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ORGF0141 - Maintain Organisational Units
Purpose |
To allow the creation and maintenance of Organisational Units |
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SubSystem |
Organisational Structure |
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Normally Run By | Organisation Specialist | |
Anticipated Frequency | As required | |
Structure | Block | Organisational Unit |
Buttons | Org Unit Addresses (ORGF0142) | |
Org Unit History (AUDF3142) | ||
Org Unit Relationships (ORGF0143) | ||
Progression Rules (PRGF5200) | ||
Org Unit Locations (ORGF0145) |
Organisational Unit block An Organisational Unit is a formal component of an institution or organisation, identified by its Organisational Unit Code and Start Date. Attributes such as Organisational Type and Member Type allow information to be accessed by like Organisational Unit. Organisational Units can be linked to other Organisational Units in parent/child relationships (using ORGF0143). A dummy Organisational Unit (with a suitable Member Type to aid identification) can be created as a parent, in order to group a number of child Organisational Units under it. This can be particularly useful for Organisational Unit security restriction inheritance (refer to security documentation). For example, common Organisational Units in tertiary education institutions include Faculties, Divisions, Schools, Departments, Branches, Institutes. This form allows for the association of a Country (Country Code) with the Organisational Unit and for an Explanation to be recorded for the Organisational Unit.
The Organisational Unit Relationship functionality can be used to define
Agency-Agency Office relationships. |
The Organisational Unit block contains: |
Rules/Notes: Modifying an Organisational Unit record causes the generation of a history record. The form provides for changing the status of all dependent Organisational Units if a change to the parent unit's status also changes its System Status from ACTIVE to INACTIVE.
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To Create a New Organisational Unit Using the Maintain Organisational Units Form:
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Rules/Notes: An End Date can only be saved if the Unit's System Status is INACTIVE, and must be the current date or earlier. Only one occurrence of a particular Organisational Unit Code can be active at any given time. The start and End Dates for occurrences of an Organisational Unit Code cannot overlap. If a Govt Org Unit code is not recorded here then the second, third and fourth characters in the Org Unit Code will be reported to Government. The Country needs to be recorded in Callista before it can be associated with the Organisational Unit. |
To
Modify an Organisational Unit Using the Maintain Organisational Units
Form:
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Rules/Notes: An End Date can only be saved if the Unit's System Status is made INACTIVE. It must be the current date or earlier. Only one occurrence of a particular Organisational Unit code can be active at any given time. The Start and End Dates for occurrences of an Organisational Unit code cannot overlap. A child Organisational Unit must have at least one active parent if a change to its status would mean that the corresponding System Status changes from INACTIVE to ACTIVE.Changing a Unit's Organisational Status from one with a System Status ACTIVE to one with a System Status INACTIVE is a special case which is detailed in 'To change the Organisational Status of an Organisational Unit record', below. Modifying an Organisational Unit record creates a history of the change. Take care when making changes as incorrect data entry can generate misleading or confusing history records. Exercise caution also when modifying Org Type, Member Type and Inst Code as there may be major ramifications elsewhere in the System. A warning is displayed when expiring an Organisational Unit that has ACTIVE Units/Courses/Unit Sets. |
To
Change the Organisational Status of an Organisational Unit Record Using
the Maintain Organisational Units Form:
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Rules/Notes: If the Organisational Unit has no dependent units, the Organisational Status can be changed by following steps 1 to 4 only. Changing the status of an Organisational Unit from inactive to active requires the deletion of the End Date. An Organisational Unit cannot be end dated if it's associated with an active donor (Refer to PRZF0150 Maintain Prize Responsibility). An Organisational Unit cannot be end dated if it's associated with an open Prize Responsibility recordr (Refer to PRZF0160 Maintain Donor Details). A child Organisational Unit must have at least one active parent if a change to its status means that the corresponding System Status changes from INACTIVE to ACTIVE. WARNING - If a propagation process is carried out as described, but it is later decided to reverse the changes, the Organisational Status is changed back to one with a System Status ACTIVE. This status reversal will not propagate to dependent Organisational Units. Each child unit must have its status changed individually. The propagation process will not succeed if:
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To
Delete an Organisational Unit Using the Maintain Organisational Units
Form:
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Rules/Notes: If an Organisational Unit has been used elsewhere in the System, it cannot be deleted. However, it can be terminated by supplying an End Date and changing the Organisational Status to one with an INACTIVE System Status. |
Last Modified on 08 August, 2005