Org Units Migration Simple Merge Checklist

How to prepare your Namely site for org unit migration using the simple merge process.

Background and Context

Currently, you are allowed to have a set of org units in HCM, and a completely different set in Payroll. As part of the upcoming Org Units release, you will be able to create one list and have it flow to both Payroll and HCM.

To prepare for the migration, you must make sure that for each org type:

  1. All Payroll subsidiaries and HCM have the exact same org units

  2. An employee is assigned to the exact same org unit in both HCM and Payroll

This guide will walk you through how to review your current org unit setup and the required steps to reconcile any possible differences.

Step 1: Review Org Unit Configuration

Accessing Setup

To view your org units setup in HRIS:

  1. In HCM, click the Company tab.

  2. Click the Settings tab.

  3. Click Groups.

To view your org units setup in Payroll:

  1. In Payroll, click Company tab.

  2. Depending on the org type you are reviewing, select Branch, Division, or Department.

Reconciling Differences

Org Types

  1. In HCM, ensure you have org types titled Department, Office Location, Division.

  2. If you do not use one of these three org types, please create one anyway.

  3. Make sure there is only one org type for each of these names.

Org Units

  1. If an org unit exists in Payroll but not HCM, create one in HCM (and vice versa).

  2. All Payroll subsidiaries must have the same org units. These org units should match by (1) count, (2) name, (3) payroll code, and, if applicable, (4) address, and (5) phone.

  3. HCM and Payroll must both have the same org units. These org units should match by: (1) count, (2) name, and, if applicable, (3) address, and (4) phone.

Please note that these matches have to be exact, including spaces, punctuation, and special characters. Here are a few examples that are not considered a match:

  • “Product and Engineering” vs “Product & Engineering”

  • “PreSales” vs “Pre-Sales” vs “Pre Sales”

  • “New York - HQ” vs “New York-HQ” vs “New York- HQ”

  • “Engineering” vs “Engineering ”

Step 2: Review Employee Assignments

Accessing Setup

To view your employees’ org unit assignments in HCM:

  1. In HCM, click Reporting.

  2. Click Create Report.

  3. Add the following fields: Department, Division, Office Location.

  4. Download report into Excel. 

Reconciling Differences

Note: If an employee is only in HCM, you do not need to do anything for that employee.

  • Using the two reports above, cross-reference an employee’s HCM/Payroll org unit assignments.

  • Make sure an employee is assigned to the same org unit in both systems.

Conclusion

Thank you for taking these steps! Continuity between your HCM and Payroll org units and assignments will increase the speed and accuracy of this migration, which means we can put this new feature in your hands even sooner.