When submitting requests to review, create, or update positions, it is important to include official updated organizational charts (org charts) to Peopleadmin (PA7) actions. Org charts provide insight into the structure and organization of a team, unit, department, college/division, etc. and convey organizational context and relevant information that is difficult to incorporate into the text of a job description. Org charts are used by the University for a variety of purposes including job analysis, classification, organizational assessments, equity assessments, evaluating reduction-in-force proposals and ADA accommodations, and more.
Guidelines for Official Org Charts
The following items should be present in an official organizational chart:
- Employee Name: Employee name (or “Vacant”) as it appears in Peoplesoft (the HR System) – you can include nicknames in parentheses …for example: John (Johnny) Doe.
- Working Title (optional): Working titles may be included and are recommended, but not in place of the classification title.
- Position Title: Official EHRA & SHRA classification or title. For SHRA positions, the career band level should also be included (Contributing, Journey, or Advanced)
- Position Number: The full 8-digit position number.
- Position/Employee Type: The position/employee classification (i.e. EHRA, SHRA, Temp, Post doc, etc.)
Administrative Support Specialist – Contributing
Additional items may be helpful in some cases:
- FTE: Especially for positions less than 1.0 FTE.
- 9-month or 12-month appointment: Especially for organizations that have a mix of appointment types.
Always label and title the Org Chart with the College/Division, Department, and Unit and note the ‘Last Updated Date’ on the document.
Reminder: Each relevant organizational chart should be updated when there is a change in the organization including employee and position changes.
Guidelines for Public/External Org Charts
For external-facing org charts (i.e. org charts that may be published to the web or shared with external entities), the same level of detail is not required or necessary. In general, it is often best to include only basic position information on external-facing org charts. For example, many external facing org charts only provide the working titles to demonstrate an organization’s structure and reporting relationships; some only include unit names (and not positions within a unit); and some may include employee names if necessary. There are no set standards for external-facing org charts; but consider the use for the org chart when modifying your official org chart and only include the relevant information.
Org Chart Software
At this time, there is not University-wide standard software that you are required to use in order to create an org chart. Some widely-available programs that you can use to create org charts are: PowerPoint, Visio, Publisher, Excel, and Word. Regardless of program used to create the org chart, the org chart should be converted to .PDF or a picture file so that it can be viewed by widely-available programs.
If you have questions about org charts, reach out to your College/Division HR office or your Classification & Compensation Consultant.