School community setup

When a school group separates cases by organization and community definition, start by agreeing the organization code, community effective dates and source mapping. Each case references an organization and a community definition. The administrator maintains community records; the operator chooses the applicable definition and owner when preparing a case.

The administrator maintains school community definitions with organization, code and effective dates. People records identify the case owner, verifier, reviewer and follow-up assignee. The case owner, verifier and reviewer can be checked against the organization that owns the community.

• Define. Maintain each community’s organization, code and effective dates.
• Assign. Check that owners and reviewers belong to the authorized organization.
• Map. Review source and target fields before loading case details.

Source mappings record how source and target fields relate, including version and transform rule. Agree these mappings with the organization before importing or passing source data to delivery work. The handoff is a change in responsibility, not simply a new label. Agree who can prepare, verify and decide before inviting users into the operating team.

Choose the organization that owns the pilot community and confirm its active dates. The administrator maintains the community definition; the operating team agrees which people may own, verify and review cases in that scope. Record source mappings by version and effective date when incoming records use different field names. The mapping should explain the transformation before cases are imported.

Test a case against an active community and another whose effective period does not apply. Confirm that the owner belongs to the correct organization. Then inspect a source mapping for the case identifier and compare the imported value with the original source. A mapping change should be reviewed before later cases depend on it.

Take a school group preparing cases for separate organizations and communities. Enter the source details and inspect the case in the workspace. Follow the related evidence into review, then compare the approved revision with the operation that carries it forward. A case links to one organization and community definition. The team checks that the assigned people belong to the authorized scope before they prepare, verify or review a case. A colleague should be able to explain the final state from the stored case, decision, history and receipt without asking the original operator.

Rehearse a case assigned to a community under a different organization. Correct the organization or definition before submitting it. Check that a changed mapping keeps its earlier version available to explain existing cases, and that the operator uses the agreed effective version for new work.

• Active conversation cases — Cases still in preparation, review or decision, with owner and community.
• Conversation status board — Cases grouped by status so administrators can check operating context.

Follow this case through its process. Review roles before widening access.