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 Divisions, Departments and Teams 

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.

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.

Divisions

Divisions represent the highest organisational level, grouping related departments under a common strategic area or function.

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

Departments

Departments are subsets of divisions, focused on specific operational functions or goals within the broader strategy of the division.

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.

Teams

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. 

You can assign specific roles to individuals within the delivery team, including owners, facilitators, and viewers:

• Owners: Owners are the primary managers of the delivery team. They have full editing rights within the team workspace and are responsible for ensuring the team is effectively managed and allocated to the right projects.

• Facilitators: Facilitators assist owners by managing day-to-day operations and ensuring that resource allocations are updated as circumstances change. 

• Viewers: Viewers have access to the delivery team's workspace but do not have permissions to make changes. This role is ideal for stakeholders or other departments who need visibility into the team's activities without altering any data.

Setting Up a Default Rate Card

You can also set up a default rate card for the delivery team. This rate card is used to generate forecasting estimates when the team itself is allocated to a project or assigned a task. This feature is particularly useful when specific team members have not yet been assigned to a project, but there is an understanding that a resource from the team will be required. By defining a rate card, project and portfolio managers can ensure cost estimates are accurate from the outset, which supports better budgeting and financial oversight.

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

Department tab

Team tab