Department Directory


Definition

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

EndDefinition
  • 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

  • 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.

Characteristics specific to versions 2016 and earlier

The Department Directory form in versions 2016 and earlier is different:

Menu access

References > Directory > Department

Tabs description

         Department directory.png

TabUpdateRules_After2016Versions

Open url.png See the general principles for updating tabs.

Create a new item Delete an item or association with a related item

Run the New wizard at the top of the tab

Fundamentals - Form - New wizard.png

Move the cursor over the corresponding item and click Trash icon.png

Fundamentals - Form - Delete wizard.png

Alphabetical order

QuickAccess

Details

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 Service Manager.
  • 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.

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.

exampleAccounting 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.

exampleSpecific phone numbers, headcount

History of Changes

HistoryOfChangeTab

List of all modifications made to the form of the current object. 

Discussions

DiscussionTab

List of discussions which users can access based on their domain and the visibility of the discussion.

  • Enter the keywords you want in the Search field and press Enter
  • To cancel the search criteria and return to the complete list of discussions, provided you have the relevant rights, click within the box and then click Discussion - Delete icon.png.

Attachments

AttachmentTab

List of documents attached to the current object. Open url.png See uploading and downloading documents.

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: In this tab and in Continuity Plan forms > Departments tab. 

Procedure and Wizards

How to create a department

1. Select References > Directory > Department in the menu.

2. Click + New.

3. Complete the information required.

4. Click Finish.

Wizards

Close
New Attribute
Reorganize

Tags:
Last modified by Unknown User on 2021/09/16 10:14
Created by Administrator XWiki on 2017/06/26 15:31

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