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How to create, edit and map, roles and responsibilities

Functionly has libraries of pre-built roles and responsibilities to get you started. Building on these will make the library your own and speed up the headcount planning process in future.

 

Getting started

If you read our article to help understand roles and responsibilities you'll know that roles are essentially like descriptive containers that are applied to people and positions e.g. "People Business Partner", and these roles contain responsibilities (the actual work that gets done) e.g. "Workforce Planning" or "Performance Management".

You can create the roles that you have in your organization first and then apply responsibilities but in our experience, it's helpful to create your responsibilities first by adding them as functions to your library.

Creating the responsibilities first allows you the clarity of really assessing what the work to be done within your organization is without initially clouding your vision by thinking about a specific person in your org who already has a similar role.

This will prove particularly important when it comes to workforce and headcount planning, where you may be hiring for many positions, as having a clear picture of what your new hires should be responsible for is crucial for them and you, rather than trying to recruit a clone of someone who's already in your organization.

Creating your responsibilities first will help you approach the org design process in a people-agnostic way that will allow you to really hone in on what it is that you want each role to be doing and, if you're hiring, potentially hire a great candidate unlike anyone currently in your organization.

 

Contents:

  1. Choosing a functional library
  2. Create, edit and remove superfunctions, functions, or activities
  3. Create and edit your own roles
  4. Add responsibilities to a role
  5. Automatically map your people to roles and responsibilities

 

Read more about the relationship between positions, roles, accountabilities, and responsibilities.

 


 

1. Choosing a functional library

Before you start creating your organization's roles and responsibilities you'll be asked to select a functional library as the foundation to build your own library on top of. Then in future anytime you create a new scenario you can choose your own library as the starting point and continue adding to it.

 

For a new scenario:

  1. Click "Create new scenario"
  2. Select the functional library that most closely resembles your organization
  3. Select import method and continue

 

For an existing scenario:

  1. Select the "Role templates" tab on the left-hand nav
  2. Click "Select library"
  3. Select the functional library that most closely resembles your organization

 

 


 

2. Create, edit and remove superfunctions, functions, or activities

Creating your organization's functions will allow you to add them to your org chart as accountabilities and responsibilities.

When you select "Functional chart" from the view dropdown in the top left of your org chart it will bring up a list of all of the superfunctions (the headings) and functions (the sub-headings) in that particular functional library.

If you want to get more granular with your organization's accountabilities and responsibilities then you can also add activities to any function.

 

In this section:

 

 

Create superfunctions, functions, and activities

 

 

Create a superfunction:

  1. Select "Functional chart" from the view dropdown
  2. Scroll to the bottom of the list
  3. Click "Add superfunction"

 

Create a function:

  1. Select "Functional chart" from the view dropdown
  2. Click "Add function" to any existing superfunction
  3. Or scroll to the bottom of the functional chart to first add a new superfunction

 

Create an activity:

  1. Select "Functional chart" from the view dropdown
  2. Click on the title for any superfunction
  3. Open the folder for any function
  4. "Click add" activity

 

 

Edit, disable and delete superfunctions, functions, or activities

Anywhere in Functionly that you see an ellipsis icon (three dots), you can open a menu for the item it's in line with and this is true of superfunctions, functions or activities.

 

 

Superfunctions and functions

  1. Select "Functional chart" from the view  dropdown
  2. Click the ellipsis next to any superfunction or function

Activities

  1. Select "Functional chart" from the view  dropdown
  2. Click on the title of a superfunction
  3. Click the arrow next to a function
  4. Click on the ellipsis next  to any activity

 


3. Create and edit your own roles

There are different ways to create new roles depending on...

 

Create a brand new role template

  1. Open the left-hand nav
  2. Select the "Role Templates" tab
  3. Click "Add role template" below any job family (the headings)

 

OR

 

Add a role to your own job family:

  1. Open the left-hand nav
  2. Select the "Role Templates" tab
  3. Scroll to the bottom of the list
  4. Click "add job family"
  5. Then "Add role template"

Rename an existing role

  1. Select the "Role Templates" tab on the left-hand nav
  2. Click the ellipsis (three dots) next to any role
  3. Select rename

 

Save a role template

If there are roles on your chart that aren't already in our library then you can easily save them as new templates:

  1. Locate the role on your org chart
  2. Click the ellipsis (three dots) next to it
  3. Select "Make role template"

 


4. Add responsibilities to a role

Adding responsibilities to a role template will mean that when you apply that template to a person or vacant position within the organization in the future, those responsibilities will automatically be applied.

 

 

To add responsibilities to a role:

  1. Open the left-hand nav
  2. Select the "Role Templates" tab
  3. Click on any role to open and view functions
  4. Drag and drop functions onto the open role window to apply responsibilities

 

Or:

  1. Click on any role that's been added to the org chart
  2. Click add responsibility or start dragging functions and superfunctions from the left (Accountabilities must be turned on to access the Functions tab)

 


5. Automatically map your people to roles and responsibilities

When you first import people, the position title you have set for them, whether via CSV, Slack, or HRIS, will become their primary role, and if that role is recognized from your library of role templates then Functionly will automatically map any responsibilities associated straight to that person.

 

Importing an org structure

  1. Ensure that titles in the import and roles in the library are spelled identically
  2. Ensure a functional library is set
  3. Import via your preferred method
  4. Open a position modal to view responsibilities

 

Importing people only

  1. Ensure that titles in the import and roles in the library are spelled identically
  2. Ensure a functional library is set
  3. Import via your preferred method
  4. Start adding people to your chart
  5. Open a position modal to view responsibilities

 

Responsibilities won't be visible until the person is added to the org chart. This means that for Slack imports or any method just people are being imported rather than a structure, you won't see the responsibilities until the person has been added to the chart.