Organisations

The organisation hierarchy allows you to set up one or multiple organisational structures.

The organisation structure defines the regions, departments, groups, areas, or teams that make up your organisation.

Benefits

The benefits to setting up your organisational hierarchy in LearningZone:

• More flexible reporting.
• A user’s learning plan can automatically pull in all competencies and courses assigned to their part of the organisation.

How to set up an organisational hierarchy

There are two main steps to setting up your organisational hierarchy.

1. Set up the framework: The space ready to capture the details of your organisation.
2. Set up the organisational items which make up the structure.

Creating an organisational framework

To set up a new organisational framework:

1. InSite Administration > Hierarchies > Organisations
2. Click Manage organisations.
3. Click Add new organisation framework.
4. Enter a Namefor your organisation framework.
5. You can also add an ID Numberand Description if you choose.
6. Click Save changes.

Your organisation framework is now set up and is ready for you to enter the parts of your organisation.

 

Managing organisation items

Once you have set up your organisation framework you are ready to add the different parts of your organisation which make up the structure. These are the organisation items. You can set your organisation items up individually, or you can use bulk actions.

Create organisation items

1. InSite Administration > Hierarchies > Organisations:
2. Click Manage organisations.
3. Select the name of the organisation framework to which you will add organisation items.
4. Click Add new organisation.
5. Set the Parent organisation.

The ‘Parent’ organisation allows you to build parent/child relationships between the individual organisational items in your hierarchy framework. You must have at least one organisation item set up in your framework for this option to be available. The default value is ‘Top’.

6. Give your organisation item a name.
7. You can give the organisation items an ID number and description if required.
8. Set the organisation type.
9. Click Save changes.

Your new organisation item now appears in the Organisation Framework.

Editing an organisational item

1. InSite Administration > Hierarchies > Organisations:
2. Click Manage organisations.
3. Click the name of the organisation framework you want to work in.
4. Click Editin the Actions column for the Organisation Item.
5. Make the required changes.
6. Click Save changes.

Delete an organisation item

1. InSite Administration > Hierarchies > Organisations:
2. Click Manage organisations.
3. Click the name of the organisation framework you want to work in.
4. Click Deletein the Actions column for the Organisation Item.
5. A warning message is displayed, click Yesto confirm.

Bulk actions

Bulk actions allow you to add, delete, and move many organisation items in one action.

Create organisation items using bulk actions

Add under Bulk actions allows you to add multiple organisation items to the same ‘Parent’ and ‘Type’ in one action.

1. InSite Administration > Hierarchies > Organisations:
2. Click Manage organisations.
3. Select the name of the organisation framework to which you want to add the organisation items.
4. Select Addfrom the Bulk actions drop down menu.
5. Select the ‘Parent’ organisation.

The ‘Parent’ organisation allows you to build parent/child relationships between the individual organisations in your hierarchy framework. You must have at least one organisation set up in your framework for this option to be available. The default value is ‘Top’.

6. Set the organisation Type.
7. Enter each organisation item you wish to add on a new line.
8. Click Save changes.

Your new organisation items now appear in the Organisation Framework.

Bulk delete organisation items

Delete under Bulk Actions allows you to delete many organisation items from a framework in one step.

1. InSite Administration > Hierarchies > Organisations:
2. Click Manage organisations.
3. Click the name of the organisation framework from which you wish to delete organisational items.
4. Select Deletefrom the Bulk actions drop down menu.
5. Select the organisations you wish to delete from the left hand column and click Addto add them to the right hand column (Hold Ctrl down on the key board to select multiple items).
6. Click Delete selected organisations.
7. A warning message is displayed, click Yesto confirm.

The selected organisation items are now deleted.

Bulk move organisation items

Move under Bulk Actions allows you to move many organisation items from one Parent to another in one step.

1. InSite Administration > Hierarchies > Organisations:
2. Click Manage organisations.
3. Click the name of the organisation framework where you wish to move organisation items in bulk.
4. Select Movefrom the Bulk actions drop down menu.
5. Select the organisations from the left hand column you wish to move and click Addto add them to the right hand column (Hold Ctrl down on the key board to select multiple items).
6. Select the Parentposition you wish to move the selected position items to from the Move selected positions to: drop down menu.
7. Click Move.
8. A warning message is displayed, click Yesto confirm.

The selected organisation items are now moved.

Bulk re-classify organisation items

Assigning organisations to users

To assign a organisation to a user:

1. Click the user by clicking the link to the user name.
2. Click Positions under Administration section.
3. Click Choose organisation
4. Navigate to the organisation hierarchy location or select Search to find organisation.
5. ClickOK to assign the organisation.

Export organisation framework

To check that your organisation framework has been setup correctly choose the Export dropdown box and the format you want to export this to. This will export the organisation level, ID number, and organisation type for the select organisation framework.

Assigning competencies to organisation items

Once you have set up organisation items you can assign competencies to them.

Competencies assigned to an organisation item can have two states:

• Mandatory: Mandatory courses must be completed by the learner. When mandatory competencies (and any linked courses) are automatically pulled into a learning plan the learner is not able to delete them.
• Optional: Optional course are suggested competencies to help the learner in their role. When optional competencies (and any linked courses) are automatically pulled into a learning plan the learner is able to delete them.

When the learning plan template is set to ‘automatically assign competencies from organisation’, competencies assigned to a learner’s organisation automatically appear in their learning plan when they create one. See Learning Plan templates to learn more.

1. InSite Administration > Hierarchies > Organisations:
2. Click Manage organisations.
3. Click the name of the organisation framework you wish to work in.
4. Click the name of the organisation item you want to assign competencies to.
5. Click Assign competencies
6. If you have more than one competency framework, select the framework from the drop down menu and click the name of the competency to select.

If there are more than 100 competencies in the selected framework you can only use the search function to select competencies.

7. The selected competencies appear in the Current selectionlist on the right, repeat step 4 until you have selected all the required competencies. Use the Delete button to remove a selected competency from the list.
8. Click Saveto save the selected competencies.
9. Set the Link type,  this affects whether the competency is mandatory or optional. The default state is ‘Optional’
10. You can remove a selected competency by clicking Delete.
11. Click Return to organisation frameworkwhen finished.

Managing organisation types

Types allow you to set up custom fields and apply those fields to organisational items set up within your framework. They allow you to apply different custom fields to different items within your organisational framework, or the same custom fields to all organisational items.

Types are optional and can be applied in two different ways:

• When the hierarchy item is set up.
• By editing a hierarchy item.

The type names and custom fields can be displayed in user reports built through report builder.

Creating and editing organisation types

1. InSite Administration > Hierarchies > Organisations.
2. Click Manage Types.
3. Click Add a new type.
4. Complete the required fields and click Save changes.

Your type is now set up and can be used to classify organisational items in your framework(s).

Editing an organisation type

1. InSite Administration > Hierarchies > Organisations.
2. Click Manage Types.
3. Click Editin the Actions column for the Organisation type you wish to edit.
4. Make the required changes.
5. Click Save changesto save your changes.

Delete an organisation type

1. InSite Administration > Hierarchies > Organisations.
2. Click Manage Types.
3. Click Deletein the Actions column for the Organisation type you wish to edit.
4. A warning message is displayed, click Yesto confirm.

Custom fields

1. In Site Administration > Hierarchies > Organisations.
2. Click Manage Types.
3. Click the Type name you wish to add a custom field to. Any custom fields already set up display here.
4. Click the Create a new custom fielddrop down box and select the style of custom field you wish to set up:
   • Date/time.
   • File: Creates a file upload field.
   • Menu of choices.
   • Multi-select.
   • Text input.
   • Text area.
5. Give the custom field a full name and a short name. The short name is used for display purposes.
6. Set the other common settings:
   • Is this field required?When set to Yes the field is compulsory.
   • Is this field locked?When set to Yes the field only displays the information set when the field was set up.
   • Should the data be unique?When set to Yes the field only accepts unique values.
   • Hidden on the settings page?When set to Yes the field is not displayed on the competency framework overview page.
7. Complete the specific settings required for the custom field you have selected.
8. Click Save changes.

Your custom field is now set up, you can set up as many custom fields under each type as required to hold the specific information for your organisation.

Assigning types to an organisation item

Once you have set your Organisation Types up, you can assign organisation items to them. When you create an Organisation item you can set the type field, or you can set the field later.

1. In Site Administration > Hierarchies > Organisations.
2. Click Manage organisation.
3. Click the name of the organisation framework you want to work in.
4. Click Editin the Actions column for the Organisation Item.
5. Select the Type from the drop down box if no Type is assigned. Click Change Typeif a Type is already assigned to the Organisational Item.
6. Click Save changes.

Bulk re-classification

Bulk re-classification allows you to re-classify all organisation items assigned to a particular organisation type to another organisation type.

Re-classifying organisations

1. In Site Administration > Hierarchies > Organisations.
2. Click Manage Organisations.
3. Click the name of the organisation framework you want to work within.
4. Select Re-classify itemsfrom the Bulk Actions dropdown list, this opens the Manage Organisation Types page, scroll to the bottom of the page to the Bulk re-classification
5. Select the Type you wish to re-classify from the dropdown box.
6. The Re-classifying page appears and the number of organisation items re-classified appears in the title.
7. Click Choosenext to the Type you wish to re-classify the items to.
8. A warning message appears detailing the change. Click Re-classify itemsto complete.

The items have now been re-classified.

Re-classifying types

1. In Site Administration > Hierarchies > Organisations.
2. Click Manage Types.
3. Scroll down to Bulk re-classificationsection at the bottom on the Manage Types
4. Select the Type you wish to re-classify from the dropdown box. This action reclassifies all organisation items that currently have this Type assigned to them.
5. The Re-classifying page appears and the number of organisation items re-classified appears in the title.
6. Click Choosenext to the Type you wish to have re-classified.
7. A warning message appears detailing the change. Click Re-classify itemsto complete.