Shop from the Program Office. However, according to the Help Desk, this is no longer the case (apparently
resolved by a previous DOEHRS-IH release) and you can safely add and remove Organizations from the
Supported Organizations list without any repercussions to your Shop list.
The Supported Organization functionality only serves one purpose, and that is to build your Organization Tree
view list, and thus giving you another method of navigating your Shops in your Program Office. It must be built
and maintained manually and has no other effect on your DOEHRS-IH data.
When to Stop Date affected Shops and SEGs and Remove closed Organizations. –
Please be careful Stop Dating Shops, Processes, SEGs, or any of the subordinate information. It is much more
difficult to un-Stop Date and recover the information. There is no cascade effect for Un-Stop Dating. Each item
needs to be found and Un-Stop Dated or re-added.
When an Organization closes, you should first Stop Date the subordinate SEG Processes and SEG Personnel for
the particular Shops of the closed Organization, individually, for each affected SEG. If an affected SEG is
comprised solely of Shop/Processes from that closed Organization, you should also Stop Date the SEG itself,
after Stop Dating those subordinate SEG records. (Note: There is no cascade effect to Stop Date subordinate
records when Stop Dating a SEG, so you have to do it manually.) If an affected SEG is comprised of
Shop/Processes from multiple Organizations, not all of which are closing, only Stop Date the subordinate SEG
Processes and SEG Personnel for the particular Shops of the closed Organization, but do not Stop Date the SEG
itself if it is still active for Other Organizations’ Shop/Processes. (Note: SEGs or Shop/Processes in SEGs will
not be automatically Stop Dated by Stop Dating a Shop. (That is why it is best to Stop Date the affected SEG
records first so that you can more easily identify the Shop/Processes from the Shop being Stop Dated.) You
must Stop Date the SEGs or Shop/Processes in SEGs manually.)
Next, when an Organization closes, you should Stop Date all the Shops for that Organization. (Note: Stop
Dating a Shop will cascade and Stop Date all the subordinate Locations, Shop Personnel, Processes, Process
Personnel, Process Hazards, Process Controls, Ventilation Components, and Observations & Notes. It also
removes the Shop and any subordinate Locations from the Organization Tree View. So, make sure you verify
that all subordinate entries in the Shop/Location tree for Shops in the Organization are ones to be stopped before
setting a Stop Date.) Also, please keep in mind that when you Stop Date a Shop, there is no cascade effect to
Close Date existing one time or reoccurring Master Schedule Task entries (Survey or Sampling or other )
related to that Shop. These existing Master Schedule Task entries need to be manually Close Dated. If manually
Close Dated without being completed, you must enter a Reason Task Not Completed. (Note: For reoccurring
Master Schedule Task entries, you would also change the Master Schedule Task Frequency to one time before
Close Dating the Master Schedule Task entries, so that another Master Schedule Task entry is not automatically
created. Review Master Schedule Usage Tutorial on the NMCPHC DOEHRS-IH website.
Then, you should remove that closed Organization from the Supported Organization list. (Removing the
Organization from Supported Organizations section earlier just would make it so that you could not use the
Organization Tree View to help find your Shops and their SEGs for that command.)
Please keep in mind that if an Organization realigns, reorganizes, or moves, you might not want to just Stop
Date the affected Shops and SEGs (and their subordinate records) or remove the closed Organizations as done
above for closed Organizations. Each particular situation might vary depending on how you want to handle the
data. In those cases, please discuss the individual situation and outcome desired with the SLA and you might
need to submit a Help Desk Ticket for an MCR. (Note: For moving an Organization from one Program Office
to another, it is best to move the Organization and all of its associated Shops, Processes, SEGs, Samples, etc…
by MCR, while they are still active (not Stop Dated or removed) in the original Program Office. This keeps
from having to Un-Stop Date information. See Un-Stop Dating question below.) Help Desk contacts are located
within the application under the Resources in the left navigation menu.