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DEFINE DEPARTMENTS#

Departments divide the organization into manageable areas, defining the organization structure from a human resources management point of view.

This section explains the Define Departments (IDDP) screen and its associated fields.

Departments do not dictate payroll general ledger distribution.

Departments are usually a combination of functional areas of the organization such as sales, marketing and accounting; cost centers such as stores, warehouses, theaters, branches and offices; and production lines or product related processes such as forming, molding, finishing, and quality assurance. They are the lowest levels of standard report totals. A supervisor or manager is typically assigned at this level. Positions and employees report to a department.

Department codes do not require a hierarchical coding structure for reporting; the organization levels are used for this purpose.

Department codes must be unique within an entity. This entity is the organization to which they are accountable for operational management purposes. Departments may be associated with second entity for legal reasons. The second connection enables a department to be the responsibility of a different entity for external government reporting purposes while still being part of the organization structure of the original entity.

Department details are date sensitive. This means that changes to information such as the department manager or the physical locations of the department may be tracked over time and a complete history of the department can be retained. Codes or names may be changed at any time and the effects of the change will be seen immediately wherever that department is used. A department code may be frozen to ensure the department is no longer used, while it still remains in the historical records of the organization for inquiry purposes.

When defining departments, we recommend that you do not build any hierarchical meaning into the department codes. They should simply reflect the function of that area of the organization and not the division or reporting structure above them. This makes departments easier to manage and reduces the maintenance required should an organization restructuring take place.

Department data is stored in the P2K_CM_DEPARTMENTS,P2K_CM_DEPARTMENT_DETAILS, P2K_CM_POSITION_DETAILS, P2K_CM_GL_COMPANIES, P2K_CM_ALLOWED_COST_CENTERS and P2K_CM_COORDINATORS

Department

The department code is a user-defined code that uniquely identifies an area of the organization.

Generic Code

Standing

‘Standing’ is used to indicate whether the record is active, frozen or obsolete. Active will default.

Legal Entity

This field displays the entity to which the department legally belongs. The legal entity is set up when the department is newly added.

Operational Entity

This field holds the entity to which the department reports to for operational reasons.

Change Reason

This field displays the ‘Change Reason’ code, which provides the rationale as to why information has been created or changed as of an effective date.

This function is date sensitive and changes made in these areas below the date navigator may be split with a new effective date.

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Definition tab#

Department Name

This field describes the department in relation to the organization.

Office Code

This field describes the Office Code for the department.

EEOC Function

For U.S. installations only: This field displays the Employment Equity Occupational Codes (EEOC) function.

Industry

This field holds the user-defined industry codes. Although we will provide some of the codes, additional codes may have to be set up by the user, as described earlier in this workbook. This field may need to be completed after the industry codes have been set up.

Dept. Supervisor

This is the person code of the employee who manages the department. This field may be completed after employees have been entered into the system.

Supervisory Position

This is the position code of the manager position within the department. This field may be completed after the positions have been created.

Distribution

This is the edit mask for the distribution code that provides a default value which overlays the distribution code on the position and assignment records. You would normally enter the segments of the distribution for the wages associated with the department and enter the value ‘?’ for the other segments.

See the section on ‘Distribution Defaulting Logic’ for more detail.

The information displayed in the Distribution Editor screen is based on the set up in the G/L Segments (IDGS) form.

If, on the IDGS form, the segment values are completed for a segment and the ‘Must Validate’ toggle is on, then an LOV will be provided on the Distribution Editor for that segment.

As each segment is chosen the segments will be concatenated in a display at the bottom of the form.

When you are satisfied with the distribution code created, you may choose ‘Return Code’. This will take the full or partial distribution and place it back on the previous form in the Distribution field.

If you do not want the newly created distribution code returned to the previous form then you may choose ‘Cancel Edit’.

Burden Method

‘Burden Method’ is used to indicate the method used for the burden calculation in the Labor GL process of the Payroll module.

Burden Percent / Rate

This field displays the burden percentage or rate accounted for this department. If the Burden Method is ‘Percentage Method’, then this field should specify a percentage, if the Burden Method is ‘Hourly Rate’, then this field should specify a rate.

For more information on Burden see the ALLOCATION page.

Parent Dept

This field describes the department in relation to other departments in the organization. This field is for documentation purposes only and the information displayed will not be used for processing.

Work Rule

Work rules are used to determine standard processing information required to create pay headers and transactions for an employee. Work Rule is the default for employees occupying positions in that department.

Auth Area

The authorization code is a user-defined code that uniquely identifies the authorized area within the organization. Authorization area is the default area for employees occupying positions in that department. If your implementation includes the Payroll application, the authorization area on the department definition must be completed.

Work Division

A work division is a subdivision of an operational entity.

Batch Code

The batch code (if entered) may be used with the various time generation programs (Generate Pay Transaction - UPTG). This program typically is used to create pay transactions for groups of employees and is often set to batch by department. Batch code will be used to allow a group of departments to be created into one batch, rather than created as separate batches. The same batch code may be repeated in numerous department records to group departments for payroll purposes.

Phone #

This is the main phone number of the department. The format of the phone number will be determined by the associated Country code. 3144662421 will format to (314) 466-2421

Phone Extn.

This is the main phone extension for the department.

Fax #

This field holds the fax number of the department. 3144660000 will format to (314) 466-0000

Email

This field displays the email address or domain name of the department.

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Location tab#

Located In#

Location

This is the physical location of the department within the entity.

Address 1

‘Address 1’ is the street address of the location.

Address 2

‘Address 2’ holds the PO Box number or suite number address for the location.

City

This field provides the city, district or township address for the location.

State/Prov

This field holds the state or province address of the location.

Zip/Postal

This field will display the mailing code. The formatting (either Zip or Postal) will be determined by the associated Country code.
U.S.A.: Zip Code 55426 Canada: Postal Code M1M 1M1

Pay Destination#

Location

This location is used to aid in the sorting of pay checks or deposit slips.

Address 1

This field holds the street address.

Address 2

This field holds the PO Box number or suite number address.

City

This field provides the city, district or township address.

State/Prov

This is the state or province address.

Zip/Postal

This field will display the mailing code. The formatting (either Zip or Postal) will be determined by the associated Country code.
U.S.A.: Zip Code 55426 Canada: Postal Code M1M 1M1

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Positions tab#

The Positions tab allows you to view all of the positions connected to this department. The position code will be displayed.

This tab will display the positions currently associated with the department according to the system ‘as of’ date. This tab is for viewing purposes only; you may not edit the data.

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Allow Cost Center tab#

Cost Center

Start Date

End Date

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Coordinator tab#

This tab allows you to define a Department Coordinator for different types of roles. The Department Coordinator functionality is open ended to allow you to specify any kind of departmental role. The department coordinator can then be the recipient of emails generated by workflows.

There are ten different coordinator types that can be used with no specific logic behind the types. These can be used as required.

The workflow engine will use the Department Coordinator that starts before/end after the date of the action. There can be multiple coordinators of the same type per department at the same time.

Example
There is a business role of Manager of Compensation. There are three managers assigned to specific departments and should receive the workflow correspondence (email only).
Set Up

1. Update the managers’ positions onto the departments. SQL can be used to do so (P2K_CM_COORDINATORS).
   If the positions are used when a person leaves the position and another person fills the position there is less maintenance required versus using the the person code.
2. On the IMWA, use the “Action Directed To” to the value of Department Coordinator.
3. Add the workflow UserCalc logic (IMUC); use the Recipient Type equal to the Coordinator Type.

Coordinator_Type

This field identifies the type of coordinator.

Start Date/End Date

This field identifies the start and end dates of when the coordinator is being used/referenced.

Person

If the coordinator is a specific individual, that person is identified in this field.

Position

This field identifies a position who's active occupant(s) are designated as the coordinator.

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Notes #

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