System Access Management - Departments

1 Overview

Departments are a structured mechanism for grouping users.

A user can only be associated with one department.  

For a user with multiple groups or teams that they're involved in you use Security Groups, however a user has to be involved in at least one department.

In bxp there are two departments by defualt.

• General
• All n One

All users go into General by default if no other departments are created.

The All n One department is added to allow for easy recognition of All n One support accounts.

2 Department fields

2.1 Details

2.1.1 Name

The name can be anything but will be alphabetically sorted.

2.1.2 Manager

This is the Id of a bxp user who is the manager of the department. This access will give that manager the ability to perform HR reporting and actions on all users in that department.

2.1.3 Assistant Manager

The same as the manager field and officially nominated Assistant manager. The Manager and Assistant Manager will have the same privilege levels when interacting with HR records for that department.

2.2 Categorisation

2.2.1 Sort Order

For listing functions this can be used to over ride the alphabetic default sort ordering applied to a department list.

2.2.2 Parent Department

For a hierarchical listing of departments it is possible to specify a Parent Department. If no parent is selected then the department is considered to a be a root department.

2.2.3 TOM - FTE

Target Operating Model is detailed here. Human_Resources_Management_-_Target_Operating_Model_(TOM)

2.2.4 TOM - Roles

Each entry in this field is a combination of Role and amount of that role required. This approach also feeds the TOM reporting model possible in bxp.

2.2.5 HR Forms

This lists any dedicated forms required by the Department for it's normal operation. These forms will be presented to users through their ESS. Employee_Self-Service_(ESS)

2.2.6 Icon

When visually displaying the departments it is possible to assign an icon to the Department. This icon is either a number from 1 to 12 or a url for the image, usually from the custom folder. Custom_File_Uploader

2.3 Department ESS

It is possible to have an overriding ESS Data section by department where specific departments need to have a different ESS from the system level ESS. Employee_Self-Service_(ESS)

3 Functions

3.1 Adding a Department

Main Menu > System Access Management > System Management > Department - Add

Please note that you should choose your Department names carefully as it possible to have two departments with very similar names which can lead to confusion.

3.2 Editing a Department

Changing a departments name is very easy.

Main Menu > System Access Management > System Management > Department - Edit > Choose the Department to edit

3.3 Changing a user's department

This is done by editing the seucrity details of the user.

Main Menu > System Access Management > User Administration > Edit User - Security Details Only > Search for the User > Primary Contact Details > Department

3.4 Changing many user's department en mass

There is a group update function available

1. Main Menu > System Access Management > System Management > Group User Modify Details > Leave all the fields blank and click "Lookup User" >
2. From "Please select a value type to update" change it to Department
3. From the Department list choose the Department to change to
4. Put a tick in all the users you want to move into this Department
5. When done click "Save and continue" at the bottom