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Managing Organizational Units

overview

In a hierarchical structure, organizational units represent your business functionality, divisions, departments, etc. The Global organizational unit is generated during the installation, is the uppermost element in the organizational hierarchy, and must not be deleted. Please note that configuration items that are not explicitly assigned to another organizational unit, belong to the Global organizational unit.

Organizational units represent the organizational structure of your company. This structure can be a hierarchy and typically includes the following elements:

  • Independent organizational units (for example, subsidiaries)
  • Business and functional divisions
  • Departments
  • Groups and teams

Assignment of contracts or employees, for example, to organizational units can later be used to give the users different permissions for managing the stored data. User permissions are defined by the roles that are assigned to them individually, so the permissions are granted to or withdrawn from a role.

Organizational Units are managed in Master Data application → Organizational Structure → Organizational Units page: 

new_org_unit.png

Creating Organizational Unit manually 

  1. Go to Matrix42 Software Asset and Service Management → Master Data application.
  2. In the navigation area, click Organization Structure  Organizational Units.
  3. On the toolbar, click Add Organizational Unit. A properties dialog opens.
  4. Enter detailed information about the organizational unit.
  5. Click Done at the bottom to save and close.

General

Identification

  • Type: type of the organizational unit;
  • Name: name of the organizational unit;
  • Abbreviation: abbreviation that your company uses for the organizational unit;
  • Valid From/Valid Until: if the organizational unit will be used for a limited time only, enter the validity period here. Otherwise, leave the fields blank;
  • Status: the Inactive status is used, for example, for former organizational units that will no longer be used;
  • Description: additional information about the organizational unit;
  • Separate Company Code For Compliance Accounting: indicates whether the organizational unit has its own company code for compliance.

Responsible Users

  • Manager: person who is responsible for the organizational unit;
  • Delegate: representative of the manager.

Ownership

  • Organizational Unit: if you create a new configuration item, you can use the corresponding button to link the configuration item to the respective organizational unit. For existing configuration items, you can create a link only by clicking Change Ownership in the action pane.

Notes

  • Notes: Comments and notes of a general nature. You can edit these entries later.

Child Units

Specify the hierarchy for the child units of the organizational structure.

 

Import Organizational Units

To import Organizational Units:

  1. Go to Matrix42 Software Asset and Service Management → Master Data application.
  2. In the navigation area, click Organization Structure  Organizational Units.
  3. On the toolbar, click Import Organizational Units. The Quick Import wizard opens.
  4. Follow the instructions.

Quick import definition includes the same steps and data processing sequence as any other standard import definition. The main difference consists in the pre-defined source file structure and pre-configured mapping rules for the Quick Import definition.

Common rules to consider when editing the Import Template file:

  • Culture context of the data: when entering the text, consider the language specified in the quick import settings.
  • Not specified or ambiguous values: if no or more than one matching values are found, the value that is specified in the data source file is not saved to the system database.
  • Import processing details: a detailed report of the import processing stages is available in the Import Log Files section of the Administration application.

Explanation of the Import Template 

Field Name Explanation Maximum Character Length

Abbreviation

Alphanumeric string for the abbreviation of an organizational unit.

50

Name

Required: alphanumeric string for the name of an organizational unit.

100

Type

Organizational Unit type options available by default include:

  • Branch Office (default)
  • City
  • Company
  • Continental Zone
  • Cost Center 
  • Country
  • Department
  • Division
  • Group
  • Institute
  • Organization
  • Plant
  • Product Field
  • Project Team
  • Region
  • Representation Office
  • Sales Area
  • Section 
  • Site
  • Staff Unit

 

Description

Alphanumeric string for describing an organizational unit.

1000

Status

Status of the Organizational Unit.  Possible options:

  • Inactive: Org. Unit is imported with status "Inactive";
  • Active (default): is assigned automatically if no value is specified or the entered value was not found (does not exist in the database). 

 

Valid from Date starting from which the Organizational Unit information is valid.  
Valid until Date until which the Organizational Unit information is valid.   
Org.Unit

Possible options:

  • specified: enter the existing organizational unit abbreviation or ID that will serve as a parent Organizational Unit. The assigned organizational unit must already exist in the system.  For example, an organizational unit with the name "Office 1" is assigned using its abbreviation: OFF1.
  • not set: the default organizational unit is assigned. For example, Global.
 

Manager

Manager or Responsible User assigned to the Organization Unit. According to the pre-configured mapping rules, use the following data template:

  • Last name, First name
  • Example: Miller, Maria

 

Organizational Units Import Example  

The given example is a filled out template imported for the English (United States) [es_US] culture context of the data:

 

Successfully completed Organizational Units Import results in the following records in the Organization Structure section:

Actions

The following actions are available for Organizational Units:

  • Set Compliance Company Code: set the company compliance code;
  • Cost Saving Potential: generate the Cost Saving Potential report;
  • Financial Risk: generate the Financial Risk report;
  • License Inventory: generate the License Inventory report;
  • Change Ownership: change the commercial and regional assignment of this organizational unit by using a wizard;
  • Software Compliance: generate the Software Compliance report;
  • Import Organizational Units: import the list of organizational units from MS Excel by using the predefined import sequence and template;
  • Generic actions: 
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