Process to updating employee information

• Step 0.5: Create updated org chart XLS (for organizations not using org chart metadata)

• Step 1: Upload updated org chart XLS

• Step 2: Admin decisions about ‘defunct’ org chart groups

• Step 3: Upload individual employees XLS

• Step 4: Admin decides about missing employees

Step 0.5: Create org chart XLS import file (for organizations not using org chart metadata)

• For organizations not using metadata for org chart groups, the org chart structure can be extracted from the individual employee file by copying the data from the org chart data columns and pasting into the org chart import template

• Read more about metadata types here:
  Org chart metadata

Step 1: Upload updated org chart XLS

• ChangePlan system compares the existing vs updated org chart structures

• ChangePlan system generates a list of groups in the existing org chart that no longer appear in the updated org chart

Step 2: Admin decisions about ‘defunct’ org chart groups

• Option 1: do nothing
• the org chart group will be removed from all initiative data (audience, impacts, activities)
• individuals attached to that org chart group will have the org chart data stripped from their records (they are not removed and remain in the individuals list, albeit with no org chart data)

• Option 2: reallocate project data
• any initiative data the org chart group is attached to can be reassigned to an alternative group
• individuals part of that org chart group will be reassigned to that alternative group

Step 3: Upload updated individual employees XLS

• After decisions have been made about the org chart, the full individuals import file is then uploaded and processed

• If an individual’s org chart group has been changed:
• they will inherit the initiatives/impacts/activities of the org chart group
• initiatives/impacts/activities that they were attached to via their previous org chart group will no longer be attached to that individual. however → any impacts or activities that the individual was specifically attached to as an individual (rather than as part of an org chart group) will remain attached to that individual
• no changes are made to custom group membership

Step 4: Admin decides about missing employees

1. Delete employee records → individuals will be removed from their groups and all initiatives/impacts/activities

2. Leave employee record in the system → the individuals remain in the system without any org chart details, admin can subsequently reallocate the individual to an alternative org chart group