Appogee Leave: An Introduction to AOUs

Introduction

Appogee Leave users are structured via the Team Profile they are allocated. The Team Profile provides configuration options such as who the approvers are, and which users are managers for that team.

For smaller organizations, this works great. However, administrators for larger organizations struggle to manage such a quantity of Users and Teams.

To address this issue, we have introduced the concept of AOUs. An AOU is Appogee Leave's take on Organizational Units. We have named them AOU, which stands for Appogee Organization Unit (formerly Absence Organization Unit), so as they not be confused with other OUs, such as those found in your Google Apps domain, or Active Directory.

AOUs allow you to segment Appogee Leave into smaller organizational units, thereby delegating administrative tasks, such as the configuration of users, Team Profiles or Employment Profiles to specific users. AOUs can also be hierarchical, allowing you to delegate different users various levels of access to your data.

In order to provide minimal impact to smaller organizations, AOUs are disabled by default, and need to be enabled if you wish to take advantage of them.

AOU Concepts

In order to provide the most flexibility, Appogee Leave allows data defined at a higher AOU to be inherited down the hierarchy. This has various rules and understanding them will help you with your configuration of Appogee Leave.

There are 4 main rules to be aware of:

  • A users AOU is determined according to the Team Profile they are assigned.
  • A user can be assigned any Employment Profile from the same AOU, or any parent.
  • A user can be assigned any Virtual Team from the same AOU, or any parent.
  • The managers and/or approvers assigned to a Team or Virtual Team must be from the same AOU, or any parent.

In addition, any user can be granted the HR Admin role. The data that user will have access to will be from that user's AOU, or any Sub AOU beneath it.

As an example, consider the following structure:

Data Type AOU Level Name/Description
Root AOU 1 example.com
Employment Profile 1 Full Time
Team Profile Management 
Virtual Team  UK Staff
     
Sub AOU  example.com/technical
Employment Profile Part Time
Team Profile Development 
     
 Sub AOU 2  example.com/sales
Employment Profile Mornings
Team Profile

Inside Sales 

Virtual Team Outside Sales 
     
Sub  AOU 3  example.com/cloud
Team Profile  Cloud Development
Team Profile  Mobile Development 
Virtual Team  Mobile Cloud Project 
     

 

In the above table, we have defined 4 AOUs:

  • exmaple.com is the Root AOU, and this has 1 Employment Profile, 1 Team Profile and 1 Virtual Team
  • example.com/technical is a Sub AOU of the root. This has 1 Employment Profile and 1 Team Profile
  • example.com/sales is again a Sub AOU of the root. This has 1 Employment Profile and 2 Team Profiles
  • example.com/technical/cloud is a Sub AOU of example.com/technical and has 2 Team Profiles and 1 Virtual Team.

 Given the rules defined above, the following scenarios are possible:

  • A user assigned to the Cloud Development team will be a member of the example.com/technical/cloud AOU.
  • A user from the Inside Sales team can be assigned the Mornings or the Full Time Employment Profile, but not the Part Time Employment Profile.
  • Only users from the Cloud Development or Mobile Development teams can be assigned the Mobile Cloud Project Virtual Team, but any user can be assigned the UK Staff Virtual Team.
  • Any member from the Management, Development, Cloud Development or Mobile Development teams can be a manager of the Cloud Development Team, but only members of the Management Team can be a manager of the Management Team.

 

Enabling AOUs

Administrators can enable AOUs from the new AOU page found under the Config main menu item.

When enabling AOUs, you are asked to confirm the name of the Root AOU. This would normally be your Google Apps domain name, but you can change it if you wish. In general, it should be a name to represent your organization.

After enabling AOUs, you need to create some Sub AOUs. This can be hierarchical if desired, or a simpler approach may be to create several Sub AOUs off the Root AOU.

If desired, you can assign the HR Admin role to an inactive user, by clicking the + icon next to the relevant AOU. This will grant that user access to just the HR Admin pages for that AOU, or any below it, and all corresponding data. That user can then take responsibility for administering the data within that AOU without impacting data from other AOUs.

Please see this article on enabling & disabling AOUs.

 

User Registration & Activation

Any user with the HR Admin role is able to register users into their AOU, so long as that users email address is available, and the user is not already activated in a different AOU. Users can be registered manually via a short form, or in bulk via a CSV upload. Users with the Admin role also have the ability to sync with the Google Apps domain. After registration, the user is available for activation. A user is activated by assigning them a Team Profile and Employment Profile. The Team Profile they are assigned will determine the AOU under which they belong.

 

Moving Existing Teams

It is possible to move a Team and it's members to another AOU. This may be useful for existing users when configuring AOUs for the first time, or for general administration of the system. The option to move a team can be found from the Options menu of a Team Profile. When moving a team, the rules explained above must be kept intact. This means:

  • All team managers and approvers must be a member of the destination AOU, or any parent of. In the case where the manager is also a member of the team, this will always be the case.
  • The Employment Profiles assigned to each team member must exist in the destination AOU, or any parent of.
  • The Virtual Teams assigned to each team member must exist in the destination AOU, or any parent of.

 

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