SF 330 ORG CHARTS IN WORD BY WORDSWORTH Files/SF 330 ORG CHARTS IN... · ORG CHART TEMPLATES FOR...

ORGANIZATIONAL CHARTS:

FOR INSERTION INTO THE

STANDARD FORM 330

September 23, 2004

Prepared by:

Wordsworth Writing, Editing, and Document Formatting Services PO Box 4083

Palmer, AK 99645 (907) 745-5674

www.wordsworthwriting.net

and

Forms in Word www.formsinword.com

.

ORG CHART TEMPLATES FOR THE SF330 FORMS IN WORD.COM & WORDSWORTH

ORG CHARTS I SEPTEMBER 2004

TABLE OF CONTENTS

1.0 INTRODUCTION............................................................................................................1-1 1.1 Definition of Organization Chart .........................................................................1-1 1.2 Purpose of Organization Charts .........................................................................1-2 1.3 Types of Organization Charts.............................................................................1-2

1.3.1 Traditional Box-style Chart .....................................................................1-2 1.3.2 Indented List or "Treeview" Chart ...........................................................1-2 1.3.3 Example of Indented List Chart ..............................................................1-2 1.3.4 Optional Techniques...............................................................................1-3

1.4 How to Write an Org Chart .................................................................................1-3 1.4.1 Company Organization Chart .................................................................1-4

2.0 TIPS ON USING WORD’S ORG CHARTS FEATURE IN WORD .................................2-1 2.1 Instructions from Word 2000 Help Menu............................................................2-1 2.2 Using the Drawing Toolbar to Make Org Charts................................................2-2

2.2.1 Adding and Subtracting Parts of the Organizational Chart .....................2-2 2.3 Using Menus to Design Your Org Chart .............................................................2-2

2.3.1 Formatting Color, Font, etc. ....................................................................2-2 3.0 ORG CHARTS FOR A/E/C FIRMS – PORTRAIT..........................................................3-1

3.1 Style One: Traditional .........................................................................................3-1 3.1.1 Prime Contractor Only ............................................................................3-1 3.1.2 Prime Contractor Plus Subcontractor(s) .................................................3-2 3.1.3 Teaming Arrangement (use of Joint Venture Firms)...............................3-3

3.2 Style Two:...........................................................................................................3-4 3.2.1 Prime Contractor Only ............................................................................3-4 3.2.2 Prime Contractor Plus Subcontractor(s) .................................................3-5 3.2.3 Teaming Arrangement (use of Joint Venture Firms)...............................3-6

3.3 Style Three: ........................................................................................................3-7 3.3.1 Prime Contractor Only ............................................................................3-7 3.3.2 Prime Contractor Plus Subcontractor(s) .................................................3-8 3.3.3 Teaming Arrangement (use of Joint Venture Firms)...............................3-9

3.4 Style Four: ........................................................................................................3-10 3.4.1 Prime Contractor Only ..........................................................................3-10 3.4.2 Prime Contractor Plus Subcontractor(s) ...............................................3-11 3.4.3 Teaming Arrangement (use of Joint Venture Firms).............................3-12

3.5 Style Five:.........................................................................................................3-13 3.5.1 Prime Contractor Only ..........................................................................3-13 3.5.2 Prime Contractor Plus Subcontractor(s) ...............................................3-14 3.5.3 Teaming Arrangement (use of Joint Venture Firms).............................3-15

4.0 ORG CHARTS FOR A/E/C FIRMS – LANDSCAPE ......................................................4-1 4.1 Style One: Traditional .........................................................................................4-2

4.1.1 Style Two: Prime Contractor Only .........................................................4-3


ORG CHARTS II SEPTEMBER 2004

5.0 ADDITIONAL TEMPLATES FROM MICROSOFT .........................................................5-1 6.0 ORGANIZATION CHARTS THAT ARE STANDARD IN WORD 2002...........................6-5 7.0 PREMADE BOXES TO USE, COPY, AND PASTE FOR ORG CHART USE................7-1

Figures

Figure 1: Organizational charts show hierarchical relationships. .........................................1-1 Figure 2. Complex Organization Chart .................................................................................5-1 Figure 3. Right-Hanging Org Chart.......................................................................................5-2 Figure 4. Basic Organization Chart ......................................................................................5-3 Figure 5. Left-Hanging Org Chart .........................................................................................5-4 Figure 6. Default Org Chart in Word 2002............................................................................6-5 Figure 7. Outline ...................................................................................................................6-5 Figure 8. Double Outline.......................................................................................................6-6 Figure 9. Thick Outline .........................................................................................................6-6 Figure 10. Primary Colors.......................................................................................................6-7 Figure 11. Shaded ..................................................................................................................6-7 Figure 12. Fire ........................................................................................................................6-8 Figure 13. 3-D Color ...............................................................................................................6-8 Figure 14. Gradient.................................................................................................................6-9 Figure 15. Brackets ................................................................................................................6-9 Figure 16. Braces .................................................................................................................6-10 Figure 17. Bookend Fills.......................................................................................................6-10 Figure 18. Stripes .................................................................................................................6-11 Figure 19. Beveled ...............................................................................................................6-11 Figure 20. Beveled Gradient.................................................................................................6-12 Figure 21. Square Shadows .................................................................................................6-12


ORG CHARTS 1-1 SEPTEMBER 2004

1.0 INTRODUCTION

We have included this basic introduction to org charts at the beginning for those who are not familiar with what an org chart is and how it is created. We included information from a wide variety of sources for this section. If you would like to get started creating your org charts or reviewing or copying and pasting our samples, just skip this section.

1.1 Definition of Organization Chart

An organization chart is used to show organizational hierarchy and relationships. Typically, it uses rectangles or ovals to display a main topic, subtopics, and subtopics of those subtopics. The shapes are connected with lines going downward. It may be standard (centered), left hanging, right hanging, or both hanging.

Sometimes called a hierarchy chart, the chart’s relationships among the shapes are named subordinate, coworker, or assistant. A connecting line sometimes is called a branch.

Uses include employee relationships, family relationships, object relationships, topic/subtopic, categories, and the need to break down a concept.

Figure 1: Organizational charts show hierarchical relationships.



1.2 Purpose of Organization Charts

Organization charts are used to display in graphical form the way work is distributed in an organization. The direct supervisor-subordinate reporting relationships are shown clearly and intuitively.

1.3 Types of Organization Charts

1.3.1 Traditional Box-style Chart

The most commonly known format for organization charts is the box-style chart. There is nothing to preclude you from using this format. However, it comes with some disadvantages. Where an organization is small, the displayed chart will fit on both a printed page and within the computer screen window. As the organization size grows, the layout quickly expands beyond the boundaries of the page or screen. Shrinking the image to fit quickly reduces its legibility.

1.3.2 Indented List or "Treeview" Chart

The indented list chart or "tree chart" is a format that is gaining popularity. It is simply another way to display hierarchical data. This format has been used in science for a very long time. It has come to the forefront because of the ease with which such charts can be generated and displayed using computers.

The method requires no special software. A chart can be "drawn" in minutes using any word processor or text editor. The chart begins with the most senior position in the ministry or agency. The "child" positions (immediate subordinates) are listed on separate lines immediately beneath the "parent" or supervisory position and they are indented one tab space.

For the purpose of job descriptions, simply insert the "manager tree" starting with the deputy minister or agency head, and trace the position "lineage" down to the topic position and its "siblings".

1.3.3 Example of Indented List Chart

Deputy Minister Assistant Deputy Minister Corporate Services Executive Director Finance and Administration, ML8, 00001234 Administrative Secretary, Clerk Steno R11, 00002345 Manager, Budget & Financial Services, ML4, 00003456 Budget Analyst, Finance Officer R21, 00004567 Senior Financial Analyst, Finance Officer (U/R), 00005678 Financial Analyst, Finance Officer R14, 00006789 Manager Finance & Admin Information Systems, ML3, 00007890 Records Officer, Admin Officer R18, 00002234 Administration Clerk, Clerk R9, 00003345 Receptionist, Office Assistant R7, 00004456



1.3.4 Optional Techniques

Highlight the topic position by using bold face and underlining, as shown above.

Staff positions, such as secretaries, may be shown in italics so as to distinguish them from line positions.

Position numbers and classification levels should be included if the chart is intended for inclusion in a job description.

Include remarks such as "vacant", "temporary" or "under review" (u/r) as required.

Connect positions in a dotted line relationship by adding the suffix "Dotted" to the end of each of the two "position lines".

If names of incumbents are not important, handle multiple identical positions by entering one line only and insert the number of positions in brackets.

1.4 How to Write an Org Chart

Here are some guidelines from an Internet article:

Here's How:

1. Start with yourself.

2. Draw a box and enter your name, your title and your department.

3. Draw a box above yours for you direct supervisor. Enter name, title, and department.

4. Draw a row of boxes below yours for all the people who report to you. Enter name and title for all of them.

5. Draw a solid vertical line from the top of your box to the bottom of your boss's box.

6. Draw a horizontal line between your box and those of the people who report to you.

7. Draw a vertical line from the bottom of your box to the horizontal line.

8. Draw a vertical line from the top of each of your subordinate's box up to the horizontal line.

9. If you wish, draw similar boxes and line for any people who report to your subordinates.

Tips:

1. You can draw it on paper, or using an org chart software like Visio or OrgPlus, or using any drawing software.

2. Boxes are usually drawn bigger for higher-ups, same size for peers, smaller for subordinates.

3. If you have an opening in your organization, draw a box for that person. Show their name as TBH (to be hired) or TBD (to be determined) and the title for that position.



4. For people who report to you for direction, but report to someone else primarily, use a dashed line rather than a solid line to connect their box to yours.

"Standard" Organization Charts

1.4.1 Company Organization Chart

The organizational structure of a company varies according to the nature of the business, the size, the history, the complexity and its diversification. An organizational chart should illustrate:

Names of each organizational unit or subunit

Codes of each organizational unit or subunit

Major organizational levels: departments, divisions, units and subunits

Relationships between different organizational units or subunits

Projection for future organizational units



2.0 TIPS ON USING WORD’S ORG CHARTS FEATURE IN WORD

Be sure to use the Help menu from Microsoft Word if creating and designing org charts. The technique for making org charts can vary with the version of Word that you are using. Below, for example, are some instructions from the Word 2000 help menu.

2.1 Instructions from Word 2000 Help Menu

Organization Charts

Both Word and PowerPoint provide an applet for creating a simple organization chart. An applet is a mini-application that provides a special service for a larger, more powerful application such as Word. The applet used to create organization charts in Word and PowerPoint is called MS Organization Chart Several versions have been developed. Word 2000, for instance, includes version 2.0.

(MS Organization Chart 2.0 was actually developed by a company called Blue Banner Software. Blue Banner makes a more powerful version than the applet bundled with Office).

In order to use MS Organization Chart, it must be installed on your PC. If it is not, you can add it by inserting the original Office CD and running the Add/Remove Programs option in the Control Panel.

To create an organization chart:

1. Click on Insert on the menu bar

2. Click on Object...

3. If necessary, scroll down and double-click on MS Organization Chart

The Organization Chart window will appear superimposed on Word or PowerPoint. When it is running, Word or PowerPoint "sleeps" in the background.

4. Maximize the Organization Chart window by clicking on its Maximize button

Organization Chart provides its own menu bar and toolbar for creating the chart. When finished, you can exit from the applet and return the chart to Word or PowerPoint. To do so:

5. Click on File

6. Click on Exit and Return to {document name}

When you do so, you will see a message like this:



You are being told that the contents of the org chart have changed since it first loaded. Clicking Yes will copy the chart into the application (a Word document or PowerPoint slide) as a graphic object. Only click No if you change your mind and want to abort the chart.

Once the chart appears in the application screen, you can drag it to a new location or resize it, just as you would any other graphic object.

Organization charts are covered in detail in Word 2000 Module 4 and PowerPoint 2000 Module 1.

2.2 Using the Drawing Toolbar to Make Org Charts

We often use the drawing toolbar in Microsoft Word to make our Org charts. We also insert text boxes so that we can type into them. Below are some tips on using the drawing tools.

2.2.1 Adding and Subtracting Parts of the Organizational Chart

To add a part to an Organizational Chart make sure the Arrow Tool ( ) is selected, and then select the type of new box to add from the toolbar shown below. The cursor turns into a miniature of the selected type – click on the box to which you want the new box added.

To subtract an element in an organizational chart, make sure the Arrow Tool ( ) is selected, click on the box you want to delete, and press the Delete key on the keyboard.

2.3 Using Menus to Design Your Org Chart

2.3.1 Formatting Color, Font, etc.

There are five basic menus for formatting the appearance of the organizational chart: Styles,

Text, Boxes, Lines, and Chart.

1. The Style Menu formats the appearance of the organization of the Organizational Chart

2. The Text Menu allows the user to change the Font, Color, and Alignment of the selected text.

3. The Boxes Menu formats the appearance of the boxes and borders. The Lines Menu formats the appearance of the connecting lines in the Organizational Chart.

4. The Chart Menu formats the appearance of the Organizational Chart as a whole.



To use these menus select the respective element to format (ex. To use the Text menu, select text, then go to that menu).

HINT: The Select option in the Edit menu is helpful for grouping like levels and part of the organizational chart.



3.0 ORG CHARTS FOR A/E/C FIRMS – PORTRAIT

Here are some actual charts you can copy and paste into your proposal. You can add to the boxes, expand them, change the wording inside, etc. as needed. Just select, copy, and paste the template you want to use into a blank page or your SF330 proposal page. If you have any problems, just select the text above to the text below the chart, then delete the text once you are in the chart.

The pages immediately following contain org charts that have been created in a Word format for Portrait (standard) pages. Creating text boxes in Word allows companies the ultimate flexibility in the design and presentation of their org charts. Companies are able to select line color, style, and width. They can use the 3D, shadow, and fill features and are able to move the text boxes to any location on the page. Box sizes can be manipulated and text can be typed directly into the text box. Following are some simple tips and instructions for creating and formatting text boxes in Word

Creating a text box: Position your cursor in the location where you would like to insert your text box. Use the insert tab and select Text Box. You can change the size, layout, border, fill, and color of your textbox.

Zoom in - !50% or 200%: When you are having trouble drawing lines that connect in corners, zoom to a larger view. Sometimes lines will be lost in the cut and paste function. The missing lines have moved somewhere in the document. Use the undo feature on the menu bar and try again. Or you can locate and delete the lines that have shifted and redraw them in their new location.

Drawing lines and arrows: Select the view tab, toolbars, and drawing feature. This will allow you to draw lines and arrows within the text box. Lines and arrows can be manipulated, cut and paste.

Cut and paste multiple boxes: To cut and paste multiple text boxes and lines hold down the shift key and use your mouse to select each line and box you want to move. After you have selected them all remove your finger from the shift key. Use the mouse to click and drag the boxes to their new location. Single text boxes can be cut and paste by clicking on the text box and using the edit cut and paste feature or “control c” and “control v”.

Page breaks. Often an org chart takes up a whole page; we like to paragraph down several times and then insert a page break (or a section break if your org chart is on a landscape page—you will need section breaks around any landscape page that has portrait pages on both sides—before creating our charts.



Formatting text boxes: Right click on the text box and select format text box. This is where you can change the lines and colors for your text box as well as

Shadow and 3D feature: Try some of the special features on the drawing toolbar. This is where you can get creative with your text boxes and add shadow and 3D effects.



3.1 Style One: Traditional

3.1.1 Prime Contractor Only

President

Production Surveys Engineering



3.1.2 Prime Contractor Plus Subcontractor(s)

Point of Contact

Project Manager

Project Engineer

Site Design Building Design

Hydrology and Hydraulics

Surveying and Geotechnical



3.1.3 Teaming Arrangement (use of Joint Venture Firms)

Point of Contact

Project Manager

Project Engineer

Technical Review Team

Construction Management



Bid Documents and Constructibility



3.2 Style Two:


Project Management and Engineering

Project Manager

Project Engineer




Point of Contact

Project Manager

Project Engineer


Bid Documents and Constructibility







Point of Contact

Project Manager

Project Engineer


Project Construction

Architect Engineer


Project Design



3.3 Style Three:


President

Engineering Surveying Administration





Project Manager

Project Engineer

Subconsultant




Project Owner Company Name Administration

QA/QC

Project Manager

Project Engineer Design Architect

Design Architect

Mechanical Engineer

Electrical Engineer

Engineering Technician

CADD Technician

Administrative Support



3.4 Style Four:


Point of Contact

Project Manager

Project Engineer

On-site Office




Point of Contact

Project Manager

Project Engineer

Design Construction






Project Owner Company Name Administration

Project Manager

Project Engineer Design Architect

Design Architect

Mechanical Engineer

Electrical Engineer


CADD Technician

Administrative Support



3.5 Style Five:


President

Production Surveys Engineering





Project Manager

Project Engineer

Subconsultant




Point of Contact

Project Manager

Project Engineer

Project Construction

Architect Engineer

Project Design



4.0 ORG CHARTS FOR A/E/C FIRMS – LANDSCAPE

The pages immediately following contain org charts that have been created in a word format. Creating text boxes in Word allows companies the ultimate flexibility in the design and presentation of their org charts. Companies are able to select line color, style, and width. They can use the 3D, shadow, and fill features and are able to move the text boxes to any location on the page. Box sizes can be manipulated and text can be typed directly into the text box. Following are some simple tips and instructions for creating and formatting text boxes in Word

Creating a text box: Position your cursor in the location where you would like to insert your text box. Use the insert tab and select Text Box. You can change the size, layout, border, fill, and color of your textbox.

Zoom in - !50% or 200%: When you are having trouble drawing lines that connect in corners, zoom to a larger view. Sometimes lines will be lost in the cut and paste function. The missing lines have moved somewhere in the document. Use the undo feature on the menu bar and try again. Or you can locate and delete the lines that have shifted and redraw them in their new location.

Drawing lines and arrows: Select the view tab, toolbars, and drawing feature. This will allow you to draw lines and arrows within the text box. Lines and arrows can be manipulated, cut and paste.

Cut and paste multiple boxes: To cut and paste multiple text boxes and lines hold down the shift key and use your mouse to select each line and box you want to move. After you have selected them all remove your finger from the shift key. Use the mouse to click and drag the boxes to their new location. Single text boxes can be cut and paste by clicking on the text box and using the edit cut and paste feature or “control c” and “control v”.

Page breaks. Often an org chart takes up a whole page; we like to paragraph down several times and then insert a page break (or a section break if your org chart is on a landscape page—you will need section breaks around any landscape page that has portrait pages on both sides—before creating our charts.

Formatting text boxes: Right click on the text box and select format text box. This is where you can change the lines and colors for your text box as well as

Shadow and 3D feature: Try some of the special features on the drawing toolbar. This is where you can get creative with your text boxes and add shadow and 3D effects.



Here are some actual charts you can copy and paste into your proposal.

4.1 Style One: Traditional Insert text here



4.1.1 Style Two: Prime Contractor Only

Project Manager

Professional Engineer


Network Manager Programmer II Programmer

Architect

CADD Manager



You can fit a company logo in here!

Prime Contractor Project Manager

List Employee here!

Field Project Team

Geodesist, Surveyor List names after titles here!

Geodetic and Control Survey

GIS Specialist

Geographer/Cartographer

Geospatial Data Analyst

Subcontractor

Include name of Subcontractor here!

Available

Support Personnel

List Support Personnel Here!

Administration

List employee name above titles here!

Alternate Project Manager

Administrative Assistant

Subcontractor

It is okay to put a

subcontractor logo in here!

List Employees below titles!

Photogrammetrist

Aerial Photographer

Geographer/Cartographer

Geospatial Data Analyst

This would be a good place to insert the logo of the Project Owner



5.0 ADDITIONAL TEMPLATES FROM MICROSOFT

Figure 2. Complex Organization Chart

[Org Chart Title]



Figure 3.Right-Hanging Org Chart

[Org Chart Title]



Figure 4. Basic Organization Chart

[Org Chart Title]



Figure 5. Left-Hanging Org Chart

[Org Chart



6.0 ORGANIZATION CHARTS THAT ARE STANDARD IN WORD 2002

Figure 6. Default Org Chart in Word 2002

Figure 7. Outline



Figure 8. Double Outline

Figure 9. Thick Outline



Figure 10. Primary Colors

Figure 11. Shaded



Figure 12. Fire

Figure 13. 3-D Color



Figure 14. Gradient

Figure 15. Brackets



Figure 16. Braces

Figure 17. Bookend Fills



Figure 18. Stripes

Figure 19. Beveled



Figure 20. Beveled Gradient

Figure 21. Square Shadows



7.0 PREMADE BOXES TO USE, COPY, AND PASTE FOR ORG CHART USE

We have painstakingly formatted 10 pages of text boxes for your reports and proposals. These easy-to-use, copy, and manipulate text boxes have been formatted to appeal to the conservative business as well as those looking for a little bit of artistic flare. Just copy and paste the one you want and type in your text. These can be used in proposals, as text boxes, as cover page frames, as pull quote boxes, as photo borders, and more!

SF 330 ORG CHARTS IN WORD BY WORDSWORTH Files/SF 330 ORG CHARTS IN... · ORG CHART TEMPLATES FOR...

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