How To Guide > How to create a new location/organisation

COG-CORE

This page will be all about creating a new physical location/organisation structure in the system.

We will go through how to create a new location/organisation tier, how to add a new child tier to an existing tier (e.g. Add Block to a Site), how to move or clone a location/organisation, and how to configure the functional area risk.

•What is a structure tier

•Creating a new Location/Organisation

•How to add a child tier to an existing location (E.g. Add a new Block to a Site)

•How to move a location/organisation tier

•How to clone a location/organisation tier

•How to configure the functional area risk

What is a structure tier?

The structure tier is what we use to define the different levels of a building or site.

For Physical locations, the tiers can be set to:

Tier 0: Site

Tier 1: Block

Tier 2: Functional Area

Which will be used to create the location records e.g.:

(Site) Asckey Data Services -

|- (Building) St. Ives Office

| |

| |- (Functional Area) Sales Office

| |

| |- (Functional Area) Systems Office

|- (Building) Wales Office

|- (Functional Area) Sales Office

You can add or amend an existing tier description via Menu > Maintenance > Structure Configuration view:

StructureConfig_Locat

Creating a new Location/Organisation

Note: We'll go through the process of creating a new location but the same steps can be repeated to create a new organisation tier.

To create a new location/organisation tier, go to Menu > Maintenance > Physical Locations view.

The view is divided into two sections, the first top section displays the current location structure and the bottom section is a form where users can type in the new location details.

To create a new location on the top tier (e.g. a new Site), fill in the Code (this will need to be unique per tier) and Description fields on the Form panel and click the [ Save ] button e.g.:

Location_NewSiteForm

Once saved, the new Site location should appear on the Structure panel:

Location_NewSiteStructure

How to add a child tier to an existing location (e.g. Add a new Block to a Site)

Note: We'll go through the process of adding a child tier to an existing location but the same steps can be repeated to add a new organisation child tier.

To add a new child tier (e.g. add a new Block to a Site), you have to select the parent tier (e.g. Sample Site 5) from the Structure panel.

This will load the selected structure details to the Form panel against the Site fieldset and activate the fieldset below (Block fieldset):

Location_NewBlockStructure

Fill in the Block fieldset e.g. (Code: STIVES, Description: ST. IVES OFFICE) and click the [ Save ] button.

Once saved, the new Block location should get added to the Sample Site 5 tier on the Structure panel. Click on the [ + ] icon to expand the tier e.g..:

Location_NewBlockData

How to move a location/organisation tier

Note: We'll go through the process of moving a location tier but the same steps can be repeated to move an organisation tier.

The user will need to have the Ability to Move Location/Organisation Tiers security permission to perform the steps below.

Please check the user's access rights via the Menu > Security > Security Control view > Access Rights tab.

To move a location tier, click on the [ Unlock Structure ] button. This will enable the user to DRAG and DROP the selected tier in a different location.

Location_UnlockStructureBtn

There are a few rules that you need to remember when moving a tier to a different location. These are:

1. You can only move the selected tier against the same parent tier level e.g.:

If you want to move a Block (Tier 1), you can only drag and drop the selected Block to a Site (Tier 0) tier.

If you want to move a Functional Area (Tier 2), you can only drag and drop the selected Functional Area to a Block (Tier 1) tier.

2. The "Code" value needs to be unique per tier e.g.:

Moving Sample Site 1/Block 01 (Code: 001) to Sample Site 2, but there's already a Block 1 (Code: 001) in Sample Site 2, the user will be asked to change the Code value of the Sample Site 1/Block 01 e.g.:

Location_DragBlock1

Location_ChangeCode

Changing the Code to a different value e.g. 003, will avoid Code duplication in Sample Site 2. Click the [ Ok ] button on the prompt to save the changes.

001 - Block 01 will then disappear from Sample Site 1 and appear on Sample Site 2 with new Code 003.

Location_MovedTier

You can click on the moved tier to load the details on the Form panel so you can change the description e.g:

Change the description from Block 1 to Block 3:

Location_ChangeDescription

How to clone a location/organisation tier

Note: We'll go through the process of cloning a location tier but the same steps can be repeated to clone an organisation tier.

The user will need to have the Ability to Clone Location/Organisation Tiers security permission to perform the steps below.

Please check the user's access rights via the Menu > Security > Security Control view > Access Rights tab.

To clone a location, select the tier (e.g. Sample Site 1 > Block 003) from the Structure panel to load the record on the Form panel, then click on the [ Clone ] button:

Location_CloneBlock

The user should get the following prompt:

Location_ClonePromptFilledIn

Prompt Details:

If exists, would you like to copy the cleaning areas associated with this location

For Cleaning module only:

When checked, all of the Cleaning Areas (rooms) against the selected tier will also get cloned.

If Block 3, has 3 functional areas e.g. (Ward 1, Ward 2, and Ward 3), all the rooms against the functional areas will also get cloned.

If exists, would you like to copy the grid template locations associated with this location?

For Survey module only:

When checked, all of the Grid Template Locations against the selected tier will also get cloned.

Location List

The list will show the available tiers where you can add your cloned location to.

e.g.

If you select a Block (Tier 1), the location list will show all of the Sites (Tier 0) where you can assign the block that will get created during the cloning process.

If you select a Functional Area (Tier 2), the location list will show all of the Blocks (Tier 1) in the system.

New Code

Assign a new code to the selected tier.

The details on the form above means that the user wants to clone Sample Site 2 > Block 3 to Sample Site 1, along with all the cleaning areas in the block, and assign a different code of 001 to the cloned record.

Click [ Ok ] to start the cloning process.

How to configure the functional area risk

Note: This section is only relevant to the Physical Location.

To configure the functional area risk (this is the bottom tier of the location structure), select the functional area from the Structure panel to load its details to the Form panel.

You will see on the form that only the bottom tier has the Risk field:

Location_FNRisk

Select a risk from the select field and assign to the functional area and click the [ Save ] button.

You can overwrite the default percentages set on the risk by clicking the button with the pencil icon next to the Risk field e.g.:

Location_OvewriteRisk

Setting these percentages to a different value means for this specific functional area (e.g. RIVERBANK WARD 1), you want the Audit Percentage (pass %) to be set to 98%, and Audit Amber Percentage (amber %) to be set to 75%, anything lower than 75% is a fail score:

Functional Area Pass Score : 98% - 100%

Functional Area Amber Score : 75% - 97.99%

Functional Area Fail Score : 0% - 74.99%

Changing the High Risk configuration here will not affect the other High Risk functional areas.