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Organization Structure Overview: Incident Management System

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Article Links Introduction | Purpose  | Best Practices |  Setting up Your Organization Structure |

Learning Management System (LMS) and Incident Management System (IMS)
If your company has purchased both the LMS and IMS, administrators for both applications will need to work closely together to create and maintain the organization.  

 

Introduction

An organization structure is a way to sub-divide the employees in your workforce into units.

The Incident Management System (IMS) has a 5 tier organization structure and is divided into these levels from the largest to the smallest.

You will use your organization structure to identify your establishments; typically a site.

Refer to the Establishments: Overview article to learn more about establishments.

Refer to the Organization Structure Overview - Full Service LMS (Enterprise and MSHA) article to learn more about creating an organization structure for the LMS if your company has purchased both the LMS and the IMS.

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. For example, your Organization may have four Regions which could be divided geographically.  For example, North, South, East and West.

Site: The third level in an organization. For example, your South Region may have three sites, representing the cities in which the physical location resides. For example, Atlanta, Birmingham and Dallas.

Department: The fourth level in the organization. Your Atlanta Site may have 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. As a best practice, we recommend that teams are comprised of users with the same primary job role.

 

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Purpose

The purpose of the IMS is to report and investigate incidents that occur at your company.  You will want to create your organization structure in a way that makes it easy for you to:

Report and Investigate Incidents. The IMS allows you to determine who will report and investigate incidents.   

Run Reports. Reports can be created and run on any unit of your organization structure, from the entire organization to a single user. 

Assign Security Roles. Security Roles can be created that will allow your IMS administrators to exercise administrative privileges over specific units of your organization. Read more about security roles in the Security Roles: View, Assign, Unassign and Copy article.

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Best Practices

Below is a list of recommended best practices when creating your organization structure and identifying your establishments:

  • Use your organization structure to identify your establishments; typically the SITE
  • Create an unlimited number of sites
  • Not all sites have to be establishments. For example, you may have a work site that does not require incident reporting; but your employees at that site might be involved in an incident at a site that does
  • Create one or more departments; and one or more teams 
  • Consider dividing your workforce among multiple departments and teams to produce more accurate reporting
  • Users must belong on one team at a time; every user must be on a team
  • Create some now; create more later. Please contact your sales representative to add more establishments
  • Name them whatever you want
  • Reorganize your organization if needed, with the help of our support team
  • Run reports and assign administrative security roles by establishment (site)
REMEMBER! The number of establishments (sites) were determined in your sales contact and are based on the number of establishments you filed with OSHA in the previous year. Please refer to the Establishments: Overview article to learn more about establishments.

 

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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.

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 support@convergencetraining.com.

Refer to the LMS Data Import: Complete the User Import Spreadsheet to learn how to complete the spreadsheet.

Please contact our support team at support@convergencetraining.com with any questions regarding completion of the import spreadsheet.

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