Campuses are able to make to changes, modifications, and additions to their organizational chart. We recommend that you make your changes through Core Data, in order to make them available in additional products. If you, however, want to make Outcomes specific changes, you can do so without affecting other products.
When should you make changes?
Some types of changes, such as moving or hiding organizational units, cannot be made once assessment data has been entered for that organizational unit (or its related units) for that particular Time Period. The system works to protect historical data in your Outcomes platform.
When a campus initializes a new academic year, the Outcomes platform will appear without data. Settings and organizational charts will be copied over but the site will be blank in terms of assessment data. This is a great time to make changes to your organizational unit. No data has yet been entered and we recommend initialization occurs during low usage times.
What changes can be made?
There are three general type of changes or modification that can be made
- Re-locating or Hiding Organizational Units
- Non-Identifier Changes
You can add additional units or courses to your organizational chart. The Organizational Units file works on an add/update protocol. This means you don't have to re-create your entire organizational chart just to make additions. Instead, campuses can prepare an Organizational Units file with the additions only. Once validated and imported through Core Data, these files will be added to the existing organizational chart. Please keep the reporting features in mind when thinking about changes and follow the standard guides provided by Technical Resources.
You can also add units manually in Outcomes. We strongly recommend talking with your consultant about your goals in doing so, as it should only be done in rare cases where adding is a unit or course is only needed in Outcomes.
Re-locating or Hiding Organizational Units
You can re-locate existing organizational units in your organizational chart. If assessment data has been entered for an organizational unit (or its related units/courses), the unit cannot be relocated.
In order to re-locate units or courses, you will have to perform the action inside of Outcomes from the Settings > Organization Tree. From there, you'll be able to click on the Move action and search for a new parent unit to put it under.
Relocating an organizational unit in Data Management, so that it moves across other Campus Labs products, requires changing the Parent Identifier.
This will change the parent-child relationships and can have an affect on the reports that can be produced. When a unit is relocated, anything attached to it will follow. This includes other organizational units, courses, and academic programs.
In the example below, we can see that the Economics units is a child unit of the College of Arts and Science. The Economics unit also has the courses Economics 105 and Economics 550 attached to it.
Imagine that this campus has recently undergone some institutional changes. The campus has now placed the Economics unit in the College of Business. After consulting with Campus Labs, the campus would need to import a new Organizational Units file with the College of Business now being the parent unit of Economics by changing the Parent Identifier of Economics.
We can see that Economics is now the child unit of the College of Business and that the courses attached to Economics followed it.
Once an Organizational Unit has been created it cannot be deleted. However, you can hide the organizational unit so no one sees it or contributes data to it. Hiding a unit cuts off access to it by any user. No one will see it in the platform and no one will be able to contribute data to it or do any type of work in the unit. When a unit is hidden, anything attached to it will follow. This includes other organizational units, courses, and academic program. If a campus still wants to access these other units, courses, or programs, they will need to be re-located.
If an organizational unit has current or historical assessment data in it, the unit cannot be hidden until the data is moved. In order to hide a unit or course, you can do so by click on the Edit button and then selecting the Hide Unit / Course checkbox and saving (from within the Settings > Organization Tree).
Non-identifier changes refer to changes that will not affect reporting functions. This includes changes to the Name, Acronym, and Type fields.
- Changing the name field will change the visual display of the organizational unit in various places in the platform without affecting reporting capabilities.
- Changing the Acronym does not have and real affect on your Outcomes platform.
- Changing the Type changes the type designation of the organizational unit. This does not have any real affect on the reporting capabilities.
EDITING AN ORGANIZATIONAL CHART IN A TIME PERIOD
DECIDING WHERE TO MAKE NEEDED CHANGES
Note that any manual changes to the organizational structure in Outcomes (new units, moved units, hidden units) will apply only to Outcomes. Other products that leverage core data will display this data as imported.
- Once units and courses have been imported into Outcomes, changes to parent units in Core Data don’t affect their position in the org chart. Changes must be made in Outcomes manually to move units and courses.
- Inversely, moving units and courses in Outcomes does not affect Core Data.
- You will not be able to move units/courses that are associated with Outcomes data.