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We will show you how to use the “LM Hierarchy Setup” feature to identify Line Managers in each department as well as set their hierarchy for requests and approvals. We will then use the Employee Profile to further allocate these Line Managers to an employee.

Use your credentials to login to your People- i account.

Then click on HR Portal.

From the main dashboard appearing on your screen, go to the Org & Employee tab.

Click on the Access/Role Management tab.

Then click on “LM Hierarchy Setup”.

In order to assign a Line Manager to a department, we must first select the department we want to assign the Line Manager to. To begin, click on the “Job Group” tab, upon clicking a drop down menu will appear. This menu displays all the Job Groups you have created for your organization. Choose the Job Group containing the department for which you want to assign a Parent Line Manager. Similarly, select the "Job Family" from the next tab on your screen.

Now, click on the "Department" tab, and a list of all departments falling under the selected Job Group and Job Family will be displayed. Choose the specific department to which you wish to assign the Line Manager.

If you are trying to assign an LM to a sub-department within the selected department, choose a sub-department from the drop-down list. However, if you are assigning a Line Manager to the whole department, this field can be left empty.

Moving on to the LM Email Field, click on it and a list of all the employees’ official email ID’s will appear in the drop down menu, you can search by typing the email ID in the field. Select the email of the employee that you would like to assign as the Line Manager for that department. Once he has been selected, the next two tabs named as LM People Code and LM Name will be auto-filled. One thing to note here is that a Line Manager can only be assigned to one department at a time. Therefore, if you select an email ID for a Line Manager who is already the Line Manager of another department, the system will give an error and not allow you to do so.

Therefore, you will have to move forward by providing the email of an employee that is not already the Line Manager of another department.

As we will be adding multiple Line Managers within a single department, the system needs to understand which Line Manager is the most senior. This is done using the “Parent Line Manager” field. If the selected Line Manager has no “Parent Line Manager,” he will be considered the most senior Line Manager in the department. In order to configure this, simply leave the “Parent Line Manager” field empty. The system will then identify the selected resource as the most senior LM in that department in terms of hierarchy.

However, if you do not wish for this user to be the most senior Line Manager in the department, use the “Parent Line Manager” field to select the Parent Line Manager for that employee. The “Parent Line Manager” field only shows the names of those employees who have already been added in the department as a Line Manager. Change the status to "Active" and click "Save" to complete the setup of the Line Manager hierarchy for the department.

In this way, you can add as many Line Managers as are required within a department as long as you make sure that one of the Line Managers is the most senior by ensuring that no “Parent Line Manager” has been allocated to him. For all other Line Managers, you will have to allocate a Parent Line Manager. This will be chosen from any of the Line Managers added in that department.

Following these steps, you can successfully add a Line Manager to any department or sub-department within your organization.

Additionally, under the Line Manager section on your screen, you can access a list of all departments and sub-departments, along with their respective Line Managers and Parent Line Managers, displayed along with their status (Active or Inactive) in the last column.

Furthermore, there's a filter option at the top of this section, allowing you to view departments with the status of "Active," "Inactive," or both.

You can also click on any Line Manager listed in this section to view their details. Clicking on it, the top section will generate specific details for that department, enabling you to edit information or change its status, such as marking it as "Inactive" to remove that Line Manager from that department.

To see how these Line Managers will further be allocated to individual employees, click on the Org & Employee Tab.

Then click on the Employee Profiles tab and go to the Profiles tab

Then select an employee and open his profile.

Now click on Edit Profile. Once the edit profile screen is open, go to the Employment Details tab.

Here, you can see 3 fields relevant to Line Managers. Department LM, External LM One, and External LM Two.

The way this works is that when an employee is allocated a department in their Employee Profile, the Department LM field shows a list of all the Line Managers that are available in that department. This list of Line Managers is populated based on the Line Managers we added previously in that department using the LM Hierarchy screen. Once you select a Line Manager from that list, he will be the Line Manager for that employee within that department and therefore his applications will now be routed to this Line Manager. If your approval queue is configured to require more than one approval of an application within a department, then after the selected Line Manager has approved the application, it will be routed to the user who was allocated as that Line Manager’s Parent Line Manager. In order to understand how to set Approval Queue, see the Approval Queue Configuration tutorial.

If you would like to allocate any additional Line Managers to that Employee that are not in his department, you can use the External LM fields below. First select the country in which the desired Line Manager is stationed. Based on this, the External LM One field will be populated with a list of Line Managers of all departments other than that which the employee is allocated to. From here, you can select and allocate any Line Manager from any department to that employee. Similarly, you can add a second External Line Manager to that employee by selecting the reporting country and then selecting the desired Line Manager in the External LM Two field. Finally, click on the submit button at the bottom of the screen to save these changes.

You have now allocated Line Managers for your employee both within his department as well as outside of his department. Now, based on how many approvals are required for each application, the system will know which Line Managers to send the applications to. In order to understand how to set Approval Queue, see the Approval Queue Configuration tutorial.

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