The foundation of Kronos Scheduler is the Organizational Map. It reflects where associates will work in your company.
What it is an Organizational Map?
A hierarchical depiction of the locations and jobs that represent the logical structure of a business. Jobs are associated with locations in the org map. While an org map is a timekeeping component, it is required for Scheduler.
01 | Define Suitable Location Types
Location Type is a category and the first area populate when building your Org Map. In other words, location types are the Org Map Layers. Examples of location types are region, division, state, store, area, department, job. This area should correspond to the Labor Levels and Labor Level Entries. Regarding an Organization Map a location can be physical (Cafeteria) or logistical (Home Health Care). Typically, we see companies with 4-8 are Location Types set up. You cannot delete Location Types once the Org Map is assigned to employees or a schedule.
Whenever possible you should map each Location Type to a Labor Level. One exception would the Jobs. Do not map organizational jobs/Location Types to Labor Level Jobs or Positions! (I will elaborate on this on the next section)
02 | Allocate Organizational Jobs
A common Org Map mistake companies make is creating a one to one relationship with Org Jobs to Labor Level Positions or Jobs.
In the Kronos application, a job is a role that has a static duty (Registered Nurse, Forklift Operator, Welder). We need to assign jobs to locations in the organizational map where associates work. The key word is location.
When implementing Scheduler, we must understand that the goal to schedule people in the right place independent of the where the hours get charged to (cost center). For example, in a distribution center you may have a Forklift Op 1 and a Forklift Op 2. The following could be the real-world differences and similarities between the two Labor Level Positions.
- Forklift Op 1 gets $12 per hour
- Forklift Op 2 gets $18 per hour
- Forklift Op 1 must have an active Forklift Certification
- Forklift Op 2 must have an active Forklift Certification
Based of the above information we only need 1 Forklift Operator Job for the Organization Map. Let’s call it Forklift Op. This decision benefits our scheduling structure by:
- Keeping the Org Map concise and scalable
- Enhancing coverage tracking for the job
- Separating the accounting structure (labor accounts) from the scheduling job
03 | Organizational Group and Job Transfer Sets
Organization security is essential to the balance of your schedule. Organizational Groups define the boundaries in which a manager has access to modify and view a schedule using Scheduler tools. These boundaries are Org Map based. Each manager has one entry for modifying schedules (Organization Groups) and one selection for transferring (Job Transfer Set- Manager).
Organizational Set Naming Conventions
An Organizational Set is a generic term for Org Groups and Job Transfer Sets. There are pitfalls waiting for you if your strategy for naming these is not sound.
Let’s say you have four managers in your organization for scheduling. Two managers oversee the Emergency Room and two managers direct the Maternity. Below are two approaches you could take:
One could make a case to use either the Logical Location or Physical Manager
Logical Locations Naming
- Less Org Sets to Create (Most Likely) (Pro)
- Need a Lookup Table to Map to Managers (Con)
- No New Org Set needed with Manager Turnover (Pro)
- Many Org Sets to Create (Con)
- Assignment to Managers by Person Name or Employee ID is simple (Pro)
- New Org Sets needed with each Turnover of Management (Con)
Job Transfer Sets
Job Transfer Sets contain the set of organizational jobs that are valid for transfers
- Job Transfer Sets for Employees – the set of jobs to which an associate can transfer his/herself
- Job Transfer Sets for Managers – Consists of locations and associated jobs that managers use to transfer employees.
Labor Level Sets and Labor Transfer Sets
Labor Levels Sets are a group of Labor Level Entries that represent cost centers where hours are tracked. This security feature is not for scheduling but are tied to TimeKeeper.
Labor Transfer Sets are assigned to managers to limit components in which an employee can transfer to. (TimeKeeper). There are also employee level transfer sets as well.
04 | Effective Dating Dependencies
All Org Map changes are tracked and effective-dated. You can perform changes effective today or a future date. No changes can be made to an Org Map in the past.
05 | Future Considerations
Keep in mind that the Organizational Map and Jobs will be a continuous process based on the nature of business:
- Closing of Locations
- New Divisions or Departments
- New Jobs Added and Deleted
- Mergers and Consolidations