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
- Graphic interface:
- General overview of the form
See the Fundamentals - Screens in the Department Directory form
- General overview of the form
Menu access
References > Directory > Department
Description of tabs
TabUpdateRules_After2016Versions
Click to see the general principles for updating tabs.
| Create a new item | Delete an item or association with a related item |
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Run the New wizard at the top of the tab
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Move the cursor over the corresponding item and click
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Alphabetical order of the tabs
QuickAccess
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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.
- You select the manager in the Employee Directory.
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.
- The fields taken into account are defined using rules in the history of changes.
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
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Attachments
AttachmentTab
List of documents attached to the current object. 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.