Managing Department Records

Departments are an organisation's divisions that deal with a specific area of activity. Department records are linked together to create an organisational hierarchy.

Use K2 to do the following:

Adding or Editing a Department

To add or edit a department:

Do one of the following:

Navigate to Organisation > Department > New Department to add a department.
Search for and open the relevant existing department.

The Department Editor is displayed.

Enter or edit the relevant details.

The fields on the Department Editor are described in the following table:

This field	Holds this information...
Number	A unique reference number for the department.
Name	The name of the department.
Email	The department's email address.
Phone	The department's phone number.
Space Allocation	Click the link to display the Space Allocation List screen, where you can assign spaces to departments so that there is a record of what spaces/rooms they use. This link is only enabled after saving the unit record. Refer to Managing Space Allocations for further information.
Parent	The department's parent department, if applicable. This is populated automatically if the New Child Department link was clicked in the Tasks panel. Refer to Add a Child Department for further information.
Group	The department's group. These can be defined in Department Group Reference Data (accessed by navigating to Organisation > Department > Department).
Service	The service that the department provides. These can be defined in Department Service Reference Data (accessed by navigating to Organisation > Department > Department).
Type	The type of department. These can be defined in Types Reference Data (accessed by navigating to Organisation > Department > Department).
Car Registration	The registration numbers of vehicles, if the department has pool vehicles for staff or students.
Comments	Any comments regarding the department.

Click Save.

Managing Space Allocations

Spaces are assigned to departments so that there is a record of what spaces or rooms they use. Spaces are assigned for the period of time it is available to them and the percentage of use on either a time or area basis for example: Department A has access to Room 1 (60m²) from 1st August to 31st August for 50% use. This can either mean they have access to 60m² of the room area for mornings only (50% of the time) or they have access to 30m² (50% of the room area) for the whole day. Each room must be split across departments on the same basis. Space allocation is used for reporting and benchmarking on the number of square meters of space each department uses, as well as the basis for the on-charging calculation.

To add a space allocation:

Search for and open the relevant existing department record, if it is not already open.
Do one of the following:

The Add Space Allocation window is displayed.

Click the Location button to display the Select location window.

Use the level selector to select the relevant room, and then click OK.

The relevant rooms (that is: those with the Use in Space Allocation check box selected in the Room Editor) are displayed in the Add Space Allocation window.

Select the relevant room(s) and then click OK.

You can also use the Select/Deselect All check box if required.

The selected rooms are then added to the Space Allocation List.

You can also access the Space Allocation List screen by clicking the Manage Space Allocations link in the Department Editor.

The fields on the Space Allocation List are described in the following table:

This field	Holds this information...
Business Unit	The business unit to which the room belongs.
Building Name	The building name that the room is in.
Floor Name	The floor that the room is on.
Room Number	The number of the room.
Room Name	The name of the room.
Usage	The room's purpose.
Net Area	The net area of the room. This is the maximum area that can be allocated.
Current Allocated Area	The area of the room that has already been allocated.
Current Allocated Percentage	The percentage of the room that has already been allocated.
Allocated Department	The department(s) that the room is allocated to.
Allocated Area	The area of the room to allocate to the selected department. Editing this field automatically amends the Allocated Percentage field.
Allocated Percentage	The percentage of the room to allocate to the selected department. Editing this field automatically amends the Allocated Area field.
Effective From	The date that the room allocation is effective from.
Effective To	The date that the room allocation will terminate if known.
Cost Centre	The cost centre that the room allocation will be charged to. Select from the list, which contains cost centres assigned to the Department. Refer to Adding a Cost Centre to a Department for further information.
Recharge Cost Required	Whether the room is included in the custodial services on-charge calculation.

Link an Asset to a Department

To link an asset to a department:

Open the relevant department record.
Click the Link Asset(s) To Department option in the Tasks panel.

The Asset Selector window is displayed.

Click the Location button to display the Select location window.

Navigate to the relevant location and then click OK.

The assets associated with the selected locations are then displayed on the Asset Selector.

Select the relevant assets.
Click Apply then Close.

The Asset List is then displayed, which lists all assets associated with the department.

This screen can also be accessed by clicking the Asset(s) option in the Associated Items panel.

Adding a Location to a Department

To add a location to a department:

Open the relevant department record.
Click the Add Location option in the Tasks panel.

The Select location window is displayed.

Select the relevant location and then click OK.

Linking an Employee to a Department

To add an employee to a department:

Open the relevant department record.
Click the Link Employee(s) To Department option in the Tasks panel.

Note: If the employee does not exist in the system, click the New Employee option instead. Refer to Adding or Editing a Contact for further information.