TeamOhana integrates with external systems like BambooHR and UKG to import your organization’s divisions and departments. However, because HRIS data is often flexible and can change frequently, the raw import can become unmanageable.
To address this, TeamOhana provides a dedicated Department Management interface that allows you, as an admin, to review and control these changes. This guide explains the features available for managing departments and details the important process of claiming external system departments.
Key Features
1. Create a New Department
Purpose: Add a department that doesn’t currently exist in TeamOhana.
How It Works:
Enter a unique department title and select the appropriate division.
Optionally link the department to an external HRIS entry.
Once created, the department is immediately active and can be assigned headcounts, used in filters, and referenced in workflows and reports.
2. Edit a Department
Purpose: Renaming the details of an existing department
How It Works:
Select the edit option to modify the department’s title or other attributes.
Changes apply across the platform—updating headcounts, approval workflows, access control and reporting modules.
3. Mark as Inactive / Archive
Purpose: Remove a department from active use while preserving historical data.
How It Works:
Mark as Inactive: This status flags a department as not available for new headcount creation, while still showing historical records.
Archive: Permanently remove a department from active workflows after ensuring there are no active headcounts or unresolved HRIS mappings. (Reassignment of headcounts may be required before archiving.)
4. Claim/Map HRIS Departments
Purpose: Reconcile departments imported from your HRIS with your existing TeamOhana structure.
How It Works:
When new or renamed departments are detected in your HRIS data, they initially appear as unclaimed in TeamOhana.
You decide whether to:
Claim as New: Add the unclaimed department as a new, standalone department.
Claim as Alias: Map the unclaimed department to an existing department, effectively merging them (useful when a department is renamed in HRIS).
Bulk Actions: The interface also supports bulk claiming, archiving, or deletion to manage multiple departments at once.
Understanding the Claim and Unclaim Process
What is “Claiming”?
Claiming is the process by which you, as an admin, review an inbound HRIS department that is currently in a pending (unclaimed) state and decide how it should be integrated into your TeamOhana structure.
How to Claim:
Claim as New: If the HRIS department represents a new entity, you can confirm it as a new department. It will then become an active part of your organizational structure.
Claim as Alias: If the HRIS department is essentially a renamed version of an existing department, you map it to an existing TeamOhana division-department.
What is “Unclaimed”?
When HRIS data is imported, new or updated department entries initially appear as unclaimed.
Unclaimed departments remain in the system in a pending state until you take action. This prevents automatic updates that could lead to duplicate entries or misaligned data.
Leaving a department unclaimed means no changes are applied—ensuring you have full control over when and how the HRIS updates affect your system.
Scenario-Based Steps
If You Want to Create a New Department:
Navigate to Org Setup > Departments.
Click + New Department.
Enter the department title and select the appropriate division.
Optionally link it to the corresponding HRIS department.
Click Save.
The new department is added as an active entity across the platform.
If You Want to Rename (Edit) a Department:
Go to Org Setup > Departments.
Locate the department to be renamed.
Click the ⋮ (More Options) icon and choose Rename Department Title.
Enter the new name and confirm.
The updated name will propagate across headcounts, workflows, and reports.
If You Want to Archive a Department:
Open Org Setup > Departments.
Find the department you wish to archive.
Click the ⋮ (More Options) icon and select Archive.
Ensure all active headcounts are reassigned before confirming.
Confirm the archiving process.
The department is removed from active workflows but remains in historical records.
If You Want to Claim an Unclaimed Department:
Navigate to Org Setup > Departments > Unclaimed.
Identify the unclaimed department from HRIS.
Choose your action:
Claim as New: If it’s a new department, click Claim as New.
Claim as Alias: If it’s a renamed department, click Claim as Alias and select the matching existing department.
Confirm your selection.
The department’s status is updated accordingly:
New claims become active.
Alias claims update the existing department’s name and related data.