Why Organizational Maps Are the Solution to Simplifying Scheduling (and more!) in Kronos Workforce Central
An Organizational Map ( Org Maps ) defines the structure of an organization and the relationships and relative levels of the locations, departments, and positions/jobs. Characteristically, the org map should represent the relationships of jobs to a department, departments to a location, and locations to the organization.
Creating an Organizational Map allows you to visualize the complete structure of your organization in a single image — creating an ORG Map within Kronos Workforce Central also offers several other benefits, most notably when it comes to scheduling.
The Org Map is built to look similar to a tree — it has a trunk with branches that extend from the trunk, twigs that extend from the branches, and finally leaves that extend from the twigs.
In this case the “trunk” will be your organization, the branches will be various locations, the twigs represent cost centers/departments, and the leaves are positions or jobs.
Labor Levels vs. Org Maps
Labor Levels are a representation of your company’s jobs and accounting structure where hours are tracked for proper costing of labor.
An Org Map is the hierarchical illustration of your Organization, inclusive of Locations, Departments, and jobs, where employees work and might be scheduled.
Why do I need an Organizational Map (Org Map)?
The biggest benefit of creating an Organizational Map in Kronos is it’s impact on scheduling.
Accurately built, your Org Map helps to ensure appropriate staffing, while effectively charging the proper departments for your employee’s labor cost.
Planning for your Organizational Map
Before creating your Org Map, your labor levels have to be defined and built in Kronos.
Planning the ideal structure of your Org Map requires input from many key members of your company, most notably your Finance Department (to ensure proper costing), and your Staffing Office members (for detailed scheduling/staffing information).
By tying the Org Map selections to the correct labor levels, you will ensure proper costing of labor and simplify the scheduling process for your users.
The configuration should be handled by the System Administrator. Typically, only a few people in an organization can configure and edit the organizational map. Changing the configuration information is not recommended after your Org Map has been created. However, adding new labor levels — such as location, departments, and jobs — as your company grows is necessary maintenance.
Defining Terms for Your Organizational Map
Once you’ve established which labor levels will be used, it’s time to define what each part of your map will look like.
You’ll want to include input from key members on the project team to define each level of the map, following the steps below:
- Establish/Define the name you will use for your Organization.
- Establish/Define the locations you’ll be including. For example, if we’re creating an Org Map for a medical facility we might make our locations each of the individual hospitals within the facility — General Hospital, Children’s Hospital, NW Hospital and so on.
- Establish/Define the Cost Centers/Departments that will be included in the Org Map. Select which departments you will be adding to each of your locations. To return to our medical facility example, our departments may be the Emergency Dept (ER), Labor and Delivery (LD), NICU, 5W, 4E, etc. When adding departments, shorten the name if possible (for reporting).
- Establish/Define the Jobs/Positions. These will be the jobs that are necessary for scheduling purposes for the departments added. At a medical facility these might be RN, LPN, PCA, Tech, etc.
The creation of your Org Map structure is critical for effective scheduling and appropriate allocation of your employee’s labor.
With careful planning and a successful implementation, you are well on your way to using your Kronos Org Map to implement Kronos Advanced Scheduling, Employee Self Service, and other products that Kronos offers that are dependent on a functional Organizational Map.
Org Maps help simplify scheduling, but what Workforce Central scheduler works best for your company? Check out Choosing between Basic & Advanced Scheduler.