Campuses, Facilities and Learning Sites
Epic summary
The Campuses, Facilities and Learning Sites workspace defines where institutional and academic activity can occur.
Internal facilities use a separate containment tree:
Institute -> Campus -> Building -> Floor -> Room or Functional AreaAn affiliated hospital or other external site remains outside the institute’s ownership tree and is connected through an approved relationship. Setup records a room’s capacity and supported capabilities; Inventory owns individual assets and Facilities Operations owns maintenance.
Before you start
The institute must already exist. MedCES supplies the standard facility and capability types. To add an affiliated hospital or another external learning site, the external organisation and its approved relationship with the institute must also be recorded.
Actors and access
| Access source | Access in this epic |
|---|---|
| Institute member with Facilities Officer role | Creates and maintains campuses, buildings, rooms, capacities, and capabilities |
| Institute member with Academic Registrar role | Views and proposes academic-use classifications |
| Department Admin, normally with HOD appointment | Confirms suitability of assigned specialist facilities |
| Institute member with Facilities Approver role | Approves external learning sites and material capacity changes |
| Auditor role | Reviews source, validity, capacity history, and affiliations |
Screen structure and data captured
The workspace contains Facility Tree, Location Details, Capacity and Accessibility, Academic Capabilities, Department Availability, External Affiliation, and History.
| Field | Required | Meaning and validation |
|---|---|---|
| Owning institute | Yes | Institute responsible for the internal facility |
| Parent location | Yes except campus root | Campus, building, or floor allowed by containment rules |
| Location type | Yes | Campus, building, floor, lecture hall, laboratory, ward, skills lab, examination hall, or another governed type |
| Code and name | Yes | Unique within parent scope |
| Capacity | Conditional | Safe/approved occupancy and academic capacity with unit |
| Accessibility attributes | No | Accessibility and support characteristics |
| Academic capabilities | No | Lecture, laboratory, simulation, clinical skills, examination, or other supported use |
| Department availability | No | Departments permitted or normally responsible; not ownership transfer |
| Effective dates and status | Yes | Operational validity and availability state |
| Evidence | Conditional | Inspection, approval, lease, affiliation, or capacity document |
Use case 1: Build the internal facility tree
As an institute member with Facilities Officer role
I want to define campuses, buildings, floors, and rooms
So that every scheduled activity can reference a valid location.
Acceptance criteria
- Parent-child combinations follow the configured facility containment rules.
- Codes are unique within their parent.
- The path is generated from stable identifiers.
- Capacity uses a defined unit and effective date.
- A room cannot be Published if an ancestor is Draft or inactive.
Use case 2: Classify a room’s academic capability
As an institute member with Academic Registrar role
I want to record which academic activities a room can support
So that curriculum planning and scheduling can validate suitable locations.
Acceptance criteria
- Capabilities are selected from controlled definitions.
- A capability can require evidence, minimum capacity, or supporting facility characteristics.
- Department preference does not prevent authorised shared use.
- Actual equipment availability can be checked through Inventory without copying asset records here.
Negative cases and alternate flows
- Unsupported capability: Keep it in draft until the required characteristics are supplied.
- Capacity reduction: Identify schedules and assessments that exceed the future capacity.
- Temporary closure: Block new allocations for the interval and notify downstream planners.
Use case 3: Register an affiliated learning site
As an institute member with Academic Registrar role
I want to register an approved external clinical or community learning site
So that curriculum requirements can be mapped to a legitimate delivery location.
Acceptance criteria
- The site references a published external organisation and relationship.
- Agreement number, permitted use, programme scope, capacity, dates, and evidence are recorded.
- Relationship expiry limits the site’s selectable period.
- The site does not become an institute-owned facility merely because learners attend it.
Use case 4: Deactivate a location
As an institute member with Facilities Officer role
I want to retire or close a location with an effective date
So that it is no longer selected while historical activity remains intact.
Acceptance criteria
- Impact analysis lists future schedules, curriculum mappings, assessments, and inventory associations.
- A parent cannot close while active children remain unresolved.
- Deactivation uses a future date when current protected activity exists.
- Historical attendance and delivery records retain the location reference.
Business rules
- Facility containment and organisation access hierarchy are separate paths.
- A room has one containment parent at a time but can serve several departments.
- A ward, room, or clinical area may be allocated to one or more department units without becoming a child of those units in the organisation hierarchy.
- Capacity and capability are versioned independently from actual bookings.
- Actual assets, stock, maintenance, and work orders are external to this epic.
- External-site use cannot extend beyond its governing relationship or agreement.
Technical design
Conceptual schema
| Record | Important fields |
|---|---|
facility.node | institute_entity_id, parent_node_id, path ltree, facility_type_id, code, name, validity, status |
facility.capacity_version | facility_node_id, capacity_type, quantity, unit, validity, evidence |
facility.capability | facility_node_id, capability_type_id, validity, verification_status |
facility.department_availability | facility_node_id, department_entity_id, availability_type, validity |
facility.external_learning_site | external_organisation_id, relationship_id, site_name, scope, validity, status |
facility.external_site_capability | external_site_id, capability_type_id, capacity, validity |
Process-layer responsibilities
- Maintain the facility LTREE and validate containment without mixing it with organisation paths.
- Resolve capacity and capabilities as of the planned activity date.
- Validate required evidence and relationship validity for external sites.
- Run impact analysis for closure, capacity reduction, or capability withdrawal.
- Expose a location-eligibility service to Academic Planning and Delivery and Curriculum Delivery Setup.
Success outcome
Operational modules can select only valid, suitably capable, and effective locations while ownership, affiliation, capacity, and history remain clear.