26 Maintaining Departments

ClearTrial allows you to add, edit, and delete departments with the Department Maintenance feature, which can be launched by selecting “Departments/Functional Areas” from the Maintain Menu.

This feature also allows you to map departments to labor fees and costs.

Working with Departments

To work with departments, select Departments/Functional Areas from the Maintain Menu. The Department List Screen displays the currently defined departments.

Roles

To work with the department maintenance capabilities, you must have the Departments/GL Codes Administrator additional role/capability granted by your System Administrator.

Creating User-Defined Departments

To create a user-defined department:

1. Navigate to the Department List Screen.

2. Click the New button. Enter a code, name, and description for the department.

3. Click Save.

Editing Departments

To edit a department:

1. Navigate to the Department List Screen.

2. Select a department and click the Edit button. Make changes as needed and Click Save.

Deleting and Restoring Departments

To delete a department:

1. Navigate to the Department List Screen.

2. Select one or more departments and click the Delete button.

3. To restore a deleted department, adjust the filter to display deleted departments. Select one or more deleted departments and click the Restore button.

Mapping Departments

ClearTrial defined and user-defined departments can be mapped to labor fees and costs by resource, task, location, or a combination of user-defined rules.

Mapping by Resource

To map by resource:

1. Navigate to the Department List Screen.

2. Select a department and click the Map Labor and Costs button.

3. Click the Change link in the upper right corner and ensure “resource” is selected.

4. Next, in the internal column for each resource, select the department to apply when the resource performs work for an internal provider.

5. In the outsourced column for each resource, select the department to apply when the resource performs work for an outsourced provider.

   If you do not need to select a department for each resource, you can provide a default department for internal and outsourced providers for all resources by selecting departments in the Default Row.

6. Click Save.

Mapping by Location

To map by location:

1. Navigate to the Department List Screen.

2. Select a department and click the Map Labor and Costs button.

3. Click the Change link in the upper right corner and ensure “location” is selected.

4. Next, in the internal column for each location, select the department to apply when an internal provider is assigned to that location.

5. In the outsourced column for each location, select the department to apply when an outsourced provider is assigned to that location.

   If you do not need to select a department for each location, you can provide a default department for internal and outsourced providers for all locations by selecting departments in the Default Row.

6. Click Save.

Mapping by Task

To map by task:

1. Navigate to the Department List Screen.

2. Select a department and click the Map Labor and Costs button.

3. Click the Change link in the upper right corner and ensure “task” is selected.

4. Next, in the internal column for each task and task group, select the department to apply when an internal provider is assigned to that task or task group.

5. In the outsourced column for each task and task group, select the department to apply when an outsourced provider is assigned to that task or task group.

   If you do not need to select a department for each task or task group, you can provide a default department for internal and outsourced providers for all tasks by selecting departments in the Default Row, or for all tasks within a task group by selecting departments in a task group row.

6. Click Save.

Mapping by Rule (Advanced Mode)

To map by Rule (Advanced Mode):

1. Navigate to the Department List Screen.

2. Select a department and click the Map Labor and Costs button.

3. Click the Change link in the upper right corner and ensure “Rule (Advanced Mode)” is selected.

   The Edit Department Mapping Screen allows you to map labor to departments by user-defined rules/criteria. Mapping in this mode allows you to define your own rules to fit your organization's business needs with the Add Rule button.

4. Click the Add Rule button to create a rule for mapping labor to departments.

   The Create Department Mapping Rule screen allows you to select the department for which labor should be mapped with the Department drop-down field in the upper left corner.

5. Select a department for which labor should be mapped.

6. Next, navigate to the Providers Tab and select providers to be matched when this rule is applied. Selecting the Internal and Outsource check boxes will include all of the service providers in that group.

7. Go to the Locations Tab and select locations to be matched when this rule is applied. Checking the Any Location field will include study-scoped items as part of the match.

8. Next, go to the Tasks Tab and select tasks to be matched when this rule is applied. Checking the Any Task field will include all task groups and tasks. ClearTrial defined and user-defined tasks can be included in the rule by selecting their associated task or task group.

9. Lastly, navigate to the Resources Tab and select resources to be matched when this rule is applied. Checking the Any Resource check box will include all resources.

10. Click OK to add the rule.

11. If you have more than one rule added to the list, you can click and drag the rules to create a hierarchy for which rules should take precedence over others.

    To re-order the rules, go to the Drag to Order column and select a rule. Drag it up or down the list to put it in the desired order.

12. Click Save.