Overview

• Updating audience records for the org chart and employees is an important maintenance function to ensure that “the map reflects the territory”.

• Having the audience information centrally updated frees change managers from each having to do this across each of their initiatives and reduces errors

• It is the responsibility of your admin user to update the audience information by following the below steps regularly at a cadence that suits their organization’s requirements (for example monthly, bi-monthly or quarterly)

• ChangePlan’s Customer Success team can support your admin with this process for the first few audience updates to ensure they understand the steps required

• During the first import, typically done during initial onboarding setup, our team will assist by analysing the data fields in your HR information system’s export spreadsheet and mapping how to align with the fields required by ChangePlan’s import templates for both the org chart and individual employees

Step 1. Populate template files with updated data

• Org chart import file: Settings > Org Chart > Set up Org Chart > Download XLSX Template
More info on the org chart import data fields

Column	Title	Note
A	ORG LEVEL 1	group name
B	ORG LEVEL 2	group name
C	ORG LEVEL 3	group name
D	ORG LEVEL 4	group name
E	ORG LEVEL 5	group name
F	ORG LEVEL 6	group name
G	ORG LEVEL 7	group name
H	ORG LEVEL 8	group name
I	ORG LEVEL 9	group name
J	ORG LEVEL 10	group name
K	ORG LEVEL 11	group name
L	NUMBER OF PEOPLE	optional, overrides a sum count of individuals in the group
M	LOCATION	text
N	REPORTING MANAGER	email address
O	INDIVIDUALS	optional, email addresses separated by commas
P	PREFERRED COMMUNICATION APPROACH	text
Q	NOTES	text

• IMPORTANT: The upload file should be set up with no individual employees data in column O as those details will be added in step 4, when uploading the individual employees file

• Individuals import file: Audiences > Individuals > Import Individuals > Download Template.
More info on the individuals import data fields

Column	Title	Note
A	FIRST NAME	required
B	LAST NAME	required
C	EMAIL ADDRESS	required, unique identifier
D	JOB TITLE	text
E	ORG LEVEL 1	group name
F	ORG LEVEL 2	group name
G	ORG LEVEL 3	group name
H	ORG LEVEL 4	group name
I	ORG LEVEL 5	group name
J	ORG LEVEL 6	group name
K	ORG LEVEL 7	group name
L	ORG LEVEL 8	group name
M	ORG LEVEL 9	group name
N	ORG LEVEL 10	group name
O	ORG LEVEL 11	group name
P	LOCATION	text
Q	EMPLOYEE ID	text
R	REPORTING MANAGER	email address
S	PREFERRED COMMUNICATION APPROACH	text
T	NOTES	text
U	CUSTOM FIELD 1	text, field can be configured in the settings area
V	CUSTOM FIELD 2	text, field can be configured in the settings area
W	CUSTOM FIELD 3	text, field can be configured in the settings area

• You may be able to set up an automated workflow (such as an Excel VBA script) to adjust the file exported from your HR system to match the ChangePlan import templates, our team will be happy to discuss this with you

Step 2: Upload org chart, review about missing/defunct groups

• IMPORTANT: The upload file should be set up with no individual employees data in column O as those details will be added in step 4, when uploading the individual employees file

• Go to the Settings page, Org chart tab

• Click on the UPDATE ORG CHART button:

• You will see the following notification:

• The system will compare the existing and updated org chart structures and generate a list of missing or ‘defunct’ groups; groups that are in the existing org chart but no longer appear in the updated org chart:

• You will then by prompted by ChangePlan UI to decide how to manage these missing ‘defunct’ org chart groups:

• You have two options:
• Do nothing
• the defunct org chart group will be removed from all initiative data (audience, impacts, activities)
• individuals attached to the defunct org chart group will remain in the system but have org chart data removed from their record
• Transfer project data
• any initiative data the defunct org chart group is attached to can be reassigned to an alternative org chart group
• individuals part of the defunct org chart group will be reassigned to that alternative group

• Once these decisions have been made, you can update the org chart after reviewing a summary table

• The system will update the org chart in the background:

Step 3: Upload individuals, review individuals not in the updated org chart

• After the org chart has been updated, the full individuals import file can be uploaded with the latest information about individual employees

• Go to the All Initiatives > Audience page, click on the import button:

• the data in the updated file will be compared to the existing individuals list

• the system uses email address as the unique identifier

• If there are individuals records that have updated data, the system will give the admin an opportunity to review records with changes and either SKIP or UPDATE the data in the existing record.

• If the admin chooses to UPDATE an individuals’ record and an individual is part of a different org chart group due to the update:
• they will inherit the initiatives/impacts/activities of the org chart group
• 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

• It is most time efficient to click ‘Do this for all duplicates’ and then UPDATE:

• System will provide you with a summary list of individuals whose details will be updated:

• ChangePlan does not delete individuals from the system automatically

• Individuals attached to defunct org chart groups that were not transferred to other groups will have had their org chart details removed

• To remove individuals with no org chart details:

• Go to the All Initiatives > Audience page > Individuals tab

• Click to export to XLS

• Open the exported file, filter by column F (org level 1) for ‘(blanks)’:

• In the Job Title column C, add a label such as “To Be Deleted” (or another clear marker)

• In the Audience page, upload the file back into the system via the Import function

• ChangePlan will match by email and update the records.

• Remove the “To Be Deleted” entries:
• Go to Audience > Individuals.
• Use the search bar to look for “To Be Deleted”.
• Increase the number of rows shown on the page (optional, to make selection easier).
• Use the checkboxes to select all matching individuals.
• Click Delete in the top-right corner.