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This section provides instructions for creating and editing families of organizations.

Family and Organization Relationships

Each organization has a functional relationship to the family it belongs to. These relationships are classified as follows:

  • Organizational – A formalized grouping of organizations.
  • Contractual – Organizations that manage or are managed by other organizations via contract or other agreement. For example, an organization funded by NCI to manage a consortium has a contractual relationship.
  • Affiliation – Organizations that share common working agreements or business relationships. For example, an independent hospital or clinic working with a university or institution is an affiliate of the university or institution.

Additionally, each organization in a family has a hierarchical relationship to the other members of the family (as applicable). The hierarchical relationships are as follows:

  • Parent – Organization at a top or higher level within an organizational family. A parent can have one or more child organizations.
  • Child – Organization at the bottom or lower level within an organizational family.
  • Peer – Organization on an equal standing with another organization within an organizational family.
  • Division – Major functional or administrative grouping within an organization.
  • Subdivision – Minor functional group within a division.
  • Department – A particular group within an organization.
  • Sub-department – Minor group within a department.

Creating New Families

You can create new families and assign organizations to them. You can also create families without assigning members. Later you can return to add organizations and create relationships among them.

How to Create New Families

  1. On the main menu, under Organization Family, click Create.
    The Create Family page appears. Fields marked with an asterisk are required. The status defaults to Active, and the Start Date defaults to the current date.
    Create Family page
    Create Family Page
  2. To change the default start date, in the Start Date field, enter the date on which the family was created.
    The default is the current date.
  3. In the Family Name field, type the name of the new family.
  4. Click Save.
    The Family Details page displays the details of the family you created.

 

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Curating Family Records

Families consist of one or more associated organizations. Each organization has a relationship to the family and to other organizations within the same family. Families are identified by their NCI-designated names where applicable.

For example, the Mayo Clinic Cancer Center family consists of the following organizations, among others:

  • Mayo Clinic Hospital
  • Mayo Clinic Rochester
  • Mayo Clinic Jacksonville
  • Mayo Hospital
  • Mayo Clinic Scottsdale-Phoenix

An organization can belong to multiple families.

You can create families and add, edit, or remove organizations belonging to them. You can also assign and change the hierarchical relationships between organizations in a given family.

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Adding Organizations to Families

You can add organizations to any family listed in the Family List table.

You also can add an organization to a family from the organization record itself. See Managing Families .

How to Add Organizations to Families

  1. On the main menu, under Organization Family, click List.
    The Families page appears.
  2. Locate the appropriate family, and click Edit.
    In the Organization Family Members section, click Add.
    The Find Organizations page appears.
    Find Organization(s) dialog box with search criteria fields
    Find Organizations Window  
  3. Search for the member organization by following the instructions in Searching for Organization Records .
    The search results are displayed.
    Find Organization(s) dialog box with search results
    Search Organizations Result List
  4. Locate the appropriate organization, and click Select.
    The Family Organization Relationship page appears.
    Family Organization Relationship page with organization to be added
    Family Organization Relationship Page
  5. Optionally, to select a different organization, click Search Again, and then repeat the steps above to select a new organization.
  6. From the Functional Relationship drop-down list, select the functional role that the organization plays in the family. See Family and Organization Relationships for valid values.
  7. In the Start Date field, enter the date on which the organization was added to the family .

  8. If applicable, in the End Date field, enter the date on which the organization was removed from the family.

    Adding an end date inactivates and hides the organization’s relationship with this family.

  9. Click Save, and then click Return to Families.
    The organization you selected is added to the family.
    Family Details page with member organization added
    Family Details Page – Member Organization Added
  10. If appropriate, repeat the steps to add other organizations to the family.

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Changing Functional and Hierarchical Relationships

Each organization in a family has a hierarchical relationship to the other members of the family (as applicable). Refer to Family Organization Relationships for details. You can change any of these relationships as necessary.

You also can make these changes in the organization record itself. See Curating Organizations.

How to Change Hierarchical and Functional Relationships

  1. On the main menu, under Organization Family, click List.
    The Families page appears.
    Families page annotated to indicate the Edit button for a family
    Families Page
  2. Locate the appropriate family, and click Edit.
    The Family Details Page displays the list of organizations that currently belong to the family you selected.
    Family Details page annotated to indicate the Edit button for a member organization
    Family Details Page
  3. In the Organization Family Members list, locate the organization that you want to change, and click Edit.
    The Family Organization Relationship Page displays the organization’s current functional relationship with the family, and the hierarchical relationship it has with other members of the family.
    Family Organization Relationship page with current functional relationship
    Family Organization Relationship Page – Organization Removed from Family
  4. To change the functional relationship, from the Functional Relationship drop-down list, select the functional role that the organization plays in the family. See Family and Organization Relationships for valid values.
  5. To change the hierarchical relationships, in the Hierarchical Relationship to other Organizations within this Family table, locate the organization whose relationship to the current organization you want to change, and click Change.
    The Change Hierarchical Relationship window appears.
    Change Hierarchical Relationship dialog box
    Change Hierarchical Relationship Window
  6. From the Select a Relationship drop-down list, select the relationship that the selected organization has with the current organization.
    For example, if Organization 1 is the parent of Organization 2, and you selected Organization 1, select Child from the Select a Relationship drop-down list, because Organization 2 is the child of Organization 1.
  7. Click Add New Relationship.
    If a relationship had been established previously, the Change Hierarchical Relationship window displays the old and new relationships.
    Family Organization Relationship page with old and new relationships.
    Change Hierarchical Relationship Window – Old and New Relationships

  8. In the End Date field, enter the date on which the former relationship ended (if appropriate) .

    Adding an end date inactivates and hides the organization’s relationship with this family.

  9. In the Start Date field, enter the date on which the new relationship started. The system default is the current date.
  10. Click Add New Relationship.
    The Family Organization Relationship window displays the new hierarchical relationship.
    Family Details page annotated to indicate the Remove button for a member organization
    Family Organization Relationship Window – New Hierarchical Relationship
  11. To remove an existing relationship, in the Hierarchical Relationship to other Organizations within this Family table, click Remove.
  12. Click Save, and then click Return to Families.

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Removing Organizations from Families

You can remove organizations from any family listed in the Family List table.

How to Remove Organizations From Families

  1. On the main menu, under Organization Family, click List.
    The Families page appears.
  2. Locate the appropriate family, and click Edit.
    The Family Details Page appears.
    Family Details page
    Family Details Page

  3. In the Organization Family Members list, locate the appropriate organization, and click Remove.

    You can not “undo” the remove function. If you delete an organization from a family by mistake, follow the instructions in Adding Organizations to Families to add it back into the family.


    The Family Organization Relationship Page appears.
    Family Organization Relationship page
    Family Organization Relationship Page – Organization Removed from Family
    The system enters the current date in the End Date field.

  4. Click Save.
    The organization is removed from the family.
  5. Click Return to Families.

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Deleting Families

You can delete entire families from the system. When you do so, you nullify a family, which end-dates the family record. This action also end-dates all corresponding organizational relationships in the family.

How to Delete Families

  1. On the main menu, under Organization Family, click List.
    The Families page appears.
    Families page
    Family List Page
  2. Locate the family that you want to delete, and click Edit.
    The Family Details Page appears.
    Family Details page
    Family Details Page

  3. In the New Status drop-down list, select Nullified.

    You can not “undo” the delete function. If you delete a family by mistake, follow the instructions in Creating New Families to add the family back. After adding the family, you can recreate its membership and relationships.

    The Family Details page displays the new status and an end date field.
    Family Details page with Nullified status and End Date field
    Family Details Page – Nullified Family

  4. In the End Date field, enter the date on which the family was deleted.
  5. Click Save.
  6. In the warning window that pops up, click OK.
    The family record is deleted.
  7. Click Return to Families.

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Listing Families

You can access all families that have been created in CTRP. Each family is displayed along with its constituent organizations.

How to List Families

On the main menu, under Organization Family, click List.
The Families page appears.
Families page with multiple family records

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