Designing a High Performance Sales Organization with OrgChart Pro

The Challenge:

A well-known company with a web/cloud-based sales application had ambitious new financial goals for fiscal year 2012. This was the driver to re-organize their sales workforce of 2500 people in a way that would position them to meet the new market demands for 2012.

Planning the new organization was not an easy assignment. There were thirty separate organizations spread around the world, the company had to factor in cultural differences and that five different languages were spoken. Each group would participate in the planning process, each designing their piece of the total organization. None of the organizations had a process for planning such large organizations; neither did any have tools to assist in the planning process. Organizational plans were all in different formats and could not be assembled into any kind of unified plan. Adding to the complexity were the technical demands of having to integrate the final organizational plan data into the WorkDay application. This was new and very complex territory for the entire company.

In summary, by the time the exercise would be completed they would need to:

  • Combine all individual workgroup plans into one uniform and cohesive plan,
  • Validate that they designed the best organization,
  • Ensure everyone was working from one common set of job titles
  • Communicate the new plan to all stakeholders, and finally
  • Automatically update WorkDay with the all new organization information.

The Solution:

For this solution OfficeWork Software’s Professional Services Group was engaged to:

  • Assess the requirements,
  • Design a set of processes,
  • Customize their OrgChart Pro visualization application to create the new organization structure.

Figure 1 – The Planning Process

The WorkDay application manages employee payroll and personnel data. WorkDay contains such information such as Employee Name, Job Title, Employee ID, Supervisor ID, Salary, and Classification.

The OrgChartPro application turns the personnel information into data-driven hierarchy/organizational diagrams that can be conditionally formatted, manipulated for “what-if scenarios”, and published to graphical or data outputs (i.e., Excel, SQL, Oracle, etc.) to give the planners a visual representation of what the organization will look like. Additionally, the OrgChartPro application performs hierarchical calculations for budget, headcount, span of control, and workforce vitality. This program was chosen because of its ease of use, flexibility and ability to work with other tools used by the company in supporting the workforce planning process.

“There were many features we liked about the OrgChartPro application, but the one that stood out in particular was the ability to easily reassign people to new managers or promote based upon simple dropdown menus. That really made our planning process easy for everyone to follow.” Director, Strategic Sales Organization

Solution Steps:

Automatic Chart Creation and Distribution

OrgChartPro was updated from WorkDay through an Excel report consisting of 55 data fields to create the workforce visualization pictured below. The organization charts were automatically created for over 2,500 employees in minutes. Each box in the chart displayed just enough data for the analysts to make the right assignments (Figure 2).

Ensuring Data Uniformity and Integrity

The company took advantage of OrgChartPro’s special dropdown fields to ensure that a common set of titles would be used by all 30 organizations. This was essential for two reasons: First it established a common set of titles and second It ensured getting data compatibility with WorkDay. To introduce any title variation would prevent WorkDay being successfully updated.

Figure 3 –OrgChart Pro Dropdown Fields Automatically Eliminate Plan Data Errors

Using the OrgChartPro’s special Enumerator field feature all users received a common predefined dropdown list of job titles, managers, and job classifications. This was instrumental in ensuring the necessary data integrity so that WorkDay could be successfully updated automatically. These dropdown fields were created automatically in the chart creation process.

Automated Distributing of Charts and Data

After the charts were automatically created the next challenge was to get them in the hands of each planning group. Fortunately OrgChart Pro’s sub-charting and distribution feature enabled the client to send each of the thirty organizations their respective charts.

Making Necessary Personnel Changes

Upon receipt each workforce analyst then filtered the top candidates for transfer, promotion or title changes. Through the use of user-configurable rules, employees with the desired profiles were easily filtered. Then using the dropdown lists (see Figure 4) the desired selections were made. Custom rule-based filters and standardized dropdown data selection was a significant factor in ensuring that all plans would be of consistent quality.

Assigning employees to a new supervisor was performed through a dropdown selection of available to supervisors. This method guaranteed valid data at the conclusion of the planning process. The example below (Figure 4) shows an employee being assigned to a new supervisor through a dropdown list of all managers in the company.

This approach made it very easy for everyone participating to understand and perform and again insured data consistency. In previous exercises they found it impossible to make the org changes without introducing data and logic errors – which are very and time-consuming to correct.

Figure 4 – Employees Reassigned to New Positions through Dropdown Selection

Validation

After completion of the workforce changes, charts were sent back to the central group who used the OrgChartPro compare utility to ensure desired changes were made correctly. The compare utility makes before and after chart comparisons automatically, showing differences record-by-record, field-by-field.

WorkDay Updates

After approval, the chart data was exported from OrgChartPro and successfully updated in WorkDay. This was possible because the data field edits were controlled in OrgChartPro. The client noted that without the expert service and the OrgChartPro tool set this would have been an extremely difficult project to coordinate. OfficeWork Software’s consulting support and OrgChartPro made the data management fast, easy and accurate.

Conclusion

In less than two weeks all 30 organizations successfully completed changes to their respective workforces and submitted their charts for the final aggregation and data validation. By using the automated features of OrgChartPro and the uniform planning process used by the client, the plan for the new organization was successfully completed and final updates were made to WorkDay and rolled out across the company.

A review of the project by the client and OfficeWork Software concluded that intelligent pre-planning, a well-designed process, and expert tool support all contributed to a successful outcome.

As a result of this engagement the client has a gained a repeatable process for any organizational redesign effort. Designing the optimal organization to support new corporate objectives is now an effective capability within the company.

About OrgChartPro and OfficeWork Software

OfficeWork Software is the developer OrgChartPro product line and provides specialized consulting services that enable organizations to better visualize and manage their workforce in a more efficient manner. OrgChartPro is available for Windows and as Microsoft VISIO add-in.

Additional information is available by contacting sales@officeworksoftware.com, or visiting us at www.orgchartpro.com and www.orgchartforvisio.com or www.officeworksoftware.com

 

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Gaining and Maintaining 20/20 Organizational Insight

A precision watch has dozens of moving pieces; each in synchronous alignment. A successful company must operate under the same principles. If goals or skill sets are out of alignment or key business decisions are made in a vacuum, the company is setting itself up for unnecessary difficulty, budget wastage and missed opportunities.

A company entity has two key intelligence assets, the data contained in an inordinate amount of spreadsheets, databases and files across the enterprise and the tacit knowledge in the skill and experience of its staff. As your company is expected to make dozens of strategic, tactical, and operational decisions every day, your long term success depends on your ability to organize and easily access information. It might be easy to find supply management figures if you know where to look, but do you know which of the many employees in your enterprise has the skill set to translate that data in actionable plans, which has the qualities to lead a project team.

The key ingredient is access to data. Data in which to make decisions, create priorities and manage performance. The second is a knowledgeable flow as to how the data is interpreted. This means having the skill sets in the right places and understanding the budget implications of certain projects and personnel moves. And in term of preserving tribal knowledge, have a proper succession plan in place.

And with most companies, its corporate intelligence is disparate and spread across many departments. In the current economy, your organization might be one layoff, termination, or resignation from losing key processes…where is that file? What are all the process steps? Where did we leave off? What do we do next, and who is qualified to undertake the project?

The answer can be as easy as a modest investment in organizational solution. More than creating static org charts, true organizational automation gives insight into resources, strategic workforce analysis, and stronger workforce visibility. Most forward thinking organizations realize the quickest avenue to continuous success is maintaining that critical 20/20 organizational insight.

 

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How does the Format Painter (paintbrush) work?

You can format boxes and create templates very easily with the Format Painter paintbrush.  Here are instructions:

http://www.officeworksoftware.com/tutorials/ocp/autosize-fp/Auto-Paint-2.html

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How do I add photos to the organization chart?

The process for adding photos to the org chart can be found in this tutorial video:

www.officeworksoftware.com/demo/ocp-photo/OCP_Photo_Attachment.html

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Analytics for OrgChart – What is this?

Here is a new tool that we have developed to make your job easier than ever in controlling the talent management and succession management processes.  

If you spend a lot of time hassling with org charts and PowerPoint in the HR/Talent Management process I highly recommends you check this out.  I have automated what normally takes many hours, days or weeks into minutes – and giving vastly superior insight into the organization. 

OrgChart automates the chart building, but Analytics automates the Talent Management and Succession Planning process. Together they provide a very powerful tool suite.

OrgChart v5 Analytics –Talent Management and Succession Planning Made Easy 

OrgChart Analytics color codes the chart automatically    OrgChart Analytics gives a quick identification of talent in the organization

Read the rest of this entry »

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How does OrgChart import data?

OrgChart can import data from just about any data source.  We have prepared a video that explains the process.

Import and Resynchronization

Test files

Be sure to pay particular attention to the formatting requirements.
Click here for instructions for importing from Active Directory / LDAP
Click here for instructions for Import from Excel
Click here for instructions for import from Oracle HR
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Is there a tutorial I can watch?

Here is an  on-line tutorial that shows the fundamental operations of the OrgChart program.  We recommend you watch this to quickly learn how to use the program.

http://www.officeworksoftware.com/demo/ocp4demo/042508b/OCP_Full_Demo_Mult.html
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What Functions Can OrgChart Perform?

OrgChart (organization chart software) is powerful tool used to create and publish professional and beautiful organizational charts, reports and directories, in minutes. Draw organization charts easily with little or no typing by importing data from your existing Outlook®, Excel® or any ODBC-compliant database. Publish results to Excel®, PowerPoint®, Visio®, Crystal Reports® and even the Web. And manage critical employee files and data with a click. The OrgChart database allows you to add fields for employee contact information, or file attachments for documents such as resumes, performance assessments, photos or image files, Web links, and more. Additional templates and step-by-step tutorials included in this great tool help you:

  • Visualize and model organizational change scenarios
  • Build and display dynamic, multilevel organization charts
  • Create employee directories and management files
  • Model and evaluate impact of organizational change scenarios
  • Provide instant on-line access to reporting structures, payroll information, security information, emergency contact information, hire dates, new hire needs, termination dates, general contact information, education, job experience, resumes, job appraisals and more.
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What Kind of Organization is OrgChart Designed For?

Short answer: Your organization! OrgChart is the fast and easy, personal desktop tool for any manager, team leader or supervisor responsible for mid-sized, small, matrix and large organizations and teams. OrgChart Corporate version can easily chart and mange up to 15,000 employees in an easy to understand format. Or you can choose OrgChart for organization of 1,000 or less, and OrgChart Standard for organization of 50 or less. OrgChart works great for all types of teams and organizations including sales teams, local and national government agencies, universities, government agencies, banks, tech companies, schools, hospitals, non-profit organizations, sports teams and more.

Example7

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What Are The Platform Requirements, Performance and Functional Scalability?

OrgChart runs on Windows® 98/Me/NT4/2000/XP/Windows 7. It has been developed for the needs of any manager or supervisor whether in mid-sized, small or large organizations, that does not wish to directly integrate their chart into enterprise systems such as Oracle HR EBS, Banner, Kronos, Lawson, SAP® or PeopleSoft®.

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How Do I Restrict Access to Confidential Information?

OrgChart can be securely contained directly on your PC. Information and files you wish to share with others can be uploaded to your corporate server, intranet or web but will still remain linked to your desktop where you will have full editing capabilities. Sensitive information, such as salaries and home addresses, can be password and filter protected to authorized users. The ability to update and change information on the chart can also be password protected or restricted to selected users.

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Can I show photos and additional information in another area beside the chart boxes?

OrgChart’s built in database allows you to access and add fields for employee contact info, or file attachments such as resumes, performance assessments, photo or image files, web links, and more, without you having to display the information with the chart boxes.

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Tell me what publishing an org chart means?

Publishing an org chart means that you have the ability to save, export, or upload your chart to your company server, network, intranet or even website. This makes it possible for you to share your created charts, reports and directories with all or a few selected employees. Simply select the directory in which you wish to save the chart and choose the file format (PDF, Power Point or Word) that you wish the chart to be viewed in. The same applies to any file linked or attached to your chart.

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What if I don’t have existing files and data to automatically build my org charts?

OrgChart is an exceptional tool for those who have no existing data and must build their charts manually from scratch. With easy to use, simple drag and drop functionality, OrgChart makes it easy for you to quickly create and publish your charts. And if you are in a rush or just don’t have the time to create your chart; our professional experts can be hired to create your chart for you. Visit our Support Services page to find out more.

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How do I get Help When Using OrgChart?

You success is our number one priority. If you encounter questions and need help, our web site and our staff are here to help you.

  • Our software contains built in context sensitive Help tools, Wizards and Tutorials, and a fully indexed Help section.
  • Free help with installation and set up is included as part of your purchase.
  • OrgChart user manuals are available for downloading at anytime directly from our website.
  • Purchase a Support Service Plan for free access to our expert staff.
  • You can call our paid support hotline at (866)331-4534 or email us at support@officeworksoftware.com.
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What formats can OrgChart publish to?

OrgChart can publish your charts, reports and directories to PowerPoint®, Word®, Web, EMF, HTML Image, Visio®, Crystal Reports®, HTML Viewer, and Macromedia Flash.

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How do I use a promotional code?

To take advantage of special promotional codes you have received, please download instructions located here.

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International, Domestic and Alliance Partners

United Kingdom / European Partner

risborrow-no-border         risborrow-msft-2

OfficeWork Software’s European and UK offices may be contacted for sales, service and consulting.
Contact OfficeWork Software / Risborrow Information Systems
8 Faraday Court, First Avenue,
Centrum 100
Burton-on-Trent
Staffordshire
DE14 2WX
UK
Phone:   044  1283 515272 or 044 7936209740
 
U.S. Partners
 
Project Estimating Tools, Process, and Service
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Quantitative Software Management
415 246 7264
 
 
Microsoft Project Management Tools and Training
PMC PMC-MS-Certms-project-07
PM Connect – The Project Management Tools Experts
831 641 0100
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How do I create an org chart by importing data from Excel?

To quickly create an org chart from your existing Excel data, download our step by step instructions located here.

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