Setup

Module summary

The Setup module defines the institute, its structure, its people relationships, and the academic rules that later modules will use.

An institute completes Setup before it begins admission and academic operations. Setup answers questions such as:

Which tenant and institute owns this information?
Which departments and department units exist?
Which facilities and external learning sites can be used?
Which users can perform which work?
Which programmes does the institute run?
Which courses are available and which departments are responsible for them?
What does the curriculum require?
Which departments, units, sites, and facilities are eligible to deliver those requirements?
Which calendars and period templates will later planning use?
Is the required setup complete?

Setup defines reusable records and rules. Admissions, Student and Cohort Management, Academic Planning and Delivery, Attendance, and Competency and Logbook use those records to perform dated operational work.

Central ownership rule

Every programme, course, curriculum, and curriculum requirement used by an institute belongs to that institute.

MedCES supplies tested programme packs with the application. Installing a pack creates institute-owned records:

Programme pack in application code
  -> institute programme
  -> institute courses
  -> institute curriculum draft

The institute reviews, completes, approves, and publishes its own records. Later modules refer to those institute records rather than a shared global curriculum row.

Institutional structure

The organisation hierarchy is:

Tenant
└── Governing organisation (optional)
    └── Institute
        └── Department
            └── Department unit (optional)

External regulators, universities, counselling authorities, and separately owned hospitals live outside this hierarchy. Facilities have their own containment tree. Programmes, courses, curricula, faculty, and students are related records rather than hierarchy nodes.

See Institutional Hierarchy for the complete boundary.

What Setup owns

Setup owns:

tenant and institute profiles;
the institutional LTREE;
user membership, role labels, scoped role grants, and functional roles;
external organisation identities and authority relationships;
campuses, facilities, location capabilities, and affiliated learning sites;
department-unit profiles, location allocations, teams, and capacity;
faculty academic associations, designations, and institute appointments used by MedCES;
programme-pack installation history;
institute programmes and approved-intake references;
institute courses and their lead or contributing departments;
curriculum versions, stages, course placements, course delivery components, competencies, clinical-posting requirements, assessment definitions, and phase progression rules;
curriculum delivery mappings to eligible departments, units, sites, facilities, and academic-assignment requirements;
reusable academic calendars and period templates;
controlled reference data;
tenant identifier policies, institute overrides, and number-allocation rules;
approval history and Setup Readiness.

What Setup does not own

Setup does not own:

planned cohorts, cohort membership, or learner groups;
admission cycles, counselling rounds, seat matrices, allotments, or candidate cases;
actual phase dates, course offerings, departmental teaching schedules, course sessions, or weekly timetables;
actual clinical-posting blocks, learner rotations, or daily faculty assignments;
attendance, assessment results, competency evidence, or logbooks;
employee payroll, leave, or full service records;
patient registration, clinical care, hospital billing, or other hospital operations;
inventory, maintenance, procurement, or accounting transactions.

Recommended setup flow

Create the tenant and institute.
Build the institute’s departments and optional department units.
Invite users and assign the required scoped access.
Register external organisations.
Connect regulators, universities, counselling bodies, and external sites through authority relationships.
Define campuses, buildings, rooms, wards, laboratories, and external learning sites.
Complete department-unit teams, location allocations, availability, and capacity.
Associate faculty with the institute, departments, units, and standing academic assignments.
Install or create the institute programme.
Review or create the institute course catalogue.
Build the institute curriculum structure and academic requirements.
Define the assessments required by each curriculum phase.
Define the typed AND/OR requirements for each phase-to-phase transition.
Map curriculum requirements to eligible departments, units, facilities, sites, and academic-assignment requirements.
Publish the required academic calendar and period templates.
Review programme-pack updates through successor curriculum versions when required.
Maintain controlled reference values where the tenant is allowed to extend them.
Define the tenant’s identifier policy and any approved institute override.
Open Setup Readiness and resolve every blocker for the capability the institute wants to use.

The order is practical rather than rigid. For example, a programme pack can suggest missing departments, and a facility can be entered before unit allocation. Each epic states exactly what must already exist for the action being completed.

Epics in this module

Epic	What the user completes	What must already exist
1. Tenant and Institute Setup	Creates the tenant operating model and verified institute identity	Platform tenant shell
2. Organisation Hierarchy	Creates the optional governing organisation, departments, and structural units	Tenant and institute
3. Users and Access Assignment	Invites users and grants core or functional roles at the correct scope	Tenant; relevant institute, department, or unit for scoped access
4. External Organisation Catalogue	Registers regulators, universities, counselling bodies, and external hospitals or sites	Organisation types and jurisdictions
5. Authority Relationships	Connects an external organisation to an institute, programme, intake, or site	Both records being connected
6. Campuses, Facilities and Learning Sites	Defines internal locations, capabilities, capacity, and affiliated sites	Institute; approved external organisation for a separately owned site
7. Department Units and Clinical Teams	Defines optional units, effective-dated teams, location allocation, and teaching capacity	Institute department; people and locations when assigning them
8. Faculty Academic Associations	Links faculty to institute, departments, units, designations, appointments, and standing academic assignments	Verified person, institute, and relevant organisation records
9. Institute Programme Setup	Installs a pack or creates an institute-owned programme	Institute; applicable authority and department information where available
10. Course Catalogue	Creates institute courses and assigns lead and contributing departments	Institute and departments; installed pack where used
11. Curriculum Builder	Defines stages, course placements, course delivery components, competencies, clinical-posting requirements, and other curriculum requirements	Institute programme and course catalogue
12. Curriculum Assessment Definitions	Defines phase assessments, academic coverage, authorities, and final outcome contracts	Draft curriculum with phases and relevant course placements
13. Phase Progression Rules	Defines typed conditions and AND/OR groups for each phase-to-phase transition	Draft curriculum; referenced courses, competencies, postings, logbooks, and assessment definitions
14. Curriculum Delivery Setup	Maps requirements to eligible departments, units, facilities, sites, roles, and capacity	Draft curriculum and institute resources
15. Academic Calendar and Time Structure	Defines academic years, working days, holidays, and reusable period templates	Institute; programme where a programme-specific calendar is needed
16. Curriculum Versions and Pack Updates	Compares a new pack and prepares a successor institute curriculum	Existing installation and curriculum version
17. Controlled Reference Data	Maintains platform values, permitted tenant extensions, aliases, and external mappings	Authorised catalogue ownership
18. Identifier Policies and Number Builder	Defines tenant student-number formats, institute overrides, sequence rules, and manual-entry controls	Tenant; institute when defining an override
19. Setup Readiness	Shows what is ready, what is blocked, and which record must be completed	The Setup records being evaluated

Actors involved

Setup uses the application-wide roles defined in Roles and Access.

Role or appointment	Setup work
Platform Admin	Creates the tenant shell, releases tested programme packs, and maintains platform reference data
Tenant Admin	Maintains tenant settings, institutes, memberships, role labels, and authorised tenant-level setup
Institute Admin	Coordinates institute setup, access assignment, readiness, and authorised publication workflows
Department Admin	Maintains permitted department structure, faculty associations, course responsibility, and delivery readiness
Unit Admin	Maintains the permitted unit team, location use, availability, and capacity
Faculty	Views their published associations and completes assigned academic review work
Academic Registrar role	Coordinates programmes, courses, curricula, calendars, and readiness
Assessment Coordinator role	Reviews curriculum assessment definitions and their later operational readiness
Identifier Policy Manager role	Builds and tests student-number policies within the granted tenant or institute scope
Curriculum Committee role	Reviews curriculum content, local changes, and delivery design
Facilities Officer role	Maintains campuses, rooms, capabilities, capacity, and learning sites
Auditor role	Reviews versions, approvals, sources, exceptions, and history without editing
Dean or Principal appointment with the required approval functional role	Provides authorised institute approval without turning the appointment itself into a permission grant
HOD appointment with Department Admin and Faculty roles	Leads the department while keeping appointment, access, and academic rank separate

Publication and validity

Versioned academic records normally use:

Draft -> Under Review -> Approved -> Published -> Superseded -> Archived

Installing a pack creates Draft institute records.
Draft records cannot be used for operational transactions that require publication.
Published curriculum versions are never overwritten.
A pack update creates a successor Draft.
Later operational records remain connected to the exact curriculum version selected for them.
Archiving prevents new selection but preserves history.

Organisation, faculty, facility, authority, and access relationships also have effective dates. Ending a relationship prevents future use without changing what was valid in the past.

Data model

See Setup Data Model for the module schema, ownership rules, record lifecycles, course and clinical-posting separation, and process-layer responsibilities.

Each epic then documents the screens, fields, use cases, validation, records changed, and processing rules for that part of Setup.

Module success outcome

The institute can explain who it is, how it is structured, who can perform each action, which programme and curriculum it uses, which resources can deliver it, what came from a MedCES pack, what was changed locally, who approved it, and what must still be completed before operations begin.