Managing Business Units | K2 Online Help

A business unit is the overall function and purpose of a business or organisation (for example a school). It consists of both physical and logical elements. An organisational hierarchy defines departments and divisions. These different departments may be separated by physical location, in different buildings or areas.

Business units can be broken down further into the following hierarchy of physical structures.

Select from the following to manage business unit records:

Opening a Business Unit Record

To open a business unit record, do one of the following:

Click the Business Units button in the left-hand panel to view all business units.

Search for a business unit in the Business Units panel on the Dashboard to locate a specific business unit.

The Business Units screen is displayed with the relevant results.

Locate and click the relevant record to open it. If required, use the sort and filter options in the top right-hand corner of the screen to sort or narrow the results.

The business unit details screen is displayed. Refer to Viewing Business Unit Details for further information.

View Business Unit Details

The fields on the Business Unit Details screen are described in the following table:

This field…	Holds this information...
Business Unit Name	The name of the business unit.
Number	A unique number for the business unit.
Alternative Name	An alternative name for the business unit.
Group	The group to which the business unit belongs. These can be defined in the Group Reference Data (accessed by navigating to Functions > Core > Reference Data > Business Units or Organisation > Business Unit > Business Unit in K2).
Property Type	The type of property. These can be defined in the Container Type Reference Data (accessed by navigating to Functions > Core > Reference Data > Business Units or Organisation > Business Unit > Business Unit in K2).
Service	The service provided by the business unit. These can be defined in the Service Reference Data (accessed by navigating to Functions > Core > Reference Data > Business Units or Organisation > Business Unit > Business Unit in K2).
Delegation Scheme	The delegation scheme of the business unit (that is: the authority delegated to a school by the location authority). These can be defined in the Delegation Scheme Reference Data (accessed by navigating to Functions > Core > Reference Data > Business Units or Organisation > Business Unit > Business Unit).
Current Status	The status of the business unit. These can be defined in the Current Status Reference Data (accessed by navigating to Functions > Core > Reference Data > Business Units or Organisation > Business Unit > Business Unit).
Comment	Any comments about the business unit?
Postal	The postal address of the business unit.
Invoice	The invoice address of the business unit.
Trade	The trade address of the business unit.
Net Area	The net area of the business unit.
Floor Area	The floor area of the business unit.
GIA	The gross internal area of the building. Refer to the GOV.UK website for further information.
GEA	The gross external area of the building. Refer to the GOV.UK website for further information.
Site Area	The business unit's site area.
Telephone	The telephone number of the business unit.
Fax	The fax number of the business unit.
Email Address	The email address of the business unit.

Viewing Reports

You can use the Reports panel to generate reports related to the selected record by clicking on the relevant header. These are set in PDF format by default.

Reports can also be displayed by selecting one of the following formats from the drop-down:

CSV
Excel
Word
XML

The reports that are available to generate are defined in the Portal Report Publisher in K2 (accessed by navigating to Report > Publishing > Portal Report Publisher).

Recording Data Accuracy

If the Enable Portal RCI Event option in Portal Options (accessed by navigating to Tools > System Options and then clicking the Portal Options button) is set to True, the Data Accuracy panel is displayed. Live issues are marked with a flag, while resolved issues are marked with a tick.

You can raise potential data inaccuracies by entering a comment and clicking the Add button.

This creates a record in the Record Confidence Indicator in K2 with an Application Name of 'Portal'.

It also reduces the user confidence level by one-sixth.

Managing Documents

The Documents panel lists all documents attached to the record.

The user's view of documents is limited by the document protection level set against their user record. There are three levels – Public, Restricted and Confidential. If a user is set to 'Restricted' then they cannot view confidential documents.

Use the Search Documents field to locate an existing document.

Click a document file name link to open the file.

Viewing Asbestos Details

Refer to Managing Asbestos in K2 Portal for further information.

Viewing Condition Details

Condition records can be opened from any location record.

To open a condition record:

Click the Condition button in the right-hand panel when a location record is open.

Click the Condition button at the bottom of the location record.

The Condition screen is displayed, which lists all of the condition records for the selected location.

Search for and select the relevant Condition Record.

If required, use the sort and filter options in the top right-hand corner of the screen to sort or narrow the results.

Check the Condition Details screen is displayed.

The fields on the Condition Details screen are described in the following table:

This field…	Holds this information...
Business Unit	The business unit to which the item belongs.
Location	The location of the item.
Component/Asset/Tree	The component, asset or tree to which the condition relates.
Survey	The survey to which the condition relates.
Current Record	Whether this is a current condition record.
Project Link	A project reference which has been manually entered into K2.
Physical	The physical address of where the condition item is located.
Postal	The postal address of where the condition item is located.
Invoice	The invoice address of where the condition item is located.
Trade	The trade address of where the condition item is located.
Condition Record Number	The record number for the condition.
Condition	The condition status of the item surveyed.
Decoration	The condition status of the decoration.
Secondary Code	An additional code to further define the priority of the condition record.
Priority	The priority of the item being surveyed.
Action Type	The action required for the condition item.
Monetary Value	The value of the condition item.
Responsibility	The party responsible for the condition of the item.
Life Remaining	The number of years remaining that the item has in its current condition.
HSItem	Whether the item is a health and safety item.
Comments	Any comments on the condition item?

Viewing Project Details

Refer to Managing Project in K2 Portal for further information.

Click the links below to navigate to the following related topics:

Related Topics