Appogee HR: Introduction to ADUs

If you are only an Appogee Leave customer, then please refer to the AOUs documentation here: Appogee Leave: Introductions to AOU's

Please note that activating ADU's within Appogee HR will also enable AOUs in Appogee Leave.

Contents

  1. What are ADUs?
  2. Why use ADUs?
  3. ADU Concepts
    1. Example ADU structure
  4. Setting up ADUs
    1. Appogee HR: How to enable/disable ADUs?
    2. Appogee HR: How to assign an ADU Manager?
    3. Appogee HR: How to move data between ADUs?
  5. User Registration & Activation
  6. Company Documents
  7. Checklists
    1. Checklist templates
  8. Notifications
    1. Appogee HR: Notifications

What are ADUs?
ADUs in Appogee HR refer to “Appogee Divisional Units”, and are a way to segment data into divisions, allowing you to delegate administrative tasks such as configuration of Employees, Teams and Company Documents to specific Users.

Please be aware that ADUs are referred to as AOUs (Appogee Organization Unit) in Appogee Leave. Any changes made to ADUs in Appogee HR will be reflected in Appogee Leave.

Please note that in order to provide minimal impact to smaller organizations, ADUs are disabled by default, and need to be enabled if you wish to take advantage of them.

Why use ADUs?
ADUs are useful for larger companies comprising of different divisions which operate independently from each other from a HR perspective, whilst still allowing data access and management across divisions for more senior personnel.

ADUs can add extra complication to the management of your HR data in Appogee HR. Because of this, ADUs are not recommended for small companies.

ADUs are often used for international companies, where offices operating in different countries require separate HR Management. In these cases, there might be HR Managers responsible for the employees within a particular country, and a global HR Manager responsible for all employees within the company.


ADU Concepts
ADUs can be enabled from the Configuration page of Appogee HR. To enable ADUs, an existing user with the HR Manager role must be delegated with the ADU Manager role. More information on how to enable/disable ADUs can be found here

The ADU Manager role allows users to manage ADUs, including creation / deletion, and the ability to move data between ADUs. ADU Managers have access to all data in Appogee HR, regardless of the ADU they are assigned. This differs from the HR Manager role, where HR Managers only have access to the data that resides in the same ADU to which they are assigned. Role management can be performed from the Users page (HR Manager > Employee Directory > Users). You can find more information about how to assign this role here.

Appogee HR allows up to 2 levels of ADU to be created. This creates a hierarchy, allowing HR Managers in a higher ADU to be able to manage data in a lower ADU. Please get in contact with Appogee Support if you wish to enable another level for ADUs

The ADU in which a user is assigned is determined according to the Team they are a member of. An easy way to think of it is that an ADU contains Teams, and a Team contains Users. As an example, consider the data structure below:

Example ADU Structure

Data Type

Name

Roles

ADU

tralliant.com

 

Team

  • Directors
 

Employee

  • james.smith@tralliant.com

HR Manager

Employee

  • jess.parker@tralliant.com

Team Manager

 

ADU

tralliant.com/france

 

Team

  • Finance
 

Employee

  • thomas.park@tralliant.com

HR Manager

Employee

  • sarah.wood@tralliant.com

Team Manager

   

ADU

tralliant.com/uk

 

Team

  • Technical
 

Employee

  • vickie.borg@tralliant.com

HR Manager

Employee

  • dom.carter@tralliant.com

Team Manager

   

ADU

tralliant.com/uk/london

 

Team

  • Sales
 

Employee

  • charlotte.watts@tralliant.com

HR + ADU Manager

Employee

  • stuart.watkins@tralliant.com

Team Manager

In the above example, our fictional company, Tralliant, has 4 ADUs.

The “root” ADU is referred to simply by the company's domain name: tralliant.com. Under this are 2 sub ADUs - france and uk. The uk also has a sub ADU of it’s own - london. The root division contains the Directors team, in which an employee, james.smith, has been granted the HR Manager role. As, james.smith resides in the root ADU, his HR Manager role filters down to the 3 sub ADUs (france, uk and london). The france ADU also contains a user, thomas.park, with the HR Manager role. In this case, thomas.park only has access to employee data with the france ADU.

Similarly, the uk ADU has an employee, vickie.borg, with the HR Manager role, but because the uk ADU has it’s own sub ADU, vickie.borg has access to employee data in both the uk and london ADUs. Finally, an employee, charlotte.watts, in the uk/london ADU has been granted with the ADU Manager role. This is a powerful role which grants access to data in all ADUs. Therefore, despite the fact that charlotte is located in a 3rd level ADU, she has access to employee data in all 4 ADUs, including the root ADU.

You can find more information about how to move data between ADUs here

User Registration & Activation
A user with the HR Admin role is able to register users into their ADU, so long as that user's email address is available, and the user is not already activated in a different ADU.

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 ADU under which they belong.

Company Documents 

Company Documents can be created in different ADUs. When a user creates a new Company Document, it is created in the same ADU in which they reside. However, if this user has the HR Manager or ADU Manager role, assuming they have access to more than 1 ADU, an option will be provided to select which ADU the Company Document should be created.

Company Documents are inherited down the ADU hierarchy. For example, a Company Document created in the root ADU is accessible to users in sub ADUs. This may be useful for company policy documents that are relevant to all employees in the company. If a Company Document is created in a sub ADU, then it is only accessible to users in that sub ADU (or, if the sub ADU has sub ADUs itself, then those too).

Note that document level security is applied in addition to which ADU a Company Document is located.

Checklists

Checklists are only available to users with the HR manager role. As only HR Managers can create Templates and assign Checklists. However, a Configuration setting on each Checklist determines if Managers can assign that Checklists.

Checklist Templates

Checklist Templates can be created in different ADUs such that they can be made available to managers on the same ADU path as them. This means, that a Checklist Template is available to users in a the same, higher or lower ADU, but not sibling ADUs.

Notifications

Notifications are inherited down the ADU hierarchy, for example notifications configured in the root ADU is accessible to HR Managers in sub ADUs and are also triggered for any employee in sub ADUs.

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