The Chart Data Set

Chart Data Set: Calculations for Headcount

Use the Chart Data Set dialog under the Data tab to add and configure calculations.

Keep in mind that the Chart Data Set is the chart’s database and that it is comprised of the fields that were imported from external data, provided the import function was used to build the chart. 

Selecting New (1) will add a new field to the chart database. If you select Add Predefined (2), there are a number of pre-set calculations such as headcount and span of control that are ready to use.

After adding a new calculation such as headcount, it can be edited in the Chart Data Set. The formula can be modified (3) to change the way headcount is calculated, or to introduce a condition where records are included or omitted.

Standard calculations included consist of Sum and Count for:

Headcount – summarizes the number of boxes reporting to a particular manager to the lowest level of the branch.

Span of Control – counts the number of boxes reporting to a manager.Levels – calculations are provided for current level, levels above and below. OrgChart introduces a calculation that specifies the current level, as shown in the boxes below. The number of levels that are above a particular box to the top is calculated as “levels above”. The number of levels below a box to the bottom of the hierarchy is calculates as “levels below”.

The “levels” calculation may be used to filter information, perform a search, or format by hierarchy level. Additional calculations, such as “total headcount at level 2” for example, are now possible with the levels calculation.

Calculation of Median and Average– OrgChart calculates Average and Median, in addition to Sum and Count. These calculations can be applied to any numeric field. Now you can calculate average salary, median age, and more using these new functions.

Calculation of Average and Median Span of Control (Platinum version Only)

Now the OrgChart program calculates Average and Median Span of Control.  If you need to calculate the Average Span for a particular management level, the Average Span can be used with a conditional scope of a specific hierarchy level. Consider that OrgChart’s calculation results are integer only, so any results are rounded to the nearest whole number.

Conditional calculations using Level

OrgChart calculations will now include a condition to include or omit records based on hierarchical level. An example would be the total number of employees at level 3, or the total salaries of those at level 2, the number of part time workers below level 5, etc.

This calculation will now allow you to summarize totals for each level of the organization and display them on the top page of the chart. This works for Count, Sum, Average and Median for any numeric value.

Chart Data Set: Headcount and Team Budget

This menu allows the automatic tallying of personnel, salaries and team budgets. It is applied to a parent component to track its subordinates. The scope can be set to branches, managers and subordi­nates (see below):

Chart Data Set: Calculation Fields Menus

1. Go to Box Item.
2. Double click one of the following data fields:

• Headcounts
• Team Budget

3. The Calculated Field menu will appear.

The following screen shows a parent component with Headcount and Team Budget applied. (Salary is also present since it is integral to calculating Team Budget. For more information on using Salary, see Data Field – information types – Salary).

Chart Data Set: Calculating Headcounts

To perform Headcounts, chose the following settings for each corre­sponding field:

1. Operations field – Count
2. Affected Data field – Headcount

Note: this field is inaccessible (grayed out) when Count is selected in the Operations area. To make changes in the Affected Datafield:

• Choose Sum in the Operations area. This will make the Affected Data field active.
• Choose an option in the Affected Data field.
• Go to any other field and make any selection.

Affected Scope – any setting may be applied. Default settings of Branch and Mgr. appear when the Headcounts field is double clicked. Under other circumstances, the settings may have to be manually selected.

The following options are available in each area:

1. Operation – 1) Sum and 2) Count.
2. Affected Data Field – 1) Headcount, 2) Salary and 3) Team Budget.
3. Affected Scope – 1) Branch and Mgr., 2) Branch Excl. Mgr., 3) Direct Subor­dinates and 4) Mgr., Direct Subordinates Excl. Mgr.

Chart Data Set: Calculating Team Budgets

Team Budget is calculated from the Headcount and Salary fields of a parent component and its subordinates. As a result, a number must be entered into at least one component’s Salary field or the Team Budget will be zero.

To perform a Team Budget, do the following:

1. In Box Item, double click Team Budget.
2. Make sure that Calculated Fieldsis set as followed:

• Operations field – Sum
• Affected Data field – Salary
• Affected Scope – any setting may be applied (the default is Branch and Mgr.). (These settings appear when the Team Budget field is doubleclicked. Under other circumstances, the settings may have to be manually selected).

3. Make certain a number is entered in at least one component’s Salary field.
4. Highlight the parent component.
5. The Team Budget for the parentcomponent and all its subordinates will be dis­played.

To complete the Calculated Fieldsmenu, select one of the following options:

1. OK – accepts and saves your choices and closes the panel.
2. Cancel – closes the panel without saving the changes.

Chart Data Set: Chart Data

In addition to the default Data Fields in the Box Properties menu, new fields can be created, modified or deleted globally through the Chart Data Set window (see below):

IMPORTANT: Chart Data Set stores and creates data fields that can become available to every component (globally). However, although these fields are available, they are not automatically included or visible in the final component. After you set the data field to be accessible and visible, it will be available for the chart building process.

To access the Chart Data Set interface:  Go to Data tab, to Chart Data Set.

Chart Data Set: Editing Existing Data Fields

There are five fields which can be edited in the Chart Data Set:

1. Name – to edit this field, do the following:

• Click on the Name column of the chosen data field. The area will turn blue, signifying that it is now editable.
• Enter the new information.
• Press Enter, or click in another data field and the information will be applied.

2. Type – there are various types of data fields available to you:

To edit this field, do the following:

• Click on the Type column of the chosen data field. The field will turn blue and a button will appear on the right side.
• Click the button to open a drop down menu displaying the nine types of fields listed above.
• Click on your choice in the drop down menu.
• The selection will now appear in the Type field.

3. Visible – determines whether the data field will be visible. Check this box to toggle between visible and hidden.
4. Display Name – determines whether the title of the data field (such as Name, Title, Photo, etc.) will appear in the component. (For example, in a component with a person named “Mr. Sample”, the name will appear as “Title: Mr. Sam­ple” if Display Name is checked.) Check this box to toggle the data field title between visible and hidden.
5. Formula – formulas are only available if certain types of data field were selected in the Type column (i.e. numeric, currency, calculated, etc.). To edit this field:

• Click on the Formula column of the chosen data field. The field will turn blue and a button will appear on the right side.
• Click the button to open a dropdown menu displaying the Calculated Field menu (see below):

• Click on the Formula column of the chosen data field. The field will turn blue and a button will appear on the right side.
• Click the button to open a drop down menu displaying the Calculated Field menu (see below):

Chart Data Set: New Data Field

1. Click the New button. The Name column will turn blue and a new entry enti­tled “Unnamed” will appear.
2. Type in a name for your new data field, then either hit Enter or click in another field to apply the change.
3. Choose your options from the Type, Visible, Display Name and Formula areas.
4. When you are done editing the data sets, click OK to close the interface.
5. The Add Columns in Data Views menu will open. This window provides the option to add your newly created data field to already existing Defined Data Views(see below):

Chart Data Set: Data View

1. Check the box next to the views you want your new field to appear in.
2. Click OK.
3. The window will close and you will be returned to the main work area. (From this point on, whenever any of the views you checked is chosen in the Box Item: Current Box Layout or Outline View: Data View Quick Selector menus, your new data field will appear with the other data fields.)

Chart Data Set: Load Predefined Date Field

OrgChart comes with a library of predefined data fields. To load fields from this library:

1. Click the Add Predefined button.
2. The Add Data Fields menu will appear (see below):

3. Highlight the data field you wish to add and click the Add button.
4. The Add Data Fields window will disappear and your selected, predefined data field will appear in the Chart Data Set area.

Chart Data Set: Additional Chart Data Set Buttons

1. Delete – removes a data field from the Chart Data Set area. To use, simply highlight the field you wish to remove and press Delete.
2. Set Title – sets the currently chosen data field as a title. If the currently high­lighted field has already been set through this option, the button will automati­cally switch to Remove Title.
3. Move Up – moves an item higher on the list. This option is inactive if the selec­tion is already at the top.
4. Move Down – moves an item lower on the list. This option is inactive if the selection is already at the bottom.
5. To complete the Chart Data Set process, choose from the following:
   • OK – accepts your choices and applies them universally to the data fields of every component.
   • Cancel – closes the panel without making any changes.
   • Help – launches the Help menu.