DATABASICS Data structure overview

Summary

DATABASICS’ time and expense management products data structure is made up of different types of data:

• Demographic (Organization)

• Activity (WBS)

• Time (only applicable for Time customers)

• Expense (only applicable for Expense customers)

• Approval (separate tables, can be tied with data in either of the other types)

Organization Structure

DATABASICS Organization Structure is comprised of the Operating Unit, Department, Employee, Function, and Location.   Also associated with Organization are Currency, Employee Types, Holiday, Vendor, Time Code (Pay Code), Time Code Validation Rules, and User Reporting Group elements.

The Operating Unit is the highest level within an organization.  Operating Unit can represent any type of cost center or company.  An Operating Unit is unique across the entire organization.  For example, Operating Unit may correspond to an organization’s "Divisions".   Operating Unit is a required level of the Organization Breakdown.

Operating Unit

The Operating Unit is the highest level or "parent" within an organization and it is required within the hierarchical organizational setup. An operating unit is unique across the entire organization and it will support any type of organizational cost center structure.

For example, an operating unit could be classified as a company division with various departments or cost centers under the operating unit. Using this example, the hierarchy would be as follows:

• Operating Unit A

  • Department A1

  • Department A2

  • Department A3

• Operating Unit B

  • Department B1

  • Department B2

  • Department B3

Department

The Department acts as the administrative unit for an Employee. A department is the child of its parent operating unit. Department ID's can be duplicated across operating units. For example, there can be a Department 1234 in each operating unit. Each Employee is assigned to one department.

Function

Functions are only used in DATABASICS Time and are generally used as a skill classification/cost rate category, but may be used for any purpose. Each employee is assigned a default function that will automatically appear on his timesheet. In addition, Time can be configured to allow employees to change their default function when charging time to a WBS. That is, employees mainly perform a default function, but can occasionally will perform a different function.

Location

The DATABASICS element Location is used to capture specific business sites or if specificity is not required, geographic or political consolidations.  For example, different work/business rules may apply per Location with respect to the length of the workday, weekdays verses weekends, etc.  Each employee is assigned to a default location, which can be changed during Time Entry on a per line basis.

Vendor

DATABASCS’s Vendor can identify users in the application for the purposes of reimbursing Vouchers and Invoices.

Time reported by contractors, or other members of outside organizations. 

Expenses for reimbursement (including by employees) as well as external vendors, e.g. as part of a Vendor Payment solution.

Employee

Employee is the lowest level of the Organization Structure and are assigned to one and only Department.  This element is used to identify the actual users of the DATABASICS system. 

Activity Structure

Time Structure

Time Code (Pay Code),

Time Code Validation Rules,

User Reporting Group

Expense Structure

Approval Structure

Data Dictionary

All fields in the application can be relabeled to meet the customer’s requirements and accommodate for a familiar end-user experience.

The below table highlights common alias facilitated for through labelling in the application for customers.