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Documenting Staff Changes

While a position might not change, staff changes still exist. When staff change positions, new staff are hired, or existing staff leave, the Org Hierarchy should be updated to reflect these changes. This article does not cover how to move the positions (nodes) themselves. See Modifying the Hierarchy Structure for details on how to make edits to the positions themselves.

New Staff Hired

Before completing this step, make sure you have set up this staff member as a user in SmartCare.

  1. Open the Org Hierarchy screen.
    1. Click on the Search icon.
    2. Type in “Org Hierarchy” in the search bar.
    3. Select “Org Hierarchy” from the search results.
  1. Click on Modify to change the mode from View to Modify.
  2. Click on the node for the position the new hire is filling.
  3. Click on “Edit Selected Node” in the screen ribbon.
  1. This will expand the ribbon to include the attributes of the position. Enter the staff’s information.
    1. Staff Assignment: Select the staff member from the drop down list.
    2. Staff Start Date: Enter the date the staff started this position.
    3. Staff End Date: Leave this field blank.
    4. Staff FTE%: Enter the staff’ FTE%. The valid values are from 0.01 to 1.00. For example, a 50% staff FTE assignment would be denoted as 0.5. This is an optional If you leave the field blank, or enter “0”, the system will automatically populate the value to be 1.00 (100%).
  2. Click “Submit” to make the changes.
  1. A pop-up window will appear letting you know changes were made. Click “OK” to reload the Org Hierarchy and see your changes.

Existing Staff Leaves

  1. Open the Org Hierarchy screen.
    1. Click on the Search icon.
    2. Type in “Org Hierarchy” in the search bar.
    3. Select “Org Hierarchy” from the search results.
  1. Click on Modify to change the mode from View to Modify.
  2. Click on the node for the position the staff member is exiting from.
  3. Click on “Edit Selected Node” in the screen ribbon.
  1. This will expand the ribbon to include the attributes of the position. Enter the Staff End Date.
  2. Click “Submit” to make the changes.
  1. A pop-up window will appear letting you know changes were made. Click “OK” to reload the Org Hierarchy and see your changes.
  1. This position node should now read “null”, indicating the position is vacant.

Existing Staff Changes Positions

To move a staff member from one position to another, you’ll have to end-date their old position and add them to the new position. You’ll have to complete these steps in order, as a person cannot currently hold 2 positions at a time.

  1. Open the Org Hierarchy screen.
    1. Click on the Search icon.
    2. Type in “Org Hierarchy” in the search bar.
    3. Select “Org Hierarchy” from the search results.
  1. Click on Modify to change the mode from View to Modify.
  2. Click on the node for the position the staff member is exiting from.
  3. Click on “Edit Selected Node” in the screen ribbon.
  1. This will expand the ribbon to include the attributes of the position. Enter the Staff End Date.
  2. Click “Submit” to make the changes.
  1. A pop-up window will appear letting you know changes were made. Click “OK” to reload the Org Hierarchy and see your changes.
  1. This position node should now read “null”.
  1. Click on Modify to change the mode from View to Modify.
  2. Click on the node for the position the staff member is moving to.
  3. Click on “Edit Selected Node” in the screen ribbon.
  1. This will expand the ribbon to include the attributes of the position. Enter the staff’s information.
    1. Staff Assignment: Select the staff member from the drop down list.
    2. Staff Start Date: Enter the date the staff started this position.
    3. Staff End Date: Leave this field blank.
    4. Staff FTE%: Enter the staff’ FTE%. The valid values are from 0.01 to 1.00. For example, a 50% staff FTE assignment would be denoted as 0.5. This is an optional If you leave the field blank, or enter “0”, the system will automatically populate the value to be 1.00 (100%).
  2. Click “Submit” to make the changes.
  1. A pop-up window will appear letting you know changes were made. Click “OK” to reload the Org Hierarchy and see your changes.
  1. This position node should now include the staff member’s name.

Updated 3/20/24