Maintain College Organizational Trees and Inactivate Departments
Purpose: Use this document as a reference for maintaining college HR Department organizational trees and inactivating HR Departments when needed in ctcLink.
Audience: HR Administrators, HR Analysts, and/or HR Specialists
You must have at least one of these local college managed security roles:
- ZD Tree Viewer
NOTE: To view the present department structure/tree:
Role: ZD Tree Viewer (can be assigned by college Local Security Admin)
If you need assistance with the above security role, please contact your local college supervisor or IT Admin to request role access.
Maintain Department Organization Tree - Reorganization
Departmental reorganizations require a request ticket submitted through Solar Winds to the State Board.
Navigation: Menu > Tree Manager > Tree Manager
The Tree Manager - Find an Existing Tree search criteria page displays.
- Search for DEPT_SECURITY in the Tree Name criteria field.
- Enter the Set ID (this will narrow the search results and identify if there are multiple valid trees with multiple effective dates)
- If there are multiple rows in the Search Results grid, select the highest Effective Date. Otherwise, the Tree Manager page displays directly.
- The Tree Manager page for the Set ID and Effective Date displays.
- Select the Expand All link to open the full tree.
- The expanded tree displays. Review by scrolling down.
- The Print Format link sets up the page so you can send the page to the printer.
- The Export to PDF link processes the data and sends it as a PDF document to the Report Manager.
This follows the steps to run a report (Process Monitor --> Report Manager)
- Open the PDF and review.
- Use the PDF file to assist in providing instructions of how the department tree should be restructured. This can be attached to the Solar Winds ticket to State Board.
End of procedure for the department reorganization request.
Inactivate a Department
NOTE: All employees who are associated with a department to be inactivated must be moved to another active department in Job Data by inserting a new effective dated row. This must be the first day of an upcoming pay period.
Navigate to FSCM (Finance) ctcLink to begin this process.
Navigation: Menu > Set Up Financials/Supply Chain > Common Definitions > Design ChartFields > Define Values > Define ChartField Value
The Define Chartfield Value options page displays.
- Select Department from the left-side options list.
- The Department - Find an Existing Value search criteria page displays.
- Enter the Set ID.
- Enter the Department (number) and/or Description (name).
- Select the Search button.
- The Department page displays.
- Select the Add a New Row icon [+] in the top-right area of the page.
- The row count has been incremented by 1 and the Effective Date defaults to the current date.
Change the Effective Date, which must be the first day of an upcoming pay period, such as the 1st or 16th of the month. - Select the Status drop-down menu and select Inactive from the list.
- Select the Save button.
Navigate to HCM ctcLink to confirm the inactive row did sync to HCM.
Navigation: Menu > Set Up HCM > Foundation Tables > Organization > Departments
The Departments - Find an Existing Value search criteria page displays.
- Enter the Set ID.
- Enter the Department number.
- Select the Search button.
- The Department page - Department Profile tab displays.
- For the Set ID and Department number that was changed to Inactive in FSCM, also shows the sync worked and displays the same Effective Date and Status values on the HCM side.
End of procedure to inactivate a department.
Video Tutorial
The video below demonstrates the process actions described in steps listed above. There is no audio included with this video. Select the play button to start the video.
Video Tutorial via Panopto
View the external link to Creating New Departments. This link will open in a new tab/window.
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