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Topic: COUNTY ORGANIZATION CHARTS Date Issued: Nov. 15, 1990
Section: ORGANIZATIONAL STRUCTURE Date Revised:
Number: I.4.
PURPOSE:
To
provide guidelines to departments on how to develop organization charts
to
facilitate better understanding of the information presented.
POLICY:
I. In order to facilitate mutual
understanding of information presented
on Organization Charts, it is desirable
to use uniform standards in
their development. Some basic generalities are listed
below. Devia-
tions from these may be appropriate when
following these guidelines
does not provide the most accurate or
meaningful information. The
value of standardization becomes more
apparent if we consider the
purpose of the organizational chart: to
clarify and communicate organ-
izational structure, reporting
relationships and assignment of posi-
tions within an organization.
A.
Good balance or symmetry is desirable, but not at the cost of
clarity or accuracy.
B.
In large organizations it is desirable to establish a basic chart
to show the overall structure of the
department or organization.
Supplementary charts may show details at lower levels. The
amount of detail appropriate for a
particular chart will depend
on the purpose for which it is
prepared.
C.
As major classification studies are undertaken, new master organ-
ization charts should be produced,
which may be amended from time
to time after that date.
D.
The majority of organizational charts will be designed to indi-
cate the assignment of positions.
E. When a chart is
prepared for a classification study, be certain
to show the next higher level of
position within the organiza-
tional unit and whether or not the
next higher level supervises
other positions.
F.
If a position shown on the organization chart has other areas of
I.4.
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ORGANIZATION CHARTS
responsibility not shown on the
chart, a double ended horizontal
arrow may be used to indicate other
areas of responsibility.
G.
In preparing organizational charts, it is a good idea to allow
room for positions to be added in
the future. As positions are
added to the chart or reclassified
in the future, the date of
change should be included next to the position studied. An as-
terisk may be used to aid in showing
areas of change.
H.
Identification of the functional responsibility of small units
can be helpful to others in the future
and, therefore, should be
included if possible.
I.
It is also possible that in some instances it may be desirable to
add other information concerning the
unit on the organization
chart.
J.
Solid lines are used to indicate direct control or flow of au-
thority downward and reporting
relationships upward. In some
instances it may be appropriate to
use a broken line with a brief
notation to indicate an advisory or
cooperative relationship.
K.
Organization charts should be dated and show the developer's
initials. Changes should be initialed as well as dated.
PROCEDURE:
I. Departments are required to submit
updated accurate organizational
charts each year with the budget request to the County
Administrative
Office.
II. Upon CAO approval, a copy will be
forwarded to the Personnel Depart-
ment.
III.
New positions requested should be clearly labeled as such so that 1)
the Personnel Department can easily identify new positions
requested
to compare to those approved (for
classification purposes); and, 2)
the chart can be easily updated after the
budget is finalized.
IV. The Personnel Department will compile and
publish the organization
charts provided.
PAM0104
RFT F1