• Business Structure to hierarchically organize your learners
• Training Structure to organize your training facilities for courses with a classrroom or virtual classroom delivery type

Overview of the Standard LMS Organizational Structure

New portals are created with the following default Organization and Training hierarchies. 

• Data security by allowing companies to ‘scope’ (or restrict) areas of access within the organization or learner community (client, partner, internal)
• Flexibility for designing organization-specific needs and business rules (available course and resource catalogs, billing methods, featured courses), as well as flexible assignment of profiles tied to each organization
• Management of your training organization separate from your corporate hierarchy 

As shown in the diagram above, the standard organization structure that comes with a new Latitude Learning LMS consists of a Company with one Business Unit (BU), one Division, and one Location in a hierarchy of that same order.

• When using this standard structure, you can add or inactivate BUs, Divisions, and Locations as needed with the following restrictions:
  • You must always have at least one active organization at each level in an unbroken chain leading up to the Company level. For instance, at least one active location must be tied to an active division which must be tied to an active BU.
  • Never inactivate a BU, Division, or Location if the organizations and/or users below it are active. This orphans the users below the inactive level.
  • Never inactivate a BU, Division, or Location that is tied to your primary/default Portal Administrator profile. You will lose your system access.

It is also unnecessary to mirror your company's legal business structure. The organizations in your LMS should be set up to optimally organize your students for the purpose of training and to report on training activities and results.

Business Organization Management

Company 

• Roles – Roles control system access rights for Students, Location Managers, Location Administrators, Administrators, Instructors, and Portal Administrators, including the options shown on the left navigation menu.
• Positions – Hierarchical position-to-position reporting controls visibility and managerial functions for subordinate position assignments (i.e. “Employees” and “Enroll Others”). Pre-defined positions are provided in the following hierarchy:  Training Administrator >  Manager >  Staff. 
• Departments  – Grouping of Positions (e.g. Sales or Customer Service). Primarily used for organizing certification or curriculum views under a user’s “Employees” tab. 
• User Groups – Ad-Hoc grouping of users across organizations, roles and positions.
• Branding – Includes styling and custom content areas (Home Page and custom left navigation Quick Links menu).

Note: Portal Administrators are typically assigned profiles with the appropriate role/position at the Company level, providing access rights to manage training and users across the entire organization structure.

Business Unit

• Courses - Can be assigned to one or more Business Units
• Majors - Allows grouping of courses in the course catalog to aid in course searches; must be associated with the same business unit as the course assigned to the major
• Resources – Supplemental documents or URL links available to learners. They should be associated with the same business unit as the course to which they are attached

Division

• Provides users assigned to division-level profiles with visibility and access to users and data scoped to specified Locations under the division without providing access to the entire organization.
• Whether there is one location under it or more, in the standard LMS it is a necessary level to connect users at the location-level to courses and resources at the business unit-level.

Location

• Establish the Student User Profile assignment and default login location
• Track User transcript activity and report on it
• Set up Featured Courses – Sets of courses being promoted, or featured, at specific Locations
• Set up Payment Methods for tuition – Direct payment, credit card, PayPal active at specific Locations
• Set up Subscriptions – Create and manage course subscriptions by Location

Training Organization Management

Locales

• Manage multiple training regions as needed (e.g. East Coast vs. West Coast)
• Link one or more training facilities  to a locale to help coordinate training schedules and classroom reservations.

Facilities

• Rooms – Manage classroom assignments and conflicts during scheduling
• Equipment – Available equipment lists by facility
• Classroom Course Offerings – Time zone tied to location of facility
• Instructor Management – Instructors can be assigned to training facilities they use

Add an Organization

To add a new organization to any level of the Business or Training Structure:

1. Under Organizations in the left navigation menu, select Add Organization.
2. On the Add Organization page, enter information as described below.
   Note: Field options and requirements may vary based on the selected Organization Type and whether you have purchased any Add-On features for your LMS. All required fields are marked with asterisks (*).
   
   
   
   1. Language: Select the language in which you are creating the organization.
   2. Organization Code: Enter a unique code to identify the organization.
   3. Organization Name: Enter the name of the organization.
      
   4. Effective Date: Enter the date on which the organization will be considered Active.
   5. End Date: To inactivate an organization, enter an end date. This is normally blank when creating a new organization.
   6. Type: select the new organization’s level from the dropdown list. This will prompt a screen refresh to bring up the appropriate fields.
   7. Primary Contact: Optionally provide a contact for the organization from among the existing users.
   8. Section: User Registration/Activation: Only available when adding a new Location. These optional settings allow you to manage the maximum number of users who can be active at a location, how many days they can remain active before being inactivated, and what the effective date range is to allow user self-registration for an LMS account. If no entry is made, then no restriction is placed.
   9. Section: Parent Organizations: Requirements of this section vary by selected Type. Use the picker provided to select the appropriate parent organization for the new entry. Not all organizations require a Training organization selection.
   10. Section: Physical Address: Provide a physical address if desired. If you enter any part of the address, you must complete the rest of the form.

3. Click Submit.

Edit an Existing Organization

LMS Support Document

LMS Training Video

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