Historical Department info

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  • Idea
  • Updated 4 months ago
  • Under Consideration
It would be very helpful if the system could track historical department information (the same way it can track historical supervisor information). We have employees who have (and will ) change departments. However, the department shows only a current department. If I try to run a historical report, the data from the past gets pulled with the employees current department. What I need to see is what department it was affiliated with at that time period.
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Mastronardi, Jodi

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Posted 2 years ago

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John C Findley

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We run into the same situation often and agree that historical tracking of the department is required.

Additionally, we would like historical tracking for the employee ID number. Of course, this is more specific to a user which transfers from one company to another.

Thank you
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Aashnee Kamboj, Community Moderator

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Hi Jodi,

Thank you for using the Replicon Community!

I wish to confirm if creating a User defined field called "Previous Department" or Previous Employee ID" will help you here. These User defined fields can be filled once you change the department or employee ID of a user and can also be tracked in reports. I do agree that this may not help you see a series of changes but only the last changes. But I would like to confirm as how likely will you change the department or employee ID?

Thanks,
Aashnee Kamboj
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Mastronardi, Jodi

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Hi Aashnee,

Not really. What would be ideal would be to have historical supervisors by date. Something like this:
7/1/14 - 3/31/15 Bob Smith
4/1/15 - 7/31/16 Mary Jones
8/1/16 - present Robert Morris

And then, if I run a timesheet period details report to show the time period from January 1, 2016 to January 31, 2016, the report would show the person who was the user's supervisor at that point in time, not who they report to now.

Jodi
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Aashnee Kamboj, Community Moderator

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Hi Jodi,

Thanks for the confirmation. I will have my team review this and confirm if this is something that they plan already.

Thanks,
Aashnee Kamboj
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Karen Chao, Product Manager

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Hi Jodi,

I understand the business problem. We don't have plans to work on the feature currently. Will let you know if our plans change. 

Thanks, Karen
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Olaf

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I think this should be a standard functionality. Trying to reproduce a report for past periods brings different results, when doing that by department. When you do a quarterly summary, you have diffent result than just adding the monthly reports you have issued at month end, when the department ID has changed. This is not really acceptable and always requires manual re-work or disclaimers.
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Mastronardi, Jodi

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Can you please let me know if there has been a change to your plans on this? I am currently running time reports for the past 7 months, and the data is going to be wrong, because we have had people who moved departments. So now I won't know which department actually did work on a certain project, because the employee's current department will appear in the report, not the department they were in at the time. This makes historical reporting virtually useless since I know a percentage of the data will be wrong.
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Mastronardi, Jodi

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For example, for employee Mary Smith:
7/1/14 - 3/31/15 Technology Operations dept
4/1/15 - 7/31/16 Software Development dept
8/1/16 - present Project Management dept

I need to know that the time recorded in September 2014 was worked in Technology operations, while the time recorded in September 2015 was worked in Software development.
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Karen Chao, Product Manager

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Supporting effective dates on things like department does make a lot of sense.  It is something we would like to support, but is not something we currently have a set plan to complete. 

The direction we are going with our product is to introduce new groups (Cost Center, Division, Location, and Service Center) which have been built from the ground up to support effective dates.  These handle not only the simple situations with effective dates, but also do the harder parts for getting the data security and reporting right.  Each group type can be renamed to let customers label and use each of the 4 group types in a way that makes sense to their business. Once groups are fully rolled out across the whole application, Employee Type and Department will be converted into groups so that they can get all the same effective date and data access functionality as groups.  Currently groups have been added to most of the app, but there is still a ways to go.  The main part missing groups are projects which only supports department.

For your case with wanting effective date on Department, I would recommend seeing if groups can be used instead.  
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Olaf

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Hi Karen,

just to better understand your proposed solution:

I will be able to set up e.g. different department "groups" and will be able to assign employees to these groups for certain time periods? Replicon will then track the dates an employee has been assigned to that group or I can manually define effective dates for the assignment?
When filtering for a certain department group, the report will consequently only report data for the period the employee is recognized as "assigned" to that group?
If so, could you please give us a little more details on what "still a way to go" would mean in terms of months?
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Karen Chao, Product Manager

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Yes that is correct. I don't have a timeframe at this point. 
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Lo, Wai

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This would also be an essential business requirement for us. 

We have staff move departments through promotions, restructuring and contractors that have become permanent company staff (affecting employee type).  So historic reports are now incorrect.

We are reliant on the data to report on monthly but also for each financial year, this will obviously cause us a huge problem and a lot of manual correction.

I am currently using groups but still see how to define the effective date from.

Please can you advise how to retain historic data for department, employee ID and employee type.  
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Avinash Iyer, Official Rep

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Wai,
Groups really is the way to go for this. Currently we support 4 different types of groups, and you can name a couple of them as Departments and Employee Types. 
The existing Department and Employee Type Fields will also eventually change to function like groups, but we do not have a timeline for that as of now.

Employee ID is different though. For a lot of our customers, we have seen that even if the employee moves across departments / changes employee types, their identification generally remains the same across the moves, so we have never really considered making the field historical. We do not have it in our plans as of now

Regards,
Avinash
Product Manager