How do I create an Org Chart?

You can Ctrl+click the following link to watch a video about org charts: http://www.palisade.com/BigPicture/Intro/EN/OrgCharts/

Structure the data correctly

The data set should, at a minimum, include employee names and two columns that specify employee-supervisor relationships. In this example, columns B and C play this role. (This data set is from one of the example spreadsheets under BigPicture Help.) Each employee has a title and a supervisor, with the exception of the organization leader, who has no supervisor (the organization leader is the root topic in the chart). Of course, the supervisor also has a title. For example, you could search for Managing Director - West in column B to find the name of Amanda Nelson's supervisor. The data set can have other information about employees as well.

Create pictures of employees

If you want the org chart to show pictures of the employees, you can create picture files of the employees and store them in a folder of your choice. The names of these picture files should match the text in some column, almost always the employee name column. Then the name of a typical picture file is Amanda Nelson.jpg (or some other graphics file extension).

Fill in the Org Chart dialog box

Click the Org Chart item on the BigPicture ribbon to bring up the tabbed Org Chart dialog box. Then fill it in as discussed in the following steps.

Fill in the Org Chart dialog box

Definition tab

The Definition tab is the most important. Here, you specify the data range, the two columns that define the employee-supervisor relationships, and any information you want to show in each employee's topic.

Definition tab

Pictures tab

To include pictures, check the Add Pictures option, and then select the folder where the picture files are stored and the field that matches the names of the picture files.

Pictures tab

Markers tab

Markers are optional. They allow you to show extra information about each employee below the employee's topic. In this example, the employee's performance rating will be shown in a number icon, and the employee's annual review summary will be shown in a note, that is, a small text box. There are actually many marker types available, which you can choose from a dropdown list.

Markers tab

Calculations tab

Calculations are also optional. They let you show rollup (summary) information about each employee who supervises other employees, either directly or indirectly. The results of the calculations appear below the employee topics in text boxes with summation signs. The keyword Headcount is used to produce counts of employees reporting to a supervisor. Numeric data from other columns can also be rolled up for each supervisor. The choices here will show the number and total salary of all employees who report directly or indirectly to a supervisor. A text box will also be included for each employee who doesn't supervise anyone, but it will just show that employee's salary.

There are actually dropdown lists next to Calc Type, Calc Depth, and Display In. For example, Calc Depth can be All Below or Direct Reports. You can experiment with the various options.

Calculations tab

Filter tab

A filter is also optional. It lets you include only a subset of all employees in the chart. For example, if a supervisor is located in New York and all of the people who report to her, directly or indirectly, are also located in New York, the resulting chart will just show her section of the organization. To remove a filter, you simply uncheck the Pre-Filter box.

Filter tab

Display tab

The Display tab's default settings usually suffice, but you can change them to suit your taste. In this example, each level of the organization will be colored differently, the org chart will be placed on a new worksheet in the same workbook as the data, the chart orientation will be from the top down (as opposed to left-to-right), and employees who supervise no one will be displayed vertically, not horizontally.

Display tab

Create org chart

When you click the Create Chart button, BigPicture creates the org chart and performs any requested calculations. By default, the chart shows the root (CEO) and the first level of supervisors. (Note that the example shown here does not contain a filter.)

Expand (or collapse) any section of the chart

You can click any of the green expand buttons to follow the org structure beneath a supervisor. You can then click any of the red collapse buttons to collapse any part of this.

View calculations

You can click any of the buttons with summation signs to see results of calculations. Here are the results for Loretta Smith, for one of her subordinates, Amanda Nelson, and for an employee, Harold Cross, who supervises no one. Note that each person's own salary is listed, along with any rollup summaries.

View information from markers

You can click any of the other "note" markers to see extra information. Here is the annual review summary for June Peters.

View information from markers

Modify or update the chart

If you want a different chart based on the same data set, you can go back into the Org Chart Definition dialog box and change the settings. For example, you might to add or change the filter. In this case you should click the Create Chart button, and you will be asked whether you want to overwrite this chart or create a new chart (on a new worksheet). The choice is up to you. On the other hand, if the chart will simply be updated with new data such as a different salary for someone, you can save time by clicking the Update Chart button.

Modify or update the chart