How to Edit Organization Settings for Organizational Changes

Before Changing Organization Information

• When changing organization information for the Engagement Survey
  Please make changes after starting the survey preparation.
  Procedure: Click “Admin” ▶ “Engagement Survey Implementation Settings” ▶ “Start Preparation”.
  By clicking this button, you can update the organization information for the next survey without modifying department names or parent-child relationships in the already published survey results.
  
  
• When changing organization information for the Focus Survey
  The organization information of the latest published survey will be updated, and the Focus Survey will be conducted with the updated information.

This guide explains how to change organization settings for common organizational change scenarios.

1. When a department is eliminated

Before conducting the Engagement Survey / Focus Survey

① Delete the department

Example: Delete “Administration Headquarters” from “Headquarters”

If the department to be deleted is a parent department, you also need to update columns F and G. If setting a new parent department, enter the parent department code and name in columns F and G.

Delete the entire row for the department you want to remove.

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② In User Settings, update the department assignment for users who belonged to the deleted department.

③ Conduct the Engagement Survey or Focus Survey.

＜Caution＞

• Deleting a department does not delete past Engagement Survey results. The deleted department will still appear in the Previous Comparison Settings.
• If an Action Plan Manager was assigned to the deleted department, the assignment will be invalidated.

• If you delete a department before starting the next survey preparation, the hierarchy settings in the latest published survey will be invalidated. If you want to view results by hierarchy, please reconfigure the hierarchy settings.
  Any changes made after starting the next survey preparation will not affect the hierarchical structure of published survey results.

2. When a new department is created

Before conducting the Engagement Survey / Focus Survey

① Register the new department

Example: Add “General Affairs Department” to “Department”

Insert a blank row where you want to add the department and enter the department information.

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② In User Settings, register users’ departments

③ If before conducting the Focus Survey, assign an Action Plan Manager and set Improvement Items for the newly registered department

④ Conduct the Engagement Survey or Focus Survey

＜Caution＞

Past Engagement Survey results will not be linked to the newly added department, so Previous Comparison will not display even if a Focus Survey is conducted.

3. When one department splits into two or more

① Register the new departments

Example: Add “General Affairs Department” to “Department”

Insert a blank row where you want to add the department and enter the department information.

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② In User Settings, register users’ departments

③ If before conducting the Focus Survey, assign an Action Plan Manager and set Improvement Items for the newly registered departments

④ Conduct the Engagement Survey or Focus Survey

Comparison with previous results

If you want to display a Previous Comparison, you can configure it as follows. Please note, however, that comparing the original department (before the split) with the new departments (after the split) may not provide an accurate comparison.

Configuration method

• In Previous Comparison Settings, specify the “original department” as the comparison target
• Before conducting the Engagement Survey, create a “Custom Tabulation Item” in the Advanced Settings of Custom Tabulation Settings and specify it as the comparison target department

＜Caution＞

If you can create split departments using the Advanced Settings of Custom Tabulation Settings, steps ① and ② are unnecessary.
Past Engagement Survey results will not be linked to the newly added departments, so Previous Comparison will not display even if a Focus Survey is conducted.

4. When two departments are merged

Before conducting the Engagement Survey

① In the Advanced Settings of Custom Tabulation Settings, merge the two departments.
Example: If Department A and Department B are merged, create a new department combining A and B

② In Organization Settings, delete departments whose results analysis is unnecessary

③ Conduct the Engagement Survey

④ In Previous Comparison Settings, link the “Custom Tabulation Item” created in step ① to the previous department of the merged department

＜Caution＞
Even if you delete a department, already compiled results can still be viewed in the Results / Improvements screen.

Before conducting the Focus Survey

① In the Advanced Settings of Custom Tabulation Settings, merge the two departments.
Example: If Department A and Department B are merged, create a new department combining A and B

② Assign an Action Plan Manager and set Improvement Items for the merged department

③ Conduct the Focus Survey

5. When a department name is changed

Before conducting the Engagement Survey / Focus Survey

Change the department name in column E

6. When changing the organizational hierarchy of a department

Example: To move “Development Division” from the organizational hierarchy “Headquarters” to “Department”

① Change the organizational hierarchy code, name, and level number

② If necessary, change the department name

The Previous Comparison will automatically link in the next survey. Manual adjustment of linkage is not required.

＜Caution＞

You cannot change the attribute hierarchy of Attribute Items.

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How to edit the Organization Bulk Settings File

• A: To change a department name
  Enter the new name in column E “Department Name”
• B: To add a new department
  Add a new row and enter the required information
• C: To delete a department
  Delete the row
• D: To change a department’s organizational hierarchy
  Change the organizational hierarchy code, name, and level number
• To change the order of departments
  Change the row order within the same organizational hierarchy

To rename, add, or delete an organizational hierarchy

E: Rename an organizational hierarchy
Edit the cell in column B for the hierarchy you want to rename
F: Add an organizational hierarchy
Add a new row and enter the information for the hierarchy you want to add
G: Delete an organizational hierarchy
Delete the entire row for the hierarchy you want to delete

＜Caution＞

• Do not edit the organizational hierarchy code or department code. Editing them will delete the existing department. If you want to edit the department code, please refer to the manual below.The organizational unit code cannot be edited.
  Operation Manual : Change Department Code / Attribute Item Code
  *If Attribute information is being managed across multiple services,
  please refer to "Common admin help site: Change Department Code / Attribute Code"
  
  
• If multiple cells have the same organizational hierarchy name, you must change all of them. If any remain unchanged, an error will occur.
  
  
• Departments are displayed in order according to their organizational hierarchy level (column C).
  
  
• Changing hierarchy settings will remove linkages with past attributes, and the Previous Comparison displayed on the Results screen will change.