Registers: Set up and Configuration
This help article provides guidelines for setting up Registers including users, positions and business units in your system to ensure:
- the right users have access to view the Registers
- you can attach incidents, complaints, feedback or improvements to business units
- you can attach incidents, complaints, feedback or improvements to positions
- the right users receive email notifications when users add new incidents, complaints, feedback or improvements into the system.
Tip
The Ageing Australia Quality and Governance Team run regular group training sessions on the Registers. Administrators are invited to attend by viewing the schedule at Upcoming Training Sessions page.
Important
Only users that are allocated Administrator permissions can manage business units and user permissions.
Permissions can be changed by going to People > Users. For more information, please see Manage Users.
Assign permissions
Incident & Improvement Manager is a permission level within the system that allows users to:
- add improvements
- view the registers
- edit register items
- download reports from the registers.
Administrators and Model Administrator automatically have the Incident and Improvement Manager functions.
Administrators can assign any permissions to any user in the system. See steps below for instructions for how to do this.
Set up email notifications
There are two types of email notifications for Registers:
- New items raised
- Items allocated
Tip
Ensure the user who needs to receive notification has already been added to the system. For more information about adding users into the system, please see Manage Users.
New items raised
When an employee submits an incident/complaint/piece of feedback, assigned users will receive a notification. See the steps below for selecting which users are notified.
Items allocated
The Items allocated tick box directs the QMS to email Users who are assigned specific Positions when those positions are made responsible for Register Items. Note, the email notification will arrive after a few hours delay.
To turn on this feature, open App Settings and tick the box under Items allocated.
Manage Business Units for Registers
Add a Business Unit
A business unit refers to a department or other distinctive subsection of on organisation (e.g. a facility, site or team).
Any incident, complaint, piece of feedback or improvement can be linked to a business unit.
Tip
The Ageing Australia Quality and Governance Team run regular group training sessions on the Registers. Administrators are invited to attend by viewing the schedule at Upcoming Training Sessions page.
Field | Description |
|---|---|
Business Unit name | The name of the distinctive subsection of your organisation. |
Type | The nature of the business unit. A business unit can be a:
|
Services Provided | The types of services that the business unit provides. |
Description | Further details about the business unit. |
Managed item permissions | The level of visibility and editing restrictions applied through the Business Units. These restrictions will apply to Register items that are Managed By the business unit (i.e. not those Register items that Apply to the business unit) |
Edit a Business Unit
Delete a Business Unit
Important
it is not recommended to delete business units if they have already been used for Register items. This is because it will retroactively edit/change the Register data (i.e. an incident applied to a specific business unit will no longer be linked to that business unit). We recommend to instead rename the business unit to show that it is archived.
If a business unit has been made in error and not yet been used for register items, it can deleted as follows.
Manage Positions
Create a new position
Positions are used to assign certain Users who hold the Position as responsible for Register Items. Positions can be created for specific job titles, e.g. Chief Executive Officer, General Manager of Quality, Team Leader South Team, etc.
Important
The current functions of the QMS only make use of the Position name and Position filled by sections. As such, we do not recommend entering any additional data into the Position.
Field | Description |
|---|---|
Position name | The name of the position. |
Role | The role that performs this position. The role must already be in the system. For more information see Create new role. |
Position filled by | The user that fulfils the position. The user must already be in the system. For more information see Manage users. |
Summary | A short description of the position. |
Description | A more detailed description of the position. |
Business Unit | The business unit to which the position belongs. |
This position reports to | The superior position to which the position reports. |
Who reports to this position | The people (web app users) that report to this position. |
Edit position
Delete position
Important
Deleting a position will retroactively edit the register items which are linked to that position. For this reason we recommend renaming the Position instead to show it is archived.
