Purpose

To allow the definition and maintenance of relationships between Organisational Units

SubSystem

Organisational Structure

The middle of the three blocks - Organisational Unit - displays the context record. In the blocks above and below it are zoom buttons ( , ), corresponding to each record displayed in these blocks. These buttons permit the adjacent record to be dropped or elevated into the middle block, where it in turn becomes the context record with its related records displayed in the other two blocks.

Parent Organisational Units block

This block displays all Organisational Units which have been defined as parents of the unit shown in the context block. New parent Organisational Units can be attached in this block, and existing ones detached.

For example, a faculty could be attached as a 'parent' of a school displayed in the context block.

Organisational Unit block

Organisational structures are represented by linking Organisational Units in parent-child relationships, with the possibility of many levels (grandchild, child, parent, grandparent etc.) and many children and/or parents for a single unit.
This block displays the context Organisational Unit. Associated parents are displayed, or can be attached or detached, in the block above it, and children in the block below. When the form is entered via the button in the Maintain Organisational Units form, this block displays the Organisational Unit in use there.

For example, a school could be set up as the 'child' of a faculty and the 'parent' of associated departments.

Child Organisational Units block

This block displays the Organisational Units which have been defined as children of the Organisational Unit displayed in the context block. Here, new Child Units can be attached and existing ones detached.

For example, a department could be detached from the school which was formerly its 'parent'.

The Parent Organisational Units block contains:

• Organisational Unit Code
• Start Date
• Description

The Organisational Unit block contains:

• Address Type
• Description
• Start Date
• End Date
• Contact Person
• Institution Name
• Institution Address
• Institution Suburb
• Institution State
• Institution Postcode
• Contact Phone No
• Contact Fax No

Rules/Notes:

Changes to Organisational Unit relationships may affect the ability to inquire or report on groups of related Organisational Units.

To create a new Parent Relationship to the context Organisational Unit, using the Maintain Organisational Unit Relationships form:

• Navigate to the Parent Organisational Unit block
• Enter Insert mode or select a blank record
• Select the required Organisational Unit code from the list of values (or key a valid value)
• Save

Rules/Notes:

Organisational Unit relationships cannot be created with an 'inactive' Organisational Unit.

An Organisational Unit cannot have a parent, grandparent etc. relationship to itself.

If the context Organisational Unit is 'active' one parent unit must be active.

If the context Organisational Unit is 'inactive' a parent unit can be either active or inactive.

• Ensure that the correct Organisational Unit is displayed in the context block
• Select the desired parent Organisational Unit
• Delete record. (The record is logically rather than physically deleted, permitting later inquiry on former relationships. The current date is inserted as the deletion date by the System)
• Save

• Select the Organisational Unit displayed in the Organisational Unit block
• Enter Query mode
• Enter query details in the appropriate field(s)
• Execute the query
• Where more than one Organisational Unit is returned, scroll through the records until the correct record is located or
• Redefine the query details and repeat this process

Rules/Notes:

It is possible to inquire on deleted relationships by selecting the Include Deleted Relationships check box. Such relationships can be identified by the existence of a Deletion Date.

• Navigate to the Child Organisational Unit block
• Enter Insert mode or select a blank record
• Select the required Organisational Unit code from the list of values (or key a valid value)
• Save

Rules/Notes:

Organisational Unit relationships cannot be created with an 'inactive' Organisational Unit.

An Organisational Unit cannot have a child, grandchild etc. relationship to itself.

If the context Organisational Unit is 'active' a child unit can be active or inactive.

If the context Organisational Unit is 'inactive' a child unit can only be inactive.

• Ensure that the correct Organisational Unit is displayed in the Organisational Unit block
• Select the required child Organisational Unit
• Delete record. (The record is logically rather than physically deleted, permitting later inquiry on former relationships. The current date is inserted as the deletion date by the System)
• Save