This document provides HR Partners (HRPs) directions on how to find and view supervisory organizations and org charts in Workday.
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· Supervisory Organizations group workers into a management hierarchy. All faculty, other academic appointees, staff, students, temporary/seasonal, and contingent workers must be hired into a supervisory organization.
· This document is applicable exclusively to those supervisory organizations that the HRP can access. If the HRP does not have a role associated with a particular supervisory organization, that organization will not be viewable in Workday.
· Depending on the HRP’s role access, some of the features discussed in this document may not be available. If a change in role access is required, please contact the F&A Knowledge and Support Center at (773) 702-5800, or submit an Ask a Human Resources Question request.
1. Log into Workday using your CNetID and password.
2. Find the supervisory organization by typing in the prefix org: and the name of the supervisory organization in the search box at the top of the screen, and then press the Enter key. A list of results associated with the search criteria will populate. Select the desired result.
a. While typing in the name of the supervisory organization, suggested organizations display underneath the search box. The desired supervisory organization can be selected from these options.
b. For details on how to use prefixes, review the Workday Search Prefixes Knowledge Base Article.
3. When the desired organization has been selected, the Supervisory Organization profile screen will appear.
a. The following information will be displayed in the section immediately below the organization’s name:
i. The Type of organization.
ii. The Organization ID.
iii. The Superior Organization, which is the organization that is higher in the hierarchy.
iv. The Subordinates, which are organizations that fall under the supervisory organization in the hierarchy. Subordinate organizations may also have their own set of subordinate organizations, creating a multi-level hierarchy. If a supervisory organization has more than five subordinates, this field will be labeled as Subordinates (first 5).
b. The Details tab will show general information about the organization, such as the Availability Date, Type, Subtype, Code, Visibility, Top Level, Superior organization, Subordinates, and Primary Location (if one has been designated).
i. The Subordinates field displays up to five supervisory organizations. If there are more than five, a (+) More (#) hyperlink will appear at the bottom of the list. Select this link to view the full list of subordinate supervisory organizations.
c. The Members tab will show all individuals who hold a position in the selected organization, including their names, worker IDs, phone numbers, emails, and locations, provided this information is available.
d. The Staffing tab displays any open positions within the organization that are currently available to be filled, including those with or without job requisitions. It also shows any in progress position or requisition actions. If there are no open positions or in progress actions, this tab will not be visible.
e. The Unavailable to Fill tab will display all positions that are in a closed or frozen status, any positions that are scheduled to be filled on a future date and positions that have an Availability Date in the future. Positions listed in this tab will not be available for HRPs to act on. If there are no unavailable positions, the tab will not display.
f. The Roles and Security Groups tabs will show everyone with any kind of role on this organization, including Managers, HR Partners, Budget Partners, etc.
g. The Organization Assignments tab will display the default organization assignments for the selected supervisory organization, if any. These may include elements such as Company, default Chart of Accounts (COA) segments (Cost Center, Program, Fund, Activity, Purpose, Entity, and Site), Affiliated Organization, among others. These default assignments will automatically populate the Change Organization Assignments task when creating positions in this organization.
4. To view an interactive org chart of the supervisory organization, select the Related Actions icon (the icon made of a small rectangle with three dots in the middle) to the right of the organization’s name at the top of the screen. Hover over Organization, then choose Org Chart.
a. Alternatively, the org chart can also be accessed directly from a worker’s profile by selecting the Team icon, located just below the worker’s name and title on the blue menu on the left side of the screen.
i. The org chart is displayed in a tree format, representing the supervisory organization hierarchy. This includes both the superior supervisory organization and its subordinates.
ii. Supervisory organizations are shown in boxes highlighted with a blue stripe at the top. The supervisory organization’s name appears above the box, and the name and primary position of the person assigned the Manager role is displayed within the box. The supervisory organization’s primary location appears at the bottom.
1. A small blue circle with a number indicates the total count of subordinate supervisory organizations, workers who are members of the supervisory organization, and open positions within it. If none are present, the blue circle will not appear.
iii. Workers are displayed in boxes without a blue stripe. Each box shows the worker’s name, job profile, and location.
iv. Open positions also appear in boxes without a blue stripe. These boxes display the position number and title.
v. If a person is both the manager of a supervisory organization and a member of its superior organization, their name will only appear once in the org chart, in a box with a blue stripe.
vi. If a worker manages more than one supervisory organization, their name may appear multiple times in the org chart. When a worker is the manager of both a superior supervisory organization and one or more of its subordinates, it may appear as though they are reporting to themselves.
1. In such cases, an Information icon (a lowercase “i” inside a circle) will appear in the box. Selecting this icon opens a panel on the right, listing all supervisory organizations the worker manages (including inherited organizations, if that option is selected), as well as the supervisory organization the worker is a member of (this record shows the supervisory organization's name and its assigned manager).
vii. For employees with multiple positions, the Information icon will also appear. Selecting it opens a panel showing all supervisory organizations the worker is a member of based on their positions. A dropdown under the employee’s name allows filtering by all positions or a specific position. Each entry shows the supervisory organization’s name and manager.
viii. When reviewing the org chart, be cautious when identifying a worker’s manager. The manager is not necessarily determined by the relationships shown in the org chart, which reflect the hierarchy between superior and subordinate supervisory organizations. A worker’s manager is defined by the Manager role assigned to the specific supervisory organization the worker is a member of, not by the supervisory organization hierarchy itself.
1. To confirm who is listed as a worker’s manager, it is best to navigate directly to the worker’s profile, where this information is clearly displayed.
ix. The Customize Chart View button, located in the upper left-hand corner of the Org Chart (Org View) screen, can be used to filter the chart. This includes options to show or hide contingent workers and/or open positions.
x. Navigate through the organizational hierarchy by selecting the Up Arrows to view superior organizations or the Down Arrows to view subordinate organizations. In the top right corner of the screen, the names of managers for superior supervisory organizations will appear. Selecting a name allows navigation upward in the hierarchy.
xi. To export the org chart to an Excel, PDF, or PowerPoint file, select the Print icon situated on the right-hand corner of the Org Chart screen.