Organizational Hierarchy

Activate User's Guide
Version
2025.1
Organizational Hierarchy

Dayforce uses the Organizational Hierarchy (Org Hierarchy) wizard to drive reporting, management and access of employees, general ledgers, and tax jurisdiction assignments, among other things. During Getting Started, Activate installs a basic organization structure that can be refined or redone using the Org Hierarchy wizard.

With this wizard, you can revamp the current organizational structure and reassign all employees to updated work assignments. The wizard provides a consultative experience. It presents a few questions and then, based on your answers, walks you through several ways that you can configure the Org Hierarchy.

The wizard also introduces the ability to insert an additional layer, or level, into the organizational structure with the Organizational Group. This ability is helpful if you currently combine or separate your reports, management of employees, or track your labor costs beyond the Departments, Location, and Legal Entity groupings. The name used for the Organizational Group differs from one organization to the next. Some common names for this data could be Cost Center, Sub-Department, Division, Segment, Region, or Business Unit.

Note: The Organizational Hierarchy wizard won’t be available for use after completing a Management Structure, Job History, or YTD Load.

Important: You can use the Organizational Hierarchy wizard to move org units in the Organizational Structure. However, to change the naming conventions or XRefCodes you can use the Mass Configuration Changes Wizard in Activate Central > Manage Your Data.

Important: Changing the default Org Structure might introduce issues with Site and On-Sites Department addresses. If you do change the default Org Structure, you can use the Org Unit Addresses Wizard to update Site and On-Site Department addresses accordingly.

Note: Activate uses HR Version 2.0 (NextGen) when loading data during configuration.

Working with the org structure

You can do either or both of the following in the same workflow:

Create a fresh org structure

If you have an existing Org Hierarchy and want to recreate it from scratch, use the Org Hierarchy wizard to upload new org data and restructure the hierarchy.

Add levels to an existing org structure

If you want to group your sites under a new parent or move the org unit to different parents in your existing org structure without clearing and rebuilding it, you can use the Org Hierarchy wizard to:

  • Move a single or unit or multiple org units from one parent to another.
  • Associate an org level with a newly created parent.
  • Update the org level assigned to an existing parent.
  • Create a custom level other than District or Region.
  • Remove a parent if no children are assigned to it.
Install an alternate organizational structure

If you clear and reload your organizational structure, Activate removes the following elements to reinstall the organizational structure:

  • Department
  • Employee Work Assignment
  • Job
  • Org Structure
  • Pay Group Calendar
  • Job Assignments
  • User Org Access
Restrictions in editing the existing org structure

You can’t move data in any of the following scenarios:

  • Move Corporate under any Org Unit.
  • Move a Site under a Site.
  • Move a District under a Site.
  • Move a Region under a Site.
  • Move any custom level (upper level) under a Site.
  • Move On-Site Departments from one Site to another.

Using this wizard

You’ll do the following in the Organizational Hierarchy wizard:

Tweak the starter template

The Organizational Hierarchy wizard provides a Starter Template containing all employees’ current primary work assignments. You can download, update, and upload the template to revamp the Org Hierarchy by assigning an Organizational Group to each employee. Activate validates the uploaded information. If any errors exist, you must correct them before proceeding.

Note: During Getting Started, Activate installed a basic or structure. The updated template upload replaces the previous Organizational configuration and creates a new Org structure based on the new data.

Note: If you upload any locations or departments that don't currently have employees assigned to them, “<Unassigned>” shows in the employee-specific fields. If you populate a Job Title for an unassigned location, Activate will install the respective Job, Department, and Job Assignment (Job/Dept combination) in addition to the Org Site and OnSite department records.

Answer questions about your organization

On the Questions page, you’ll select the appropriate answers to the questions provided. You must answer all of the questions on the page to proceed. Select the answers that best reflect your organization. To see the questions, see the Questions section (below).

Your answers help Activate create an Organizational Structure that meets your organization's needs. Based on the answers you provide, Activate suggests the most appropriate org structure scenario for Dayforce.

Select an organizational structure template

The Selection page presents Organizational Structure templates containing a sample image of the potential hierarchy, along with statements about how that hierarchy affects how Dayforce will be used. Activate loads the recommended Organizational Structure option that best fits the answers provided in the previous questions.

As you navigate through the templates, the right side of the page shows statements that are based on the data provided in the template and the questions you answered. Review the information to verify that it’s accurate for your organization and select the template that most closely resembles your organizational structure.

Note: The diagrams on this page aren’t a preview of your entire organization. They provide an illustration of the organizational structure.

Review the new organizational structure

The Org Review page shows a preview of the entire newly designed organizational structure, from Corporate down to On-Site Department. The nodes in the tree display as <OrgUnit.Shortname> (<OrgLevel.Shortname>). The tree levels are expandable and collapsible. You can filter the shown nodes to view a single subtree of the Org Hierarchy. You can choose to install the new Org Hierarchy as is or you can choose to add new levels.

Add levels to your organization

If you selected Add Levels on the Review page, the Add Levels page opens. On this page, you can group an organization into new levels, create more organizations, and/or delete levels. The full Org Hierarchy shows in a vertical tree structure on the left side of the page. This hierarchy is expandable and collapsible, and updates immediately to reflect any changes you make on the right side of the page.

To make changes to the Org Hierarchy:

  1. Select the nodes that you want to change in the hierarchy on the left side of the page.
  2. Select the appropriate tab on the right side of the page (Create Parent Org, Move Org(s), Delete Org(s)).
  3. Complete your changes.

Prerequisites

You have completed installing Pay Groups in the Pay Group Editor.

You’ve met with your Implementation consultant to review the current organizational structure to evaluate what, if any, changes are necessary.

Important considerations

What the organizational structure does

Designing and configuring the Org Hierarchy in the system is vital for several reasons. Dayforce uses the structure to determine security access, filtering the various feature areas in Dayforce. These feature areas can include the People feature, Schedules, Timesheets, and so forth. Correctly configuring the organizational structure is important so that the information that’s available, or not available, to each user in Dayforce is appropriate.

In Dayforce, the Org Hierarchy is made up of Organizational Units that are grouped into a multileveled hierarchy based on customer needs. Because the Organizational Units and their hierarchy in Dayforce drive many factors across the Dayforce application, the hierarchy that needs to be configured in Dayforce might differ from what customers envision that the organizational structure will look like in Dayforce.

The Organizational Structure identifies how the customer views their Org Hierarchy and makes recommendations on how to transform those views into the Dayforce version of their Organizational Structure.

The Org Hierarchy task does the following:

  • Removes the existing Org Hierarchy.
  • Installs new Departments and Job Assignments.
  • Sets up a new Org Hierarchy.
  • Moves/assigns employees to the new Org Hierarchy.

See the Additional Information section below.

Tasks

To confirm that you’ve completed the required steps:
  1. In Activate Central, click Build Dayforce. The Dayforce Build wizards show.
  2. Click Organizational Hierarchy and the What you need to know before you start page opens.
  3. Review all of the information on the page.
  4. In the Before you proceed section, select the checkbox next to the following statements to confirm that you have:
    • Reviewed the existing HCM Organizational Structure with your Implementation Consultant.
    • A clear understanding of how the Organizational Structure affects your business.
    • Identify if a clearly laid out hierarchy exists in your current process or system.
    • The ability to provide Organizational Group assignments for every employee record.
    • Completed the prescribed Organization Structure training.
    • Verified and approved the removal of any existing configuration necessary to install a different Organizational Structure.
    • Agreed to the complete removal of any existing test employee records created by Activate, Rerun the tests to restore the test records when finished.

    Note: If you haven’t completed any of the steps listed, click Cancel and complete the steps.

  5. Click Next.
To select the options:
  1. On the Options page, click one of the following:
    • Clear and Rebuild My Org Hierarchy: Clears the existing Org Hierarchy so you can reconfigure your locations and departments. You can still group the reconfigured locations into more levels, if required.
    • Edit My Existing Org Hierarchy: Enables you to create additional levels in your Org Hierarchy and moves existing locations into these new levels. This option allows you to create more levels between the top of your organization and your locations.

      Note: If you select this Edit option and any future-dated effective start dates exist in the org structure, you can’t continue in Activate until you remove the future-dated org unit relationships in Dayforce or click Clear and Rebuild My Org Hierarchy.

  2. If you want to undo your selection, click Cancel.
  3. If you want to return to the previous page, click Back.
  4. Click Next.
To complete and upload the Organization Group template:
  1. If you selected Clear and Rebuild My Org Hierarchy on the Options page, the Upload page opens.
  2. Click Download.
  3. Select the location where you want to save the template document.
  4. Open the EmployeeOrgDataTemplate.xlsx template from the location where you saved it.
  5. Complete all columns on the EmployeeOrgData tab with the data for all employees in the organization.

    Note: The Activate release version shows in cell B3 on the Instructions tab of the template. This information helps you later determine the version of Activate you were using when you downloaded the template.

    Note: The downloaded file contains data that is representative of the current state of the organization instead of data as of the completion of the Getting Started Wizard or the last template uploaded in the Org Hierarchy wizard. This ensures that all net new employee organizational assignments are considered when applying a reorg with this wizard.

    Note: Instructions for populating the fields are in the Organizational Hierarchy template fields section (below) and on the Instructions tab of the template.

  6. Click Save and close the template.

    You can use any file name for the template you upload. The document must be an Excel or CSV document that contains the data in the required format.

    Important: Don’t change the name of the tab in the template. Activate uses the tab name to validate that the correct template is being uploaded. In addition, don’t change the column headings.

  7. On the Upload page, click Upload.
  8. Go to the completed Employee Org Data template in the location where you saved it.
  9. Click Open and the Organizational Hierarchy wizard validates the uploaded file.

    Note: If the file you uploaded has any errors, a Validation Failed message shows in red on the page to indicate the errors. You must correct the errors in the file on your computer and upload the file again.

  10. Click Next.
To complete the questions:
  1. On the Questions page, select the appropriate answers on the page.

    Based on your answers, additional questions might show to capture more detail.

    Note: For additional information about the fields, see the Questions section (below).

  2. If you want to return to the previous page, click Back.
  3. Click Next.
To select the template that best represents your organization's structure:
  1. On the Selection page, click and to navigate through the different templates.

    You can select from a total of seven templates.

  2. Review the statements at the bottom of the page to make sure the template you’re viewing is the most appropriate choice for your organization.

    Note: Based on the data imported in the system and the questions you just answered, Activate indicates how the selected template will impact your organization.

  3. You can click Show me another example with this template to see an alternate version of the template currently shown.
  4. When the most appropriate template is showing, click Done & Install.

    A warning shows stating that the records will be deleted when Activate generates the alternate org structure.

    Important: If someone is signed directly in to Dayforce and potentially applying manual configuration, Activate shows a warning at Done & Install. Don’t continue with the Activate installation if users are actively applying configuration changes. Users’ changes might be lost if a failure occurs during the Activate installation. Download the User Report and follow up with the team members before you continue with the Activate wizard.

  5. If you want to return to the previous page, click Back.
  6. Click Next.
To select the template that resembles your organizational structure:
  1. Read the information on the page.
  2. Review the organizational structure template on the page.
  3. Select the Show next option () or Show me another example with the template () to view the other organizational structure templates.
  4. When the template that most closely resembles your organization shows, click Next.
To review the organizational hierarchy:

If you selected Edit My Existing Org Hierarchy on the Options page, the Add Levels page opens. This page shows a preview of your Org Hierarchy in a tree format so you can see how it will look when installed in Dayforce. Use this page to decide if you need to add additional levels to your Org Hierarchy, or you can install it as is.

  1. On the Org Review page, review the Org Hierarchy and verify:
    • Org unit names
    • Org unit levels
    • Job Assignments within the organization

    Note: To search for a specific org unit in the Org Hierarchy, enter text in the Filter field. All org units with names matching the entered text are shown. To clear the text in the Filter field and reset the filter, click Clear (Close button).

  2. Expand and collapse the hierarchy as needed.
    • To expand the entire Org Hierarchy, click Expand All. To collapse the entire Org Hierarchy, click Collapse All.
    • To expand a node, click Expand (). To collapse a node, click Collapse ().
  3. To filter the nodes shown, type the appropriate key words in the Filter field.

    As you type in this field, Activate autoselects the nodes that match the typed letters.

  4. To go to the Create Group page, click Add Levels.

    See Add levels to your organizational structure (below) for information about adding levels.

  5. If you select an item in error, click Clear Selection to clear it.

  6. To return to the previous page, click Back.
To add levels to your organizational structure:

If you selected Add Levels on the Org Review page, the Add Levels page opens.

Note: See Rules for creating custom levels (below) for important information.

  1. On the left side of the page, review the Org Hierarchy tree and verify that it’s correct.

    Note: If you want to undo a change you made to the Org Hierarchy, click Undo. Tooltip text shows next to the Undo button stating that the change will be undone. You can click Redo to reverse the Undone action. Tooltip text shows next indicating the change that will be reinstated. You can click these buttons as many times as needed.

    Note: At any time, you can click Reset to return the Org Structure to its original state (before you made any level changes to it). A message states that Activate will permanently undo all changes you have made on this page. Click Yes to continue. The Reset action is immediately saved. You can’t undo the Reset action.

  2. To filter the Org Names or Org Levels shown, type the appropriate key words in the Filter field. To clear the text in the Filter field and reset the filter, click Clear ().

    If desired, you can click Select All to select all visible and selectable org units without having to click an org unit individually. The Corp level org unit is never selected when using the Select All functionality, and the Select All option isn’t available when you’re editing information.

  3. To create a new parent org level and select the org units to move under it:
    1. In the Org Hierarchy, select the appropriate child org units.

      The selected org units show in the Current Selection section, along with their descriptions and levels.

    2. Click the Create Parent Org Unit tab.

      The initial levels that are available for new parent org units are the levels that exist in Dayforce, other than “Site,” “Corporate,” and “OnSiteDepartment.”

    3. Enter the name of the new org unit.
    4. Select the level for the new org unit.

      You can also create a new level.

      Note: If you want to create a new level to associate with the new Parent Org, click New Level and enter the name of the new level.

      The newly created parent org level and org units show in the Current Selection section.

      You can click Cancel at any time to clear the fields. However, the Org Units will remain selected in the Org Hierarchy on the left. Click Clear Selection to clear the current selection of Org Units in the left tree panel and the contents in the Current Selection section.

      Rules for Creating Custom Levels
      • The new level's name can’t be the same as the name of any other level. It also can’t have the same XRefCode as any other level, including the custom levels.
      • You can’t use “Corp,” “Site,” or “OnSiteDepartment” (regardless of the case) as the name of a custom level.
      • If you delete all of the org units in a particular custom level (a level you added using the Activate Org Level Editor and that custom level doesn’t yet exist in Dayforce), that org level disappears from the list of levels.
      • After you create a new level, you can select that level as the level for the new parent org units, similar to selecting a level that exists in Dayforce.
      • If you add a custom level and save, but don't install it in Dayforce, the new custom level is loaded correctly for its org units and is added (once) to the list of possible org levels.
      • When installing, any levels that didn’t already exist in Dayforce are created accordingly so that the installation succeeds with the newly created org units and their correct (custom) level.
  1. To select a parent for the Org Unit using the tree, type the parent name.
  1. Click Add Parent Org. The new level process completes and the Org Hierarchy tree updates to reflect the new group with the desired level and selected org units as children in the left tree panel.

    Note: To clear the child org units in the Org Hierarchy tree and remove them from the Current Selection section, click Clear Selection.

    Note: To cancel moving the child org units to a new level and clear the New Parent Org Unit fields, click Cancel. The child Org Units will remain selected in the Org Hierarchy tree and will continue to show in the Current Selection section.

  2. To move selected org units to an existing parent group:

    1. In the Org Hierarchy, select the org units to be moved.

      The selected org units show in the Current Selection section, along with their descriptions and levels.

    2. Click the Move Org Unit(s) tab.
    3. In the Org Hierarchy, select the level under which you want to move the org units.

      The level you selected shows in the Destination Parent Org Unit field.

    4. Click Move. The process completes and the Org Hierarchy tree updates to reflect the change.

      Note: If you want to cancel the move, click Cancel.

  3. To delete parent groups when there are no children under the parent groups:
    1. In the Org Hierarchy, select the appropriate org units.

      The selected org units show in the Current Selection section, along with their descriptions and levels.

      Note: You can’t delete a parent group that has children orgs assigned to it.

    2. Click the Delete Org Unit(s) tab. A confirmation message states to continue with the delete action for all selected Org Units.

      If you select an org unit to delete and a rule prevents it from being deleted, a message shows the reason you can’t delete the org unit. click the Deselect Org Units with Issues link to cancel the selection and clear the message.

    3. Click Yes. The org units are deleted and the Org Hierarchy tree updates to reflect the change.

    Note: You can’t delete Corps, Sites, or nodes with children assigned to them.

  4. To return to the previous page, click Back.
  5. To save your changes, click Save.
To install the organizational hierarchy:

When the Org Hierarchy configuration is complete in Activate, you must install it in Dayforce.

  1. On the Selection page, click Done & Install.

    A message states that Activate will install your changes on the most recent Effective Start Date of <YYYY-MM-DD>, which is the most-recent effective start date in your existing Org Hierarchy.

    Note: If your changes should be made effective before the most recent Effective Start Date, you must go back and rebuild your Org Hierarchy instead of editing the existing one. If you click Clear & Rebuild My Org Hierarchy, go through the workflow, and then click Done & Install (on either the Review page or the Add Levels page), the existing Org Hierarchy warning will show along with the ability to download the impact report.

  2. Click one of the following:
    • Cancel to return to the previous page.
    • OK to continue.

    A warning message opens stating that generating an alternative org structure will permanently delete all records for the following:

    • Department
    • Employee Work Assignment
    • Job
    • Org Structure
    • Pay Group Calendar
    • Job Assignments

    Important: If someone is signed directly in to Dayforce and potentially applying manual configuration, Activate shows a warning at Done & Install. Don’t continue with the Activate installation if users are actively applying configuration changes. Users’ changes might be lost if a failure occurs during the Activate installation. Download the User Report and follow up with the team members before you continue with the Activate wizard.

  3. Before the install, Activate generates an Impact report detailing the changes that will take place during installation. If you want to review the report:
    1. Click Download Impact Report to see how the changes affect the organizational structure.
    2. Save the report to the appropriate location, if desired.
    3. After you review the report, click one of the following:
      • Yes to continue.
      • No to undo the pending changes to the organizational structure.
  4. Click OK.

    The Load page opens with a summarized list of the tasks to be completed and an estimate of how long the installation usually takes to complete. The list indicates the scenario being executed (whether Activate is doing a reconfigure only, a reconfigure that includes new levels, or it’s adding new groups). The estimated installation time reflects the respective scenario being installed.

    During the installation, the current step in the process shows in bold text so you can monitor the progress.

  5. Click one of the following:
    • Add Email and enter your email address to receive an email when the installation process ends, instead of waiting for it to finish.
    • Next w hen the installation is complete.

    Activate generates the Org Unit Import file, which contains the records of the Org Units that were moved including the new parent XRefCodes and an effective start date the same as the most current effective date in the existing orgunitparent table.

    Note: If you’re editing existing Org Hierarchy data, the Next page opens. Otherwise, Activate Central opens.

  6. If the Next page shows, click one of the following:

    • Org Unit Addresses to go directly to the Org Unit Addresses wizard so you can mass update the addresses for existing Sites or On-Site Departments.

    • Next to go to Activate Central.

      Activate Central opens with the name of the Wizard now shown in green text and a green checkmark to the left of the wizard’s name. The current day, date, and time of completion are included, along with your name as the user who completed the Wizard. The environment in which the installation was applied (Stage, Config, or Train) is also shown.

      You can click I want to try again to use the Org Hierarchy wizard to go through the process of setting up the Organizational Structure again, if desired.

To correct errors in the grid:
  1. Click in the field containing the error.
  2. Enter or select the correct information. If you make a change by mistake and haven't saved the change, click Refresh to undo the change. To navigate in the grid, click Tab to move to the right and Shift+Tab to move to the left on a row. Use the scrollbars on the right side and bottom of the grid to go to other areas of the grid.
  3. Repeat this process for every error.
  4. Click Save. Activate verifies the information again.
  5. ClickNext.
To correct errors in the template:
  1. In the template document in the location where you saved it, make the necessary corrections.
  2. Click Save and close the document.
  3. Click Upload File. A message shows stating that importing a file overrides all data in the grid.
  4. Click OK. The grid refreshes with the corrections included.
To save errors, warnings, and messages:
  1. Click Download Errors File.
  2. Save the document to the appropriate place on your computer.
  3. Review the document.

    The document lists the Severity, Employee Identifier, Column Name, Message, and Value for each item.

  4. Click Next.
To delete information in the grid:
  1. Click in the row to be deleted.
  2. Click Delete. The row no longer shows in the grid.
  3. Click Save.
  4. Click Next.
To refresh the data in the grid:

If you make a change on the page that you don't want to save, click Refresh. The page refreshes and any unsaved changes are removed.

Results

The system now contains a hierarchy that mirrors that of your organization.

The Org Hierarchy wizard allows the implementation to insert an additional layer into the organizational structure. It also replaces the Employee Work Assignments existing in Dayforce with values provided in the template.

Any Org Units that you moved in Activate are also moved in Dayforce. For any Org Units that you moved, the Org Unit records that Activate generates and loads into Dayforce have their effective start dates equal to the most current effective start dates in the existing OrgUnitParent table.

If you deleted Org Unit parents, Activate generates and loads an Org Unit Import XML file containing:

  • Any Org Unit child records for those that were moved out of the deleted parent with an updated parent XRefCode and an effective start date equal to the most current effective start in the existing orgunitparent table (max orgunitparent.effectivestart).
  • The Org Unit records from Dayforce that Activate deleted, with an effective end date equal to the most current effective start in the existing orgunitparent table (max orgunitparent.effectivestart, across all nodes regardless of which nodes are deleted or not) and an effective start date equal to the most current existing effective start date for the respective deleted parent Org Unit in the orgunitparent table.

Important: If you moved any org units within the Organizational Structure, use the Mass Configuration Changes wizard to properly align the naming conventions and XRefCodes.

The Org Unit records, which were from Dayforce and were deleted by the user in Activate, with an effective end date = the most current effective start in the existing orgunitparent table (max orgunitparent.effectivestart, across all nodes regardless of which nodes are deleted or not) and an effective start date = the most current existing effective start date for the respective deleted parent org unit in the orgunitparent table

Fields populated in Dayforce

The data uploaded from the Org Hierarchy template populates the fields on the following pages in Dayforce.

Note: You must select an employee if you haven’t already done so.

Note: Items shaded in gray are used for configuration.

Fields populated in Dayforce
Field in Template Field in Dayforce Page Populated in Dayforce
Employee Identifier Employee Reference / Number —
First Name First Name —
Last Name Last Name —
Job Start Date Effective From Work Assignments
(People icon > Work > Work Assignments)
Job Title Job Assignment (Job + Department) Jobs and Job Assignments
(Org Setup > Jobs and Job Assignments)

 
Department Job Assignment (Job + Department)
Physical Work Location Location —
Legal Entity Name Name —
Organizational Group   Used for configuration
Files generated by the Employees wizard

After completing the Org Hierarchy wizard, three import files are automatically generated and placed on the customer's FTP site.

Config Data Import

  • FTP SubDirectory: Import/ConfigDataImport
  • Filename: <Namespace>-ConfigDataImport-<DateTime>.xml

HR Import

  • FTP SubDirectory: Import/HRImport
  • Filename: <Namespace>-HRImport-<DateTime>.xml

Org Unit Import

  • FTP SubDirectory: Import/OrgUnitImport
  • Filename: <Namespace>-OrgUnitImport-<DateTime>.xml
For an example illustrating how Activate translates the template data to XML, click here.
Config Data Import
Copy 
<?xml version="1.0" encoding="utf-8"?>
<ConfigDataImport>
    <Job>
        <JobDefinition>
            <XRefCode>ACCOUNTING_SPECIALIST</XRefCode>
            <Name>Accounting Specialist</Name>
            <Description>Accounting Specialist</Description>
            <EffectiveStart>1950-01-01</EffectiveStart>
        </JobDefinition>
    <PayType>
        <PayTypeDefinition>
            <XRefCode>HOURLY</XRefCode>
            <Name>hourly</Name>
            <Description>hourly</Description>
            <PayTypeGroup>Hourly</PayTypeGroup>
        </PayTypeDefinition>
    </PayType>
<PayClass>
    <PayClassDefinition>
        <XRefCode>CONT</XRefCode>
        <Name>Contractor</Name>
        <Description>Contractor</Description>
    </PayClassDefinition>
</PayClass>
<EmploymentStatus>
    <EmploymentStatusDefinition>
        <XRefCode>ACTIVE</XRefCode>
        <Name>Active</Name>
        <Description>Active</Description>
        <EmploymentStatusGroupXrefcode>ACTIVE</EmploymentStatusGroupXrefcode>
        <EffectiveStartingPoint>1</EffectiveStartingPoint>
    </EmploymentStatusDefinition>
</EmploymentStatus>
<Department>
    <DepartmentDefinition>
    <XRefCode>000006</XRefCode>
    <Name>000006</Name>
    <Description>000006</Description>
</DepartmentDefinition>
</Department>
    <Position>
        <PositionDefinition>
            <XRefCode>010133_ACCOUNTING_SPECIALIST</XRefCode>
            <DepartmentXrefCode>010133</DepartmentXrefCode>
            <JobXrefCode>ACCOUNTING_SPECIALIST</JobXrefCode>
            <EffectiveStart>1950-01-01</EffectiveStart>
            <IsNonService>false</IsNonService>
            <ShortName>010133 - Accounting Specialist</ShortName>
            <LongName>010133 - Accounting Specialist</LongName>
            <Officer>false</Officer>
            <Executive>false</Executive>
            <Status>OPEN</Status>
            <PositionTermXrefCode>REGULAR</PositionTermXrefCode>
            <IsWCBExempt>0</IsWCBExempt>
            <PPACAFullTime>0</PPACAFullTime>
        </PositionDefinition>
    </Position>
    <PositionAssignment>
        <PositionAssignmentDefinition>
            <DepartmentXrefCode>010133</DepartmentXrefCode>
            <JobXrefCode>ACCOUNTING_SPECIALIST</JobXrefCode>
            <OrgXrefCode>4D5B4A5B_3EC5_4BF1_BFB2_5EB2C6C646C4</OrgXrefCode>
            <EffectiveStart>1950-01-01</EffectiveStart>
        </PositionAssignmentDefinition>
    </PositionAssignment>
</ConfigDataImport>
HR Import
Copy 
<?xml version="1.0" encoding="utf-8"?>
<EmployeeImport>
    <Employee>
        <XRefCode>1006</XRefCode>
        <EmployeeNumber>1006</EmployeeNumber>
        <FirstName>Melanie</FirstName>
        <LastName>Hawkins</LastName>
        <OriginalHireDate>2007-06-04</OriginalHireDate>
        <LastPayrollNewHireExportDate>2007-06-04</LastPayrollNewHireExportDate>
        <WorkAssignment>
            <JobXrefCode>JOB4</JobXrefCode>
            <DeptXrefCode>DEPARTMENT</DeptXrefCode>
            <OrgXrefCode>GDLLP_USA_RETAIL_03095_TANGER_OTTAWA_DEPARTMENT</OrgXrefCode>
            <IsPrimary>true</IsPrimary>
            <EffectiveStart>2007-06-04</EffectiveStart>
        </WorkAssignment>
    </Employee>
    <Employee>
        <XRefCode>1007</XRefCode>
        <EmployeeNumber>1007</EmployeeNumber>
        <FirstName>Andrea</FirstName>
        <LastName>Monan</LastName>
        <OriginalHireDate>2007-06-04</OriginalHireDate>
        <LastPayrollNewHireExportDate>2007-06-04</LastPayrollNewHireExportDate>
        <WorkAssignment>
            <JobXrefCode>JOB5</JobXrefCode>
            <DeptXrefCode>DEPARTMENT</DeptXrefCode>
            <OrgXrefCode>GDLLP_USA_SMALL_BUSINESS_03095_TANGER_OTTAWA_DEPARTMENT</OrgXrefCode>
            <IsPrimary>true</IsPrimary>
            <EffectiveStart>2008-01-01</EffectiveStart>
        </WorkAssignment>
    </Employee>
</EmployeeImport>
Org Unit Import
Copy 
<?xml version="1.0" encoding="utf-8"?>
<OrgUnitImport>
    <OrgUnit>
        <Name>MA - Boston</Name>
        <Description>MA - Boston</Description>
        <XrefCode>MA_BOSTON</XrefCode>
        <OrgLevelXrefCode>DISTRICT</OrgLevelXrefCode>
        <ParentOrgUnitXrefCode>4D5B4A5B_3EC5_4BF1_BFB2_5EB2C6C646C4</ParentOrgUnitXrefCode>
        <EffectiveStart>1950-01-01</EffectiveStart>
    </OrgUnit>
    <OrgUnit>
        <Name>MA - Boston</Name>
        <Description>MA - Boston</Description>
        <XrefCode>T_AND_K_CAFE_MA_BOSTON</XrefCode>
        <OrgLevelXrefCode>SITE</OrgLevelXrefCode>
        <ParentOrgUnitXrefCode>4D5B4A5B_3EC5_4BF1_BFB2_5EB2C6C646C4</ParentOrgUnitXrefCode>
        <EffectiveStart>1950-01-01</EffectiveStart>
        <Address>123 Main St</Address>
        <Address2 />
        <City>Boston</City>
        <StateCode>MA</StateCode>
        <PostalCode>02205</PostalCode>
        <CountryCode>USA</CountryCode>
        <County />
    </OrgUnit>
    <OrgUnit>
        <Name>MA - Boston - 000006</Name>
        <Description>MA - Boston - 000006</Description>
        <XrefCode>T_AND_K_CAFE_MA_BOSTON_000006</XrefCode>
        <OrgLevelXrefCode>ONSITEDEPARTMENT</OrgLevelXrefCode>
        <ParentOrgUnitXrefCode>T_AND_K_CAFE_MA_BOSTON</ParentOrgUnitXrefCode>
        <EffectiveStart>1950-01-01</EffectiveStart>
        <DepartmentXrefCode>000006</DepartmentXrefCode>
        <ZoneXrefCode>000006</ZoneXrefCode>
    </OrgUnit>
</OrgUnitImport>

Next steps

Review the new Org Structure in Dayforce and update as required after the installation from Activate.

Complete the next wizard, as appropriate.

Important: When clearing and rebuilding the Organization Hierarchy, the newly created Sites or On-Site Departments might no longer have associated address information. Use the Org Unit Addresses wizard to mass update the Site and On-Site Department addresses where needed.

Questions

Would you be more likely to pair your jobs with
  • A Department: Depending on the values populated in the template, pair your jobs with Departments to create Job Assignments.
  • An Organizational Group: Depending on the values populated in the template, pair your jobs with Organizational Groups to create Job Assignments.
When reviewing timesheets or creating schedules, would you rather view them by
  • Organizational Group: Managers need to review timesheets and create schedules for all employees in a given organizational group.
  • Department: Managers need to review timesheets and create schedules for all employees in a given department
  • Physical Location: Managers needs to review timesheets and create schedules for all employees at the physical site
Typically, at what level are timesheets approved?
  • Department: One manager approves all employees in the Department.
  • Organizational Group: One manager approves all employees in the Organizational Group.
  • Physical Location: All employees in the physical location are approved by one manager.
  • List of Direct Reports: Each manager approves their direct reports. The direct reports could potentially work in different departments, organizational groups, and/or physical locations.
When running reports out of the system, would you want to see it organized by
  • Organizational Groups under their Department: Data for Organizational Groups aggregate into Departments.
  • Departments under their Organizational Group: Data for Departments aggregate into Organizational Groups.
The majority of your employees report to:
  • An Organizational Group Manager: Employees report to the manager of the Organizational Group.
  • A Department Manager: Employees report to the manager of the Department.
  • A Direct Manager: Each employee’s manager is assigned directly instead of being derived by where they work. Employees will require a one-to-one assignment of employee to manager, regardless of where they work in the Org Hierarchy.
  • Other: None of the above.

Organizational Hierarchy Template fields

All templates have the same basic structure:

  • Instructions tab: Helps you understand the purpose of the data and complete the fields in the template.
  • Data tab: Contains headers for the data to be included in the template. The headers remain the same, but you can change the column order. If you add more columns, Activate ignores them.

All number ranges in the templates include the numbers at both ends of the range.

To see a list of the fields in the template, click here:
Employee Identifier
Order Data Type Description Examples Why This Is Needed
1 Alphanumeric
Unique value between 1-40 character.

For Canadian pay groups, a unique value between
1–9 characters.

This field enables the system to identify employees uniquely. Use the same number assigned to the employee in the Getting Started HR data loads. 3241245
000000006
abc123499 		In the context of this import, the Employee Identifier, First Name, and Last Name are included to help users identify employees when completing the template.

This required field validates that the data being loaded is assigned to the correct employee record. The values given must match exactly to an existing employee record in Dayforce.
First Name
Order Data Type Description Example Why This Is Needed
2 String1 between 1-64 characters. Legal first name of the employee. Joe In the context of this import, the Employee Identifier, First Name, and Last Name are included to help users identify employees when completing the template.

This required field validates that the data being loaded is assigned to the correct employee record. The values given must match exactly to an existing employee record in Dayforce.

1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &

Last Name
Order Data Type Description Example Why This Is Needed
4 String1 between 1-64 characters

 

 Legal last name of the employee. Smith In the context of this import, the Employee Identifier, First Name, and Last Name help users identify employees when completing the template.

This required field validates that the data being loaded is assigned to the correct employee record. The values given must match exactly to an existing employee record in Dayforce.

1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &

Job Start Date
Order Data Type Description Examples Why This Is Needed
5 Date. Excel right-justified date format or Excel text format yyyy-mm-dd.
The effective start date of the employee's current job. Date formatted cells:
09/24/2015
24/09/2015

Text formatted cells:
2015-09-24 		The Job Start Date is the date on which the employee started their current job. This date should be given in all cases where historical job records are being included. If the Job Start Date isn’t included, it’s set equal to the employee's Original Hire Date.
Job Title (Required)
Order Data Type Description Examples Why This Is Needed
6 String1 between 1-64 characters. The employee's current primary job. This is what the employee “does” at your organization. Not to be confused with “where” the employee does the work, or for what “department” the employee is a member of. We ask for that information in different fields. Clerk
Machinist
Director
RN 		Part of an Employee's overall work assignment. Jobs fully describe what kind of work is performed at your organization. Jobs can help qualify employees for pay and benefit plans, supports recruiting, and many other Dayforce functions. Jobs fall into EEO Categories, Pay Grades, Job Families and Functions, and FLSA Status. It can also assist in how time and pay are charged to the GL.

The Job and Department make up an employee's Job Assignment.

1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &

Department (Required)
Order Data Type Description Examples Why This Is Needed
7 String1 between 1-64 characters. The employee's current primary department. Think of this as the group in which the employee belongs. This group doesn’t have to be at the same location, and all employees in this group don’t have to work the same job. HR
Finance
0437-Admin
Operations 		Part of an Employee's overall work assignment. The department concept allows for organizations to group together employees who might be working towards the same goal but work in different jobs.

1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &

Physical Work Location (Required)
Order Data Type Description Examples Why This Is Needed
8 String1
between 1-64 characters		 The name of the location or site where an employee primarily works. Use the name that your organization commonly uses to describe the location.

If the employee is virtual, give the name of the location or site that they report into.

 Head Office
Plant 8
14-Valley Road 		Part of an Employee's overall work assignment. The location is at the core of your organizational hierarchy. It provides the work address necessary to assign the EE/ER payroll taxation in the US and Canada. As you build out all levels of your organizational hierarchy, it can also assist in how time and pay are charged against the GL or for grouping report data.

1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &

Legal Entity
Order Data Type Description Examples Why This Is Needed
9 String1 between
1-128 characters.		 The name of the organization for which an employee primarily works. Use the legal name that your organization has registered this organization under. Car Company LLC
Retail Stores Inc.
Solution Technologies 		The legal entity is at the core of your organization. They’re associated with the employee through the organizational structure so that taxes can be reported to the proper authorities and issued against the right organization.

1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &

Organizational Group
Order Data Type Description Examples Why This Is Needed
10 String1 between 1-64 characters. The employee's current primary organizational group. Think of this as either a subgrouping in their current department/location or a grouping that combines multiple related departments or locations together. Your Business Unit
Your Division
Your Cost Center
Your Segment
Your Sub-Department
Your Region 		The Organizational Group is another employee grouping in addition to the Department, Physical Location, and Legal Entity. This can be a high-level concept like a region that groups multiple locations or it can be more detailed such as a cost center or subdepartment, assisting in how time and pay are charged to the GL.

1 Special characters accepted within the string include: alphanumeric, space, period, apostrophe, dash, number symbol #, comma, underscore, forward slash /, parentheses (), &

Commonly encountered issues

Note: This information is for System Integrators.

The XRefCode that is created as part of the Org Hierarchy configuration might exceed the character limit and result in trimming the XRefCode. This creates duplicate XRefCodes and cause the generation of the Org structure to fail. Ensure that all names are short for:

  • Legal Entity
  • Physical Work Location
  • Department
  • Job

Additional Information

Organization Hierarchy in Dayforce

At the bottom of the hierarchy are departments. Departments roll up to, or belong to, zones. Zones roll up to sites, also known as locations. Sites (locations) can be organized into one or more groups or subgroups, such as districts or regions, in the Org Hierarchy. And, finally, districts and regions roll up to the top (or corporate) level top of the org hierarchy.

Note: The Organizational Hierarchy wizard in Activate currently only supports one of the following numbers of levels: Corporate > District > Site > On-Site Department. The wizard will support additional levels in the Org Hierarchy in a future Activate release.

The following list describes the various organization (or org) levels available in Dayforce:

Corporate

This level is the top level of an organization. This org level contains all of the other hierarchy levels in the organization. This is the first org level that you create.

Region

Optional. A region represents a group of districts (optional). For example, a region is often used in organizations that operate in more than one country (USA, Canada, or the UK), or more than one continent (Europe or North America). This org level contains districts, sites, departments, zones, and on-site departments.

District

Optional. A district represents a group of sites. For example, if an organization operates in more than one continent, (Europe or North America), it might divide the organization into districts by country grouped under a region, such as France, Germany, or Belgium in Europe, and the United States and Canada in North America.

Site

A site represents a location where people are employed. A site can be a physical building, a collection of buildings, a town, a city, or province, or it can be virtual.

Department

A department represents the area that requires a job to be performed. A department can represent a function (Finance, Sales), an area of responsibility (Production Line), or even a virtual area (Union Duties).

Zone

A zone represents a grouping of on-site departments for the purposes of scheduling.

On-Site Department

An on-site department is comprised of a site and a department that have been configured in Dayforce. For example, New York (site) + Packaging (department) = New York Packaging (on-site department).

Configuring Your Organization's Hierarchy Levels

How you configure your org structure impacts how employee work assignments are set up, which affects jobs and job assignments. In Dayforce, a job assignment is comprised of a job and a department. A job is a set of activities that need to be done, and a department can be an area that requires a job to be done. The department can be an area of responsibility (Front Desk or Production Line), a functional area (Finance or Sales), or a virtual area (Union Duties).

Your organization's hierarchy levels determine the behavior of multiple features and elements in Dayforce. For example:

  • Management can be driven by location (org level) in the Org Hierarchy. Employees can be filtered and scheduled by location.
  • Legal entities are tied to the Site and are required for processing in the Payroll feature. The Site approves Timesheets.
  • General Ledger information and details can be driven by the employee, department, org unit, job, and job assignment, as well as earning and deduction codes in the system.
  • Schedules are loaded by Site. Zones can be used to filter within a schedule.
  • The Org Hierarchy determines the security and access. Users have visibility to different locations in the org structure, and user roles control access to data.

Configuring the structure, or hierarchy, of your organization can involve several tasks:

  • Configure Organizational Groups and Sub-Groups
  • Configure Departments
  • Create Zones
  • Create Zone Packages
  • Create Merchandising Departments
  • Link Merchandising Departments to Zones
  • Configure New Locations
Alternative Org Structure

At Done & Install, all records from the following areas are permanently deleted and recreated:

  • Org Structure
  • Jobs
  • Departments
  • Job Assignments
  • Employee Work Assignments
  • Transactional Employee Data
  • Pay Group Calendars