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Mifos in the Philippines

 

 

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Offices

Overview

  • The section describes types/levels of offices, features, creation and management of offices, and the rules related to the creation of offices.
  • Offices can exist at different levels. The hierarchy is defined at the HO level during configuration. The number of levels in an MFI and the names of offices are also configured at the HO.

General Features

  • Based on the HO configuration offices can exist at different levels. The levels are:
    • Head Office (HO)
    • Regional Office (RO)
    • Sub-Regional Office
    • Area Office (AO)
    • Branch Office (BO),
  • HO is the main or parent office.
  • Under an HO, other office levels exist. A minimum of two and maximum of five levels can exist.
  • Clients can be created only at BO level. All client interactions happen at the BO level.
  • Higher-level offices (above BO) are mainly for managerial and administrative purposes. They cannot create clients or open accounts.
  • If an AO or HO wants to create clients and offer services to the clients, a “virtual branch” needs to be created.

 

Office Creation

The main office or HO is system generated. All other office levels are created and introduced by the HO. A user with required permissions at HO can create new office records.

  • HO cannot be created. It is system generated.
  • Once an office record is created and saved with type as HO or BO, its type (that is, the level in the structure) cannot be changed. For example, a BO cannot be changed to an AO. The types of offices at other levels like AO, Regional Office, or Sub-Regional Office can be changed to any other level except HO.

Attributes for Office Creation

The rules and attributes for office creation are described in the table below. Note: The attributes in this table are divided into two broad sections:

  • Attributes during office creation, which can also be viewed/edited later on from the Details page.
  • Attributes that can be viewed/edited only after office creation, from the Details page.
s. no. attribute name

data type

 range Default Editable in Active/Inactive States mandatory for "active" description/notes

Attributes During Office Creation
1. Office Name Alphanumeric N/A None Yes Yes This is a unique name for this office within the MFI.
2. Office Short Name Alphanumeric (Maximum four characters without space) N/A None Yes Yes This short name is used for internal reports, UI pull-downs, etc. This must be unique within the MFI.
3. Office Type Drop-down The complete list includes: Branch Office; Area Office; Sub- Regional Office; Regional Office, and Head Office. Depending on the levels present in office hierarchy, this list changes None No Yes This is the name of the office level. This should be selected from the list.
4. Parent Office Drop-down The complete list includes: Area Office; Sub- Regional office; Regional Office; Head Office. Depending on the levels present in office hierarchy, and office type of the office being created, this list changes. None Yes Yes This is the name of the office this office reports to. This should be selected from a list of already defined offices. The HO does not have a parent office. For all other offices, offices above their level can be the parent office. For example, an HO, AO, or SO can be the parent office of a BO. Any offices above its level can be the parent office of an AO, based on the defined office hierarchy.
5. Address 1 Alphanumeric N/A None Yes Yes This is the address of the office
6. Address 2 Alphanumeric N/A None Yes No  
7. Address 3 Alphanumeric N/A None Yes No  
8. City Drop-down N/A None Yes Yes  
9. State Drop-down N/A None Yes Yes  
10 Country Drop-down N/A None Yes Yes  
11 Postal Code Alphanumeric N/A None Yes Yes  
12 Telephone Alphanumeric N/A None Yes No  
13 Custom Fields (10) Alphanumeric/Numeric/Date N/A N/A Yes No For details, refer Custom Fields

Attributes Viewable/Editable Only After Creation
14 Status Drop-down Active; Inactive Active Yes N/A HO cannot be made inactive.
By default when an office is created it would be in Active state. The state can be modified later on from the Details page.
15 Office ID N/A N/A N/A N/A Yes This is the system generated ID for the office.

 

Office States

By default, the offices are created in Active state. New users can be assigned to offices only in Active state.

Offices at all levels, except HO, can be made Inactive:

  • A BO can be made Inactive only if all the clients, groups, centers in the BO are in Closed or Cancelled states, and all personnel belonging to the BO are in Inactive state.
  • Offices at other levels can be made Inactive only if all the personnel belonging to the office are in Inactive state and all the child offices are in inactive state.
  • Offices can be made active if the parent office is active.
  • Status of an office can be changed from Active to Inactive and vice versa, any number of times.
last modified 2007-10-17 11:22
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