This article tells you how to create a new organisational unit (department) in the eSuite.
Requirements
Before you can create a new organisational unit, the following must have been created:
- A company used to group different organisational units under the same entity, generally a company or organisation.
To create a company, go to Admin > Organisation details > Companies.
You also need access to the "Organisation details" section of the Admin page.
Optionally, you can also create the following:
- An organisational unit type used to distinguish different hierarchical types of organisational units.
To create an organisational unit type, go to Admin > General > Drop-down lists > Organisational unit type.
Adding organisational unit
To start creating an organisational unit, go to the Admin screen, choose Organisation details and then Organisational units. From there, click the Add organisational unit button to get started.
On the next screen, you can enter all relevant information about your new organisational unit.
Fields marked * are mandatory
| Code* | The code is an organisational unit identifier. Make sure the code is unique. |
| Name* | The name is how the organisational component is displayed to end users of the application. If necessary, you can also add translations for each language. |
| Company* | The company determines under which hierarchical structure the new organisational unit will exist. If you have several companies, check which one is suitable. |
| Type | Type (organisational unit) is used to distinguish different levels of organisational units. |
| Parent org. unit | Under "Parent org. unit" you can choose the organisational unit that is hierarchically directly above the new organisational unit you are creating. Note that the "Parent org. unit" you can choose is limited by the level of your organisational unit in the structure. Also note that choosing a "Parent org. unit" is not mandatory. |
| Manager | The manager is the employee responsible for the organisational unit. This also determines who is shown as manager of the organisational unit on the organisation chart. |
|
HR officer, Training coordinator, Approver vacancies, Director and Planner group |
HR officer, Training coordinator, Job approver, Director and Planner group are used as approver or reviewer in various places. These are not mandatory and if these fields are left blank, the approval processes will still work. |
|
Costcenter |
Entering a cost centre allows you to copy the organisational unit's cost centre in the employee job history. |
| Manager |
The Manager is the employee responsible for the |
| Effective date* | The effective date determines when the organisational unit becomes active. If you set this to a future date, you cannot assign employees to the organisational unit until then. |
After completing the necessary fields, click the "Save" button to complete the creation of the organisational units. At the top right, you will briefly see a message confirming the creation.
Editing an organisational unit
Go to the Admin screen, choose Organisation details and Organisational units.
Search for an organisational unit by entering its name and clicking Search. If you leave the search field open and click Search, you will get all organisational units.
Click Select next to the name of the organisational unit you want to change.
You have the following options:
- You just want to make a change without changing the history of the organisational unit (e.g. a typo, wrong manager, etc.).
- Click Edit in the bottom right-hand corner
- Change the dates and click "Save". The original date will be overwritten.
- Click Edit in the bottom right-hand corner
- You want to create a new version of the organisational unit and keep the history of the organisational unit.
- Click Edit in time at the top.
- Enter the new effective date and click "Save". In the overview, you will see the old and the new version of the organisational unit.
- Click Edit in time at the top.