Maintain Regions {GCS-35}

This option is used to define a service region structure.

The definition of the service region structure takes place in three steps:

Region type definitions
Region definitions
Address allocation to regions

Some clients (more specifically for distance education) need the functionality to link a student to a service region in order to allocate persons involved in the progress of the student. By creating a region structure, a student can be linked to a service region code when an address is entered for the student.

Different types of regions can be defined. Within each type, different codes can be defined. The relation between different region type and code combinations must be defined. All physical addresses must be linked to a specific region type and code. A student can be linked to one or more region type and code combinations.

Example:

A country can be divided into different provinces. Within each province there can be different magisterial districts. The magisterial districts consists of different city councils. A region can consist of one or more city councils, and can be allocated automatically to a student according to a student's address detail.

The base level region type is the region type defined in {GCS-35}tab Region Types, where Level = 0.

Regions can be linked to students manually in {SREGC-13} or the base level region can be linked automatically, when an address is captured as part of the capturing of the biographical record. A level 0 region type (base level) must exist if regions must be linked to students automatically. Refer to the operational manual of addresses for more information.

Panel box 1: Region Types

Processing Rules for this Block:

Records may not be deleted.

Cannot insert a level between existing levels that are directly linked as parent-child combination on next block.

Parent-child combination: parent record have highest level.

Field	Type & Length	Description
Region Type	A2	Enter the Region Type. Cannot delete or update the field Cannot insert a level between existing levels that are directly linked as parent-child combination. First remove parent-child link.
Description	A40	Enter the Description of the Region Type.
Level	N2	Enter the level of the region. To link a student to a region automatically, an active region type with level 0 must exist. To change the region type of level 0, set region type linked to level 0 inactive. Change level 0 to another level. Create new region type with level 0 or change an existing region type to level 0.
Active (Y / N)	A1	Set the Region Type active or inactive.

Example Data:

Type	M	S	T	L
Description	Province B	District C	City Council F	Ward 46
Level	20	10	0	-10

Region Structure: Define different Region Codes for a Region Type (with associated parent type and code if applicable)

Processing Rules for this Block:

A region type and region code combination must exist in this block as a region definition before it can be linked as a parent type and code to another region definition.

A region type can only be linked as a parent if the level of the region type linked as a parent type is greater than the level of the region type that it is linked to. Error message: This level cannot be used as parent level.

Levels may not be skipped between a parent type and the region type that it is linked to. A region type can only be the parent type that has the next level greater than the level of the region type that it is linked to. Error message: Skipping of parent level prohibited.

A region with a type level equal to or greater than the base level can only be linked to a single parent.

A region with a type level less than the base level can be linked to multiple parents.

Only active region types can be selected.

Field	Type & Length	Description
Region Type	A2	Enter the Region Type or select from the LOV. The description will display on right click.
Region Code	A4	Enter the Region Code. The description will display on right click.
Description	A40	Enter the Region Code Description. Note: When this field is used for the automatic allocation of a region to a student's address, the field will be converted to uppercase. It is advisable to enter this field in uppercase.
Parent Type	A2	Enter the Parent Type or select from the LOV.
Parent Code	A4	Enter the Parent Code or select from the LOV.
Generate Alert / Route	A1	Select if an Alert Route must be generated when changing the region on the student address.

Example Data:

Region Type	M	M	S	S	S	S	S	T	T	T	T	T	T	T	T	L	L	L	L	L	L	L	L
Region Code	1	2	1	2	3	4	5	1	1	2	3	4	5	6	7	1	2	3	4	5	7	6	6
Parent Type			M	M	M	M	M	S	S	S	S	S	S	S	L	T	T	T	T	T	S	T	T
Parent Code			1	1	2	2	2	1	2	2	3	3	4	4	2	1	2	3	4	4	4	5	7

Region Allocation: Define Regions by specifying residential values for the base level (level 0) Region Type and Region Code combination.

This setup will be used during automatic linking of regions when student's addresses are entered refer to operational manual of addresses for more information.

Processing Rules for this Block:

Either the Suburb or the Street must be defined.

If a street is defined more than once for the same suburb, street numbers must be defined.

Street numbers of a specific street may not overlap in the same suburb.

Field	Type & Length	Description
Region Type	A2	Enter the Region Type. The Region Type description will display on right click.
Region Code	A4	Enter the Region Code. Region Code description will display on right click.
Suburb	A40	Enter the Suburb. 1. Either the Suburb or the Street must be defined. Note: When this field is used for the automatic allocation of a region to a student's address, the field will be converted to uppercase. It is advisable to enter this field in uppercase.
Street Name	A40	Enter the Street Name. 1. If a street is defined more than once for the same suburb, street numbers must be defined. 2. Street numbers of a specific street may not overlap in the same suburb. Note: When this field is used for the automatic allocation of a region to a student's address, the field will be converted to uppercase. It is advisable to enter this field in uppercase.
Even Start / End Street Number	N5	Enter the Even Start / End Street number.
Uneven Start / End Street Number	N5	Enter the Uneven Start / End Street Number.

Example:

Processing Rules

Date	System Version	By Whom	Job	Description
25-Jan-2010	v02.0.0.0	Magda van der Westhuizen	t160706	New manual.
30-Mar-2010	v02.0.0.1	Christel van Staden	t160707	Add automatic search for region when student address is entered
27-Jan-2011	v02.0.0.2	Frans Pelser	t171334	Street Number to N5
06-Jul-2012	v02.0.0.3	Magda van der Schyff	T183196	Add reference to new region allocation rules manual
24-feb-2016	v04.0.0.0	Lesego Mokoena	T198524	Spelling checked.changed block to panel box.change manual version. new image added