Purpose

To create and maintian Organisational Units.

Subsystem

Organisational Structure

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.

Organisational Unit block:

• Org Unit Code
• Start Date
• End Date
• Description
• Org Status
• Org Type
• Member Type
• Institution Code
• Govt Org Unit Code
• Country Code
• Explanation
• Short Title

  Buttons

  • Org Unit Addresses (ORGF0142)
  • Org Unit History (AUDF3142
  • Org Unit Relationships (ORGF0143)
  • Progression Rules (PRGF5200)
  • Org Unit Locations (ORGF0145)
  • Business Activity (GENF4920)
  • Graduation Statement (GRDW0400)

Rules/Notes:

Modifying an Organisational Unit record causes the generation of a history record.

The form allows the user to change 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.

To Create a New Organisational Unit Using the Maintain Organisational Units form:

1. Enter Insert mode.

2. Enter an institution-defined code for the Organisational Unit in the Org Unit Code field.

3. Enter the effective starting date for this Organisational Unit in the Start Date field.

4. Enter the name or description of the Organisational Unit in the Description field.

5. Select the appropriate Organisational Status from the list of values (or key a valid value) in the Org Status field.

6. Select the appropriate Organisational Type from the list of values (or key a valid value) in the Org Type field.

7. Select the appropriate Member Type from the list of values (or key a valid value).

8. Select the appropriate Institution Code from the list of values (or key a valid value). (Optional.)

9. Enter the 3-character code used in Government reporting in the Govt Org Unit Code field. (Optional.)

10. Enter Country Code and Explanation if association required between Country and Organisational Unit (optional).

11. Save.

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 an open source function derives the Org Unit Code for reporting to Government, using the second, third and fourth characters. A warning displays if a Govt Org Unit code thus derived would be the same as that recorded or derived for an existing Organisational Unit.

The Country needs to be recorded in Callista before it can be associated with the Organisational Unit.

To create an Agency, add a new Org. Unit with an Org. Status of ACTIVE, select an Org. Type and Member Type, and add a Country Code.
After creating an Org Unit for the Agency, go to ADMF0500 to set up the Agency details.

1. Find the record to be modified.

2. Modify the record as required.

3. Save.

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.

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.

1. Find the record to be changed.

2. Enter the date when the Organisational Unit ceased to be active in the End Date field. (End Date must be the current date or before).

3. Select the appropriate Organisational Status from the list of values (or key a valid value) in the Org Status field.

4. Save.

5. If the change to the Organisational Status results in its System Status changing from ACTIVE to INACTIVE, and the Organisational Unit has active child units, an error message advises that the change cannot be made.

6. Click OK to the message. Another message appears, asking if you wish to propagate the changed status to all child records. The propagate function changes the status of each child unit to mirror the parent unit's status. Selecting the Cancel button at this point stops the propagation process and the dependent Organisational Units are not changed.

7. Click OK to the second message.

8. A system message indicates if the propagation was successful. If it was, Save.

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 its 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 record. (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:

• An Organisational Unit in the propagation has other active parent Organisational Units.
• The End Date being propagated is less than the Start Date of a child record.

1. Find the record to be deleted.

2. Locate the cursor in the record to be deleted.

3. Delete record.

4. Save.

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.