Managing organizations

Edit online

You use the Organizations application to define the organizations and sites that you use. You must define at least one organization and one site.

For each organization, you specify the following properties:
  • Base currency.
  • Item and company sets.
  • General ledger clearing account.
  • Address codes for organizational units, including sites, that you can use on records.

When your system configuration includes multiple organizations and sites, your company can run the system in multiple facilities from the same database. Using a web browser, each site can access its own site-specific data and use data that is common for the multiple sites.

The architecture of the system enables organizations and sites keep some parts of their operations separate, and share others. For example, different facilities can share purchase agreements and vendors, and share and transfer items, while you keep work order data and job plan data separate.

Organizations and sites

Organizations and sites are logical divisions of a company. The divisions are determined by the types of operations that are done at different locations, and what data can be shared among them.

An organization is a major division of a company that contains one or more sites. Sites that belong to the same organization must use the same currency. These sites must share options for work orders, assets, labor, and other types of data.

A site is a subdivision of an organization that can track inventory and other data separately from other sites. Certain types of information are unique to a site and not visible to other sites within the organization.

Application options

In the Organizations application, you set defaults for various options that are related to applications or groups of applications, such as Work Order Tracking, Inventory, Purchasing, Preventive Maintenance, and Assets. You access these options from the More Actions menu.

When you set application options, you might have to select a site. If you must select a site, then the setting applies at the site level. If you do not select a site, then the setting applies at the organization level, except for system and set level auto-numbering and settings in the System Settings window.

Oil and Gas options

In the Organizations application, you can do the following activities:
  • Specify the statuses at which users can update improvements and management of change records.
  • Specify whether only authorized personnel can review and approve permit to work records.
  • Specify whether only technical authority personnel can be associated with regulatory compliance records.
  • Specify whether only authorized personnel can hand back and cancel permit to work records. Use the People application to provide authorization for these actions.
  • Specify whether users add permit numbers to work order records.
  • Manage the status changes that are allowed for permits to work and isolation certificates.
  • Specify whether one person can issue and accept an access permit.
  • Specify whether area authorities for permit and certificate types on job plan tasks and work order tasks must be designated as authorized.
  • Specify whether issuing authorities for permit and certificate types on job plan tasks and work order tasks must be designated as authorized.
  • Specify whether performing authorities for permit and certificate types on job plan tasks and work order tasks must be designated as authorized.
  • Specify whether only authorized personnel can review and approve certifications.
  • Specify whether only authorized personnel can review or approve risk assessments.
  • Specify whether only authorized personnel can review or approve bypass operations.
  • Specify the statuses at which users can update bypass operations.
  • You can specify whether a location or an asset can be applied to a Lock Out/Tag Out operation in the Isolations tab of the permit to work. The location or asset is identified as a passing valve.
  • Verify that the essential qualifications are met for a specified task when you assign labor on job plans and work orders.
  • Set review, approval, and authorization requirements for management of change records.
  • Set options that are related to Ex or ATEX, control of work, management of change, improvements, prioritization matrixes, and work orders.
  • Set a defect density constant.
  • Set Ex or ATEX options.
  • Set the default history period for history reporting.
  • Turn off the calculation of failures and deferrals for a defined history period.
  • Define open unique organization identifiers for integration with MIMOSA OSA-EAI V3.2.1-compliant external systems.
  • Export organization data to MIMOSA OSA-EAI V3.2.1-compliant external systems.
  • Initiate® a bulk-load of assets and locations to MIMOSA OSA-EAI V3.2.1-compliant external systems.
  • Allow the same permit or certificate type to be selected multiple times in job plans and in work orders.
  • Enable the use of the Operator Log Book application so that personnel who are taking over from an earlier shift can review shift logs that are collated into one log book.
  • Restrict authorization to areas or to groups of areas within locations to authorized personnel only. Authorization to areas or to groups of areas is granted on a Person record. Authorization privileges include the ability to review, approve, issue, or accept permits to work for specific areas or groups of areas.
  • Populate the risk assessment on a work order from the location risk assessment or from the job plan task.