The Organization Chart Manager (OCM) is a configuration tool that automates the set up of a top-down reporting structure and bottom-up approval structure for your organization based on an organization chart (org chart) that you can create and manage in the system. If you have a large number of users, OCM facilitates the process of creating and maintaining their approval plans, as well as the ability to report on them.

The Organization Chart Compliance Viewer (OCV) provides a complete view of time approval status and compliance based on the hierarchy relationships in your org chart. The compliance viewer allows you to quickly locate parts of the organization that are out of compliance, get sheets approved or contact others to take action. The compliance viewer can be used with or without OCM. It will show compliance data regardless of whether the corresponding approval plans were created manually or by OCM.

IMPORTANT NOTES:

• You cannot use time approval plans that were manually created in tandem with OCM-created approval plans. OCM completely manages the time approval plan list when it is in use. If you plan to create your time approval plans and assign them to users manually, or you already have your time approval plans in place, you have the option to disable OCM under Configuration-->System Settings-->Security. Disabling OCM does not block you from using OCV for reporting on your manually created approval plans.
• The OCM can also create expense and Custom sheet approval plans. Those plans, however are limited to the same approval settings as the OCM created time approval plans. That is they must use the same number of levels and same approvers as the time approval plans.
• You cannot use the Organization Chart Compliance Viewer with the Expense and/or Custom approvals since those are generally not submitted every period.

Organization Chart Manager

The Organization Chart Manager (OCM) is located under Management-->Org Chart-->Manage Org Chart. (see figure 39.1).

Figure 39.1. Organization Chart Manager

Your system includes default fields and data that allow for quick and easy OCM implementation. The default fields and data include the following:

• Time Approval Plan called Org Time Approval Template. There are similar plans for expense and custom approvals.
• User Custom Fields called Supervisor ID, Backup ID, Timekeeping Assistant, Self-Approve and Supervisor Approves Sheets I Approve
• Custom Roles called Org Supervisor Template and Org Timekeeping Assistant Template

These fields and data are required for setting up and updating OCM. If any of the fields or data get deleted, they can always be added back manually. You also have the option to customize the configuration of the approval and role templates. For example, you can edit the email notification settings for the Org Time Approval Template. Any changes made to the template will also apply to the approval plans that OCM generates based on your org chart. For role templates, you can modify the list of supervisor or timekeeping abilities to add and remove access to features in the system.

At the top of the OCM screen, there are instructions for setting up and/or updating OCM. Click on the "follow these instructions" link to show the steps on-screen.

Figure 39.2. OCM Set Up/Update Instructions

The process includes 4 steps:

1. Export your list of users from the system with the OCM-related custom fields. You can do this by clicking on the "relevant user data" link in step 1 of the on-screen instructions. The link creates a report that can be saved as a text file and opened in a text editor or Excel.
2. Edit your exported data to include values for Supervisor ID, Self-Approve and Timekeeping Assistant. Every user will need a value in the Supervisor ID field unless the user is at the very top of the hierarchy and does not report to anyone. Values in the Supervisor ID field must be login names of the people who will approve the users’ timesheets. In the case where a user does not report to anyone higher up in the org chart, the Self-Approver field should be set to Yes. IMPORTANT NOTE: users who will be self-approvers will still need to have an entry above them in the organizational hierarchy. Journyx recommends that the top-level entity be given the name of your company. This additional user acts similarly to the root project in project management and will not be required to perform approvals for users designated as self-approvers. This user will also not enter time, and will not consume a licesnse. All others who will be governed by OCM can be set to Yes or No for the ability to approve their own timesheets. Backup IDs and Timekeeping Assistants are optional. Backup IDs are the login IDs of users who can act as backup approvers to supervisors. Timekeeping Assistants have access to enter time for the users who report to a supervisor. Supervisors can have more than one timekeeping assistant by creating numeric user custom fields: Timekeeping Assistant 1, Timekeeping Assistant 2, etc. Both Backup IDs and Timekeeping Assistants are assigned to the Supervisor, so Backup ID and Timekeeping Assistant values should be added to the Supervisor’s custom fields when in use. If a Supervisor has his Supervisor Approves Sheets I Approve value set to Yes, then the next level approver on any Approval Plans for which the Supervisor is a primary approver will be his configured Supervisor. In this way, you can set up multi-level Approval Plans that must pass up the chain of command for approval.
3. Import the field data into the system. You can click on the link in step 3 of the on-screen directions or navigate directly to Configuration-->Imports-->Users to upload the new field values.
4. Run the OCM Reader. You can click on the link in step 4 of the on-screen instructions or navigate directly to Management-->Org Chart-->Reader and Schedule to prompt OCM to set up groups and approval plans based on the new field data. The first time you run OCM, you select the Generate User Hierarchy from User Custom Fields option and click on Preview. When you click the Preview button, the Reader will display a list of actions that will be taken if you click Continue. You will see at the top of the Preview screen a list of any errors or warnings. Use these to correct your import before continuing. After you have reviewed the data, click on Continue to run OCM. You can also set up a schedule on this screen for making regular updates to OCM based on changes to the field data in your system. Only system Administrators can run the reader or create scheduled updates.

Figure 39.3. Organization Chart Reader

Other settings to consider when configuring OCM:

• The global Approval Plan setting to activate emails. This always has to be enabled for approval notices to be sent, whether or not you are using OCM. This setting is found at Configuration-->System Settings-->Approval Plans and is called Activate Approval Emails.
• The email addresses in each user’s and approver’s custom fields. If your users and approvers are missing email addresses in their user profiles, the system does not know where to send approval plan (timesheet) notices. All users and approvers must have valid email addresses in order to receive notices regarding timesheets, whether you use OCM or not.
• Supervisor access to subordinates under them. You have the option to give supervisors access to all subordinates under them in the hierarchy, or you can limit access to only the subordinates directly under them. Under Configuration-->System Settings-->Security Settings you limit access by enabling the Allow supervisors authority over the entire hierarchy setting.

View the Results of OCM

You can view the visual hierarchy that is built from OCM data by going to Management-->Org Chart-->Manage Org Chart.

Figure 39.4. Organization Chart Manager

Using the "Find a specific user" drop-down menu, you can navigate to specific locations within the organizational hierarchy derived from your company’s org chart. If you click the name of the manager in the visual hierarchy, the org chart will rearrange itself so that the manager is aligned vertically at the far left and any of his/her direct subordinates who also have direct subordinates will be visible in the tree.

If you pick a user who is a supervisor, that supervisor’s direct subordinates appear in the right pane and the left pane will update to display the supervisor.

Figure 39.5. Organization Chart Manager

If you pick a user from the drop-down menu who is not a supervisor, that user will appear in a list of users in the right pane who all report to the same supervisor. The supervisor will appear in the left pane hierarchy. For each supervisor, his/her approvers, timekeepers, and direct subordinates appear in the right pane.

To view this information for another supervisor, click the list icon next to the supervisor’s name within the visual hierarchy.

You have the option to make changes to reporting relationships directly on the OCM screen. To reassign subordinates to another supervisor, drag and drop them from the right pane onto the new supervisor in the visual hierarchy.

Other data created by OCM:

You will see Groups and Custom Roles that begin with ZZSUP. These are created automatically and assigned automatically when you click run the OCM Reader. Ignore them as they will be used automatically by OCM. Do NOT remove them manually from the users they're assigned to. You cannot modify the ability lists for these roles under Roles Management. However, these automatic role assignments do not override existing assignments for the users. You are free to configure custom roles for users affected by OCM configuration. The roles that are automatically assigned by OCM will simply be added to the users’ existing role assignments.

Be sure to continue to use OCM when adding and editing users, approval plan (and manager) assignments. If you do not, when you run the OCM Reader, any related configuration that was added manually will be overwritten.

Organization Compliance Viewer

The Organization Compliance Viewer (OCV) is located under Approvals-->Compliance-->Organization Compliance. (see figure 39.6).

Figure 39.6. Organization Compliance Viewer

OCV is where you can see which users have and have not submitted timesheets (who is in compliance) and which managers in the organization have full or partial subordinate compliance.

Like OCM when you click the list icon next to a manager’s name in the visual hierarchy, information about that manager’s approval plan and the timesheets of the users assigned to it appear in the right pane. If you click the name of the manager in the visual hierarchy, the org chart will rearrange itself so that the manager is aligned vertically at the far left and any of his/her direct subordinates who also have direct subordinates will be visible in the tree.

If you click the Legend, the details within the Legend will open or close.

Figure 39.7. Organization Compliance Viewer Legend

This Legend shows which icons correspond to the various status types for approval plans. The first four (4) status icons relate to individual user timesheets and the last two (2) relate to the manager’s specific part of the organization. Knowing where individual timesheets are in the system enables managers to help their direct subordinates comply with company policy to submit the timesheets. Additionally, if the manager has appointed a separate approver, the manager can ensure the approver complies by reviewing and approving the submitted timesheets.

At the higher levels, upper-level managers can view which managers have employees with outstanding un-submitted timesheets.

Next to the managers (and the users and supervisors who report to them) you will find various symbols. These are explained in the Legend.

Figure 39.8. Organization Compliance Viewer

If you hover over an icon next to a user in the right pane, a small window pops up with more information about the sheet status of that user.

Figure 39.9. Organization Compliance Viewer

If you hover over an icon next to a supervisor in the right pane, a small window pops up with more information about the sheet status for the users who report to that supervisor.

Figure 39.10. Organization Compliance Viewer

If you click the icon next to a user in the right pane, you are presented with a menu of options that you can perform. The first 3 of these actions are email actions; these require that the users have valid email addresses in their user profile. If the users do not have valid email addresses, the links are disabled and appear in light gray italics as shown below.

Figure 39.11. Organization Compliance Viewer

The fourth link will open a user’s timesheet in timekeeping mode if you have ability to enter time for others. If the sheet has been submitted but is not approved, you will also see a link to view the sheet in approval mode. The last link will opens a user’s profile under Management-->Users-->Manage Users if you have the ability to modify users.

Organization Compliance Viewer Export

The Organization Compliance Export lets you see who is in compliance across the organization in a report format that can be exported, edited, printed and/or distributed. To access the Organization Compliance Export, go to Approvals-->Compliance-->Organization Compliance and click on the "Preview Export Data" button.(see figure 39.12).

Figure 39.12. Organization Compliance Export

The report results are shown for the day the report is run. When you click the Export button, a tab-delimited text version of the report is displayed in the browser window for export and save.