Adding an organisation:
1. Click on the Organisations tab
2. Click on the ‘+Add Organisation’ button
General tab:
3. Starting on the highlighted ‘General’ tab enter in the information relating to this organisation
Name – The name of the organisation
Location – The location of the organisation
TLA – The Three Letter Acronym of the organisation
Oversight Period – How many months you want to have oversight for
Internal? – defaulted to an external organisation
Organisation Type – The type of org this is, selectable via the checkbox
4. Select the organisation type from the available options by checking the check box and finally select any approval types (if applicable) that this organisation might have
5. Select the Approval Types for this organisation by checking the available checkboxes
6. Click on the ‘Save’ button
Key People tab:
The next step is to enter information relating to key people within that organisation, this could be an Account Manager, a Safety Manager, a Quality / Compliance Manager etc.
7. Select the ‘Key People’ tab
After selecting the key people tab the screen is placed into edit mode.
8. Input the information in the boxes regarding the main point of contact
9. Under the Key Individuals area this is the area for the Regulator to enter their team including the Accountable Manager (if there is one) and a Technical Coordinator
10. After entering in all the relevant information, click on the ‘Save’ button
After saving an additional area is enabled allowing you to input a Designated inspector, or inspectors alongside a Deputy inspector and an internal organisation Administrator.
11. Click on the ‘Edit’ button or directly on one of the newly created areas to place the screen into edit mode
12. Enter in the Designated inspector details, Deputy Inspector and Designated Administrators, this will pull from your contacts list, you are able to select one, or multiple individuals.
13. Click on the ‘save’ button
The next step allows you to add a contact to this organisation, a contact will be placed within the Contacts module, they can simply be listed as a contact with no system access, or they can be granted system access once added. As an example, if a finding is raised during an audit this contact can respond with a corrective action plan and root cause analysis directly in Centrik, you can also create Actions and assign them to this user, in turn they will be able to respond within the system.
1. Select the ‘Contacts tab
2. Click on the ‘Add Contact’ button
3. Add in the Name of the contact, Job title, Email address alongside any other information you wish to include
Within the Contact for.. area you can choose which subsystem this contact is responsible for (the example below only has one (Regulator Style audit) and which Approval Types they are responsible for. This means you can have multiple contacts for an organisation who are responsible for different areas of that organisation.
4. Select the subsystem and the approval types
5. Click on the ‘Save’ button
The individual will be added to the system as a contact and searchable from the search list within the contacts module.
At this point they won’t have access to the system, in order to allow them to input data / information into the Act phase of the finding you will need to grant them system access.
6. To grant them Centrik system access, click on the ‘Grant Access’ button and follow the steps of adding a contact
Upon clicking the ‘Grant Access’ button you are directed to the Log-in tab, this will allow you to set some general rules regarding this user, including how they sign into the system.
Authentication Method – a selectable list of how this user will log into the system, the default is Centrik (via a username and password)
Username – The system username for this individual
Password – The reset password for the user (a new password is required after successfully logging in for the first time)
Tracking exemptions – Is this user exempt from document tracking
Email exemptions – Is the user exempt from email notifications from the system
Visibility – Is this user displayed on your contacts list (visible) to all users, or are they only visible to system super users
Sys Admin – Is this user a system Admin (increased access rights) or a normal system user
7. When all information has been inputted click on the ‘Save’ button
Once saved an additional tab (Access) becomes available alongside the ability to revoke system access for this user, if its required.
To control what this user can see or do in the system depends on their access rights.
8. Select the ‘Access’ tab
Access rights are split into three distinct columns / areas.
Do – associated with base level access, provides the ability to do something
See – associated with the ability to view, or see something within the system
Manage – the highest access right, associated with managing modules, or subsystems
A user doesn’t require any access rights to have an action assigned to them, or to respond to an action, similarly a user doesn’t require any access rights to be a responsible manager / finding owner during an audit process.
Moving back to the organisation page, and under the contacts tab you can view the details of the newly added contact / user.
When all Organisation details have been completed you can move onto the Checklist tab on the landing page of the compliance subsystem.