This help guide will show you how to name the units within your organisation structure.

Contents

• Introduction
• Organisational Unit Configuration
• Organisational Unit 1 code table
• To create an Organisational Unit 1 (Department)
• To cease an Organisational Unit 1 (Department)

Introduction

You will need to establish the structure of your organisation in Ciphr. This determines the reporting groups from the smallest (lowest), Organisational Unit Name 1, to the largest (highest), Organisational Unit Name 5.

The names defined here are a system-wide setting, so they will affect many aspects of how HR looks and is used.

Organisational Unit Configuration

• Go to System > System Configuration > System Settings, then to the Organisation Groupings tab
• The screen will display the organisation groupings that have been created for your organisation

• In the above illustration, the designated name for Organisation Unit Name 1 is 'Department'
• This represents the smallest grouping of employees for your organisation and may vary from the above (eg Team, Sub-Team)
• The designated name forms the naming of the code table for the smallest grouping
   

Organisational Unit 1 code table

• Go to the following area:
  • Latest (left-hand) menu: Data Management > Code Tables
  • Pre-2025 (top) menu: System > System Administration> Code Tables
• Then select the Group - Job and Pay
• You will see a Table called 'Department', which is named according to the to the
  Organisational Unit configuration, so yours may vary depending on what it has been named

To create an Organisational Unit 1 (Department)

• Go to the following area:
  • Latest (left-hand) menu: Data Management > Code Tables
  • Pre-2025 (top) menu: System > System Administration> Code Tables
• Then select the Group - Job and Pay
• You will see a Table called 'Department'
• Click Insert New Record
• Enter a Code and the Department Name
• The Ceased field does not need to be populated when creating a new code. This would be used if the unit was no longer required, and then the code would be edited and a ceased date entered

• Cost Centre - The usual Cost Centre is selected from the pick list of options. This list is populated from the Cost Centre Code Table. The Cost Centre may be used for payroll purposes and may differ from the list of departments, but could be the same department on how your organisation wants this to be set up
• The Cost Centre is visible on the Job and Pay record for an employee and can be selected to reflect what is appropriate for the employee. There is also the opportunity to split costs across multiple cost centres
• Manager - Click on the magnifying glass icon alongside the Manager field to select the current head of this organisation group. Having selected the Manager, the Job Title field will be automatically populated
• The Location drop-down will present a list of all of the coded organisation sites. The usual location for the department should be selected, but it is changeable on an employee basis as appropriate in their Job and Pay Records
• The remainder of the fields are 'self-generating' pick lists. Typing an entry will add it to the selectable list going forward. The field names that are displayed depend on the labelling set-up in System Configuration > System Settings in the Organisation Groupings tab. They may therefore differ from the image
• Once complete, click Update

To cease an Organisational Unit 1 (Department)

• Go to the following area:
  • Latest (left-hand) menu: Data Management > Code Tables
  • Pre-2025 (top) menu: System > System Administration> Code Tables
• Then select the Job and Pay Group, and then the Department Table
• Click on the name of the code (Department) to be ended and enter the date in the Ceased field
• Click Update