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PS Organisation Types

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Course: Student Placement System Help
Book: PS Organisation Types
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Date: Saturday, 11 May 2024, 7:24 AM

Description

Summary

Table of contents

Create an Organisation Type Value

Process Overview

Only Placement Administrators have access to enter, update, or correct Organisation Type values.  If you are not a Placement Administrator, send an email request to your Placement Administrator.

Organisation Types indicate the ‘sector’ (funding/taxation type) that a Placement Organisation belongs to (eg. Government, Not for Profit, Private Ownership, etc). Organisation Types allowed for the Placement Organisations are considered in the Principles for Data Entry Standards in SPS (Student Placements System).  Please consult this reference before creating any new values.

!Warning:  Prior to creating a new Organisation Type value, you must first perform a thorough search of the existing Organisation Type values to ensure the required value does not already exist (this prevents duplicate values).  Only create a new Organisation Type value if you fail to find an existing value for the Organisation Type.

Step by Step Instructions

Step 1:            Receive request to create a new Organisation Type value (if applicable)

Step 2:            Create the new Organisation Type value in Medici

Step 3:            Send notification that the new Organisation Type value has been created (if applicable)

Step 1:    Receive request to create a new Organisation Type value (if applicable)

Action

Details

Requests to create a new Organisation Type value will be received via email from Placement Officers (assuming it is a Placement Officer and not a Placement Administrator that identifies the need to create a new Organisation Type value).

The request will contain the following information:

- Organisation Type value

- Date from which the new Organisation Type value is to be available (effective date)

- Short description of the new Organisation Type value

- Long description of the new Organisation Type value

 

Step 2:    Create the new Organisation Type value in Medici

Application:   Medici

Navigation:    Student Placements®Placement Setup®Organisation Types

Add a New Value

!Warning:  Prior to creating a new Organisation Type value, you must first perform a thorough search of the existing Organisation Type values to ensure the required value does not already exist (this prevents duplicate values).  Only create a new Organisation Type value if you fail to find an existing value for the Organisation Type.

ASelect the Add a New Value tab.

Result:  The Organisation Types: Add a New Value page is displayed.

Organisation Type

AOrganisation Type:   Type the new [4-character Organisation Type value] (must be 4 characters).

BSelect the Add button (or press Enter).

Result:  The Organisation Types page is displayed.

Organisation Type Details

Organisation Type Details

AEffective Date:         Type or select the [date the new Organisation Type is to be available].

       Status:                    Select Active (if this value is not already displayed).

       Short Description:    Type the [description of the new Organisation Type value] (abbreviate if required).

       Long Description:     Type the [full description of the new Organisation Type value].

BSelect the Save button.

Result:  The new Organisation Type value is created in Medici and can be assigned to records dated on or after the Effective Date entered for the new value.

 

Step 3:    Send notification that the new Organisation Type value has been created (if applicable)

Action

Details

Advise the Placement Officer that the new Organisation Type value has been created in Medici (if applicable).

Send a ‘Reply to All’ response to the email request received from the Placement Officer, and advise that the new Organisation Type value has been created using the details supplied in the request.

Update an Organisation Type Value

Process Overview

Only Placement Administrators have access to enter, update, or correct Organisation Type values.  If you are not a Placement Administrator, send an email request to your Placement Administrator.

If an Organisation Type value needs to be updated due to a recent or future change, insert a new effective dated row to update the Organisation Type as at the date of the change.

If an Organisation Type value needs to be corrected rather than updated (ie. incorrect information was entered when the Organisation Type value was configured), the Organisation Type should be updated in ‘Correction’ mode.

Step by Step Instructions

Step 1:            Receive request to update an Organisation Type value (if applicable)

Step 2:            Update the Organisation Type value in Medici

Step 3:            Send notification that the Organisation Type value has been updated (if applicable)

Step 1:    Receive request to update an Organisation Type value (if applicable)

Action

Details

Requests to update an existing Organisation Type value will be received via email from Placement Officers (assuming it is a Placement Officer and not a Placement Administrator that identifies the need to update the Organisation Type value).

The request will contain the following information:

- Organisation Type value to be updated

- Date from which the update to the Organisation Type value is to occur (Effective Date)

- Details of the required update (name of field(s) and content to be updated)

 

Step 2:    Update the Organisation Type value in Medici

Application:   Medici

Navigation:    Student Placements®Placement Setup®Organisation Types

Organisation Type

AOrganisation Type:   Type the [Organisation Type value to be updated].

BSelect the Search button (or press Enter).

Result:  The Organisation Types page is displayed.

Effective Date

Organisation Type Details

A Select the Add a New Row button (+).

B Effective Date:      Type or select the [date the Organisation Type value is to be updated].

     [Update the information as required].

C Select the Save button.

Result:  The Organisation Type value is updated as at the entered Effective Date.

 

Step 3:    Send notification that the Organisation Type value has been updated (if applicable)

Action

Details

Advise the Placement Officer that the Organisation Type value has been updated in Medici (if applicable).

Send a ‘Reply to All’ response to the email request received from the Placement Officer, and advise that the Organisation Type value has been updated as per the details supplied in the request.

Correct an Organisation Type Value

Process Overview

Only Placement Administrators have access to enter, update, or correct Organisation Type values.  If you are not a Placement Administrator, send an email request to your Placement Administrator.

A Placement Organisation Type value should only be corrected if incorrect information was entered when the Organisation Type value was configured.

If the Organisation Type value needs to be updated due to a recent or future change, insert a new effective dated row to update the Organisation Type as at the date of the change.

Step by Step Instructions

Step 1:            Receive request to correct an Organisation Type value (if applicable)

Step 2:            Correct the Organisation Type value in Medici

Step 3:            Send notification that the Organisation Type value has been corrected (if applicable)

Step 1:    Receive request to correct an Organisation Type value (if applicable)

Action

Details

Requests to correct an existing Organisation Type value will be received via email from Placement Officers (assuming it is a Placement Officer and not a Placement Administrator that identifies the need to correct an Organisation Type value).

The request will contain the following information:

- Organisation Type value to be corrected

- Details of the required correction (name of field(s) and content to be updated)

 

Step 2:    Correct the Organisation Type value in Medici

Application:   Medici

Navigation:    Student Placements®Placement Setup®Organisation Types

Find an Existing Value

A Organisation Type:   Type the [Organisation Type value to be corrected].

B Correct History:       Select the Correct History checkbox so that a tick is displayed.

C Select the Search button (or press Enter).

Result:  The Organisation Types page is displayed in ‘Correction Mode’.

Organisation Type Details

!Warning:  The Effective Date field should only be updated in ‘Correction’ mode if the effective date currently entered for the Organisation Type is incorrect.  ‘Correction’ mode is generally used to correct information within the other fields on the page ‘as at’ the existing effective date.

Organisation Type Details

A [Correct any errors as required].

B Select the Save button.

Result:  The Organisation Type value is updated as at the entered Effective Date.

 

Step 3:    Send notification that the Organisation Type value has been corrected (if applicable)

Action

Details

Advise the Placement Administrator that the Organisation Type value has been corrected in Medici (if applicable).

Send a ‘Reply to All’ response to the email request received from the Placement Officer, and advise that the Organisation Type value has been corrected as per the details supplied in the request.

Update the Status of an Organisation Type Value to 'Inactive'

Process Overview

Only Placement Administrators have access to enter, update, or correct Organisation Type values.  If you are not a Placement Administrator, send an email request to your Placement Administrator.

If a Placement Organisation Type value is no longer relevant or required, the Status of the Organisation Type value must be updated to ‘Inactive’.

To inactivate an Organisation Type value, locate the existing Organisation Type value in ‘Update/Display’ mode, insert a new effective dated row, and update the Status of the Organisation Type to ‘Inactive’ as at the relevant effective date.

Step by Step Processes

Step 1:            Receive request to update the Status of an Organisation Type value to ‘Inactive (if applicable)

Step 2:            Update the Status of the Organisation Type value to ‘Inactive’ in Medici

Step 3:            Send notification that the Status of the Organisation Type value has been updated (if applicable)

Step 1:    Receive request to update the Status of an Organisation Type value to ‘Inactive’ (if applicable)

Action

Details

Requests to update the Status of an Organisation Type value to ‘Inactive’ will be received via email from Placement Officers (assuming it is a Placement Officer and not a Placement Administrator that identifies the need to inactivate an Organisation Type value).

The request will contain the following information:

- Organisation Type value to be made ‘Inactive’

- Date from which the Status of the Organisation Type value is to be made ‘Inactive’ (Effective Date)

 

Step 2:    Update the Status of the Organisation Type value to ‘Inactive’ in Medici

Application:   Medici

Navigation:    Student Placements®Placement Setup®Organisation Types

Find an existing Value

AOrganisation Type:   Type the [Organisation Type value to be made ‘Inactive’].

BSelect the Search button (or press Enter).

Result:  The Organisation Types page is displayed.

Organisation Type Details

Organisation Type Details

A Select the Add a New Row button ( ).

B Effective Date:           Type or select the [date the Organisation Type is to be made ‘Inactive’].

       Status:                      Select Inactive.

C Select the Save button.

Result:  The Status of the Organisation Type value will be updated to ‘Inactive’ on the entered Effective Date.

 

Step 3:    Send notification that the Status of the Organisation Type value has been updated to ‘Inactive’ (if applicable)

Action

Details

Advise the Placement Officer that the Status of the Organisation Type value has been updated to ‘Inactive’ in Medici (if applicable).

Send a ‘Reply to All’ response to the email request received from the Placement Officer, and advise that the Status of the Organisation Type value has been updated to ‘Inactive’ as at the requested effective date.