Organizational Structure Publication and Version History
Organizational Structure Version History
For information on version history, go to the Organizational Structure Version History tab (Fig. 2). To open it, go to the Organizational Structure section and select Organizational Structure Version History in the expanded list of the Organizational Structure button (Fig. 1).
Fig. 1. Button leading to the Organizational Structure Version History section.
Fig. 2. Organizational Structure Version History section.
Each version of the organizational structure can have one of the following statuses:
A Draft version of the organizational structure is the version that is currently being modeled. A new draft is created after changes made to the published model are saved. To save any changes made to the model, click Save (Fig. 3).
Fig. 3. Save button in the Organizational Structure tab.
A Published version is the version that is currently used in ELMA.
An Outdated version is a previous before the the published version. A published version receives the Outdated status when a Draft is published. ELMA stores information on all the outdated versions of the organizational structure.
Any of the outdated versions can be selected as a draft. Right-click in the field of the desired version and select Make it current draft (Fig. 4).
Fig. 4. Make it current draft option in the context menu of a version.
The Organizational Structure Version History displays the model of the structure only for viewing. If you wish to edit the model, go back to the Organizational Structure section. To do so, click History – Organizational Structure (Fig. 5).
Fig. 5. Button leading to the Organizational Structure.
Editing the Organizational Structure model
There are certain changes that you can make in the model:
Add new elements. This action does not impact the tasks and processes active in the system. The added element can be used by system modules.
Move organizational structure elements - job positions, departments, groups of employees. This action can cause changes in the existing access permissions to system objects.
In ELMA, heads of department receive access permissions to the system objects of their employees automatically. In Fig.6, the head of the Logistics Department is the Deputy CTO., while in Fig. 7 this department has been moved and its head is now the Deputy CCO. The access permissions are therefore reassigned from the Deputy CTO to the Deputy CCO.
Fig. 6. The head of the Logistics Department is the Deputy CTO.
Fig. 7. The head of the Logistics Department is the Deputy CCO.
Deleting an organizational structure element. This action may have an impact on the current ELMA processes, if the element is specified as executor of a swimlane. If the deleted element was the only executor of a swimlane, then all the tasks of the swimlane will be reassigned to the person responsible for the process instance. ELMA will show a corresponding message (Fig. 8).
Fig. 8. Error notification, shown by ELMA if it is impossible to define the executor of a swimlane.
If the deleted element is not the only executor of a swimlane, then the process will not be changed in any way.
Publishing the Organizational Structure
When the organizational structure is published in ELMA Designer, it receives the Published status. A published version is the one that ELMA uses.
There are two ways to publish an organizational structure:
Click Publish on the Organizational Structure tab (Fig. 9);
Click Publish on the Publishing tab of ELMA Designer (Fig. 10).
When you click Publish, a dialogue box appears. It displays the version number (Fig. 11). In the Comments field, you can add information about the published version. For example, describe what changes have been made. This information will be displayed in the Organizational Structure History Versions section, in the Description field (Fig. 12).
Fig. 11. Dialogue box that opens upon clicking Publish.
Fig. 12. Organizational Structure History Versions, Description field .
