Departments¶

Departments represent organizational units within your companies. Use them to track headcount metrics, allocate costs, and define audiences for applications. Departments are linked to companies and can have year-by-year headcount data.

Getting started¶

Navigate to Master Data → Departments to see your department list. Click New to create your first entry.

Required fields: - Name: The department name - Company: Which company this department belongs to

Optional but useful: - Headcount: Number of employees (tracked by year) - IT Users: Number of IT system users (may differ from headcount)

Tip: Import departments from your HR system to ensure alignment with organizational structure.

Working with the list¶

The Departments grid shows all departments with their headcount metrics.

Default columns: - Name: Department name (click to open workspace) - Company: Parent company - Headcount (Year): Employee count for the selected year (click to edit) - Status: Enabled or Disabled

Additional columns (via column chooser): - Created: When the department was created

Year selector: Use the Year field in the toolbar to change which year's headcount is displayed.

Status scope: Use the Enabled/Disabled/All toggle to filter by status.

Actions: - Year selector: Switch the displayed headcount year - New: Create a new department (requires departments:manager) - Import CSV: Bulk import departments (requires departments:admin) - Export CSV: Export to CSV (requires departments:admin) - Delete Selected: Remove selected departments (requires departments:admin)

The Departments workspace¶

Click any row to open the workspace. It has two tabs:

Overview¶

The Overview tab captures the department's identity.

What you can edit: - Name: Department name - Company: Parent company (links to Companies master data) - Status: Enabled or Disabled - Notes: Free-form notes

Details¶

The Details tab manages year-by-year metrics.

Year selector: Choose which year to view/edit at the top of the tab.

Metrics per year: - Headcount: Total number of employees in this department - IT Users: Number of users with IT system access (for user-based allocations)

How it's used: - Headcount feeds into audience calculations for applications - IT Users count is used when allocating costs by "IT Users" method - Both values appear in chargeback calculations

Tip: Update metrics annually during your budget planning cycle.

CSV import/export¶

Keep departments in sync with your HR system using CSV.

Export: - Downloads all departments with current year metrics

Import: - Use Preflight to validate before applying - Matched by department name + company name - Can create new departments or update existing ones

Required fields: Name, Company

Optional fields: Headcount, IT Users, Status

Notes: - Use UTF-8 encoding and semicolons as separators - Headcount values are year-specific—imported values apply to the current year

Tips¶

Match your org structure: Mirror your HR system's department hierarchy for consistency.
Update headcount annually: Set a reminder to update department metrics during budget planning.
Use for allocations: Department headcount drives cost allocation calculations.
Disable don't delete: When departments are reorganized, disable old ones rather than deleting to preserve historical data.