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Who creates and updates admin items?
How do I get permissions to update admin items?
How do I set up and maintain admin items?
Most item information is entered on Planet by PPAs (Production & Presentation Administrators) in CAUs. However, records for items that belong to non-academic units (such as Student Services and the Library) are put on to Planet by named administrators in these units. These 'admin items' tend to be materials used across modules and CAUs like handbooks, certificate and diploma forms or library leaflets. Admin items are items that are not owned by CAUs but which are made available for CAU module mailings.
To cope with the need for the same item to be used by several modules, Planet has developed the concepts of item ownership and item use. An item is owned by the module or unit with responsibility for stocking and updating it and, in most cases, for creating it in the first place. But the same item can be used by any number of other modules, provided the appropriate permissions for its use have been sought and given. This means that the item record is created only once by the owning module or unit. PPAs then link its record to the relevant mailing inventories using Planet.
Admin items are not created or maintained by CAU PPAs. Instead, staff in non-CAU units are given PPA permissions so that they can set up their admin items. These non-CAU administrators also ensure that the admin items record a 'use period' that makes them available to module mailings for an appropriate span of presentations.
Procedures for letting PPAs know that an administrative item (also known as a generic item) is ready for linking to designated modules are available from the LTS Project Support Office.
Since items that do not have records on Planet will not be available for module mailings, all areas that send items to students or tutors via module mailings will have to be able to create records for their items on Planet. 'Administrative mailings', traditionally handled separately and negotiated directly between the administrative unit and the warehouse, are excluded. 'Administrative mailings' are not the same thing as 'admin items' in normal module mailings mentioned above.
Your line manager must request this from the Planet Helpdesk. The email should mention:
All item records on Planet are part of a complicated and powerful system that supports various module presentation activities. It is dangerous to try to intuit what you have to do on Planet to manage your admin items, and so you will need to invest some time in learning how to use the screens. There are two phases of training:
Stage 1: read through the relevant Planet admin item guides
Several item guides have been adapted for use with admin items. Read through the guides below; at the bottom of each guide you'll find a link to take you to the next relevant guide. You may find it helpful to make notes or print a guide section using your browser's Print button.
Stage 2: consult the Planet team about setting up your admin item
When you have finished working through the online guide, you should then contact the Planet Helpdesk again and ask for a member of the Planet team to talk you through the setting up of your admin item(s) by phone. The discussion should cover the following points:
