Create New Department and Update Department Name/Description
Purpose: Use this document as a reference for creating HR Departments and updating HR Department descriptions 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.
Create New Departments
Begin the process in ctcLink FSCM (Financials Supply Chain Management).
The following role is needed: ZZ GL Local Configuration.
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 option list.
- Select the Add a New Value button.
- Enter the SetID.
- Assign a Department Number. [For HR departments, use a number higher than 98500.]
- Select the Add button.
- The Department page displays.
- For HR Departments, enter the Effective Date as 01/01/1901.
- Select the Status from the drop-down menu = Active.
- Enter the Description.
- Enter the Short Description.
- Select the Save button.
When the department is created in the Finance pillar, it flows automatically to the HCM pillar. Complete the data entry fields in HCM to finish defining the department. This includes: Location Set Id, Location, Company, and Tax Location.
- Locate the new department in ctcLink HCM:
NOTE: The security role: ZC HR Dept Setup can be assigned at the college level to HR admins involved in the process of creating and/or maintaining their college specific departments in need of Correct History access.
Navigation: Menu >Set Up HCM > Foundation Tables > Organization > Departments [use Correct History mode]
The Departments - Find an Existing Value page displays.
- Enter the department's Set ID (begins with WA followed by the Company Code. e.g. WA220)
- Enter the Department number.
- Select the Search button.
The Departments page, Department Profile tab displays.
- The Set ID and Department number provided in the search criteria display in the header.
- The Effective Date, Status and Description display at the top of the Department Profile section.
- Enter the Location Set ID.
- Enter the Location.
- Enter the Company.
- Manager Type is not necessary and can be left at the default value of None.
These values: Manager Type, Manager ID, Manager Position are not used in our HR processes. Do not enter these values as they impact HR workflows adversely. - Enter the Tax Location.
- Review your entries to make sure they are correct, then select the Save button.
NOTE: NO DATA ENTRY NEEDED on the Comm. Acctg. and EG tab.
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.
- 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. - Navigate to: Menu > Tree Manager > Tree Manager, search for DEPT_SECURITY and view the tree effective date for your college SETID.
- Submit a Solar Winds ticket to the State Board to add the new department to the college DEPT_SECURITY tree under the appropriate parent node.
New departments created in Finance for use/assignment in faculty job data records DO NOT auto sync to the CS pillar. Creation and changes to these must be manually made in CS Pillar by SBCTC support staff.
To get these added to CS pillar, submit a Solar Winds ticket under the HCM Pillar, HCM/Faculty Workload space when you have a department that needs to be added to the CS pillar.
End of procedure to create a department.
Update Existing HR Department Values
There are times when it is necessary to make a change to a department name or description. A name change to a department is a college level task. The name is changed on the ctcLink FSCM page by adding a new effective dated row or in correct history mode as appropriate.
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 option list.
The Department - Find an Existing Value page displays. - Enter the SetID. (WA followed by the Company code.)
- Enter the Department Number. (HR departments use numbers higher than 98500)
- Select the Search button.
- The Department page displays.
- Depending on the situation, use Correct History if it is warranted, or insert a New Effective Dated row.
To Add a New Row, select the [+] icon in the top-right of the Effective Date section. Notice the row count incremented by 1. - Enter the new Effective Date. This should be the date for the updated department name to become valid.
- Make the necessary changes. For example, a change made to the Description field from Institutional to Organizational.
- Change the Short Description to coincide with the Description field. For example, from IstiEffec to OrgEffec.
- Review the changes and then select the Save button.
NOTES:
- No changes should be made to a part-time and/or moonlight faculty’s HR department assignment in Job Data unless faculty does not have an existing actively paying contract in Faculty Workload. Such changes are best made between terms.
- Updating of a department’s name can be done at any time.
- The new departments created in Finance for assignment to faculty’s job data records and contract creation in CS/Faculty Workload do not auto sync to CS pillar. These must be manually added by SBCTC support staff. To get these added to CS pillar, submit a ticket under the HCM Pillar, HCM/Faculty Workload space.
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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