HR012_Table_of_Organization_Charts



Application: HRMS

Module: Human Resources

Business Process: Manage Job Classifications and Positions

Requirement Number: HR012

Requirement Title: Ability to create detailed Table of Organization charts.

Module Leads: Lina Simonu, Lisa Lagus

1. Requirement Description

Describe the requirement (gap). Include a description of the delivered PeopleSoft functionality.

Currently, when state agencies need to establish or reclassify a position/employee HR must first prepare a package to submit to DAS/OPM for review and approval. Included in this package is the Table of Organization chart, which is manually prepared and updated by the Agency HR staff. PeopleSoft delivers an indented position report, which is a version of the state’s Table of Organization chart, but it does not include COA string and is not run by Agency and Division. Delivered PeopleSoft does not allow you to attach organizational charts to panels.

2. Business Need

Provide a justification for the requirement. Include information about frequency, volume, number of users impacted, etc.

DAS and OPM reviews all established positions for appropriateness. This functionality is currently produced manually at most state agencies and at some agencies it is manually developed using OrgPlus or Visio software. This modification would improve today’s current service level. At this time, the Core-CT Team is not aware of any changes to the Indented Position Report in a later PeopleSoft release. A new Table of Organization chart is produced every time a position is established or reclassed and updated when an employee is reclassed, reassigned, transferred or separated. It would be difficult to estimate frequency. 5-206(c) – “…DAS shall review the work performed by employees…. and review such employees assigned to work in accordance with the classifications of their positions….”

3. Required By: (Y/N)

Federal ____ Agency __ __ Bargaining Unit ____

State Statutory __Y__ State Regulatory ____ State Procedural ____

4. Requirement Priority

Low (High, Medium, Low – please see “Requirements Prioritization Criteria”)

5. Recommended Solution

Enter an “X” next to the appropriate category

___X___ Process Solution

_1_ Option Number

___ ___ Application Modification

___ Option Number

6. Explanation for Recommendation

Provide reasons for recommendation. Please do not re-state the description of the solution itself.

Currently, the state does not have this ability and is managing without it. If the state were to use the Indented Positions Report, employees reporting information would need to be maintained at each employee record in order for the report to be accurate.

7. Organizational Impact of Recommendation

Describe the changes to the organization that result from the recommended solution. Include a description of any role, process, statute, or bargaining unit agreement affected.

Central and Agency HR Staff will continue to maintain Table of Organization charts outside of the system.

8. Process Solutions

Describe the possible Process Solutions. Include a description of impacts and benefits of each solution.

Option 1. Create a query to include desired information. Agency and Central HR Specialist and OPM could produce this when the requirement is needed. This could be loaded in EXCEL which most if not all state agencies currently have access to. This query would assist Agency HR staff in preparing the manual Table of Organization chart and in some instances could be used in place of the Table of Organization chart.

9. Application Modifications

Describe the possible Application Modifications. Include a description of impacts and benefits of each solution.

Option 1.

Modification Type (On-line, Batch, Interface, Report, Workflow): Report

Complexity (Easy, Medium, Difficult): Difficult

Description: Add chart of accounts fields and ability to run report by Agency and Division to the delivered Indented Position report. The ‘Reports To’ position field,which stores the position number of who the current position reports to needs to be maintained at the agency level on the position data record.

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