Regions & Statewide - Regions

Purpose
 This guide walks through the process for creating, managing, and associating Regions and Statewide-Regions within the system. This ensures that Districts and Sites are correctly organized to support various functionalities within the Procurement & Food Distribution modules.


Step-by-Step Instructions

Creating New Regions

  1. Navigate to the System module > Sites and Users > Regions and open the Regions tab.
  2. Click the Add New Region button.

  

A pop-up will appear:

  1. Enter the Region Name and a Description (Note: These fields can contain the same text).
  2. Set the Organization Level dropdown to Region.
  3. Set the Parent Region dropdown to State Agency.
  4. Click Create Region.

Repeat these steps for every region required by your organization.

 


Associating Districts and Sites to Regions

  1. Navigate to the Statewide – Regions tab.
  2. Click Add new record.

  1. Select the desired Configuration level: Choose either Counties or Regions based on your organizational structure.
  2. Select the specific Region Name OR County Name from the list depending on Configuration Level chosen.
  3. Choose the applicable Districts to be linked to this grouping.
  4. Review the Sites list; the system will automatically check sites for the selected districts. Manually adjust these checkboxes if specific sites need to be associated with different regions.
  5. Choose one of more modules from the dropdown for the Module Access.
  6. Click Insert to finalize the association. Repeat these steps for every region required by your organization.


Maintaining and Modifying Regions

  1. To Edit: Locate the region in the list and click the pencil icon. Update the necessary fields and save changes.
  2. To Delete: Locate the region and click the trashcan icon.
    • Note: Deletion is only permitted for regional groupings that have not yet been utilized in downstream module functions.


Additional Notes

  • System Requirement: For the District Orders and Order Guide features to function, all Districts and their associated Sites must be linked to a relevant Region.
  • Configuration Flexibility: Users can choose to organize district sites within different regions depending on needs.


FAQs

  • Q: Why can't I delete a specific region?
    • A: If a region or grouping is already being used in module functionality (like active orders or guides), the system prevents deletion to maintain data integrity.
  • Q: Do I have to enter different text for Name and Description?
    • A: No, the system allows the Region Name and Description to be identical.