Setting Resource Divisions, Department and Teams

Modified on Thu, 21 Sep 2023 at 12:28 PM

Divisions, departments and teams are essential attributes when managing resource data as they provide a structured framework for organising and managing resources.  


By clearly differentiating resources between divisions, departments and teams, it becomes possible to clearly track and report on efforts and interdependencies within the teams and organisation. This also helps to promote collaboration and transparency, and produce better outcomes as a result. 


This article covers how to configure divisions, departments and teams either using the user interface to the bulk edit functionality.




Setting up Division, Department and Team 


Navigate to Administration Console from the dropdown menu under your Avatar.




From the Administration Console, navigate to the User Management section of the page and select Division, Department and Team



You will be presented with the following page.




Activity TypesList of divisions that can be selected for resource/user records.  
Departments that are automatically associated to a resource/user record based on the selected division. 
Team that are capitalisable when the resource/user record is in a given department. 



To add a new division, select the Division tab and click on Add Item



To add a new department, select the Department tab and click on Add Item. You will need to select the division the new department falls under.



To add a new team, select the Team tab and click on Add Item. You will need to select the division & department the new team falls under. The Team Ref is generated by the system. 



Note that you can rename the Division, Department and Team labels (in the Project Setup configuration page) to better align with your organisation taxonomy. If the labels have been rename, the new terminology will be displayed on this page too.




Uploading division, department and team data via Bulk Edit


You can use the bulk edit functionality to create, update or delete divisions, departments and teams. 




Select Bulk Edit under the Tools menu to download the bulk edit file. The file will be empty if no existing entries have been set up. 




Once the file is downloaded, make the required changes and upload the updated file by selecting the Upload menu option.



You can find the description of the file columns in the next section. Note that the divisions, departments and teams listed in the uploaded file will replace the existing list of divisions, departments and teams. Therefore, if you need to delete a division, department or team, simply delete the corresponding row in the bulk edit file.



Bulk Edit Rules


When uploading the : 

 

  • If the Team column is the only field that is populated and is not blank, then the values for Division & Department for the resource will be applied when the file is uploaded. 
  • If the Team Ref column is the only field that is populated and is not blank, then the values for Division & Department for the resource will be applied when the file is uploaded. 
  • If both the Team and Team Ref columns are blank, all 3 values (Division, Department & Team) will not be applied for the resource record. 





Field Description


The division, department and team excel file contains three tabs. 


Division tab


Column & TitleDescription
Division IdUnique ID of the division, generated by Fluid.
DivisionThe name of the division. 
ActiveIndication of whether the division is active or not.
Delete RecordSet the value to Yes if the division should be deleted.


Department tab


Column & TitleDescription
Division Name of the division the department falls under.
DepartmentThe name of the department.
Department IdUnique ID of the department, generated by Fluid.
ActiveIndication of whether the department is active or not.
Delete RecordSet the value to Yes if the department should be deleted.



Team tab


Column & TitleDescription
Division Name of the division the team falls under.
DepartmentName of the department the team falls under.
TeamThe name of the team.
Team RefThe team reference name. Applied by Fluid based on the name of the team.
Team IdUnique ID of the team, generated by Fluid.
ActiveIndication of whether the team is active or not.
Delete RecordSet the value to Yes if the team should be deleted.





 



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