(Revised: 02/2020)

Definition

Organizational charts (org charts) provide an overview of reporting relationships between positions and levels of supervision and responsibilities within the department. The person in charge is at the top, with subordinates below, and individuals on the same horizontal level as peers.

Positions are approved and classified based on the work assigned (allocation) and reporting relationship. Organizational changes may influence several positions; therefore, staffing changes, realignments, or reorganizations must be reviewed and approved by Department of General Services (DGS) Office of Human Resources (OHR) before they occur.

Policy

It is DGS policy for the Employee Resource Liaison or designee from each division, branch, section, and office to submit org charts to the OHR, Classification and Pay Unit (C&P) on the following basis:

  • By the 4th of each month.   
  • Annually by December 20th with executive-level management or designee signature.   
  • When submitting a Request for Personnel Action (RPA), and
  • When the following changes occur (typically via the RPA process):   
Request Type Current Org Chart Proposed Org Chart
Filling a vacant position x  
Filling a new position x x
Reclassifying positions x x
Transferring employees and/or positions to another unit/location x x
Reorganizing offices/units x x

The org chart shall be in accordance with the guidelines provided in this section.

Format

OHR accepts Microsoft Word, Visio, and Adobe versions of the org charts. However, OHR highly recommends utilizing Microsoft Visio for the creation and maintenance of org charts. DGS Enterprise Technology Solutions (ETS) can assist offices with computer upgrades, if necessary.

Small organizations may fit entirely on a single page; however, DGS divisions should prepare one comprehensive chart reflecting major units, top managerial/supervisory positions, and the total budgeted position count for the division. In addition, DGS divisions shall attach additional charts detailing sections and units, labeled by section/unit name including subtotals of the authorized budgeted positions for each section. Intermittent or seasonal positions should not be included in the total count.

Please follow the formatting requirements below:

  • Use 8 ½” x 11” paper in landscape orientation.
  • Font should be Arial or another sans-serif font.
  • Org chart should be without color, shading, shadows, or italics.
  • Indicate the office, branch, section, and unit name and date (month and year) in the upper left corner.
  • Indicate the executive-level management or designee signature block in the lower right-hand corner.
  • Depict all positions, including vacancies and “loaned” positions to or from another division or department.
  • Omit references to Industrial Disability Leave (IDL), Workers Compensation (WC), or Limited Examination Appointment Process (LEAP).
  • Use “RA” only for Retired Annuitants.
  • Use solid and straight connectors to depict reporting relationships and dotted lines for consultant positions or reporting relationships outside the unit.
  • Use dotted connectors and boxes to reflect positions on loan in the receiving program/program, and solid connectors and boxes for the same position in the loaning department/program.

Position Box Format

The position box should be formatted as follows:

  • Employee name or "Vacant," if vacant
  • Civil service class title (NOT working title)
    • The title can be abbreviated, but the entire org chart should be formatted consistently.
  • Full position number
  • Tenure and time-base if not permanent, full-time

DGS Master Org Chart

Every quarter, OHR combines every DGS program's org chart, as well as the org charts of the boards and commissions contracted by OHR, into one master file. This happens in January, April, July, and October of each year. Every time the org chart is due, the C&P Analyst will request an electronic copy from the program. This copy cannot be a scan and should either be the original file or a copy saved as a PDF.

Annually, DGS programs are required to submit a second org chart, in addition to the digital copy. This one must be signed by executive-level management or designee signature (i.e., the office's Chief). A master org chart with signatures is required by the Department of Human Resources every January.

Contact your OHR C&P Analyst if you have any additional questions regarding org charts.

Resources

Other Reference Materials

Responsible Control Agency

  • Department of Human Resources