RIMS: Create Functional Organization

Functional organizations are a "loose grouping of associated people" that can be managed using the Rowan Identity Management System (RIMS). Unlike a structural organization, members of a functional group may not report to one another or even be members of the same department. 

Some instances in which functional organizations may be helpful, include faculty members from different departments working on a grant, staff in different divisions collaborating on a project, softball teams and email distributions lists. 

Table of Contents

• Important Notes About Creating Functional Organizations
• Create a Functional Organization
  
  • Add Members to a Functional Organization
• Update a Functional Organization
• Remove Members of a Functional Organization
• Remove Unoccupied Position from a Functional Organization
• Remove Unoccupied Functional Organization
• Functional Organizations and Active Directory Groups

Important Notes About Creating Functional Organizations

• Any individual within RIMS may create a functional organization. In doing so, they will be responsible for maintaining the membership of the organization.
• Creation of a functional organization and adding positions and people to the organization is automatically approved. 
• Functional organizations do not automatically include the occupant of the responsible position within the structural hierarchy. 
• Functional organizations and the positions within the organization do not appear on organizational charts.
• Information about respective functional organizations appear in the "Organization Info" and "User Info" pages under "Identity Info" section.
• Positions within functional organizations cannot be selected as an active position for a user. 
• Job titles will not be used within functional organization positions. Alternatively, all positions within a functional organization can have the implicit title of "Member." The "owner" of the functional organization is the responsible position, but the responsible position will not get automatically included in the group. 

Create a Functional Organization

1. Log into RIMS at rims.rowan.edu. Click the Requests drop-down menu at the top left of the page and click Submit Request
2. Under "Create your organizational chart," click Create your organizational chart, job titles, and positions
3. In the drop-down menu under "Is the name of your organization listed? If not, select 'Create New,'" select Create New and fill out the fields in the "Create New Organization" section.
4. Under "Type," select Functional - An organization for loosely affiliated employees, possibly across departments
5. Enter the number of members you would want to add to the functional organization and click Submit
   
   
   
   
6. After a successful submission, to add members to the organization, click on Add people to your organization chart
7. Find the member you want to add by last name, Banner ID or email address, verify the details and select the user. Choose an empty position and click Submit
   
   
   
   
8. To view information about the functional organization, go to Identity Info > Organization Info > Organization title
9. A badge with the word "Functional" indicates the organization is a functional organization
   
   
   
   
10. You can also view the organizations that you are responsible for by navigating to the "User Info" page under "Identity Info" section
    
    
    
    
11. To view the members of the organization, go to Identity Info > Position Info 
    
     
12.  It will take 24 hours (next day) for the RIMs email to be created 
    
    •   example: rims-F010810@lists.rowan.edu

Note:  RIMS email is only available to faculty and staff.  Students cannot send to directed dynamic mailing lists.  As an alternative, they can create a mailing list at https://listmanager.rowan.edu/sympa.

Update Functional Organization

1. To update the title, short name or description of the functional organization, on the "Submit Request" page, click Update the name of your Organization
2. Select an organization, update required fields and click Submit
   
   

Remove Members of a Functional Organization

1. To remove a member from a position within a functional organization, on the "Submit Requests" page, click Remove a Person from a Position
2. Select the position and click Submit
   
   

Remove Unoccupied Position from a Functional Organization

1. To remove an unoccupied position from the functional organization, on "Submit Requests" page, click Remove an unoccupied Position
2. Select the position and click Submit
   
   

Remove Unoccupied Functional Organization

1. To remove an unoccupied functional organization, on the "Submit Requests" page, select Remove an unoccupied Organization
2. Select the required functional organization and click Submit (Please note that the functional organization would not appear in the list until all the unoccupied positions are removed.)
   
   

Functional Organizations and Active Directory Groups

• Functional organizations are automatically set as an Active Directory (AD) Group.  However, the supervisor will have the ability to turn it off. Please see our RIMS: Set Active Directory Group article for instructions on how to turn off a functional organization as an AD group.
• Functional organizations set as an AD group would not automatically inform security or privilege granting. Supervisors must contact support@rowan.edu to use the functional organization for security. An email distribution list will be automatically created for the functional organization and displayed on the Organization Information page.  

More Information

• RIMS: Frequently Asked Questions
• RIMS: Quick Reference Guide
• RIMS: Training and Support Materials