6.2 Organisations6.2.1 List Organis

6.2 Organisations
6.2.1 List Organisations
By clicking on ‘Organisations’ from the menu, ‘Organisation List’ screen is displayed showing all active Organisations by default. The list is paging with 15 records showing in one page.


If user clicks on ‘Include In-active’ checkbox, all of active and in-active Organisations will be displayed in the list.

User can filter Organisations by selecting ‘All’ or ‘0-9’ or ‘ABCDE’ or ‘FGHIK’, etc. in a row above the list. -> All Organisations that begin with the selected letter will be shown.

User can sort Organisations by clicking on column name.

If user selects an Inactive Organisation in the list to view, the system will display message “Do you want to make this Organization active?” with 2 buttons: OK and Cancel

• If clicking on ‘OK’ button, ‘Organisation Details’ screen is opened and system will automatically change status of Organisation from Inactive to Active
• If clicking on ‘Cancel’ button, it keeps ‘Organisation List’ screen showing and status of selected Organisation is still inactive.

NOTE: Above listing, filtering, sorting and marking an in-active record to active behaviors are standard features in a list screen in the whole system.
6.2.2 Add Organisation
If user clicks on ‘Create’ button on the ‘Organisation List’ screen, ‘Organisation Details’ screen is displayed including two tabs: Details 1 and Details 2 to allow user to enter Organisation fields for new one.

- Below is illustration of Details 1 tab:



By default, all of fields should be blank, all check boxes should be un-ticked.

There are some rules on this screen:
• Mandatory fields
o Organisation Name
o Organisation Short Description
o Type of Business
o Address Line 1
o Postcode
o Phone Number

• Unique fields
o Organisation Name
• Lead Contact lookup will display all contacts in the system in a pop-up window. Refer to Contacts for more details.

• Postcode lookup will display all addresses retrieved from database in a pop-up window. Refer to Address for more details

• Type of Business lookup will display all SIC Code data that already listed in reference data. Refer to Type of Business for more details;

After selecting a Type of Business from pop-up window, related SIC Code will be populated to the text box under Type of Business automatically.

• Nation/Country will list all of Country get from reference data.

• If user manually enters Postcode value, the system will check whether it is existing in the database or not. If not, prompt message should be displayed as 'Address Details cannot be confirmed - Do you wish to enter Unconfirmed Address Data (Y/N?)'. If user clicks No (Cancel), postcode should be focused again and the previous value should be cleared out.

- ‘Details 2’ tab should be as below:



All of list boxes in this tab get from reference data.

If user clicks on ‘Expression of Interest’ checkbox in ‘Details 1’ tab, ‘Detail 3’ tab is displayed and navigated automatically.


In this screen, it will list all of active Programmes and Services in the system to link.

To save Organisation record, user should click on ‘Save’ button on the screen. The system will validate mandatory fields are already input or not and check if Organisation Name is existed in the system.

If some mandatory fields are not input, error message(s) should be displayed and adding is aborted.


If the validation is passed, Organisation record will be saved and Organisation details screen is kept to allow user to add Directorates for this Organisation. Message to inform the successful saving should be displayed as well.



- If user clicks on ‘Back’ button, it will come back to the Organisation List screen.

NOTE: It is a standard behavior in the whole system. After user clicks on ‘Back’ button in a Details screen, the related List screen should be shown.

6.2.3 Amend Organisation
By selecting an active Organisation from the list, the Organisation Details screen is displaying allowing user to amend. User can amend all of fields showing in tabs. In ‘Amend’ mode, three additional tabs should be shown:

- Details 4:


This tab to show all premises already link to Organisation. The link is created in Premises module.

There are some additional fields which are retrieved from POSTZON system relates to Organisation postcode: Ward, Borough, Local Authority, Unitary Authority and NHS Authority. They all should be read-only.

The Government Office Region (GOR) dropdown list will contain all of GOR already link to Organisation’s county (input in Details 1 tab). The screen also displays Trust Region and Trust District to allow user to select for Organisation.

- Details 5:


This tab maintains Supporting Materials for the Organisation. User can add, amend, and mark in-active for an external supporting materials.

Refer to Supporting Materials Maintenance for more details.

- BU/Directorates:

This tab maintains Directorates and its children Department/Team for the Organisation. User can add, amend, and mark in-active for these entities.

Refer to Directorate Maintenance for more details.


If user changes an Address field, during the validation after clicking on ‘Save’ button, a message (“The Address has been changed, do you want to save new Address?”) will be displayed to get confirm that user really wants to change Address or not. If not, old Address values will be kept.

6.2.4 Mark In-active Organisation
User can mark an Organisation to in-active by clicking on ‘In-active’ button on the details screen. If the Organisation already links to a Service or a Premise, the prompt message “This Organization is already in use, do you want to make this in-active?” should be displayed with two buttons “OK” and “Cancel”

If user clicks on ‘OK’ button, the organisation will be changed status to ‘In-active’. Otherwise, it still keeps being ‘Active’.

After an Organisation has been changed to ‘In-active’, all of its Directorates, Departments and Teams still keep their status. The in-active process is not cascade.

6.2.5 Supporting Materials Maintenance
This function includes following screen:
• List Supporting Materials
• Add Supporting Materials
• Amend Supporting Materials
• Mark In-active Supporting Materials
They will be described in more details in sections below

List Supporting Materials
This list should look like as below:



The list should have standard behavior such as:
• Displaying active records by default but user can list in-active records as well
• Sorting
• Paging (15 records in a page)
• Marking in-active record to active. The prompt message should be “Do you want to make this Supporting Materials active?”
Add Supporting Materials
Illustration screen should be:


In which:
• URL is mandatory field
• Type could be Doc / PDF / Excel
• Added By and Added Date are read-only fields which showing current user name and current date.
Amend Supporting Materials
In ‘Edit’ mode of a Supporting Materials, use can edit URL, Description and Type fields.
Mark In-active a Supporting Materials
In Supporting Materials details screen, there is ‘In-active’ button that enable user to mark a record to in-active.

6.2.6 Directorate Maintenance
This function includes following screen:
• List Directorates
• Add Directorate
• Amend Directorate
• Mark In-active Directorate
They will be described in more details in sections below

List Directorates


Similar to other list, this should have standard behaviors: displaying active/in-active, filtering, sorting, paging and marking an in-active Directorate to active.

The prompt message when user selecting an inactive record to view should be “Do you want to make this BU/Directorate active?”
Add Directorate


In BU/Directorate details screen, following fields should be mandatory:
• BU/Directorate Name
• Type of Business
• Address Line 1
• Postcode

Besides, BU/Directorate Name should be unique.

When creating a Directorate, by default, Type of Business, SIC Code and Web Address fields should have the same values from Organisation that has this Directorate. However, user can change them to other values.

User can tick on ‘Copy Address from Organisation’ check box and then all Address fields will be populated value from Organisation’s address fields.

Three lookups including Type of Business, Lead Contact and Postcode are the same as Organisation’s.

The validation of Address fields is the same as in Organisation maintenance.
Amend Directorate
All fields in ‘Details’ tab can be editable. Validation rules are the same as adding Directorate.

Besides, there should be ‘Departments’ tab displaying. Refer to List Departments for more details.
Mark In-active a Directorate
User can mark a Directorate to ‘In-active’ by clicking on ‘In-active’ button on amend Directorate screen.

After a Directorate has been changed to ‘In-active’, all Departments and Teams belonging to that Directorate still keep their status. The in-active process is not cascade.

6.2.7 Department Maintenance
This function includes following screen:
• List Departments
• Add Department
• Amend Department
• Mark In-active Department
They will be described in more details in sections below

List Departments


All standard behaviors in a List screen should be applied for List Departments.

The prompt message when user selecting an inactive record to view should be “Do you want to make this Department active?”
Add Department


Mandatory fields should be: Department Name and Short Description.
Department Name should be unique.

Type of Business, SIC Code and Web Address fields should have defaulted values retrieved from Organisation that it belongs to.

User can enter a new Address for Department (that postcode should be verified) or click on Copy from Organisation or Parent (Directorate) that Dept. belongs to.
Amend Department
All fields in ‘Details’ tab can be editable. Validation rules are the