1 OrgPublisher Overview - PowerPoint Presentation

1. 1OrgPublisher OverviewCOMMONWEALTH OF PENNSYLVANIAOFFICE OF ADMINISTRATION

2. 2What is OrgPublisher?On August 5, 2004 the Office of Administration announced the availability of OrgPublisher Personal Edition 5.1. The Commonwealth has since upgraded to OrgPublisher Version 7.5. Employees with this software installed on their computers are able to save an OrgPublisher organization chart to their PC, and then manipulate and save the chart to their local drives.OrgPublisher provides users with a flexible, scalable interface to extract human resource information from SAP. Users can easily choose to publish organizational charts using pre-defined org chart scenarios. With no special skills or training, users can manipulate data and easily customize data fields to create org chart scenarios unique to their own environment.

3. 3State-wide organization charts provide HR specific information for all agencies under the Governor’s jurisdiction. The State-wide organization charts also provide quick access to the Position Descriptions, Job Specifications, Role Mapping and Position Cost Distribution information. BASIC REQUIREMENTS FOR STATE-WIDE CHARTS:     • Must have plug-in that was deployed for ESS Charts.   • Must have one of the following state-wide roles:      Benefits Administrator EEO Advisor        Employee Relations Advisor        Employment Advisor        HR Administration Viewer        Compensation Advisor         HR/Payroll Reporter HR/Payroll Report Building        HR Service Rep HR Systems Administrator        HR Consultant        Org Management Advisor Org Management Approver        Payroll Administrator        Payroll Advisor        Payroll Auditor Payroll Processor

4. 4Agency-wide organization charts provide HR Offices with HR specific information for the entire department. Field HR Offices will also see department-wide data. The agency-wide organization charts provide quick access to the Position Descriptions, Job Specifications, Role Mapping and Position Cost Distribution information for each employee within the department. BASIC REQUIREMENTS:     • Must have plug-in that was deployed for ESS Charts.   • Must have one of the following roles:         Benefits Advisor         EEO Advisor         Employee Relations Advisor         Employment Advisor         HR Administration Viewer         HR Administration Advisor          HR/Payroll Reporter         HR Service Rep         HR Workflow Coordinator         Org Management Advisor         Safety Advisor         Time Advisor          Workers Compensation Advisor

5. 5Accessing Org ChartsOrgPublisher organization charts can be accessed using the following link http://orgcharts.state.pa.us ESS ORG CHARTS: The ESS org chart is available through Employee Self Service under the “My Organization” link. Users can view the organization chart for the their organization. Users can view their own Position Description and Job Specification. Supervisors can view position data for their subordinates. Same view as ESS.STATEWIDE ORG CHARTS: Enterprise wide agency org charts. Users with commonwealth wide access can view these charts. View of employees in all agencies under the Governor’s jurisdiction.AGENCY ORG CHARTS: Restricted to agency. Chart begins at highest organizational level of the agency.DGS ORG CHARTS: Restricted to DGS. Used for employee locator information.

6. 6ESS CHART VIEWESS ORG CHARTS: Users can only view details related to their own position. Users can view their own Position Description and Job Specification. Supervisors may also view position data for their subordinates. Same view as ESS.

7. 7Directory View Search OptionsStandard search option by employee first and last nameThe Directory sample displays information such as employee names, phone numbers, and work locations. Users can search, create groups and use groups created by the administrator. Right click on a name to navigate to that person in a published chart. Users can search by entering a first name or last name then clicking the button.

8. 8Directory View Search OptionsUsers can search by any data field that are available in the org charts. Note: Search results will only show fields that are viewable in the Directory View.Example above shows a search for positions with a Budget Impass Indicator of 2.

9. 9Directory View Search OptionsGroupsDirectory View Search Options:EVERYONE –The Everyone group is a default group containing everyone in the chart.RECRUITMENT – Only positions with a Work Contract Category of RR will be displayed in the search resultsWAGE – Only positions with a Work Contract Category of WW will be displayed in the search resultsRECRUITMENT AND WAGE – Only positions with a Work Contract Category of RR or WW will be displayed in the search results

10. 10COPYING INTO EXCELClick on the spreadsheet icon to display search results in Excel

11. 11Once results are imported into Excel all Excel functionality is available

12. 12Accessing HR DataFrom the Directory View, right click on selection to view additional data such as Job Descriptions, Position Descriptions, and SAP Roles assigned to the individual. Select “ Go to person in chart” to view selection within the chart view.

13. 13Job Description ViewSelect “Back” button to return to Directory View

14. 14Role MappingSelect “Back” button to return to Directory View

15. 15Chart ViewSelect “ Go to person in chart” to view selection within the chart view.

16. 16Chart View ToolbarTOOLBAR OPTIONSSearch Preview and print Zoom in or out Drill-up and drill-down Change styles Open different views Send the chart to Microsoft PowerPoint View search results in Microsoft Excel Create a Planning chart The Save button     on the published chart toolbar saves the chart to your hard drive. Use this feature when you only want to save a chart for viewing purposes. Do not use this to create a planning chart.

17. 17Chart View ToolbarWith the Copy button     you can select a portion of the chart and copy it into other Microsoft Windows applications. To copy a single position, click on the box to highlight and then select the copy icon. To copy the entire chart, click on the box at the top of the chart to highlight the whole chart.

18. 18STYLES VIEWNormal Style: Displays all positions with Work Contract SS (salaried/white boxes) and WW (wage/green boxes)Recuritment Style: Displays all positions with Work Contract SS (salaried/white boxes), WW (wage/green boxes) and RR (recruitment/rose boxes)

19. 19Reporting Level ViewsUsers can choose how many levels of an org chart to display by using the Levels drop down field. The chart above shows 2 reporting levels, the bureau director and positions that report directly to the bureau director.The chart above shows the same organization with 3 reporting levels. This view shows positions that are subordinates to positions that report directly to the bureau director.

20. 20TREE VIEWThe Tree View button     turns this view on and off. The Tree View displays a tree or outline view of the organizational hierarchy. End Users can modify the look of the Tree View to give more or less of a detailed outline.

21. 21LIST VIEWThe List View button     turns this view on and off. List View displays standard and Custom Fields included in your chart. You can choose to display this information only in the List View and not in your chart. Your users can also navigate through the org chart with the List View by clicking on a row to move to a specific person in the chart. You can also sort by columns and adjust the width.

22. 22PROFILE VIEW Profile View displays additional information about a box title, job title or employee. End Users can click on any of these items to display specific Custom Field data. You can change what fields you display, rearrange the order in which the fields display.

23. 23SUMMARY VIEWThe Summary View button     turns this view on and off. The Summary View displays totals for your numerical data in the chart. The Summary View give a count of positions within the chart by position type.

24. 24PRINTING CHARTSThe Wall Style Print Preview window displays your chart as it will look in print format. You can preview charts before printing them to check how the chart fits on the pages.

25. 25PRINTING OPTIONSModifications made in the Print Preview window now enable you to fine-tune a chart for printing, for instance, by moving boxes or a selection of boxes or changing the chart layout.

26. 26Print Preview Wall Style The Wall Chart print option should be used for charts that fit on a single page*Note: We recommend that you use the Print Icon instead of File- Print. A toolbar and menu display in the Print Preview window. Each button is explained in the next several slides.

27. 27       Reverses, the latest alignment action. May be repeated to undo additional actions. For instance, you can align your chart to the left or up and down then click Undo to return to the previous alignment.        Clicking this button copies formatting preview page for pasting in any Microsoft Windows application.       Clicking this button designates the selected box as the top of your chart for the selected style.       Click this button to display the chart from the highest box in the hierarchy.       Click this button to select Layout 1, the layout with the lowest level of each branch in the chart arranged in a horizontal line. This creates shorter, wider charts.       Click this button to select Layout 2, the layout with the lowest level of each branch in the chart arranged in a vertical row. This creates narrower, taller charts.       Click this button to select Layout 3, the layout with the lowest level of each branch in the chart arranged with the boxes side by side. This creates more compact charts.       Click this button to select Layout 4, the layout with the lowest level of the chart (displays only two levels) arranged in a horizontal line across the width of a page for as many lines as it takes to display the lowest level. The number of boxes across is determined automatically or set to a specific number. Print Preview Icons

28. 28       Click this button to move the entire Chart View to the left.      Click this button to move the entire Chart View to the right.      Click this button to move the entire Chart View up.       Click this button to move the entire Chart View down.                 Click this button to set the zoom percent for the chart display.      Click this button to show or hide the header text.       Click this button to show or hide the footer text.       Click this button to open the Print Header/Footer Options dialog and select your print options.                Click this button to select the number of levels from the drop-down list that you want to display.       Click this button to remove or add the drill buttons to the preview chart. Print Preview Icons

29. 29           Click this button to print the chart. If you have Print Wizard selected in Print Options, this button opens the Print Wizard. If you do no have Print Wizard selected, this button opens your system Print dialog.             If your chart will print on multiple pages, click this button to view the next page.              If your chart will print on multiple pages, click this button to view the previous page. This button is enabled only after you've clicked Next Page.             This button indicates your chart can print on multiple pages. Click Next Page to see a page preview. After you have clicked this button, it reads Two Page. Click to return to the single page preview.             If your chart will print on multiple pages, this button enables you to see two pages at a time in the preview window. This button is enabled only after you have click Next Page. After you have clicked this button, it reads One Page to return to the single page preview.              This button closes the Wall Chart Style Print Preview window. Print Preview Icons

30. 30The Book Style printing option is most useful when printing a chart that contains more than 2 reporting levelsPrint Preview Book Style

31. 31Book Style Print Settings

32. 32Print Preview Book StyleBook style print preview illustrates how each bureau or division will appear on it’s own page within the bookBook Style printing option will also print an index identifying where each organization is located within the chart by page number.The Print Preview dialog opens and the chart displays as it will print on each page. The top pane displays thumbnails of each page. The lower pane displays the selected page. The Book Style Print Preview enables you to format individual pages. Each page is displayed in a thumbnail.

33. 33GROUPS IN ORG PUBLISHEROrgPublisher's grouping feature works along with the search feature to deliver filtering capabilities within the chart, as well as, a list of results of all records matching the filter. The search criteria can be saved as a group for use again or as the start for additional filtering analysis. By applying a group to a chart, only the names of people meeting the criteria will be displayed within the chart.

34. 34My GroupsMY GROUPS – Lists are generated based on User defined criteriaExample shows grouping based on Job Long Name Field identifying any position within the chart with a Job Long Name that contains “Human Resource Analyst”

35. 35Creating a New GroupUnder the My Groups Tab, click on the “New Group Definition” icon

36. 36The Group Editor dialog will openType in the new Group Name.Select group for the Search Field criteria.Select In group from the Compare options.Select the group to be used for the Value. Click the Add button. The new group information shows in the records pane.Select the And/Or condition to use in the search.Select the additional search criteria, for instance Female, as in the sample to the left.

37. 37Simple group definition looking for employees with 25 or more service years. Employees that meet this criteria will be identified by the “smiley face” icon on the chart.Click on “Search Now” to display list of all employees who meet the selected criteria. A count of “people found” will display at the bottom of the dialog box. Example shows 13,081 employees with 25 or more years of service years.

38. 38Example of more complex search criteriaExample is looking for employees who have a “Job Review Date” between 01/01/2006 thru 12/31/2006 in Persa Area 15, excluding records with no Job Review Date.

39. 39Directory View Save OptionsMy Groups search results may be saved as a new group

40. 40Directory View Save OptionsNewly saved group

41. 41Export/ Import Group

42. 42Export/ Import Group

43. 43Searching within a ChartUsers can search by any data field available in the org chart by selecting the “All Fields” tab. The search above shows results for any position that contains “human resource analyst” . Search results will display in “List View”.Additional Search Option from this dialog box include:NEW SEARCH: BEGINS NEW SEARCHADD TO LIST BELOW: SEARCH USING ADDITIONAL CRITERIA AND APPEND TO LIST BELOWSEARCH WITHIN LIST BELOW: SEARCH WITHIN QUERIED RESULTS

44. 44CREATING GROUPSTo create new “My Group”, select the New icon under the “My Groups” tab in the Search Dialog box

45. 45The Group Editor dialog will open. Type in the new Group Name. Select group for the Search Field criteria.Select In group from the Compare options. Select the group to be used for the Value. Click the Add button additional lines of criteria. Select the And/Or condition to use in the search.

46. 46EXAMPLE OF CRITERIA IDENTIFYING EMPLOYEES IN PERSA AREA 81 WHO HAVE 30 OR MORE YEARS OF SERVICE

47. 47ICONS CAN BE USED TO IDENTIFY GROUPSICONS CAN BE VIEWED ON ORG CHART

48. 48Searching within the Chart ViewUse the Search icon to search from within the Chart View

49. 49Search within a ChartIt enables users to search chart information and create their own Groups or List View.The Search View is style specific, and opens within the List View and displays the same columns shown in the List View. The Search View displays everyone in the chart or a selected section of the chart or group.

50. 50Search within a ChartUsers can search using standard search tabs by employee name, job title, box title.

51. 51Saving a Chart for Viewing Purposes OnlyFrom the Directory View, locate a position and right click and select “Go to Person in Chart”.From the Chart View click the Save icon and “OK” to save the chart using the OrgPublisher Personal Edition.

52. 52Name and save the chart to your Desktop or to a Local File. The chart can also be saved to a Shared Drive to be used by anyone who has the OrgPublisher installed on their pc.User will be prompted to either open the chart in OrgPublisher by selecting “Yes” or saving it for later use by selecting “No”Saving a Chart for Viewing Purposes Only

53. 53The chart will save to the OrgPublisher in View Mode. The chart is not editable and can not be manipulated while in View ModeWhen editing a chart use Build Mode. All Chart Tools are enable in Build Mode. To change from View Mode to Build Mode by clicking on the Build Mode icon. Editing a Chart

54. 54Editing a ChartWhen in Build Mode all data assigned to positions are visible.Use Compact Mode to minimize box size when editing charts. When using Compact Mode , only the name fields display for ease in adding and deleting positions

55. 55Insert Tool BarBox with PersonInsert BoxInsert PersonInsert Box with Open PositionInsert AssistantInsert JobPositions can be added or deleted using drag and drop functionality.The first component you insert, would be an Box with a person. Boxes are the basis for other components e.g. positions, persons and open positions. Boxes have to be inserted in the charts, before other components can be added.There are four kinds of boxes: Normal box with or without person and position, Partner, Assistant, and Staff Function.Insert PartnerInsert Box with Open PositionEditing a chart

56. 56Click on the Planning button and select Create new planning chart.Creating a Planning Chart

57. 57Select Create new planning chart. The Create New Planning Chart dialog opens. The dialog will note where the planning chart begins, such as "This chart will include boxes from (name) and down." Creating a Planning Chart

58. 58Type a name for the chart if you do not want to accept the default. The planning chart name defaults "OrgPlan for" and names the top person in the chart, as well as the name of the original chart. If not already enabled by the chart administrator, you can select the Password protect this chart check box to require typing a password whenever the chart is opened. Type the Password then Retype password. If you want a shortcut to the planning chart to display on your desktop, select the Create a shortcut to the chart on my Windows desktop check box. Click Create and edit chart. The browser opens the planning chart with the Insert toolbar, the Generate a change report, and email buttons enabled. The planning chart saves to the folder specified when the original chart was published. PluginX planning charts can be saved to the local hard drive or the web server.

59. 59The Planning chart will open in a different browser window. Editing a Planning Chart

60. 60Editing a Planning ChartYou can edit charts by: Moving and chart components Updating chart information Deleting chart components Undoing changes

61. 61Saving Planning ChartSave chart by clicking on the save icon.End Users can save notes and revision history each time the chart is revised and saved.

62. 62Generating a Change ReportChange reports show the differences in a chart from one point in time to another. From within the Planning Chart, select Report from the menu and click Generate change report from the options list. You can also click the Generate a change report button in the tool bar.

63. 63Generating a Change ReportThe browser displays a basic HTML report that summarizes the changes made in the chart using Before and After columns, as well as the Change percent.                            

64. 64Chief Counsels and IT Staff In order for Agencies to view their Chief Counsels and IT Staff now that they report to OGC and OIT, they must be shown as reporting to the Department because they have no place in the Agency chart. If you view the Statewide chart, they are shown as reporting to OGC and OIT.

65. 65Help Resources and User ManualAdditional help with creating, formatting and revising Planning Charts is available by clicking on the icon or going to http://www.aquire.com/support/howto/howto.aspx?id=menu15You may also contact Ashley Fought or Karen Smith at (717) 787-8001.*Please be sure to fill out the Feedback Form. This is a new course, and we appreciate all of your opinions and suggestions! Thank you.

66. 66Exercise # 1Create a Group of all Non-Civil Service Open Positions in Budget Contract Type SS. Create a Group of all SS Positions that have been open for 60 days or longer.Create a Group of all SS Positions in Pay Scale 9 with 25 years of Service or more.

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70. 70Exercise # 2Send your reports to Excel and email them to yourself or a co-worker. Export GroupImport Group

71. 71Sample of Group

72. 72Group in ExcelYou can use the regular functions of Excel to manipulate your data.

73. 73Export a Group: Use your Export Icon

74. 74Select the Group you would like to export by a check mark.

75. 75You may select where you want the document to go.

76. 76Find your document, then attach your document in an e-mail.

77. 77Import a Group: Use your Import Icon.

78. 78Use your Browse to find the document.

79. 79Last letters are going to be .ocg

80. 80Click the Import button

81. 81Import Successful

82. 82Exercise # 3Create a Planning Chart and add a unit with a supervisor and 3 subordinates. Send it to yourself or a co-worker. Send the chart to Power Point to show the proposed chart.

83. 83Find Your Name in Org Publisher:

84. 84Go to “Person in Chart”

85. 85Click on the Planning Button; Create New Planning Chart

86. 86You can re-name or keep the name the same. Select the create and edit chart.

87. 87Now the chart has opened into a new window and is on your desk top.

88. 88Insert Tool BarBox with PersonInsert BoxInsert PersonInsert Box with Open PositionInsert AssistantInsert JobPositions can be added or deleted using drag and drop functionality.The first component you insert, would be an Box with a person. Boxes are the basis for other components e.g. positions, persons and open positions. Boxes have to be inserted in the charts, before other components can be added.There are four kinds of boxes: Normal box with or without person and position, Partner, Assistant, and Staff Function.Insert PartnerInsert Box with Open PositionEditing a chartNow you can use your Editing Chart to add positions to your Organization

89. 89Send Chart to PowerPoint

90. 90You have the option to print from Wall or Book Style: Refer to slides 37-43 on best practices for printing.

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92. 92The chart will appear in your PowerPoint Presentation you have opened. Note: You can not manipulate the data.