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Build a Manager Hierarchy

Build a Manager Hierarchy

To build a Manager Hierarchy, follow these steps for uploading an employee file (Upload an Employee File). Please note, you must have Hierarchy turned on for your account. Speak to your CultureIQ Program Manager if you do not see these options available. 

The manager hierarchy captures the organizational relationships between managers and direct reports and relies on the employee file to have a field to identify only one manager for each employee. 

There are two key steps as part of the employee file upload to enable building a manager hierarchy: 

For more information, you can also see the Hierarchy FAQs

Helpful Terminology 

As you work with the Hierarchy tab, it is helpful to be familiar with some common terms:

Hierarchy: All work units that make up the organizational structure aligned in relationship to each other.

Hierarchy Tree: An expandable/collapsible list of the organizational work units displayed in relationship to each other (i.e., highest to lowest level units in descending order).In survey terminology the higher level (roll-to) groups are called "Parent" groups, and the lower reporting groups are the "child(ren)" groups.

Group: General term to describe a single work unit in the hierarchy.  Depending on how the organization views and defines work units, this may be an organizational break like division or department, a manager name, a locational code, or other company-defined identifier.  Each group is shown as a "node" in the hierarchy.

Select Supervisor ID

Select the field that will identify an employee's supervisor or manager. In the below screenshot it is the "ManagerID" field for this organization. It is also possible to use manager email. There is a large amount of flexibility to use any field as long as it uniquely identifies a supervisor, and there is a corresponding field for every employee in the file that links the employee to a manager so the system can build the hierarchy structure. 

Select Employee Hierarchy Identifier

The system prompts you to select the column in the employee file that identifies employees who are supervisors. The system will reference the Supervisor ID selected in the prior step to uniquely identify the manager and build the hierarchy.  For example, if your supervisor identifier is Manager ID, your unique employee identifier is going to be Employee ID.  If your supervisor identifier is Manager Email, your unique employee identifier is going to be Employee Email (Click “User Email as Identifier Checkbox”).

Once the employee file is imported, from the Employees tab, click on the Hierarchy subtab to view the Hierarchy.

From Hierarchy tab:

View Employee Information

To view more information about an employee in the hierarchy file, click on the name of the employee. Currently the employee information will display the employee's full Name, Email, Manager Name, number of direct reports, and number of people managed. 

View Direct Reports

All managers who have direct reports will have a box with a down arrow next to their name in the hierarchy tree. To view the direct reports for any manager, click the down arrow to the left of that manager, and the hierarchy tree will expand to show all direct reports. When the hierarchy is expanded to view a manager's direct reports it will remain open until it is manually closed to hide direct reports. 

Hide Direct Reports

To collapse the hierarchy tree and hide direct reports click the up arrow to the left of a manager. 

Search for Employees

To search for an employee, begin typing the name of the employee in the Search bar. The system will display a type-ahead with all employees that match the characters you have typed so far along with the employees’ email to help you distinguish between employees with the same or similar names.

View Errors in the Hierarchy File

There are two types of errors that the Hierarchy Navigator highlights: Broken Chains, and Orphans.  If any broken chains or orphans are present in your hierarchy structure, they will be listed directly at the top level of the hierarchy.

Broken chains occur when an employee is reporting to a manager who is not listed as an employee in the organization.  This manager, and their direct reports, will not be placed in the hierarchy and will be in a separate section called broken chains

Orphans are employees who do not have a supervisor ID associated with them.  As a result, they cannot be assigned to a manager in the hierarchy and are referred to as orphans. 

Unless addressed, broken chains and orphans will roll up to the top of the hierarchy only and won’t be reflected in results for their workgroup or manager.

Any broken chains or orphans issues can be addressed by uploading a new employee file with changes implemented or through the Edit Hierarchy features. 

Update in a new employee file:

Orphans: Locate any employees with a missing Supervisor ID and populate with a valid Supervisor ID (An ID that is present in the Employee ID column).

Broken Chains: Update the Supervisor ID of any employees rolling to invalid supervisors to a valid Supervisor ID (An ID that is present in the Employee ID column)

 

Update through Edit Hierarchy features:

Edit Hierarchy

Often times an employee file will have errors in the hierarchy, or organizations will want to customize the hierarchy in anticipation of creating the right data views for managers. This is possible through various options to edit the hierarchy.

Those options include the following: 

Move Employees

To move employees you need to enter "Move" mode of the Hierarchy Navigator:

  • Click on the "Move" icon of the Hierarchy menu. 
  • Once you enter Move mode your source and destination hierarchy trees will appear side-by-side with the source tree on the left and the destination on the right. You'll also notice that checkboxes now appear in the source hierarchy tree and radio buttons in the destination next to employee names. 
  • Click on the checkbox to select the employee(s) who you wish to move to a new node in the hierarchy. You can use the search box to browse and search both hierarchies independently the same way you would outside of move mode.  
  • Select the radio button of the manager in the destination hierarchy tree where you wish to move the employee.
  • Click Move Employee to execute the final move.

  

Add Employees or Open Nodes

To add employees or open nodes:

  • Click on the "Add Employees" icon of the Hierarchy menu to enter the “Add Employee” mode of the Hierarchy Navigator. 
  • Once you enter Add mode, a radio button will appear next to employees in Hierarchy Navigator and the right panel will change to provide options for adding an employee or open node
  • 1) Select Parent Location: On the left menu, using the radio buttons, select the Parent Location (group/node in the hierarchy) where the new add should appear.2) Add Employee: Select whether you are adding as an employee or an open node.
  • If adding as employee, enter Name and email address.
  • If adding an open position, enter name of open position. You would create an open position when there is an open manager position so that you can report results to this work group. 

Delete Employees

To delete employees from a hierarchy:

  • Select the red "Delete Employees" icon in the Hierarchy Navigator.
  • Select the employees you want to delete by clicking on the checkbox next to the employee(s)’ names you wish to delete.
  • Use the radio button to select whether you want to delete the employee only from the hierarchy or both the hierarchy and the employee file. Removing a participant from the employee directory will erase all record of this employee in the system and prevent this participant from receiving emails to take the survey.
  • If you select to delete a manager, the system will prompt you to select how to handle the employee and their direct reports (if they have them). Their “children” can be removed only from the hierarchy structure, or from the employee directory completely. And you can select to reassign direct reports to another employee, delete all, or replace this manager with an open position and keep all direct reports under that new open position. 
  • Once your selections are made, click on the Delete Employees button to finish the deletion.

 Considerations for updating a hierarchy

Append to list will not update the hierarchy. If you make edits to the hierarchy in the tool, you should also reflect them offline in your employee file. Our recommendation is to make the edits to the employee file and upload a new list with an updated hierarchy. 

 

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