9.2 Creating New Departments

Purpose: Use this document as a reference for creating Departments 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 HR Central Config VW
  • ZD HR Local Config Vw
  • ZD_HR_VIEW_ORGANIZATION_CFG
  • ZZ HR Local Configuration
  • ZZ_HR_MAINT_ORGANIZATION_CFG

NOTE:  To view the present department structure/tree:
Role: ZD Tree Viewer (can be assigned by college Local Security Admin)
Navigation: Tree Manager > Tree Viewer

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Advisory: Only users with the access to the Set Up HCM menu may create departments. Contact your local Security Administrator for assistance. 

Creating New Departments

NOTE:  Anytime a new HCM department is created, the department has to be added to Department Security Tree in order for the users to access details that the department is linked to such as positions etc.,

  1. Please login a request with our PeopleSoft Security team via the SBCTC Helpdesk.
    1. HR departments are to be numbered 98500 and greater.
    2. The effective date of the department(s) created need to be equal to or pre-date the effective date of the college specific security tree.  If you have questions on the existing tree effective date, please check with the HCM support team by submitting a ticket to the SBCTC Helpdesk or Navigate to: Nav Bar > Tree Manager > Tree Manager, search for DEPT_SECURITY and view the tree effective date for your college SETID.
  2. Then the Finance Team will need to be notified (after the tree has been updated, assign the ticket to the Finance Support Team).  

Navigation:  Set Up HCM > Foundation Tables > Organization > Departments

  1. The Departments search page displays.
  2. Select the Add a New Value tab.
  3. Enter the appropriate Set ID.
  4. Enter the desired Department Number (10 characters maximum).
  5. Select the Add button.
  6. The Departments page displays.
  7. There are two (2) tabs on this page. The default tab displayed will be the Department Profile tab.
  8. The Effective Date will default to today's date, this needs to be changed.
  9. NOTE: Departments need the Effective Date to be 01/01/1901.
  10. The Status will default to Active, change if needed.
  11. Enter the department name in the Description field.
  12. Enter a Short Description.
  13. Select the appropriate Company from the drop-down menu.
  14. Select Save.
Department Profile tab

NOTE: NO DATA ENTRY NEEDED on the Comm. Acctg. and EG tab.

End of procedure.

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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