From time-to-time institutions will have the need to re-organize their institutional structure. These could be re-organizing how various units report to one another, the name of a unit, or deleting a unit altogether. This article walks through each of these scenarios as it relates to the organizational structure.
They are few keys points you will want to keep in mind when preparing to make edits to your institution's organizational structure inside of Planning.
Changes are not applied across multiple time periods:
It is important to know that changes to the organizational structure inside of Planning are only applied to the time period they are made. If you would like changes to apply to future time periods, we recommend making changes to your current time period and copying that tree to the newly created time period. This will ensure changes made are reflected in the newly copied organization structure.
It is for this reason that multiple time periods into the future should not be added.
Changes may impact user permissions:
Depending on the changes you intend to make, you may need to revisit user permissions in addition to re-organizing or updating your institution's organizational structure. Since permissions are inherited, it is possible that some users may lose access to units that are moved. This would happen if you move a child unit from a parent unit. Users at the parent level would then lose their access to the child unit, as the child unit is no longer inheriting permissions from its parent and that user would need to be re-assigned to the child unit.
Be sure to look the time period in which you are making updates:
This is important todo, as any organizational changes happen in real time. For example, if you are making adjustments to an organizational tree for a particular year and the changes are not approved or yet set in stone you will probably not want users adding data to units within that year. If they users do add data and you need to go back and delete a unit, you will need to have them delete the data they had just entered in order to do so.
ADDING A UNIT
Adding a unit to an organizational tree is very simple. Before we get started you will want to think about where you would like to add the unit and if it should be nested below any pre-existing units or units you plan to add.
It is important to note that when adding a unit(s) to the organizational tree they will automatically inherit any permission set for the user in the parent organizational unit. This means that as soon as the unit is added user may have access to it. It is for this reason we recommend you locking the year in which you are working. This will ensure that no users mistakenly add plan data that would prevent you from deleting a unit.
Let's say that your institution is just getting started with Planning and you need to build out the full organizational structure. In the screenshot below you can see that we have added the Student Affairs division and nested two units within it. Before you go any further you decide that you would like to add the Academic Affairs divisional unit.
Since both Student Affairs and Academic Affairs are subunits of the Institution, they should both be nested at the same level below the institution. Therefore, you will want to click the + Unit button located to the right of the institutional unit card.
Upon doing so a sub-menu will appear below the institution card, letting you know that it will be nested right below that unit, as shown in the screenshot below.
From here, we simply need to add the name to our new unit and click save. Once we click save we can see that our new unit of Academic Affairs appears nested right below the institution level in line with our other division.
DELETING A UNIT
From time-to-time, the need to delete a unit from the organizational structure may be required to accurately reflect changes that have taken place on campus. This is easily done within Planning.
In order to delete a unit from the organizational tree within the given time period, simply clicking on the edit icon located to the far right side of the organizational units card, as shown in the screenshot below.
Upon clicking this button, a sub-menu will open for the given unit. Here you will see the option to delete the unit from the selected time period and organizational structure.
It is important to know that if any plan data exists within the unit for the given time period will need to be deleted first before you have the ability to delete the unit. If you choose to delete the plan data in order to remove the unit, it is important that you know this cannot be undone and the data is deleted forever.
MOVING A UNIT
Moving a unit within your institution's organizational structure is a simple drag and drop process. Units can only be moved within the selected year and cannot be moved from one time period to another.
To begin re-organizing your institution’s organizational tree, simply click and drag the unit from its current location to the desired location. In the example below, we have four units: Institution, Student Activities, Student Affairs and Multicultural Affairs.
As it is currently organized Student Affairs is nested below Student Activities and Multicultural Affairs is nested below Student Affairs. What we would really like to see if both Student Activities and Multicultural Affairs nested below Student Affairs.
In order to accomplish this, we need to click and drag Student Affairs below Institution. You will know which unit you have select by a green outline surround the units card within the tree. Below you can see that we have clicked on “Student Activities.”
In order to nest our selected unit within another, you will need to drag it over the card of the unit where you would like it to be placed. Here we can see we have dragged the Student Activities card over Student Affairs, which has activities a green border around the Student Affairs card.
Upon dropping the Student Activities card on the Student Affairs card we see now that the Student Activities unit has now become nested below Student Affairs. As changes are made to the organizational chart they are automatically saved.
If other time periods within Planning needed such updates, you would then need to go to each time period and perform the same actions, as reorganizing units across time periods is not a supported function.