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PP Locations

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Course: Student Placement System Help
Book: PP Locations
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Date: Monday, 25 November 2024, 11:58 AM

Description

PP Organisations

Table of contents

Create an Organisation's Location(s)

Process Overview

Placement Administrators and Placement Officers are able to create and update Location records, and Placement Administrators are able to correct Location records (when required).

Warning:  Prior to creating a new Location record, you must first view all existing Location records for the Organisation to ensure the required Location does not already exist in Medici.  Only create a new Location record if you fail to find an existing record for the Location.

Locations represent physical places where an Organisation conducts its business.  At these Locations, one or more Sites will exist to which Placements will be attached.  Sites represent departments or business units of the Organisation.

Step by Step Instructions

Note:    The following instructions assume a Location has not previously been configured for the Organisation.  If a Location has previously been configured, and a new Location needs to be added or an existing Location needs to be updated, deleted or corrected, please refer to the process instructions on the ‘Updating a Location’ or ‘Correcting a Location’ process pages.

Step 1:            Locate the Organisation’s Location records in Medici

Step 2:            Enter the new Location details

Question 1:     Does another Location need to be created?

Step 3:            Insert a new Location record

Step 4:            Save the new Location record(s)

Step 1:    Locate the Organisation’s Location record in Medici

Application:   Medici

Navigation:    Student Placements®Placement Providers®Locations

create1

A Populate one or more of the following search fields:

             Organisation ID:                    Type the relevant [Organisation ID].

             Description:                                   Type the relevant [Organisation description].

             Long Description:                   Type the relevant [Organisation long description].

             Organisation Type:                 Type or select the relevant [Organisation Type].

             Australian Business Number:   Type the [Organisation’s ABN].

B Select the Search button (or press Enter).

Result:  The Locations page is displayed for the selected Organisation.

 

Step 2:    Create the Location record in Medici

Application:   Medici

Navigation:    The Locations page will already be displayed as a result of performing step 1 or step 3

create2

Location Details

A Effective Date:          Type or select the [date the new Location is to be available].

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

      Description:                 Type a [description of the new Location].

      Region:                     Select the [Region the new Location is within].

      Comments:                Type [relevant comments for the Location] (if applicable).

Addresses

B Address Type:           Select the appropriate value as follows:

                                           -     BUSN (Business) if the address being entered is a business address.

                                           -     MAIL if the address being entered is a mailing address.

      Address Line 1:         Type the [first line of the address].

      Address Line 2:         Type the [second line of the address] (if applicable).

      Address Line 3:         Type the [third line of the address] (if applicable).

      Address Line 4:         Type the [fourth line of the address] (if applicable).

      City:                         Type or select the [city, suburb or town name].

      State:                         Type or select the [relevant state or territory].

      Post Code:                Type or select the [relevant post code].

      Country:                   Type or select the [relevant country].

If further Addresses need to be recorded for the Location:

C In the Addresses section, select the Add a New Row button (+).

D Update the new row in the Addresses section as follows:

           Address Type:        Select the appropriate value as follows:

                                         -  BUSN (Business) if the address being entered is a business address.

                                         -  MAIL if the address being entered is a mailing address.

        Address Line 1:      Type the [first line of the address].

        Address Line 2:      Type the [second line of the address] (if applicable).

        Address Line 3:      Type the [third line of the address] (if applicable).

        Address Line 4:      Type the [fourth line of the address] (if applicable).

          City:                      Type or select the [city, suburb or town name].

          State:                    Type or select the [relevant state or territory].

          Post Code:               Type or select the [relevant post code].

          Country:                  Type or select the [relevant country].

Continue to repeat parts C and D of this step until all required Addresses have been added to the Location.

 

Question 1: Does another Location need to be created for the Organisation?

Question

Yes

No

Does another Location need to be created for the Organisation?

Go to step 3.

Go to step 4.

Explanation:

If a further Location needs to be created for the Organisation, insert a new Location record and then record the Location Address details (step 3).

If a further Location does not need to be created for the Organisation, the new Location record can be saved (step 4).

 

Step 3:    Insert a new Location record

Application:   Medici

Navigation:    The Locations page will already be displayed as a result of performing step 2

create3

Locations

A In the Locations section, select the Add a New Row button (+).

Result:  A new Location record is created for the Organisation.

Go to step 2.

 

Step 4:    Save the new Location record(s)

Application:   Medici

Navigation:    The Locations page will already be displayed as a result of performing step 2

create4
A Once all Locations have been created, select the Save button.

Result:  The new Location is created in Medici and will be available from the entered Effective Date.

Update an Organisation's Location(s)

Process Overview

Placement Administrators and Placement Officers have access to update Organisation Location records as required.

If the Location record needs to be updated due to a recent or future change, insert a new effective dated row to update the Location record as at the date of the change.  If the Location needs to be corrected rather than updated (ie. incorrect information has been entered for the Location), the record should be corrected by a Placement Administrator using ‘Correction’ mode (refer to the ‘Correcting a Location’ process page).

Step by Step Instructions

Step 1:            Access the Location record and insert a new effective dated row

Question 1:     Does a Location Region, Description or Comment need to be updated?

Step 2:            Update the Comment, Region and/or Description

Question 2:     Does a Location need to be added to the Organisation?

Step 3:            Add the Location(s) to the Organisation

Question 3:     Does the Status of a Location need to be updated to ‘Inactive’?

Step 4:            Update the Status of the Location to ‘Inactive’

Question 4:     Does an Address need to be deleted from a Location?

Step 5:            Delete the Address(es) from the Location

Question 5:     Does an Address need to be added to a Location?

Step 6:            Add the Address(es) to the Location

Step 7:            Save the updates to the Organisation’s Locations

Step 1:    Locate the Organisation’s Locations in Medici

Application:   Medici

Navigation:    Student Placements®Placement Providers®Locations

update1

A Populate one or more of the following search fields:

            Organisation ID:                     Type the relevant [Organisation ID].

            Description:                                    Type the relevant [Organisation description].

            Long Description:                    Type the relevant [Organisation long description].

            Organisation Type:                   Type or select the relevant [Organisation Type].

            Australian Business Number:   Type the [Organisation’s ABN].

B Select the Search button (or press Enter).

Result:  The Locations page is displayed for the selected Organisation.

update2

Location

If there is more than one Location for the Organisation:

A In the Location section, select the View All link to display all Locations attached to the Organisation.

Location Details

B In the Location Details section of the Location record to be updated, select the Add a New Row button (+).

C Effective Date:           Type or select the [date from which changes to the Location will apply].

 

Question 1:  Does a Location Region, Comment or Description need to be updated?

Question

Yes

No

Does a Location Region, Comment or Description need to be updated?

Go to step 2.

Go to question 2.

Explanation:

If the Region, Comment and/or Description of a Location need to be updated, update these details (step 2).

If the Region, Comment or Description of a Location does not need to be updated, the process continues by determining if a Location needs to be added to the Organisation (question 2).

 

Step 2:    Update the Location Comment, Region and/or Description

Application:   Medici

Navigation:    The Locations page will already be displayed as a result of performing step 1

update3

Location Details

A Description:              Type the [updated Description] (if applicable).

        Region:                     Select the [updated Region] (if applicable).

        Comment:                 Type the [updated Comment] (if applicable).

 

Question 2: Does a Location need to be added to the Organisation?

Question

Yes

No

Does a Location need to be added to the Organisation?

Go to step 3.

Go to question 3.

Explanation:

If a Location needs to be added to the Organisation, add the relevant Location record(s) (step 3).

If a Location does not need to be added, the process continues by determining if the Status of a Location needs to be updated to ‘Inactive’ (question 3).

 

Step 3:    Add the Location(s) to the Organisation

Application:   Medici

Navigation:    The Locations page will already be displayed as a result of performing step 1

update4

Locations

If there is an existing Location record:

A In the Locations section, select the Add a New Row button (+).  There is no need to insert a new row if there are no existing Location records for the Organisation.

Location Details

B Effective Date:           Type or select the [date the new Location is to be available].

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

       Description:               Type a [description of the new Location].

       Region:                      Select the [Region the new Location is within].

       Comments:                Type [relevant comments for the Location] (if applicable).

Addresses

C Address Type:           Select the appropriate value as follows:

                                            -     BUSN (Business) if the address being entered is a business address.

                                            -     MAIL if the address being entered is a mailing address.

     Address Line 1:         Type the [first line of the address].

     Address Line 2:         Type the [second line of the address] (if applicable).

     Address Line 3:         Type the [third line of the address] (if applicable).

       Address Line 4:         Type the [fourth line of the address] (if applicable).

       City:                         Type or select the [city, suburb or town name].

       State:                       Type or select the [relevant state or territory].

       Post Code:                Type or select the [relevant post code].

       Country:                   Type or select the [relevant country].

If further Addresses need to be recorded for the Location:

D In the Addresses section, select the Add a New Row button (+).

E Update the new row in the Addresses section as follows:

             Address Type:        Select the appropriate value as follows:

                                           -   BUSN (Business) if the address being entered is a business address.

                                           -   MAIL if the address being entered is a mailing address.

             Address Line 1:       Type the [first line of the address].

             Address Line 2:       Type the [second line of the address] (if applicable).

             Address Line 3:       Type the [third line of the address] (if applicable).

             Address Line 4:       Type the [fourth line of the address] (if applicable).

          City:                       Type or select the [city, suburb or town name].

          State:                     Type or select the [relevant state or territory].

          Post Code:              Type or select the [relevant post code].

          Country:                 Type or select the [relevant country].

Continue to repeat parts D and E of this step until all required Addresses have been added to the new Location.

Continue to repeat this step until all required Locations have been added.

 

Question 3: Does the Status of a Location need to be updated to ‘Inactive’?

Question

Yes

No

Does the Status of a Location need to be updated to ‘Inactive’?

Go to step 4.

Go to question 4.

Explanation:

If a Location needs to be made ‘Inactive’, update the Status of the Location record(s) (step 4).

If a Location does not need to be made ‘Inactive’, the process continues by determining if an Address needs to be deleted from a Location (question 4).

 

Step 4:    Update the Status of the Location to ‘Inactive’

Application:   Medici

Navigation:    The Locations page will already be displayed as a result of performing step 1

update5

Location Details

A In the Location Details section for the Location record to be made ‘Inactive’, select the Add a New Row button ( ).

B Update the new row as follows:

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

            Status:                    Select Inactive.

Continue to repeat this step until all Locations no longer required have been made ‘Inactive’.

 

Question 4: Does an Address need to be deleted from a Location?

Question

Yes

No

Does an Address need to be deleted from a Location?

Go to step 5.

Go to question 5.

Explanation:

If an Address needs to be deleted from a Location, delete the Address(es) (step 5).

If an Address does not need to be deleted, the process continues by determining if an Address needs to be added to a Location (question 5).

 

Step 5:    Delete the Address(es) from the Location

Application:   Medici

Navigation:    The Locations page will already be displayed as a result of performing step 1

update6

Addresses

If there is more than one Address for the Location:

A In the Addresses section of the relevant Location record, select the View All link to display all Addresses attached to the Location record.

B In the Addresses section, select the Delete Row button (-) adjacent to the Address record to be deleted.

Result:  A message is displayed requesting confirmation the selected row is to be deleted, and advises the deletion will occur when the transaction is saved.

update7
A Select the OK button (or press Enter).

Result:  The selected Address is deleted.

Continue to repeat this step until all Addresses that are no longer required have been deleted.

 

Question 5: Does an Address need to be added to a Location?

Question

Yes

No

Does an Address need to be added to a Location?

Go to step 6.

Go to step 7.

Explanation:

If an Address needs to be added to a Location, add the relevant Address record(s) before saving the updates to the Organisation’s Locations (step 6).

If an Address does not need to be added, the updates to the Organisation’s Locations can be saved (step 7).

 

Step 6:    Add the Address(es) to the Location

Application:   Medici

Navigation:    The Locations page will already be displayed as a result of performing step 1

update8

Addresses

If there is an existing Address record:

A In the Addresses section of the relevant Location record, select the Add a New Row button (+).  There is no need to insert a new row if there are no existing Address records for the Location.

B Address Type:           Select the appropriate value as follows:

                                         -  BUSN (Business) if the address being entered is a business address.

                                         -  MAIL if the address being entered is a mailing address.

       Address Line 1:         Type the [first line of the address].

       Address Line 2:         Type the [second line of the address] (if applicable).

       Address Line 3:         Type the [third line of the address] (if applicable).

       Address Line 4:         Type the [fourth line of the address] (if applicable).

       City:                         Type or select the [city, suburb or town name].

       State:                       Type or select the [relevant state or territory].

       Post Code:                Type or select the [relevant post code].

       Country:                   Type or select the [relevant country].

If further Addresses need to be recorded for the Location:

C In the Addresses section, select the Add a New Row button ( ).

D Update the new row in the Addresses section as follows:

            Address Type:        Select the appropriate value as follows:

                                          -    BUSN (Business) if the address being entered is a business address.

                                          -    MAIL if the address being entered is a mailing address.

            Address Line 1:       Type the [first line of the address].

            Address Line 2:       Type the [second line of the address] (if applicable).

            Address Line 3:       Type the [third line of the address] (if applicable).

            Address Line 4:       Type the [fourth line of the address] (if applicable).

            City:                         Type or select the [city, suburb or town name].

            State:                    Type or select the [relevant state or territory].

            Post Code:              Type or select the [relevant post code].

            Country:                 Type or select the [relevant country].

Continue to repeat parts C and D of this step until all required Addresses have been added to the Location.

Continue to repeat this step until all required Addresses have been added to the relevant Locations.

 

 

Step 7:    Save the updates to the Organisation’s Locations

Application:   Medici

Navigation:    The Locations page will already be displayed as a result of performing step 1

update9
A Once all updates required for the same effective date have been actioned, select the Save button.

Result:  The updated Location and Address information will apply to the Location records from the entered Effective Date.

Correct an Organisation's Location(s)

Process Overview

Only Placement Administrators have access to correct an Organisation’s Location records.  If you are not a Placement Administrator, send an email request to your Placement Administrator.

Location records should only be corrected if incorrect information has been entered or selected for the Location.

If the Location record needs to be updated due to a recent or future change, insert a new effective dated row to update the Location record as at the date of the change (refer to the ‘Updating an Organisation’s Location’ process page).

Step by Step Instructions

Step 1:            Receive request to correct an Organisation’s Location(s)

Step 2:            Locate the Organisation’s Locations in ‘Correction’ mode

Question 1:     Does a Location Region, Description or Comment need to be corrected?

Step 3:            Correct the Comment, Region and/or Description

Question 2:     Does an Address need to be deleted from a Location?

Step 4:            Delete the Address(es) from the Location

Question 3:     Does an Address need to be added to a Location?

Step 5:            Add the Address(es) to the Location

Step 6:            Save the corrections to the Organisation’s Locations

Step 7:            Send notification that the Location record has been corrected

Step 1:    Receive request to correct an Organisation’s Location(s)

Action

Details

Requests to correct an existing Organisation’s Location(s) 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 the Organisation’s Location details).

The following information is required:

-  Organisation to be corrected

-  Details of the required correction (Location(s) to be added or deleted, etc)

 

Step 2:    Locate the Organisation’s Locations in ‘Correction’ mode

Application:   Medici

Navigation:    Student Placements®Placement Providers®Locations

correct1

Populate one or more of the following search fields:

Organisation ID:                      Type the relevant [Organisation ID].

Description:                            Type the relevant [Organisation description].

Long Description:                   Type the relevant [Organisation long description].

Organisation Type:                 Type or select the relevant [Organisation Type].

Australian Business Number:  Type the [Organisation’s ABN].

Correct History:                 Select the Correct History checkbox so that a tick (ü) is displayed.

Select the Search button (or press Enter).

Result:  The Locations page is displayed for the selected Organisation in ‘Correction’ mode.

correct2

Location

If there is more than one Location for the Organisation:

In the Location section, select the View All link to display all Locations attached to the Organisation.

 

Question 1:  Does a Location Region, Comment or Description need to be corrected?

Question

Yes

No

Does a Location Region, Comment or Description need to be corrected?

Go to step 3.

Go to question 2.

Explanation:

If the Region, Comment and/or Description of a Location need to be corrected, correct these details (step 3).

If the Region, Comment or Description of a Location does not need to be updated, the process continues by determining if a Location needs to be deleted from the Organisation (question 2).

 

Step 3:    Correct the Location Comment, Region and/or Description

Application:   Medici

Navigation:    The Locations page will already be displayed as a result of performing step 2

correct3

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

Location Details

Effective Date:           If required, type or select the [correct date for the Location].

Description:              Type the [correct Description] (if applicable).

Region:                     Select the [correct Region] (if applicable).

Comments:               Type the [correct Comment] (if applicable).

 

 

Question 2: Does an Address need to be deleted from a Location?

Question

Yes

No

Does an Address need to be deleted from a Location?

Go to step 4.

Go to question 3.

Explanation:

If an Address needs to be deleted from a Location, delete the Address(es) (step 4).

If an Address does not need to be deleted, the process continues by determining if an Address needs to be added to a Location (question 3).

 

Step 4:    Delete the Address(es) from the Location

Application:   Medici

Navigation:    The Locations page will already be displayed as a result of performing step 2

correct4

Addresses

If there is more than one Address for the Location:

In the Addresses section of the relevant Location record, select the View All link to display all Addresses attached to the Location record.

In the Addresses section, select the Delete Row button ( ) adjacent to the Address record to be deleted.

Result:  A message is displayed requesting confirmation the selected row is to be deleted, and advises the deletion will occur when the transaction is saved.

correct5

Select the OK button (or press Enter).

Result:  The selected Address is deleted.

Continue to repeat this step until all Addresses that are no longer required have been deleted.

 

Question 3: Does an Address need to be added to a Location?

Question

Yes

No

Does an Address need to be added to a Location?

Go to step 5.

Go to step 6.

Explanation:

If an Address needs to be added to a Location, add the relevant Address record(s) before saving the corrections to the Organisation’s Locations (step 5).

If an Address does not need to be added, the corrections to the Organisation’s Locations can be saved (step 6).

 

Step 5:    Add the Address(es) to the Location

Application:   Medici

Navigation:    The Locations page will already be displayed as a result of performing step 2

correct6

Addresses

If there is an existing Address record:

In the Addresses section of the relevant Location record, select the Add a New Row button ( ).  There is no need to insert a new row if there are no existing Address records for the Location.

Address Type:           Select the appropriate value as follows:

-          BUSN (Business) if the address being entered is a business address.

-          MAIL if the address being entered is a mailing address.

Address Line 1:         Type the [first line of the address].

Address Line 2:         Type the [second line of the address] (if applicable).

Address Line 3:         Type the [third line of the address] (if applicable).

Address Line 4:         Type the [fourth line of the address] (if applicable).

City:                          Type or select the [city, suburb or town name].

State:                        Type or select the [relevant state or territory].

Post Code:                Type or select the [relevant post code].

Country:                   Type or select the [relevant country].

If further Addresses need to be recorded for the Location:

In the Addresses section, select the Add a New Row button ( ).

Update the new row in the Addresses section as follows:

Address Type:        Select the appropriate value as follows:

-          BUSN (Business) if the address being entered is a business address.

-          MAIL if the address being entered is a mailing address.

Address Line 1:       Type the [first line of the address].

Address Line 2:       Type the [second line of the address] (if applicable).

Address Line 3:       Type the [third line of the address] (if applicable).

Address Line 4:       Type the [fourth line of the address] (if applicable).

City:                       Type or select the [city, suburb or town name].

State:                      Type or select the [relevant state or territory].

Post Code:              Type or select the [relevant post code].

Country:                 Type or select the [relevant country].

Continue to repeat parts C and D of this step until all required Addresses have been added to the Location.

Continue to repeat this step until all required Addresses have been added to all relevant Locations.

 

Step 6:    Save the corrections to the Organisation’s Locations

Application:   Medici

Navigation:    The Locations page will already be displayed as a result of performing step 2

correct7

Once all Locations and Addresses have been corrected, select the Save button.

Result:  The corrected Location and Address information will apply to the Organisation’s Location records from the entered Effective Date.

 

Step 7:    Send notification that the Location has been corrected

Action

Details

Advise the Placement Officer that the Organisation’s Location details have been corrected in Medici (if applicable).

Send a ‘Reply to All’ response to the email request received in step 1 of this process, and advise that the Location record has been corrected using the details supplied in the request.