Organizational Chart with Core Data setup

Introduction

Organizational Charts are diagrams that visually represent a company’s internal structure including the roles, responsibilities and relationships between individuals within an organization. Employee names are displayed in boxes corresponding to the team/department with lines linking them to other employees and departments. By looking at the company organizational chart, people can gain a quick understanding of how the organization is designed, its number of levels, and where each employee fits into the organization.

On DragOnce platform, an Organizational Chart is provided in App ”Core Data” and it enables users to establish the organizational structure and flexibly assign a user various roles and departments. Users can be assigned more than one role or department to fulfill different scenarios.  Based on the organizational chart function, every user is assigned a design path toward high-level management and it can be used as a flow for different uses such as an approval path. With “Workflow template” (another function provided from DragOnce), every requester could be automatically assigned an approval path based on the different roles or departments, furthermore the approval path can be changed based on the selection requester made and condition met. 

Configuration

Setup Company Info

Company info is needed to be set up before establishing an organizational chart. To set up company info, first click into the core data page in the Launch Board Page.

On the Home Page, you can set up the information from company level down to section team level and review a whole organizational structure instantly. But to establish the organizational structure, it should set up the company information first. Click into “Company Info”.

Click “Add” to establish a new company Info.

On the Company Info Page, you can fill in all needed company information for further use. Click “Create” to build up the company info.   

Setup Department Info

Once company information has been created, you can add one or more departments under company level to set up a structure. Click “ Add Department“  in the corresponding company info to open the Department Info page.

On the Department Info Page, you can define all the information of the department (Name, Role of user in department). You can also set up the team level, sup team and section team under the department in the same way.

Assign user to specific department/team

After building up an organizational chart, you can assign users to different roles and different departments.  To assign roles, select which structure level in the company you want on the Home Page.

Assign users to specific positions

After selecting the department, you can click " " to assign or remove users to positions designed on the page.

When a user has been assigned a role in a designed organization chart,  corresponding role information would be displayed on the staff info page and role information would be updated concurrently once a user has changed a role in the organization chart.

Example Case

You are working at a trading company and you are requested to set up an organizational chart for applying to the “workflow template” provided by Dragonce. 

1. Log in to the platform and click the App”Core Data”

2. Click “Company Info” to build up new company info.

3. Fill in the basic information of the company

4. Click the button to add users to the role (Company head, Deputy Company Head etc.), then click create to establish the company info.  

5. Click “Add Department” to create a department info 

6. Fill in the information of the department and click  to assign users to the role.

7. In the same way, establishing department info for Accounts Department and assigning a user to a role. Furthermore, if there are any team members without any role, you can assign them as subordinates.

8. Create a department “Supply Chain Management Department” and click “Add Team” to add two teams under the SCM department.

9. Once you create the company info and

Points To Note

Organizational Chart’s Structure

There are six levels of the groups linked vertically to be a hierarchical model of Organizational Chart.  

The relationship of groups are as follows:

Case Study 

Vacant on the specific role

You can empty the role in the organizational chart. Based on the setting of the workflow template, the request form would be passed to a higher level for approvals. (Refer to basic Scenario 2 & 3 of operation logic on user guide of workflow)

One User in several teams/departments

A user can be selected as a team member of several teams/departments in Organizational structure. In this case, William Chan is assigned as Deputy Department Head of the Internal Audit Department and Department Head of the Development Department. He would be qualified to approve any request under these departments. 

On the other hand, if a user is under several teams/departments in an Organizational structure. Which is able to select which approval path based on the need when he/she makes a request. (Refer to Functions connected with Core Data on user guide of workflow)

Several users in one position of department

 In the same way, several users can be assigned the same position. All users from the same position can see the same request of approval. Only one approval would be needed from all users at the same position and the approver would be shown on “Action taker” on request form. (Refer to Approver’s info on user guide of workflow)

Same user as head of department and team

If a user becomes a head of team and department and is the only team head of the team and department when a form is requested for approval from team head and department head, the approval from team head level would be skipped. On the contrary, if Noah is one of the Department heads, no approval from team level would be skipped. (Refer to basic Scenario 7 of operation logic on workflow)

Organizational structure with centre level

As there is no limitation of creating a new department/team/subteam/section team, you can create new centre/teams for fitting a company structure with centre/team level.