Department Management

Overview

The Department Management menu displays all department data used to manage the company's organizational structure. This feature allows you to configure the department hierarchy from the directorate level, divisions, down to departments with parent-child relationships.

Page Navigation

The Department Management page is located within the menu: Dashboard » Business Organization » List.

Department List View

This page displays a table with the following columns:

• ID - Unique department code
• Name - Department name
• Parent - Parent department (if any)
• Type - Department type (DIRECTORATE, DIVISION, DEPARTMENT, etc.)
• Status - Department status (Active/Inactive)

Department Data

Here are examples of registered department data:

Total Data: 1–5 of 5

Summary Information

At the top of the page, there is summary information on the number of available departments.

• Department: 7 (total registered departments)

Add Button

An Add button is available to add a new department.

• Click the Add button to open the form for adding a new department.

Hierarchy Structure

Department data is displayed with indentation to show parent-child relationships:

Department Form

The Department Form is used to add or edit department data.

Form Components:

How to Fill Out the Department Form:

1. Code
   • Enter a unique department code.
   • Example: RUI, HC&GS, HRO, SPC
   • The code must be unique and cannot be the same as another department.
   • Use capital letters and hyphens if necessary.
2. Name
   • Enter the full department name.
   • Example: Radiant Utama Interinsco, HC & GS Division, HR Operation Department
3. Type
   • Select the department type from the dropdown.
   • Example: DIRECTORATE, DIVISION, DEPARTMENT, SECTION, UNIT
4. Parent *
   • Select the parent department from the dropdown.
   • For the highest level (Directorate), leave it blank.
   • For a Division, select the appropriate Directorate as the parent.
   • For a Department, select the appropriate Division as the parent.
5. Status
   • Check if the department is active and can be used.
   • Leave unchecked if inactive.
   • Active departments will appear in the selection when filling out employee data.
6. Click Save to save the data.
7. Click Cancel to cancel.

Adding a New Department

Adding a New Directorate

1. Click the Add button.
2. Fill in Code (e.g., FIN).
3. Fill in Name (e.g., Finance Directorate).
4. Select Type: DIRECTORATE.
5. Leave Parent blank.
6. Set Status (check for active).
7. Click Save.

Adding a New Division

1. Click the Add button.
2. Fill in Code (e.g., FIN-ACC).
3. Fill in Name (e.g., Accounting Division).
4. Select Type: DIVISION.
5. Select Parent: The appropriate directorate (e.g., FIN).
6. Set Status (check for active).
7. Click Save.

Adding a New Department

1. Click the Add button.
2. Fill in Code (e.g., ACC-PAY).
3. Fill in Name (e.g., Payable Department).
4. Select Type: DEPARTMENT.
5. Select Parent: The appropriate division (e.g., FIN-ACC).
6. Set Status (check for active).
7. Click Save.

Editing Department Data

To edit existing department data:

1. Find the department you want to edit from the list.
2. Click the Edit icon on that department's row.
3. The edit form will open with the data already filled in.
4. Change the necessary data (Code, Name, Type, Parent, Status).
5. Click Save to save the changes.
6. Click Cancel to cancel.

Deleting Department Data

To delete department data:

1. Find the department you want to delete from the list.
2. Click the Delete icon on that department's row.
3. Confirm the deletion in the dialog box that appears.
4. The department data will be permanently deleted.

Usage Tips

1. Use consistent codes - Create a standard code format, for example:
   • Directorate: 3 letters (FIN, HRD, MKT)
   • Division: 3 letters + dash + 3 letters (FIN-ACC, HRD-REC)
   • Department: 3 letters + dash + 3 letters (ACC-PAY, REC-SOU)
2. Pay attention to hierarchy - Ensure the parent-child structure is logical and matches the organizational structure.
3. Use the correct type - Differentiate between DIRECTORATE, DIVISION, DEPARTMENT, SECTION, UNIT as needed.
4. Use full names - Use descriptive names for easy understanding.
5. Activate only those in use - Deactivate inactive departments to avoid confusion.
6. Document the structure - Create an organizational chart to facilitate understanding of the structure.
7. Review periodically - Evaluate the organizational structure regularly.

Example Organizational Structure

RUI (Radiant Utama Interinsco) DIRECTORATE ├── HC&GS (HC & GS Division) DIVISION │ ├── HRO (HR Operation Department) DEPARTMENT │ └── RUI-GS (General Services Department) DEPARTMENT └── Other Divisions...

SPC (Supraco) DIRECTORATE └── Divisions and Departments...

Troubleshooting

Cannot add a new department

• Ensure the Code and Name fields are filled.
• Check if the Code is already in use.
• Ensure Parent is filled in correctly (except for the highest level).

Cannot delete a department

• Check if the department has children (departments under it).
• Ensure no employees are registered under this department.
• Delete or move the children and employees first.

Parent does not appear in the dropdown

• Ensure the parent has been created and its status is Active.
• Refresh the browser page.
• Try searching for the parent using keywords.

Hierarchy structure is not tidy

• Check the indentation in the list view.
• Ensure parent-child relationships are connected correctly.
• Edit if there are relationship errors.

Failed to save the form

• Ensure the code is unique (no duplication).
• Check the internet connection.
• Try using a different code.

Next Steps

• Area Management
• Position Management
• Employee Database
• Job Grade