Your system administrator sets the date range to display historical items. Any obsolete indi-cators that fall outside of this range will not be displayed in the History section.

5. Click and select theEnd Date for the vacancy status. This is the last day that the position hasthis status.

6. Click Confirm. The vacancy status becomes "n/a" on the day after the specified end date.

6.3.7 Modifying Obsolete StatusA position that is not currently required as a result of company restructuring can be set as an obsolete posi-tion. Set a position as obsolete instead of deleting it if the positionmay become active at some point in thefuture. The obsolete status can be addedmore than once if the different obsolete periods are required forthe position.

Note: Positions can only be set as obsolete if they do not have incumbents, and employees cannot beassigned to obsolete positions.


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The obsolete indicator can also be removed if an obsolete position is reinstated in the organization struc-ture.

To set a position as obsolete:1. Click My Work Area in the applicationmenu bar, then select the org chart or Position Listing.2. Do one of the following to open the Set Obsolete Information form:

l Right-click the position listing record or org chart box, then select Set Obsolete Info.l Access the position Details panel, then click theAdditional Information tab. Click Add in the

Obsolete Status section to add a new or additional status.l Access the position Details panel, then click Actions > Set Obsolete Info.

3. Click and select theBegin Date. This is the date on which the position becomes obsolete. Leavethe field empty if the begin date is the same as the current system date. Note that the current systemdate is used even if the application date is set to a different effective date.




31" is applied as the date).5. Click Confirm. The position is set as obsolete on the specified begin date.

To remove the obsolete indicator:1. Access the position Details panel, then click theAdditional Information tab.2. If there aremultiple obsolete periods for the position, change the effective date so that it falls within

the record that needs to be removed.3. Click Remove in theObsolete Status section to open the RemoveObsolete Info form.4. Click History to view the different obsolete statuses (if any) and their validity periods.

Note: Your system administrator sets the date range to display historical items. Any obsolete indi-cators that fall outside of this range will not be displayed in the History section.

5. Click and select theEnd Date for the obsolete status. This is the last day that the position is obso-lete.

6. Click Confirm. The position is no longer obsolete on the day after the specified end date.

6.4 Assigning a CompetencyA competency is a skill, ability, or qualification required for different positions in an organization. Positioncompetencies are displayed in the Position Assignment tab of the Details panel.

Competencies are either assigned directly to a position or inherited from the job, job family, and functionalarea the position is assigned to. Color-coded icons identify which organizational object the competency isinherited from:

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Icon Organizational Object

Job

Job Family

Functional Area

Tip: Mouse over the inheritance icons to view the name of the organizational object the competency isinherited from.

The proficiency level of inherited competencies can bemodified at the position level, and takes prec-edence over the inherited value until it is removed or the validity period expires; the position then reverts tothe inherited competencies if it is still valid in the job, job family, or functional area.

Note: The proficiency level of an assigned or inherited competency can bemodified at any time. A com-petency also can be removed to reflect changes to the position's requirements, but note that inheritedcompetencies cannot be removed from a position.

To add a competency to a position:1. Click My Work Area in the applicationmenu bar, then select the org chart or Position Listing.2. Access the position Details panel, then click the Position Assignments tab.3. Do one of the following to open the Assign Competency form:

l Right-click the position listing record or org chart box, then select Assign Competency.l Access the position Details panel, then click thePosition Assignments tab. Click Add in the

Position Competencies section.l Access the position Details panel, then click Actions > Assign Competency.

4. Click History to view the different competencies (if any) and their validity periods.

Note: Your system administrator sets the date range to display historical items. Any competenciesthat fall outside of this range will not be displayed in the History section.

5. Enter theCompetency name or click to search for the required competency.6. Select the competency Proficiency level. The available values depend on the type of competency

selected.7. Click and select theBegin Date. This is the date on which the competency takes effect. Leave





31" is applied as the date).9. Click Add. The competency is assigned to the position on the specified begin date.


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To modify a competency proficiency level:1. Access the position Details panel, then click thePosition Assignments tab.2. Click next to the required competency to open theModify Competency form.3. Select the competency Proficiency level. The available values depend on the type of competency

selected.4. Click Confirm. The proficiency is updated on the specified begin date.

To remove a competency from a position:1. Access the position Details panel, then click thePosition Assignments tab.2. Click next to the required competency to open the Remove Competency form. Note that inherited

competencies cannot be deleted.3. Click and select theEnd Date.4. Click Confirm. The competency is removed from the position on the specified end date.

6.5 Modifying Account AssignmentsFinancial organizational units define account assignments, such as business area, company code, andpersonnel area, that are used to track costs associated with the position. Account assignments are typ-ically inherited from the org unit the position belongs to, and can bemodified for the position if required.

An account assignment modified at the position level takes precedence over the inherited values until it isremoved from the position or the validity period expires; the position then reverts to the inherited assign-ment if it is still valid in the org unit. The icon identifies inherited values.

Note that if multiple account assignments are added and they have overlapping effective dates, the latestone added has precedence and the original assignment's effective dates aremodified. See Setting theEffective Date, section 2.9 on page 10 for more information about the resulting records.

To modify account assignments:1. Click My Work Area in the applicationmenu bar, then select the org chart or Position Listing.2. Do one of the following to open the Add Account Assignment or Modify Account Assignment form:

l Right-click the position listing record or org chart box, then select Add Account Assignments orModify Account Assignments.

l Access the position Details panel, then click thePosition Assignments tab.l Click Add in theAccount Assignment section tomodify inherited account assignments or

add an account assignment.l Click Modify to modify existing assignments that are not inherited.

l Access the position Details panel, then click Actions > Add Account Assignments orModifyAccount Assignments.

Note: A confirmation dialog box appears whenmodifying inherited account assignments.

3. Click History to view the different assignments (if any) and their validity periods.

Note: Your system administrator sets the date range to display historical items. Any account assign-ments that fall outside of this range will not be displayed in the History section.

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4. Select theBusiness Area, Company Code, Personnel Area, andPersonnel Sub Area from thedrop-down lists. The values displayed in the lists depend on the Financial Accounting structure ofyour organization.

5. Click and select theBegin Date. This is the date on which the account assignments takes effect.Leave the field empty if the begin date is the same as the current system date. Note that the currentsystem date is used even if the application date is set to a different effective date.




31" is applied as the date).7. Click Add orConfirm. The position account assignments are updated on the specified begin date.

6.6 Removing a PositionPositions that will no longer be filled can be removed from the organization structure on a specified date.Although the removed position is not visible in the company hierarchy, its actual record is not deleted fromthe database, and can still be viewed if the application effective date is set prior to the date the position isremoved.

Note: A position can only be removed if it does not have an incumbent.

Note: If a position is removed on the same day it was created (i.e. it has the same start and end date),then the position record is deleted from the SAP system. If the position record is removed on a later day,the position record is delimited in the SAP system (i.e. only the position's relationships are removed).

To remove a position:1. Click My Work Area in the applicationmenu bar, then select the org chart or Position Listing.2. Do one of the following to open the Delete form:

l Right-click the position listing record or org chart box, then select Remove.l Open the position Details panel, an click Remove at the top of the Details panel.l Open the position Details panel, and click Actions > Remove.

3. Click and select the date on which the position is removed. This datemust be on or before the posi-tion's end date, and cannot be before the position's begin date.

4. Click Confirm. The selected position is removed from the organizational structure after the specifieddate.


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7 Position Assignments7.1 Assigning a Position to anOrg Unit 467.2 Assigning a Position to a Job 467.3 Assigning aManager Position 477.4Modifying theManager Staffing Percentage 49

7

7.1 Assigning a Position to anOrg UnitPositions are assigned to an org unit which can represent departments, groups, project teams or loca-tions.

A position can only be assigned to one org unit at a time. If the position is assigned tomultiple org unitsand they have overlapping effective dates, the latest one added has precedence and the original org unitassignment's effective dates aremodified. See Setting the Effective Date, section 2.9 on page 10 formore information about the resulting records.

To assign a position to an org unit:1. Click My Work Area in the applicationmenu bar, then select the org chart or Position Listing.2. Do one of the following to open the Assign Org Unit form:

l Right-click the position listing record or org chart box, then select Assign Org Unit.l Access the position Details panel, then click thePosition Assignments tab. Click Add in the

Org Unit Assignment section.l Access the position Details panel, then click Actions > Assign Org Unit.

3. Click History to view the different org unit assignments (if any) and their validity periods.

Note: Your system administrator sets the date range to display historical items. Any org unit assign-ments that fall outside of this range will not be displayed in the History section.

4. Enter theOrg Unit name or click and search for the required org unit.5. Click and select theBegin Date. This is the date on which the position is assigned to the selected

org unit. Leave the field empty if the begin date is the same as the current system date. Note that thecurrent system date is used even if the application date is set to a different effective date.




31" is applied as the date).7. Click Add. The position is assigned to the org unit on the specified begin date.

7.2 Assigning a Position to a JobA job is a defined set of responsibilities and qualifications for a specific function in an organization. Posi-tions are typically assigned to a job that corresponds to the position's functions and required skills.

A position can only be assigned to one job at a time and inherits any competencies assigned to that job. Ifthe position is assigned tomultiple jobs and they have overlapping effective dates, the latest one addedhas precedence and the original job assignment's effective dates aremodified. See Setting the EffectiveDate, section 2.9 on page 10 for more information about the resulting records.

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Jobs can be removed from positions if required, but consider that the position inherits competencies andother information from the assigned job.

To assign a position to a job:1. Click My Work Area in the applicationmenu bar, then select the org chart or Position Listing.2. Do one of the following to open the Assign Job form:

l Right-click the position listing record or org chart box, then select Assign Job.l Access the position Details panel, then click thePosition Assignments tab. Click Add in the

Job Assignment section.l Access the position Details panel, then click Actions > Assign Job.

3. Click History to view the different job assignments (if any) and their validity periods.

Note: Your system administrator sets the date range to display historical items. Any job assignmentsthat fall outside of this range will not be displayed in the History section.

4. Enter the Job name or click and search for the required job.5. Click and select theBegin Date. This is the date on which the position is assigned to the selected

job. Leave the field empty if the begin date is the same as the current system date. Note that the cur-rent system date is used even if the application date is set to a different effective date.




31" is applied as the date).7. Click Add. The position is assigned to the selected job on the specified begin date.

To remove a job from a position:1. Access the position Details panel, then click thePosition Assignments tab.2. If there aremultiple job assignment periods for the position, change the effective date so that it falls

within the record that needs to be removed.3. Click Remove in the Job Assignment section, then click OK in the confirmation box to continue.4. Click History to view the different job assignments (if any) and their validity periods.

Note: Your system administrator sets the date range to display historical items. Any job assignmentsthat fall outside of this range will not be displayed in the History section.

5. Click and select theEnd Date. This is the last day that the position is assigned to the job.6. Click Confirm. The job is removed from the position on the day after the specified end date.

7.3 Assigning aManager PositionEach org unit is managed by one or moremanager positions that typically have budget and people author-ity. Manager positions can be responsible for multiple org units at the same time, including org units the

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position does not belong to. Note that adding futuremanaged org units does not affect the validity periodsof existingmanaged org units.

The staffing percentage is defined when assigning amanager position, representing the proportion of theincumbent's working time assigned tomanaging the selected org unit.

If a position is no longer responsible for an org unit, that managed org unit can be removed from the posi-tion.

To assign a manager position:1. Click My Work Area in the applicationmenu bar, then select the org chart or Position Listing.2. Do one of the following to open the Assign as Manager form:

l Right-click the position listing record or org chart box, then select Assign as Manager.l Access the position Details panel, then click thePosition Assignments tab. Click Add in the

Managed Org Units section.l Access the position Details panel, then click Actions > Assign as Manager.

3. Click History to view the different manager assignments (if any) and their validity periods.

Note: Your system administrator sets the date range to display historical items. Any manager assign-ments that fall outside of this range will not be displayed in the History section.

4. Enter theOrg Unit name or click and search for the required org unit.5. Enter theStaffing percentage.6. Click and select theBegin Date. This is the date on which the position becomes themanager of

the selected org unit. Leave the field empty if the begin date is the same as the current system date.Note that the current system date is used even if the application date is set to a different effectivedate.




31" is applied as the date).8. Click Add. The position is assigned as amanager to the selected org unit on the specified begin date.

To modify a manager position:1. Access the Position Details panel, then click thePosition Assignments tab.2. Click next to the requiredmanaged org unit to modify the staffing percentage. The Edit

Managed Org Unit form opens.3. Enter the new Staffing percentage.4. Click Confirm.

To remove a managed org unit:1. Access the Position Details panel, then click thePosition Assignments tab.2. Click next to the required org unit. The Remove as Manager form opens.3. Click and select theEnd Date. This is the last day that the positionmanages the org unit.

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4. Click Confirm. The org unit is removed from the list of managed org units on the day after the spec-ified end date.

7.4 Modifying theManager Staffing PercentageThe staffing percentage represents the proportion of the incumbent's working time assigned tomanagingthe selected org unit. Modify the staffing percentage of manager positions for each org unit as required.

To modify the staffing percentage of a manager position:1. Access the position Details panel, then click thePosition Assignments tab.2. Click next to the required org unit in theManaged Org Units section. The Edit ManagedOrg Unit

form opens.3. Enter theStaffing percentage.4. Click Confirm. The staffing percentage is updated on the specified begin date.

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8 Employee Assignments8.1 Assigning an Employee to a Position 518.2Modifying the Employee Staffing Percentage 518.3 Transferring an Employee 528.4 Removing an Employee from a Position 538.5 Assigning EmployeeGroups 53

8

8.1 Assigning an Employee to a PositionEmployees are assigned to positions with specific begin and end dates and staffing percentages. Thestaffing percentage indicates the proportion of the employee's working time assigned to the position, andcan bemodified at any time. Multiple employees can be assigned to the same position.

To assign an employee to a position:1. Click My Work Area in the applicationmenu bar, then select the org chart or Position Listing.2. Do one of the following to open the Assign Employee form:

l Right-click the position listing record or org chart box, then select Assign Employee.l Open the position Details panel, and click Add in the Incumbent(s) section.l Open the position Details panel, and click Actions > Assign Employee.

3. Click History to view the different employee assignments (if any) and their validity periods.

Note: Your system administrator sets the date range to display historical items. Any employeeassignments that fall outside of this range will not be displayed in the History section.

4. Enter theEmployee name or click and search for the required employee.5. Enter theStaffing percentage for the employee.6. Click and select theBegin Date. This is the date on which the employee starts working in the

assigned position. Leave the field empty if the begin date is the same as the current system date.Note that the current system date is used even if the application date is set to a different effectivedate.




31" is applied as the date).8. Click Add. The employee is assigned to the selected position on the specified begin date.9. Modify the position's vacancy status if required.

See also:

l Modifying Vacancy Status, section 6.3.6 on page 39l Transferring an Employee, section 8.3 on the facing pagel Removing an Employee from a Position, section 8.4 on page 53

8.2 Modifying the Employee Staffing PercentageThe employee's staffing percentage can bemodified to reflect any staffing changes over time. The valid-ity period of the staffing percentage is determined by the duration the employee occupies the position, andis not changed when the staffing percentage is modified.

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To modify an employee's staffing percentage:1. Access the position Details panel.

2. Locate the required employee in Incumbent(s) section, then click next toStaffing. TheModifyStaffing Percentage form opens.

3. Enter the updatedStaffing Percentage.4. Click Confirm. The employee's staffing percentage is updated.

8.3 Transferring an EmployeeEmployees can be transferred from one position to another, or assigned to an additional position withoutremoving them from the original position. In both cases, the vacancy status of the new position is auto-matically updated to "Filled".

If the transferred employee is the only incumbent of the original position, ensure that another employee isassigned to that position to avoid orphaned positions, or change the vacancy status.

To transfer or assign an employee to an additional position:1. Click My Work Area in the applicationmenu bar, then do one of the following to find the employee

you wish to transfer:l Select Employee Listing and perform a basic or advanced search to locate the employee.l SelectMy Organizations and expand the org chart to the position the employee currently occu-

pies.2. Click the listing record or org chart box to open the Details panel. Do one of the following to open the

Transfer Employee form.l In the employee Details panel, click Transfer Employee in theGeneral Information section.

l In the position Details panel, click next to the employee name in the Incumbent(s) section.3. Enter thePosition name or click and search for the required position.4. Enter theNew Position Staffing percentage.5. Set the Transfer field as required:

l Select Yes to transfer the employee to the new position and remove it from the old position.l Select No to assign the employee to the new position; the employee is an incumbent in both posi-

tions.6. Click and select theBegin Date. This is the date on which the employee is transferred to the

selected position. Leave the field empty if the begin date is the same as the current system date.Note that the current system date is used even if the application date is set to a different effectivedate.




31" is applied as the date).

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8. Click Add.9. The employee is transferred or assigned to the selected position on the specified begin date.10. Modify the vacancy status of the original position if required.11. Modify the employee's staffing percentage in the original position if the employee was not removed

from it.

8.4 Removing an Employee from a PositionEmployees can be removed from positions upon their departure from the organization.

Tip: If the employee is the only incumbent of the position, ensure that another employee is assigned tothat position to avoid orphaned positions, or change the vacancy status.

To remove an employee from a position:1. Access the position Details panel.

2. Locate the required employee in the Incumbent(s) section, then click next to the incumbent'sname.

3. Click and select theEnd Date. This is the last day that the employee is assigned to the position.4. Click Yes.5. If required, change the vacancy status of the position. The employee is removed from the position on

the day after the specified end date.

8.5 Assigning EmployeeGroupsEmployee groups are typically used to identify employment status (permanent, contractor, consultant),work schedules (full-time, part-time), or salary scales. Sub-groups provide amore detailed breakdown ofthe employee group.

Employee groups and sub-groups can be assigned directly to a position, or are inherited from the org unitthe position belongs to. An inherited group that is modified at the position level takes precedence over theinherited values until it is removed from the position or the validity period expires; the position then revertsto the inherited employee groups if it is still valid in the org unit. The icon identifies inherited values.

If themultiple employee groups are assigned and they have overlapping effective dates, the latest oneadded has precedence and the original employee group's effective dates aremodified. See Setting theEffective Date, section 2.9 on page 10 for more information about the resulting records.

To assign an employee group and subgroup:1. Click My Work Area in the applicationmenu bar, then select the org chart or Position Listing.2. Do one of the following to open the Add EmployeeGroup/SubGroup or Modify EmployeeGroup/Sub

Group form.:l Right-click the position listing record or org chart box, then select Add Employee Group/Sub

Group orModify Employee Group/Sub Group.l Access the position Details panel, then click theAdditional Information tab.

l Click Add in theEmployee Group/Sub Group section to add a new group assignment

l Click tomodify the current employee group and sub group.

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l Access the position Details panel, then click Actions > Add Employee Group/Sub Group orModify Employee Group/Sub Group.

3. Click History to view the different employee group assignments (if any) and their validity periods.

Note: Your system administrator sets the date range to display historical items. Any employee groupassignments that fall outside of this range will not be displayed in the History section.

4. Select theEmployee Group.5. Select theEmployee Sub Group.6. Click and select theBegin Date. This is the date on which the employee group is assigned to the

selected position. Leave the field empty if the begin date is the same as the current system date.Note that the current system date is used even if the application date is set to a different effectivedate.




31" is applied as the date). .8. Click Add orConfirm. The employee group is assigned to the position on the specified begin date.

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9 Print and ExportLearn how to print and export org charts and listings from the application to various image and documentformats.

9.1 Using Basic Print Wizard 569.2 Using EnhancedMode Printing 57

9.2.1 Using Enhanced Print Wizard 579.2.2 Printing onMultiple Pages 599.2.3 Printing and Exporting Notes 60

9.3 Exporting Data 62

9

9.1 Using Basic Print WizardThe Basic Print Wizard is used in the following cases:

l Printing and exporting when viewing org charts in basic mode.l Printing listings.l Printing Profiles.

Note: Certain print and export options can be enabled or disabled by the system administrator.

For information about printing enhanced-mode (Flash) org charts, see Using Enhanced Print Wizard, sec-tion 9.2.1 on the facing page.

The default Web browser print settings may produce unexpected results when printing from the appli-cation. For optimal printing results, change the following settings in yourWeb browser before you begin:

l Enable the print background colors and images option.l Change the page setup and remove or disable automatic headers and footers.l Set the pagemargins to 0.25 in. (6.35mm) to ensure themaximum area of the printed page is used.

To use the Print and Export wizard:Note that the following procedure outlines the steps for printing, but the procedures for exporting are sim-ilar.

Tip: In the Print wizard, press Next to proceed to the following tab. Otherwise, click Finish at any time toprint.

1. Click Actions > Print.2. Alternatively, add records to theSelected Items panel, then click Print.3. In thePaper & Zooming step, specify the following:

a. Select thePaper Format from the drop-down list. The dimensions are set automatically.

Note: The paper format sets the page dimensions and proportions, but does not actually selectthe paper format used by the printer.

b. Select the requiredUnit of measure: centimeters (cm) or inches (in).c. In the case that "Custom" is selected in step 3a, select theHeight andWidth of the page in the

units specified above.d. Select the pageOrientation. Select Portraitwhen printing vertical org charts, or Landscape for

horizontal org charts.e. Enter aMargin number. The recommendedmargin is one inch (2.54 centimeters).f. Select the Fit to Page checkbox to fit the contents to the page or retain the native size.

Note: If the contents of your page are too wide and Fit to Page is not selected, the informationwill be cut off in the preview and in the output. In the case the data to be printed is longer than asingle page, the information will be printed onmultiple pages, despite the Print Preview showingit as one item without any page break. This is due to browser limitations.

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4. In theHeader & Footer step, specify the following information:a. Select theAdd Header checkbox to create a header section for the page.b. Enter aHeader Height to specify the height of the header section, in the units specified in the

Paper & Zooming step.c. Enter the desiredHeader Text and use the font, size, style, alignment, and color controls to edit

the text.d. Select theDisplay Logo checkbox to include an image in the header. The logo image is spec-

ified in the Nakisa AdminConsole.e. Specify the image's position in the header through the drop-down list that appears whenDisplay

Logo is selected.f. Select theDisplay Date checkbox to include today's date in the header.g. Specify the date's position in the header through the drop-down list that appears whenDisplay

Date is selected.h. Select theAdd Footer checkbox to create a footer section for the page. Its controls are the

same as those for the header.5. In theNotes & Signature step, you can create note and signature fields using the following tools:

a. Enter the required text in theNote and/or theSignature field.

Tip: A note is a blank text box for entering text, and a signature contains pre-defined text that youcanmodify.

b. In the Target Page drop-down list, select the page on which the note or signature should appear.c. Select the Text Color andBackground Color for the note or signature.d. Select theDisplay Border checkbox if you want the note or signature to have a black border

around it.e. Click Add Note orAdd Signature.

Tip: Drag the note or signature to reposition it on the page, or click the X at the box's top-left toremove it.

6. Click Print. If printing from the Profile window, you'll have the additional option to print either toPDF or to the printer.

7. In thePrint dialog box, set the paper format and orientation tomatch the settings specified above.8. Click OK.

See also:

l Exporting Data, section 9.3 on page 62

9.2 Using EnhancedMode Printing

9.2.1 Using Enhanced Print WizardIn addition to the basic-mode print wizard, the enhanced-mode print wizard enables you to specify the fol-lowing printing options:

l Set the paper size and dimensions, margin, and page orientation.l Add headers and footers to the pages.

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l Insert different types of notes, including signature, date, images, or watermarks.l Specify tiling to enable printing onmultiple pages.l Create and reuse custom page style and layout templates.

The bottom frame displays a preview of the org chart or listing that is dynamically updated as you changeeach setting in the wizard, and includes a Zoom panel to change the size and position of the org chart inthe preview.

Note: The Zoom panel only affects the print preview, and does not change the size or position of theprinted org chart.

The following procedure outlines the steps for basic printing on one page.

Note: Depending on the administrator's configuration, some of the following features may not be avail-able.

To use the wizard:1. In the org chart panel, click Actions > Print.2. At any time, you can resize and reposition the org chart on the page:

a. Mouse over the org chart in the print preview area to display the icon in the bottom-rightcorner.

b. Click and drag the icon to set the required size.c. To reposition the org chart on the page, mouse over the org chart to display the frame in which it

belongs, then click and drag the frame to the required position.3. To print the org chart using the default template, in the print wizard, click Print.4. To use a previously saved template, from the Templates drop-down list, select one of the available

templates or click Open Template to browse to the location where the template is saved.

Note: Only print templates or export to PDF templates can be used.

5. Tomodify the output, in thePaper tab, specify the paper size, orientation, andmargins.6. In theHeader/Footer tab, specify the header and footer properties and content:

a. Select theHeader check box.b. Enter the header text.c. Set the header size. This setting changes the size of the text box for the header.d. Select the Logo check box to include an image in the header. You can provide an image through

theBrowse button, and place it within the header through thePosition drop-down list.

Note: The image resolutionmust be within the range of 72-300 DPI.

e. Select theDate check box to include today's date, and place it within the header through thePosition drop-down list.

f. Repeat the process to add a Footer.7. In theNote tab, specify additional page elements to include in the output. See Printing and Exporting

Notes, section 9.2.3 on page 60.8. In the Tiling tab, specify the conditions for printing onmultiple pages. See Printing onMultiple

Pages, section 9.2.2 on the facing page.9. Verify that the information in the print preview is complete and make any adjustments.

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10. Optionally, from the Templates drop-down list, select Save Template, enter the template title andselect Include title in template name to ensure this title is part of the template namewhen yousave it.

11. Click Print.12. In thePrint dialog box, click Preferences and adjust the paper size and orientation tomatch the

paper settings specified in step 4.13. If themargins are too small for the printer, the application displays a dialog with theminimum printer

margins. Click Yes to have the application automatically update themargins for you, or click No toadjust themargins yourself.

14. Click OK > Print.

See also:

l Exporting Data, section 9.3 on page 62

9.2.2 Printing on Multiple PagesOrg charts are printed on one page by default. Print multiple pages if:

l Information is too small to read when a large org chart is resized to fit on one pagel A large printout is required for presentation purposes

The Tiling tab has a slider to change the number of printed pages, and the application automatically cal-culates the scaling ratio for optimal paper usage. A page overview represents how the org chart is printedonmultiple pages, and page numbers on the printout help assemble the pages correctly.

To print on multiple pages:1. Follow the steps outlined in Using the Enhanced Print Wizard to set the paper and page settings, and

add any required headers or footers.2. Add notes to place additional information in the printout.3. Click the Tiling tab.4. Select Print page separators and numbers to include numbered guidelines in the top-left corner of

each tile and indicate where the page is cut for assembly.5. Do one of the following to set the number of printed pages:

l Move the slider up to increase the number of pages.l Click the arrows to adjust the number of Horizontal and Vertical pages.l Enter the page number value.

The page overview displays how the org chart area is divided on the pages, and dotted lines in theprint preview display where the page breaks are in the actual org chart.

6. After you specified the required number of pages, click Print.

Note: Change the printer settings tomatch the paper size set in the print wizard.

Page numbers are printed in decimal format, where the first number identifies the row, and the secondnumber identifies the column. For example, if an org chart is printed two pages horizontally and threepages vertically, the page numbers are as follows:

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9.2.3 Printing and Exporting NotesAdd notes to the printed document to highlight specific areas of the org chart or to provide additional infor-mation.

The following note types are added in the Print and Export wizard:

Note Description

Text Contains user-defined content.

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Note Description

Image Displays a selected image. The following image formats are supported:l JPG, JPEGl PNGl GIFl BMPUp to five images can be added. Each imagemust have a resolution of between 72-300DPI andmust not exceed 1MB.The dimensions of the image cannot be changed in the print wizard. Ensure that theimage has the required dimensions before adding it to the printed document.

Date Displays the current date by default (can bemodified) in a user-defined format.

Signature Contains pre-defined text that can bemodified if required.

Watermark Displays user-defined content diagonally across the page in light gray.

To add a printed or exported note:1. In the print wizard, click theNotes tab.2. Expand theAdd Note list, then select the required note type.3. Enter the note Title. The title is updated in the note list.4. If you are adding aDate note, select theDate Format from the drop-down list.5. If you are adding a Text, Signature, orWatermark note, enter the required content in the title and text

areas.l For Text, Date, andSignature, use the formatting toolbar to change the text font, size, style,

color, and justification.l ForWatermark, select Use a custom font size to adjust the size of the text.

6. If you are adding an image note, click Browse and locate the required image.7. Modify the note appearance:

a. Use the arrow buttons to change theOpacity level. This setting only affects the backgroundcolor, and does not change the appearance of the actual note content.

b. Use the arrow buttons to change the border Thickness.

c. Click , then select the requiredBackground Color andBorder Color.8. border thickness and color, and background color.9. Drag the note to the required location in the print preview pane.

To remove a print/export note:1. Select the note in the note list.2. Click Remove > OK.3. Alternatively, move the pointer over the note in the print preview, then click x > Yes.

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9.3 Exporting DataData displayed in org charts and listings can be exported in a variety of formats, including JPEG image,PDF, andMicrosoft PowerPoint.

Note: Some export formats described in this sectionmay not be available. Contact your system admin-istrator for details.

Exporting Org Charts in EnhancedModeNote: The export to image and export to PDF features do not work with views containing analytics. Also,depending on the administrator's configuration, some of the following features may not be available inEnhancedmode.

To export an org chart to an image:1. In the org chart panel top bar, click Actions > Export to Image.2. In the export wizard, click theHeader/Footer tab, specify whether to include a header or a footer in

the exported image. Set the header or footer size, enter the header or footer text, and choose whetherto include an image and the current date.

3. Optionally, use the default template or a previously saved template. From the Templates drop-downlist, select one of the available templates or click Open Template and browse to the location wherethe template is saved.

Note: Print templates and export to image or PDF templates can be used.

4. Click theNotes tab and add information in the printout. See Printing and Exporting Notes, section9.2.3 on page 60.

5. Validate the image displayed in the preview pane.6. Optionally, from the Templates drop-down list, select Save Template, enter the template title and

select Include title in template name to ensure this title is part of the template namewhen yousave it.

7. Click Export to Image to assign a file name and location to the exported file.

To export an org chart to a PDF file:1. In the org chart panel top bar, click Actions > Export to PDF.2. In the export wizard, adjust the PDF properties. For option details, see the enhanced print wizard

description.3. Optionally, use the default template or a previously saved template. From the Templates drop-down

list, select one of the available templates or click Open Template and browse to the location wherethe template is saved.

Note: Print templates and export to PDF templates can be used.

4. Validate the PDF image in the preview pane.5. Optionally, from the Templates drop-down list, select Save Template, enter the template title and


6. Click Export to PDF and assign file name and location to the exported file.

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To export an org chart to a Microsoft PowerPoint image:1. In the org chart panel top bar, click Actions > Export to PowerPoint.2. In the pop-up window that appears, click Continue. The org chart is displayed in the print preview win-

dow.

Note: In basic-mode, clickingContinuewill generate the PowerPoint file without any of the extra cus-tomization described below.

3. Adjust the size, add a header and footer, and add notes as required. See Using Enhanced Print Wiz-ard, section 9.2.1 on page 57 and Printing and Exporting Notes, section 9.2.3 on page 60.

4. Optionally, use the default template or a previously saved template. From the Templates drop-downlist, select one of the available templates or click Open Template and browse to the location wherethe template is saved.

Note: Print templates and export to PowerPoint or PDF templates can be used.

5. Validate the image in the preview pane.6. Optionally, from the Templates drop-down list, select Save Template, enter the template title and


7. Click Export to PowerPoint to assign file name and location to the exported file.8. Specify the file name and location, then click Save.9. Close theExport to PowerPoint dialog box.

Exporting Listings

To export to a comma-separated value (CSV) or Microsoft Excel file:1. Click Actions > Export to CSV or Export to Excel.2. Select All Fields to export information for all of the available listing columns, or select Display

Fields to only export information for the columns that are currently displayed in the listing. Click Con-tinue.

3. In themessage box, click Open to view the Excel file, or click Save to save it as a comma-separatedvalue or an Excel worksheet file.

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10TroubleshootingFind solutions tomost common issues in .

10.1 User login screen does not load 6510.2 User interface does not display correctly 6510.3 Cannot load the Print and Export wizard 6610.4 Error Message: Internal Error 67

10

10.1 User login screen does not loadProblemThe login screen does not load.

The user cannot log in.

ExplanationJavaScript is disabled in theWeb browser.

SolutionEnable JavaScript in the browser Internet options.

ProcedureMicrosoft Internet Explorer

1. Click Tools on themenu bar, then select Internet Options. The Internet Options dialog box appears.2. Click theSecurity tab, then click Intranet.3. Click Custom Level to open theSecurity Settings - Local Intranet Zone dialog box.4. Click Enable forActive Scripting in theScripting section.5. Click OK to close the dialog boxes.6. Press F5 to refresh the browser.

Mozilla Firefox

1. Click Tools on themenu bar, then select Options.2. Click Content and select theEnable JavaScript check box.3. Click OK to close the dialog box.4. Restart Firefox.

10.2 User interface does not display correctlyProblemThe application interface does not display correctly.

ExplanationScreen resolution is too low.

JavaScript is disabled in theWeb browser.

SolutionSet your computer screen resolution to 1024 by 768 or higher in theWindows Display Properties.

Enable JavaScript in the browser Internet Options.

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Procedure1. Right-click theWindows Desktop and select Properties. The Display Properties dialog box appears.2. Click theSettings tab.3. Drag the Screen resolution bar and increase the value to 1024 by 768 or higher.4. Click Apply. The screen adjusts to the selected resolution.5. Click Yes to save the new settings.6. Click OK.

Microsoft Internet Explorer

1. Click Tools on themenu bar, then select Internet Options. The Internet Options dialog box appears.2. Click theSecurity tab, then click Intranet.3. Click Custom Level to open theSecurity Settings - Local Intranet Zone dialog box.4. Click Enable forActive Scripting in theScripting section.5. Click OK to close the dialog boxes.6. Press F5 to refresh the browser.

Mozilla Firefox

1. Click Tools on themenu bar, then select Options.2. Click Content and select theEnable JavaScript check box.3. Click OK to close the dialog box.4. Restart Firefox.

10.3 Cannot load the Print and Export wizardProblemThe Print and Export wizard does not load after selecting Print from the Actions menu.

ExplanationPop-up windows are disabled in theWeb browser.

SolutionEnable pop-up windows in the browser Internet options.

ProcedureMicrosoft Internet Explorer

1. Click Tools on themenu bar, then select Internet Options. The Internet Options dialog box appears.2. Click thePrivacy tab.3. Clear the Turn on Pop-up Blocker check box in thePop-up Blocker section.4. Click Apply andOK.

Mozilla Firefox

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1. Click Tools on themenu bar, then select Options.2. Click Content, then clear theBlock pop-up windows check box.3. Click OK.

10.4 Error Message: Internal ErrorProblemAn "Internal Error" is received when using the application.

ExplanationAn unexpected error occurs that prevents an application task from completing successfully if theWebbrowser or server cannot handle the request.

Errors indicate that administrative action is needed if the “Internal Error” persists.

SolutionContact your system administrator.

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11 GlossaryThe following table lists terms and definitions in the application:

Term Definition

Box menu A menu accessed from an org chart box that provides org chart navigation and view-ing options.

ChartBook A feature used to view individual branches of the organization structure.

Condensedstyle

An org chart box view that is smaller than the regular style. See regular style.

Details panel The panel that displays additional information on a selected department or positionrecord.

Display pane Themain viewing area of the application where task or feature information is shown.

Display panel The individual sections that display feature, task, detailed information, or help forthe current module.

Dotted rela-tionship

The situation where an employee holds more than one position and/or reports tomore than onemanager.

Flag org chartbox

A feature accessed in the org chart box menu that adds the specified record to theSelected Items panel. See Selected Items panel.

Hierarchy The structural relationship of departments and positions.

Hierarchy root The top level of a hierarchy that does not have a parent node.

Incumbent The employee who occupies a specific position.

KPI Key Performance Indicator. KPIs are used tomeasure a specific aspect of the data.

Listing A dynamic table that displays department or position information.

Localization The process of adapting software applications to various languages and regions.

Node An individual element in a hierarchy that is branched to parent and/or child nodesbased on structural relationships.

Org chart A diagram consisting of one or more hierarchies that shows the organization struc-ture, the relationships and relative ranks of its parts, and positions.

Org chart box An individual element of an organizational chart that displays record information in abox.

Org chart root The top level of an org chart. The org chart root does not have a parent org chartbox.

Org chart style A way of displaying org charts. A vertical style, for example, displays all org chartboxes vertically.

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Term Definition

Org chart view The layout of information displayed in an org chart box.

Regular style The normal org chart box layout. The regular style is larger than the condensedstyle, allowingmore information to be displayed in the org chart box. See con-densed style.

Role A defined employee function used to limit access to sensitive data.

Saved listing A user-saved listing. A search or filter operation is performed to activate this fea-ture. The listing is saved based on the search or filter criteria and can be accessedat any time by the user.

Saved org chart A user-saved org chart. The org chart is saved as it is displayed on the screen andcan be accessed at any time by the user.

Selected Itemspanel

The panel that displays flagged org chart boxes or selected listing records.

Settings panel The panel where users define their display preferences for org charts and listings.

Shared position A position that has more than one assigned employee.

Silo A function that displays an org chart from the selected record and all the direct andindirect managers above that record.

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12 Index

Aaccessibility mode

selecting 5

switching to 10

analytics

views of org unit objects 16

application

accessing 5

display views, modifying 7

menu bar 6-7

work area, customizing 8

application preferences, setting 10

application themes, defining 10

Bbasic

print wizard 56

browsers, printing settings 56

Ccompressed, org chart style 17

condensed, org chart style 17

cost center, views in organization unit object 16

CSV files

exporting listings to 63

Ddates

format, defining default 10

department listings, viewing 29

Details panel, using 9

display

panes, resizing 7

dotted line relationships

viewing 21

Eemployee listings, viewing 29

enhancedmode org charts 13

enhanced, print wizard 57

exporting, org chart data 62

Fflagging

org chart boxes 13, 19

records 31

Flash-mode org charts 13

GGlobal Setings toolbar, location in UI 6

Hhierarchies

horizontal, displaying 17

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saving 21

horizontal, org chart style 17

HTML-mode, org charts 10, 13

Iimages

exporting org charts to 62

using in printing 60

interface. See user interface 5

Llanguage settings, defining 10

layouts, defining 7, 10

listings

display, customizing 32

exporting toMS Excel/CSV files 63

printing 56

search queries, saving 30

searching 29

settings 32

sorting records 31

viewing 29

logging in 5

logout button, location 6

Mmenus

Actions 6

MS Excel, exporting listings to 63

MS PowerPoint, exporting org charts to 62

Nnotes, adding to printed org charts 60

Oone-pane layout, specifying 7, 10

org chart boxes

flagging 13, 19

menu, using 13

seeting as roots 16

views, changing 13, 16

org chart styles, about 17

org charts

appearance 22

basic mode 13

box menu, using 13

data, exporting 62

default view 22

details, printing 21

display layout options 7

enhancedmode 13

modes, defining 10

panel, setting up 22

printing 21, 56, 59

roots, setting 16

saving 21

styles, types available 17

viewing 13

views, changing 16

zooming 18

org unit manager, view in organization unit object16

org unit to org unit, relationship 20

organization unit objects

views, types of 16

Ppanels. See tab panels 8

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PDFs

exporting org charts to 62

position listings, viewing 29

position to org unit, relationship 20

PowerPoint, exporting to 62

preferences

application, setting 10

dialog box 10

print and export wizard, using 56

print wizards

basic 56

enhanced 57

printing

org charts, onmultiple pages 59

profiles

printing 56

Rrecords, viewing details 9

regional settings, defining 10

relationships

dotted line, viewing in org chart 21

reporting relationships, viewing 20

resizing bar, location 6

roots, org chart 16

Ssaved hierarchies 21

scroll widget, location 6

search queries, saving 30

searching

listing records 29

Selected Items panel

location 6

using 31

settings

application, defining 10

signatures, using as notes on printed org charts 60

silos, using for viewing hierarchies 20

standardmode org charts

See also Flashmode 10

standard views, in position hierarchies 16

Ttab panels

Details, using 9

moving between panes 8

Selected Items, using 8

technical support, obtaining 3

themes, application display 10

two-pane layout, specifying 7, 10

Uuser interface

customizing 8

overview 5

Vvertical, org chart style 17

Wwatermarks, using in printed output 60

work area, customizing 8

Zzoom panel

using 18

12 Index

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zooming, org charts 18

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HeadquartersNakisa Inc.733 Cathcart

Montreal, Quebec H3B 1M6Canada

Phone: +1 (514) 228-2000Fax: +1 (514) 286-9786

EuropeNakisa GmbHAltrottstraße 31

69190 WalldorfGermany

Phone: +49 (0) 6227-734070

Asia PacificNakisa24-12

10 Anson Road, International PlazaSingapore 079903

Phone: +65 6822-5991Fax: +65 6822-5990

Formore information, please visit us at www.nakisa.com


Documents

OrgTeamManager VSN41 User En