Facilities Inventory: Changing and Adding Orgs

Last updated: April 28, 2022
Content retired: August 15, 2023

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EVERY room must have a valid org code with an active date range.  If an org is end dated, a new org must be added by an org administrator.

Orgs are not removed/deleted from the system.  They are end dated so that their presence remains for historical searches.

Department users will have the ability to change the org presence from the org they are assigned to and any of the orgs at or below that tree.

Examples:
A user assigned to a ‘D’ level org will be able to assign space to that org and any of the sections below that org.  If the user is assigned to an ‘S’ level org and there are sub sections below that, the user can assign space to the sub sections but not to the ‘D’ level above.

Keep space for one organization assigned to departments and sections at the same level. If space for a single unit is assigned at both the ‘D’ and ‘S’ levels, searches may not return complete data or will return too much data. It is the Org Admin’s responsibility to make sure that spaces are assigned to the correct level.

If you add a new org that is a section within an existing department org, there will be an un-allowed parent/child relationship. The system sees these two orgs as the same. The error is:
“{H} Orgs have Parent/Child Relationship”.

To clear the error:
Change the org code you added to one outside the parent/child relationship.
Change the original org code to the same level as the one you’re adding.

Allowable combinations:

• D level and D level.
• D level and S level outside the D level relationship.
• S level and S level in same D level family.
• level and S level outside D level family.

This applies to all section and subsection levels.

REMEMBER:  All of the space for a single org family should be assigned at the same level!  You won’t get an error message for this condition. 

It is the responsibility of the Org Admin to review space for this condition and correct as necessary.

Changing Org Information:

• The only circumstance where you would change an org presence, rather than end dating an org and adding a replacement org, is on the first day of a new fiscal year.  In all other cases, an org should be end dated and a new org added.
  • Pick the new org code using the ‘Organization’ drop down.
  • Change the ‘Start Date’ to be the first day of the new fiscal year.  This step is VERY important, if you do not reset the start date the org information will be in conflict with historical data.

End dating an org in a space:

When you have a org that is no longer associated with a particular space:

• Add the last date of occupancy in the Org End Date field.
• Add the last date of occupancy to all of the Function Code End Date fields.
• Select the Occupancy/Research button and “edit” the current occupant. Enter the same end date for each occupant.
• Click the “Save Changes” button, then choose “Return to Occupants” and then choose “Return to Room”.
• Click on the “Save Changes” button.  Note: This will create a {H} Hold Error because you are not equaling 100% for both your org and function code proration.
  • To clear the hold error, rebalance the org and function code percentages so that each adds up to 100 percent.
• EVERY room must have a valid org code with an active date range.  When an org is end dated, a new org must be added by an org administrator.

Helpful Information:

Add a Note: It is helpful to add a note associated when orgs or end dates change..

Update the exiting Org Status from Open to Hold:

• The exiting Org Status can be changed to HOLD (Org Admins can set the space to FREEZE at this time as well).  Since you no longer have a presence in the space, the information about the new org presence be read-only.
• We recommend that you enter your transfers as they happen, then you won’t have to deal with them at the end of the update cycle.
  Note:  When a org presence is End Dated it will remain visible with that space until the system roles over to the new fiscal/reporting year.  At that time the End Dated org will no longer show in this space.

Rooms in construction: Rooms in renovation often require special consideration to clear errors relating to dates. Contact your Org Admin for assistance.

Org Admins only:

Adding a new Org:

• When you want to add the new org into the space, predetermine the new org code.  If the incoming org is outside of your Coll-Div/Group, you are responsible for contacting the Org Admin for the incoming org to identify a new org code.
  • Click on the “Add New Org” button.
  • Select the org from the drop-down menu.
  • Change the Org Start Date to be the day after the End Date used for the exiting org.
  • Set the Org Proration to 100%.
  • Click on the “Save Changes” button.  Note:  This will add the new org with a {H} Hold Error because there is no function code information which will need to be corrected by the incoming org user.  If the new org is part of an org outside of your area of responsibility, the new org presence will be “Read-Only” to you.  You will still be able to change information in your org presence until you set the department status to FREEZE.
• Sharing the space. Adding another org presence part way through the year – for orgs within your security access:
  • Add the last date of single org occupancy in the Org End Date field of the existing org.
  • Add the last date of single org occupancy in all of the Function Code End Date fields of the existing org.
  • Click on “Save Changes” button.  Note: This will create some {H} Hold Errors.
  • Click on the “Add New Org” button.
  • Select the same Org Code that was already in the room from the drop down menu.
  • Change the Org Start Date to be the day after the End Date used for the previous org presence.
  • Set the Org Proration to the percentage of the room used by this org.
  • Select the same Function Code information as the previous org presence.  This includes function code prorations.
  • Change the Function Code/s Start Date to be the day after the End Date used for the previous org presence.
  • Click on “Save Changes” button.  Note: This will create some {H} Hold Errors.
  • Click on the “Add New Org” button.
  • Select the new to the room Org Code from the drop down menu.
  • Change the Org Start Date to be the day after the End Date used for the exiting org.
  • Set the Org Proration to the percentage of the room used by this org.
  • Add a note if you would like.
  • Click on “Save Changes” button.  Note: The only {H} Hold Error you should see at this time is for your function codes not equaling 100%.  Once the new to the room org user adds that information the {H} Hold Error will go away.

Changing Org Information – Using Bulk Edit
You must do a Room Search to be able to Bulk Edit.  Org Code should always be used as at least one of your search criteria.  If you want to bulk edit function codes, you will need to note ahead of time all of the different function codes associated with the rooms and do an individual room search including the function code one at a time.

• End Date the org in a space.
  • Depending on your Room Search Criteria, either select “Bulk Edit All Rooms” if you want to edit all the rooms in the search results, or select the rooms you want and select “Bulk Edit Selected Rooms”.
  • Add the last date of occupancy in the Org End Date field.
  • Add the last date of occupancy in the Function Code End Date field.
  • Add a note if you would like.
  • Select HOLD in the Org Status field.
  • Reminder – you will have to repeat this process for as many function codes as you have for your selected rooms.
• Add the new org– When you want to add the new org into the space, determine the new org code is that will be added to the space. Note: If the incoming org is outside of the org you have access to, contact the org administrator of the incoming org to know which org code should be used.
  • Select the new org from the drop down menu.
  • Change the Org Start Date to be the day after the End Date used for the exiting org.
  • Set the Org Proration to 100%.