An organization structure is a way to sub-divide the employees in your workforce into units.
The LMS has a 5 tier organization structure and is divided into these levels from the largest to the smallest:
Organization: The top level in the Organization Structure. You can only have one Organization. It is typically your company name.
Region: The second level in the organization. You may have an unlimited number of regions. For example, your Organization may be made up of four Regions which could be divided geographically. For example, North, South, East and West.
Site: The third level in an organization. You may have an unlimited number of sites within each region. For example, your Southern Region may be made up of three sites, representing the cities in which the physical location resides. For example, Atlanta, Birmingham and Dallas.
Department: The fourth level in the organization. You may have an unlimited number of departments within each site. Your Atlanta Site may be made up of three departments which could represent costs centers or work areas overseen by a manager. For example, Production, Shipping and Human Resources.
Team: The lowest level in the organization. You may have an unlimited number of teams within each department. For example, your Production Department may be made up of a Machine Operators, Mechanics, Maintenance, and Machine Specialists. As a best practice, we recommend that teams are comprised of users with the same primary job role and the same training needs.
The purpose of the LMS is to reduce the administrative burden associated with assigning, tracking and reporting on training. You will want to create your organization structure in a way that makes it easy for you to:
Assign Training. Training can be assigned to one or more unit(s) within your organization. For example, if you assign training to the organization, that training will be assigned to every user in the organization. If you assign training to a department, that training will be assigned to every user in that department.
Run Reports. Reports can be created and run on any unit of your organization structure, from the entire organization to a single user.
Set Security Roles. Security Roles can be created that will allow your LMS administrators to exercise administrative privileges over specific units of your organization. This is known as “targeting” a security role. Read more about security roles in the Security Roles: View, Assign, Unassign and Copy article.
Below is a list of recommended best practices when creating your organization structure:
- Divide your workforce in a way that represents your employees' primary job role.
- Create an unlimited number of organization units.
- Users will belong on one team at a time; every user must be on a team.
- Create some now; create more later.
- Name them whatever you want.
- Reorganize your organization if needed, with the help our support team.
- Assign training to users and organization units.
- Users "inherit" training assigned to organization units.
- Run Reports and assign administrative security roles.
Setting up Your Organization Structure
There are two methods to set up your organization structure:
Manual Creation: This is a good solution for a very small workforce (less than 25 users). Refer to the following articles to create your organization structure manually.
- Regions: Create, Edit and Delete
- Sites: Create, Edit and Delete
- Departments: Create, Edit and Delete
- Teams: Create, Edit and Delete
- Users: Create, Edit and Delete
Convergence Training User Import Spreadsheet: Convergence Training can help you organize your data for import into the LMS. Your LMS administrator will complete the User Import Spreadsheet and return it to the Convergence Training Support Team at email@example.com.
Enterprise, Express, MSHA LMS: Refer to the LMS Data Import: Complete the User Import Spreadsheet
Please contact our support team at firstname.lastname@example.org with any questions regarding completion of the import spreadsheet.