Introduction Recently we were asked about the Directory within Oracle HCM Cloud. The online view within the system is fine, but in order to get approval that the hierarchy was correct they want to print out sections and get executive signatures on the printouts. Built in Functionality / Workaround HCM Cloud does not (as of May 2016) contain the functionality to export Organisation Charts. This is reported in a number of My Oracle Support documents, including 2110956.1 which states that there is an enhancement request ( ER 20844508 ) open to address this need. Oracle suggest the following work-around in the interim is as follows: You may try this work around if you want to export from OTBI report to MS Excel file alternatively. Steps to export from OTBI report to MS Excel Create an OTBI report containing at least the worker and manager names from the Worker dimension Export the OTBI analysis to Excel Import the Excel into Visio by following these instructions Given the above instructions, you’ll obviously need access to the HCM Cloud, Excel and Visio to complete this task. Detailed Walkthrough The above instructions are a little sparse. Here follows a step-by-step guide: Exporting the Data from HCM Cloud First we need to export the data from HCM Cloud: Within Reports & Analytics, go to the BI Catalogue Create a new Analysis using the Worker Assignment Real-Time subject Area From the Worker dimension add Name and Manager Name attributes, and from the Job dimension add the Name (i.e. Job Title) attribute Save the analysis and run it Export the results to an Excel file Open the produced Excel file, delete the header line and amend the column headings to ‘name’ for the worker name column, ‘title’ for the job title column and ‘reports-to’ for the manager name column. Save the Excel file somewhere that you’ll be able to locate it in the next section Importing the Data into Visio The following has been performed with Visio Professional 2013. More recent (or older) versions may behave slightly differently. Open Visio and choose New > Organization Chart. This starts the Organization Chart Wizard. Choose ‘Information that’s already stored in a file or database’ and click Next Select ‘A text, Org Plus (*.txt), or Excel file’ and click Next On the next screen, browse to the location that you saved your Excel file to, and click Next Ensure that the top two fields are correct (Name = name and Reports to = reports-to) and click Next The next two dialogues control what data is visible on the Org Chart itself. For both dialogues ensure that reports-to is on the left, and the columns that you want displayed are on the right: Repeat for the 2 nd dialogue On the next dialogue select ‘Don’t include pictures in my organization chart’ and click Next. Adding pictures is quite fiddly at this stage, so introduces a lot more complexity into the process. On the next dialogue select ‘I want to specify how much of my organization to display on each page’ and click Next The following page controls the data that is displayed, who is at the top of the Org Chart and how many levels down are shown. Visio attempts to suggest examples, however the best approach is to delete all of the pages and start afresh. Highlight each page and click ‘Delete Page’ Click ‘Add Page’ and in the ‘Name at top of page’ select the executive to appear at the top of your Org Chart Select the number of additional levels to show. Typically 2 is a reasonable number as this will show the executive, their direct reports, and the direct reports below them. A greater number can result in a very large chart. Click Finish. After a short pause the Org Chart is displayed. This is your data, but with the default formatting. We can improve on this significantly. Formatting the Org Chart This is an illustration of the process of formatting the Org Chart, and is just a suggestion. Company colour palettes and personal preferences may mean that other options are chosen. The following has been performed with Visio Professional 2013. More recent (or older) versions may behave slightly differently. By default a place-holder is present for the photo, even if photos are not being used. This takes up valuable space and adds little to the result. Hit + A to highlight the entire Org Chart, and from the Org Chart ribbon menu select Delete in the Picture area: You can then reduce the height of the boxes, and the spacing between them: Finally, the default style is a little heavy, especially if it is going to be printed where it will use up a lot of ink. A style such as ‘Clouds’ gives a lighter (and kinder on the toner cartridges) appearance: You’ll now want to zoom out slightly and get a feel for how many pages the result spans. You can often reduce the amount of pages used by rearranging the layout slightly. The finished result is a tidy, visually appealing export with data from HCM Cloud that’s compact without being overly information-dense, and which doesn’t use up a lot of printer toner: To share the output electronically, Visio Org Charts can be cut’n’pasted into email, Word or Powerpoint, or can be exported to PDF or a range of image formats. It’s more likely however that you’ll want to print it, where again, exporting to PDF or image formats makes this easier. To repeat the process with another executive at the head the same data file can be used, meaning that you’re not starting again from scratch. The Org Chart Wizard will retain the settings chosen last time, so it’s mostly a case of clicking Next, Next, Next through the dialogues.
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