PP Locations: Correct an Organisation's Location(s)

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

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.

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

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

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.

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

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

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.