| Applicable to | Centro QMS, Centro KMS |
| NOT applicable to | Centro ESSENTIALS, Centro QMS Starter |
Organisation Problem: We have two types of employees (Support Workers and Support Coordinators) who are required to have most of their policies, processes and documents restricted within Centro ASSIST, however, there are several governing policies, processes that both groups will need to access.
| TIP |
| Users with Administration permission in the Centro web app have full access to all content at all times, even if content has been allocated to specific BUs. |
Decide on the best setup based on your organisation size and ongoing maintenance, three options provided below:
Option 1: Do not assign any Business Units to the governing content. These content items will remain viewable by all staff with access to the web portal and is the default for all new web portal setups.
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Setup Pros: - Recommended setup for small sized organisations - This setup requires the least amount of ongoing management - No content items in this group will be restricted to staff
Setup Cons - No accountable BU to take ownership of these items within the web portal |
Option 2: Create a ‘Governing Content’ Business Unit and leave permissions as ‘Anyone in Org’. Assign governing content to this group so the Administrators know who is accountable for maintaining yet don’t assign this to any users. Their permission will enable them to still see these content items without it needing to be assigned to them.
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Setup Pros: - Recommended setup for medium sized organisations - Enable a BU to take accountability of content and manage the yearly reviews/ notification when ‘Next Review Date’ is setup - Staff can reach out to the relevant Administrator of this BU if changes to the content is required - Grouping and printing of this Business Unit within the policy, process and document views will enable a quick export of these specific content items as a group.
Setup Cons: - Small amount of ongoing maintenance if the managing BU changes or when NEW content is added into the web portal |
Option 3: Create an ‘Onboarding’ Business Unit and assign the governing content to this group. You can align these governing content items with an ‘Onboarding Role’ so the staff member gets assigned this as part of their Required Reading and Knowledge Test (if appliable).
Assign team members to the new 'Onboarding Business Unit' and new 'Onboarding Role' for the first 2- 4 weeks of their employment/ Centro ASSIST rollout. Once they have read all the governing content items and completed all Knowledge Test (if appliable), assign them a secondary Business Unit and Role which includes all the locked down content only seem by these team members (Eg. Support Worker or Support Coordinator).
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Setup Pros: - Recommended setup for medium- large sized organisations - Reduces the number of content items new employees are assigned. Phased out approach so the Onboarding role only has a small group of policies, processes and documents to read/ acknowledge - Great way to align your locked down Business Unit content with Required Reading and Knowledge Tests
Setup Cons: - Will take a little longer to maintain compared to the other options mentioned when new content is published. Will need to go into Business Units and Roles to assign the new content. |