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Organization Unit Definitions

An organization unit is a structured subgroup within a company or institution designed to fulfill a specific function or carry out a particular task. Organization units support the overall objectives of the enterprise and are designed to execute business processes systematically.

Features of an Organization Unit​

The characteristics of organization units can be examined under several main headings:

  • Purpose-Oriented Structure: Each organization unit is created to serve a specific purpose (e.g., Sales, Accounting, Logistics).
  • Defined Authority and Responsibilities: Each unit has its own tasks, areas of responsibility, and level of authority.
  • Workflow and Hierarchy: Organization units typically operate within a hierarchical order, and their relationships are defined within this structure.
  • Resource Management: Each unit manages the resources (personnel, equipment, budget) allocated to it to fulfill its duties.

Importance of Organization Units​

  • Management of Business Processes: Organization units help better organize business processes and ensure coordination.
  • Efficiency and Specialization: Assigning employees to units based on their areas of expertise increases efficiency.
  • Accountability: Clear responsibilities make it easy to identify the source of issues in processes.
  • Faster Decision-Making: Division of work among organization units speeds up decision-making.

Organization units play a critical role in organizing internal processes, optimizing workflows, and achieving organizational goals.

Role of Organization Units in QDMS Now​

  • Allocation of Responsibility and Authority:
    • Clarifies which unit manages which assets.
    • Defines the responsibility areas of each organization unit.
  • Maintenance and Repair Processes:
    • Organizes which unit performs regular maintenance and repairs on assets.
    • Maintenance budgets and work orders are managed by the relevant unit.
  • Performance Tracking:
    • Tracks the performance of assets owned by each unit.
    • Reports quality and compliance performance across the enterprise.
  • Hierarchy and Relationship Management:
    • Ensures assets are distributed in accordance with the corporate hierarchy.
    • Strengthens collaboration between upper and lower units.

Organization units are how QDMS Now routes work. They scope nonconformity and complaint categories, carry document responsibility, define the scope of a risk assessment, and decide which records reach which team.

Examples of Organization Units​

Organization unit definitions can be created without a hierarchy or structured in a hierarchical tree to organize different layers of a system or organization. Below are examples of both approaches:

1. Non-Hierarchical Organization Units

  • Production Unit
  • Logistics Unit
  • Maintenance and Repair Unit
  • Finance Unit
  • Administrative Unit

2. Hierarchical Tree Structure Example

  • Corporate Headquarters
    • Production Department
      • Machinery Park
      • Assembly Line
      • Quality Control Area
    • Logistics Department
      • Warehouse Management
      • Shipping Area
    • Maintenance and Repair Department
      • Electrical Maintenance Team
      • Mechanical Maintenance Team
    • Administrative Affairs Department
  • These examples demonstrate various types and formats of organization unit definitions. Clearly defining each unit facilitates cost management and monitoring. Overly detailed definitions, however, can complicate management and reporting. The key is to optimize definitions according to organizational structure and reporting needs.

Organization Unit Operations​

Standard functions such as exporting to Excel, filtering, and modifying field visibility are available on the Organization Unit listing and record pages. These standard functions are detailed under General System Usage.

Organization Unit Definition Page​

This page is used to create a new organization unit or modify an existing one.

  • Name: Enter a clear and concise description of the organization unit.
  • Parent Organization Unit: Defines the hierarchy by specifying the parent organization unit to which the new unit is attached. This field is optional.
  • Members: Used to assign users associated with the organization unit.
  • Roles: Defines the roles assigned to users within the organization unit.

Organization Unit Hierarchy​

The organization unit hierarchy provides a structure to organize and classify organizational units systematically. It enables detailed monitoring, management, and analysis of these units.

This type of structure is highly beneficial for tracking and managing costs and for quickly accessing required information.

Authorization and Access Control​

Topics related to Authorization and Access Control are detailed under User Management and Authorization.

Organization Unit Manager Role​

  • Create: Permission to create new organization units.
  • Edit: Permission to edit existing organization units.
  • Delete: Permission to delete organization units.
  • Batch Operations: Permission to perform bulk actions, such as exporting and importing.
  • Design: Permission to design pages related to organization units.

Organization Unit Contributer Role​

  • Create: Permission to create new organization units.
  • Edit: Permission to edit existing organization units.

All Users​

  • All users can use created organization units across other modules.

Tips and Best Practices for Organization Units​

  • Use Clear Definitions: Define each unit's responsibilities and tasks explicitly.
  • Keep Hierarchical Structures Updated: Periodically review the organizational structure and unit responsibilities.
  • Define Authorization and Access Controls: Limit which units can interact with specific assets.
  • Provide Training and Support: Regularly train staff in organization units on the quality management system and its processes.

Frequently Asked Questions​

What Should Be Considered When Defining an Organization Unit?​

  • The unit name should be clear and descriptive.
  • Its responsibilities and tasks should be defined.
  • Its position within the hierarchy should be specified.

What Should I Do if I Define an Organization Unit Incorrectly?​

If an incorrect definition is made, the organization unit can be edited or deleted if necessary.

Can Organization Unit Definitions Be Changed Later?​

Yes, definitions can be changed later. However, this action will affect all records where the unit has been used, so it should be done with caution. If it is intended for a different purpose, a new organization unit should be defined.

Are There System Limits on Organization Units?​

There are typically no numerical limits on organization units within the system. However, instead of creating excessive units, review existing ones to determine the necessity of new definitions. Unnecessary detail can complicate management and reporting.

Are There System Limits on Organization Unit Hierarchies?​

There are generally no numerical limits on hierarchies. However, defining too many levels can complicate management and reporting. Include as much detail as needed, but review and adjust if necessary.

Why Are Organization Units Defined with a Hierarchy?​

Organization units are often structured hierarchically to facilitate reporting, enhance collaboration, and clarify areas of responsibility.

What Is the Difference Between an Organization Unit and a Consumption Point?​

An organization unit represents a general management structure, whereas a consumption point refers to a specific area where materials or resources are consumed. For example, "Maintenance and Repair Department" is an organization unit, while "Electrical Workshop" is a consumption point.

How Do Organization Units Evolve as a Business Grows?​

As the business expands, organization unit structures may become more extensive, and additional subunits may be created. New locations or processes can lead to reorganization of unit tasks and responsibilities.