Using HR Charter

Printing the charts for an entire organization using the ‘Book Chart’

This is a PowerPoint presentation of about five minutes duration.

It will explain how to print charts for an entire organization in booklet form.

You may exit the presentation at any time simply by closing the Window.

Where this arrow appears, click on it to advance the slides.

Two Chart Formats Available

HR Charter offers two formats for charts, the Map Chart and the Book Chart.

The map chart is a design with which you will be most familiar. It is designed to be printed as a wall map.

Example of a Map Chart

Book Chart

The Book Chart style of report is used when the chart is going to be published as a booklet and printed with page numbers and an index.

The chart is split into a sequence of pages, starting with the topmost position and working down through each organizational level.

Example of a Book Chart

The boxes of a Book Chart contain an automated field for pointing the reader to the page in the booklet where the organizational hierarchy is continued.

Book Chart Box Designs

Each page can be fitted with headers and footers, either manually or automatically.

Department

Date

Page Number

Book Chart Headers and Footers

Department

Date Page Number

Position Description Name Reference

District Manager Huston, James Page 1

District Services Manager Thompson, Susan Page 1

District Clerk Elston ,Sarah Page 2

District Clerk Andrews, Harvey Page 2

District Clerk Turner, Joanne Page 2

District Technician Burton, Jennifer Page 1

Book Chart Index

An indented hierarchical index is printed at the back of each Book Chart. It shows supervisor-subordinate relationships along with handy page references.

There are five steps…

1. Generate the chart for the entire organization.

2. Apply one of the Book Chart box designs to all boxes in the chart.

3. Apply page headers and footers.

4. Preview the Book Chart before printing.

5. Print the Book Chart.

Preparing and Printing a Book Chart

Grow your organization chart in the normal way, starting with a search for the top-most position (e.g., Deputy Minister).

Be sure to designate enough levels to display the organization from top to bottom. For a ministry, select ten levels just to be sure.

Don’t worry about formatting the Map Chart that will first be displayed. That’s not the format that will be printed.

Generate the Chart for the Entire Organization

Select all boxes and apply either of the two Book Chart Box designs (Book Chart Basic or Book Chart Plus Class).

Apply a Book Chart Box Design

These box designs contain the embedded page reference data field.

Recommended…

Department Number for the top left corner

Date for the bottom left corner

Page Number for the bottom right corner

Apply Page Headers and Footers

Preview your Book Chart before you print!

Click Preview Book to continue…

Check for (1) page references in the boxes, and (2) page headers and footers.

If box design, headers and footers are in order, print the Book Chart!

A Book Chart for a large organization may be fifty pages or more in length. If you need to distribute copies, consider converting the Book Chart to PDF format, then distribute it electronically!

This requires Adobe Acrobat software, which is commonly available in most organizations.

Distributing a Book Chart

Summary…

1. Generate the chart for the entire organization.

2. Apply one of the Book Chart box designs to all boxes in the chart.

3. Apply page headers and footers.

4. Preview the Book Chart before printing.

5. Print the Book Chart.

Preparing and Printing a Book Chart

1. Setting up for access to HR Charter

2. Creating and printing your first chart

3. Selecting and applying box designs

4. Printing the charts for an entire organization using Book Chart

5. Shaping the chart using form style

6. Speeding repetitive chart printing using the recording macro

7. Inserting a chart into an MS Word document or PowerPoint presentation

8. Inserting a chart into an email message

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