Department Directory


The Department Directory contains a tree structure of all subdivisions managing employees and equipment within an organization, e.g. Sales Division, Sales Services, etc. 

  • The tree structure reflects the organizational chart for all employees and corporate activities. 
  • You can define as many hierarchy levels as required depending on your corporate structure.
  • Departments can be associated with a parent department. In this case, they will automatically inherit certain information from their parent.
  • Departments can be associated with a cost center in order to charge back the cost of assets and employees.

Example

  • You can break the corporate structure down by Company/Division/Services for a company that groups services within divisions, e.g. the Sales Division consists of Marketing Services and Sales Services
  • Charge back for costs: The Procurement and Accounting Services are associated with the Finance Department and will inherit the cost center defined for this department. All assets and employees associated with these two services will then be charged back to the cost center of the department. 

Notes

  • Modifications made to the parent department will be inherited by the associated lower-level departments, except if they contain specific information.
  • You manage the hierarchy of departments using the Reorganize wizard.

Caution

  • When you archive a department, this will archive all of its associated departments.

Best Practice big icon.pngBest Practice

  • Build the hierarchy of your departments based on the domains you want to define. When users access a domain where a restriction was defined for a department, they can only view the records belonging to the department and its lower-level departments.
  • When you create a new form, certain information is inherited from the parent department. You should only modify the information specific to the new department.
  • To make it easier to search departments, you can specify a unique name to make the department easily identifiable.
  • If you do not want to make the department available to users, you can archive it by entering the end date. You can then view it using the Archived filter.

Screens description

Department directory.png

Menu access: Asset Management / Operation / Transition / Extended CMDB / Project > Directory > Departments

Department: Name of the department.

Parent Level: The higher-level department to which the current department belongs.

Department Code: Unique code used to identify the department.

Department Description: Long description of the department.

Manager: Manager of the department preceded by a thumbnail of the photo.

Cost Center: Default cost center where the equipment, contracts and licenses used by the department should be charged back. 

  • New assets and employees associated with the department will inherit the default cost center.

Opening Date/End Date: Period during which the department is open.

  • At the end of the period, the department will automatically be archived. It can no longer be used in Product name - ev itsm.png.
  • If you modify the end date in the form, the modification will apply only to the current department. If this is a parent department, lower-level departments will not be affected.
  • If you modify the end date using the Close wizard, the modification will apply to the current department and its lower-level departments.

Note: Comments on the department.

List of tabs

         Department directory tabs.png

Equipment: List of equipment associated with the department and its lower-level departments.

  • Update: In Equipment forms.

Licenses: List of licenses associated with the department and its lower-level departments.

  • Update: In License forms.

Contracts: List of contracts associated with the department and its lower-level departments.

  • Update: In Contract forms.

Employees: List of employees associated with the department and its lower-level departments.

  • Update: In Employee forms.

Locations: List of locations associated with the department and its lower-level departments.
         Example documentation icon EN.png  Accounting Services at both the USA/New York location and the France/Paris location

  • Update: In Location forms.

Attributes: List of attributes defined for the department and its lower-level departments. This is for additional information not included in the Details tab.
         Example documentation icon EN.png   Specific phone numbers, headcount

History of Changes: List of all modifications made to the form. The fields taken into account are defined using rules in the history of changes.

Discussions: List of discussions associated with the form.

Attachments: List of documents associated with the form.

Incidents: List of incidents associated with the department and its lower-level departments.

  • Update: In Incident forms.

Services: List of service requests associated with the department and its lower-level departments.

  • Update: In Service Request forms.

Changes: List of change requests associated with the department and its lower-level departments.

  • Update: In Change Request forms.

Continuity Plan: List of continuity plans applicable to the department and its lower-level departments.

  • Update: Click Add icon.png in this tab and also in Continuity Plan forms > Departments tab. 

Procedure and Wizards

How to create a department

1. Select Asset Management / Operation / Transition / Extended CMDB / Project > Directory > Departments in the menu and click Add icon.png.

2. Complete the information required. If you want to associate the department with another department in the tree structure, specify the parent department.

3. Click [ FINISH ] to save the new form.

Wizards

Close: Used to archive the Department form to make it unavailable. All lower-level Department forms will also be archived. You can then view it using the Archived filter.

New Attribute: Used to create a new attribute in the reference table.

  • Next, select the Attributes tab and click Add icon.png to assign the attribute to the department.

Reorganize: Used to move the department and its lower-level departments within the tree structure.

Tags:
Last modified by Unknown User on 2017/06/26 15:31
Created by Administrator XWiki on 2017/06/26 15:31

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