Summary: This document covers how to manage the detailed information associated with organizational units in the Places module. Each organizational unit contains comprehensive information organized into multiple sections.

Details Tab

The Details tab contains the basic information about an organizational unit.

Viewing Unit Details

1. Select an organizational unit from the tree or chart view
2. The Details tab will be selected by default
3. Review the unit’s basic information:
   • Unit Name
   • Unit Code
   • Unit Type
   • Status
   • Parent Unit
   • Description
   • Creation Date
   • Last Modified Date

Editing Unit Details

To edit the basic details of an organizational unit:

1. Select the organizational unit
2. Click the “Edit” button in the Details tab
3. Modify the fields as needed
4. Click “Save” to apply your changes or “Cancel” to discard them

Fields available for editing include:

• Unit Name
• Unit Code
• Unit Type
• Status
• Parent Unit
• Description

Charter Tab

The Charter tab allows you to document the purpose, mission, vision, and goals of an organizational unit.

Charter Components

The charter consists of multiple sections:

1. Mission Statement: The core purpose of the organizational unit
2. Vision Statement: The aspirational future state the unit aims to achieve
3. Values: The guiding principles of the unit
4. Objectives: Key objectives the unit aims to accomplish
5. Scope: The boundaries of the unit’s responsibilities
6. Authority: The decision-making authority granted to the unit

Viewing the Charter

1. Select an organizational unit
2. Click on the “Charter” tab
3. Review the charter information in the various sections

Editing the Charter

To edit the charter:

1. Select the organizational unit
2. Click on the “Charter” tab
3. Click the “Edit” button
4. Modify the charter sections as needed
5. Click “Save” to apply your changes or “Cancel” to discard them

Charter History

The system maintains a history of changes to the charter:

1. Click the “View History” button in the Charter tab
2. Review previous versions of the charter with timestamps and editor information
3. Select a historical version to view its contents
4. Use the “Restore” option to revert to a previous version if needed

Responsibilities Tab

The Responsibilities tab allows you to define and manage key responsibilities assigned to the organizational unit.

Managing Responsibilities

To add a new responsibility:

1. Navigate to the Responsibilities tab
2. Click the “Add Responsibility” button
3. Enter:
   • Responsibility title
   • Description
   • Priority level
   • Stakeholders
4. Click “Save” to add the responsibility

To edit an existing responsibility:

1. Click the edit icon next to the responsibility
2. Modify the details as needed
3. Click “Save” to apply your changes

To delete a responsibility:

1. Click the delete icon next to the responsibility
2. Confirm the deletion when prompted

Processes Tab

The Processes tab allows you to document key processes owned or managed by the organizational unit.

Process Documentation

Each process includes:

1. Process Name: A clear, descriptive name
2. Process Owner: The individual or role responsible for the process
3. Process Purpose: Why the process exists
4. Process Steps: A high-level overview of the process steps
5. Related Documents: Links to detailed process documentation
6. Key Metrics: Measures used to evaluate the process

Managing Processes

To add a new process:

1. Navigate to the Processes tab
2. Click the “Add Process” button
3. Complete the process form with all required information
4. Click “Save” to add the process

To edit an existing process:

1. Click the edit icon next to the process
2. Modify the details as needed
3. Click “Save” to apply your changes

To delete a process:

1. Click the delete icon next to the process
2. Confirm the deletion when prompted

Resources Tab

The Resources tab allows you to track resources associated with the organizational unit.

Resource Types

Resources can include:

1. Systems and Applications: Software tools used by the unit
2. Equipment: Physical equipment managed by the unit
3. Facilities: Physical locations associated with the unit
4. Budget Information: Financial resources allocated to the unit
5. External Resources: Third-party resources the unit depends on

Managing Resources

To add a new resource:

1. Navigate to the Resources tab
2. Click the “Add Resource” button
3. Select the resource type
4. Complete the resource form with all required information
5. Click “Save” to add the resource

To edit an existing resource:

1. Click the edit icon next to the resource
2. Modify the details as needed
3. Click “Save” to apply your changes

To delete a resource:

1. Click the delete icon next to the resource
2. Confirm the deletion when prompted

Members Tab

The Members tab displays all personnel associated with the organizational unit.

Member Information Display

Each member entry shows:

1. Name: The full name of the member
2. Role Badges:
   • Head: Dark badge (zinc-900) indicating unit leadership
   • Primary/Secondary: Light badge indicating assignment type
3. Position Information:
   • Position title
   • Level designation (e.g., “L10” or “L09”)

Member Organization

Members are organized in the following order:

1. Unit heads appear at the top
2. Members are then sorted by position level
3. Within each level, members are sorted alphabetically by name

Understanding Member Status

• Head Status: Indicated by a dark zinc badge, identifies members with leadership roles
• Primary/Secondary: Shows whether this is the member’s primary unit assignment
• Position Level: Displayed as “L” followed by a two-digit number (e.g., “L10”)

Best Practices

For effective management of organizational unit details:

• Keep all information current and accurate
• Regularly review and update the charter as the organization evolves
• Clearly define responsibilities to avoid overlaps between units
• Document processes in sufficient detail for knowledge transfer
• Maintain an up-to-date inventory of resources
• Use standardized terminology across all organizational units
• Leverage the history feature to track significant changes over time