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title teaching exercises questions objectives keypoints workshopOverviewName workshopOverviewURL lessonOverviewName lessonOverviewURL previousEpisodeName previousEpisodeURL nextEpisodeName nextEpisodeURL
The COUs
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Question here
List the objectives
List the key takeaways for the episode
COmanage Workshop: Managing Identities & Collaborations
CO320 - Modeling Your Organization in COmanage
../index.md
1. The CO
/_episodes/01-co.md
3. About Groups
/_episodes/03-groups.md

As a collaboration grows in size, it may be useful to create various structures to allow for delegation of person management operations and representation of organizational hierarchy. COmanage supports this through the concept of Collaborative Organization Units (COUs), or COUs. COs can support one or more COUs.

2. Collaborative Organization Units (COUs⚙️)

Collaborative Organizations Units (or COUs⚙️) allow you to define an organizational structure within a CO. While many organizations have natural sub divisions within them, the reason that you would divide your CO into COUs are because there are differences across your CO that necessitates different policies in one or more of the following:

  • How individuals join and/or leave
  • Differing rules about how applications get provisioned or deprovisioned
  • Who manages person membership and privileges
  • The information stored or used about members

If your collaboration–a single entity with common goals–has unique requirements among the different groups and/or departments regarding how participants will join those parts of your collaborations, then, you have a CO that contains COUs. If you have only one common set of policies that define how individuals are added or removed from the CO, then you probably do not have COUs even though you may have groups for simple access control.

COUs⚙️ may also be used to represent recognized groups of collaborators like departments, divisions, projects; or they may be related to the privileges that those in the group may have, for example, alumni or parents.

In all cases, the primary purpose of a COUs⚙️, however, is to allow for delegation of person management operations.

COUs⚙️ can be organized in a hierarchical structure (with another COU⚙️ as a parent) or flat structure (with the CO⚙️ as its parent.

CO Person Roles - a.k.a., associating CO Persons with COUs

Any CO Person⚙️ in the CO⚙️ can be part of any of the COUs⚙️ in the CO⚙️. This connection happens through an object called a CO Person Role⚙️.

The attributes (information) stored in the CO Person Role⚙️ object typically include

  • Link to the associated CO Person⚙️ who is connected to the COU⚙️
  • Link to the person who is sponsoring the CO Person⚙️. Sponsors are usually used in relation to guest systems. We'll talk more about sponsors when we talk about enrollment workflows.
  • Status
  • Role-specific information about the person
    • affiliation (eduPerson)
    • organization, department, & title
  • List of physical addresses / phone numbers

CO Persons⚙️ can have any number of CO Person Roles, usually one for each COU that the person is part of. At least one Role must be specified for the individual to be able to sign into COmanage.

CO Person Role Status

As with CO Persons⚙️, each CO Person Role⚙️ has a status related to it. The list of possible values is identical to that we reviewed in the previous lesson.

When a CO Person⚙️ is connected to one or more CO Person Roles⚙️, the status of the CO Person⚙️ is calculated from that of the associated Roles based on the "most preferred" status. "Most preferred" is defined with the Active statuses as the highest preference, followed by the Expired ones, followed by the Invitation statuses (with invitations that have gone the furthest through the invitation process having a higher preference.)

Administrator Roles

COU Administrators👑

COU Administrators👑 can be defined for each COU⚙️, giving them the ability to perform lifecycle management operations on the CO People⚙️ who have CO Person Roles⚙️ associated with the COU that they manage.


Hands on - The organization model - COUs

Interactive system activity

Let's add to the organizational model that we're using as an example and its related worksheet, Modeling Organization 📝.

[INSTUCTOR NOTE: it's a good idea to see which workshop participants have natural COUs in their organizations, and use this opportunity to clarify the purpose of a COU. If no one has natural COUs, the interactive part of this episode can be skipped OR the participants can go through this exercise, creating two COUs and using the content below to highlight a common use case for multiple COUs. If there is time, it is best to keep this section in.]

As described above your organization or collaboration may not need COUs, though we will create them in this workshop so you are familiar with how they work.

On this worksheet you will see spaces to describe two COUs. Write the name of two of your COUs in these sections. If your organization doesn't have COUs, lets use one of the following charts as examples:

A University Example

field COU #1 COU #2
Name Main university Guests
Description A sub-unit containing the people and policies related to the main university. This is a top-level sub-unit. An organizational unit for managing groups of users that are not directly a part of the university.
Parent COU [blank] [blank]

A Virtual Organization Example

field COU #1 COU #2
Name Researchers Administrators
Description A unit containing the people who are researchers. A unit containing the people who are administrators. (These unit likely would be maintained by different people)
Parent COU [blank] [blank]

You can optionally include this information on the COU Planning Worksheet 📝

[5 min]


Hands on - Create COUs⚙️

Interactive system activity

We will now implement what you have specified on your worksheets.

Sign into COmanage

  1. Using the credentials you specified as part of the COmanage setup (or the CO Administrator👑 that you established in the last section), sign into the system.
  2. Navigate to your CO⚙️. If necessary, select your CO⚙️ by selecting Collaborations from the menu on the left, and then selecting your Collaboration.

Create a COU⚙️

REQUIRED ROLE: CMP Administrator👑 OR CO Administrator👑

  1. In the menu on the left, click on the Configuration link to see the list of customizations that you can make. Click on the link labeled COUs to see the list of COUs⚙️ for the CO⚙️.

  2. Click the Add a New COU link above the table to create a new COU. Fill in the form using the values that you included on your worksheet and click the ADD button to add the COU⚙️.

  3. Repeat for the second COU⚙️. When you return to the COU List, you will see the two COUs that you created. They can be edited from this page if needed.

Establish a COU Administrator👑

Each COU can have its own COU Administrator👑. Manually designating the administrators is a process similar to the one that we followed to create a CO Administrator👑.

  1. Ensure that you are signed in and are looking at the CO that you created. From the COU list page, you can use the breadcrumb links near the top of the screen to navigate back to your CO. There are two common paths for manually designating COU Administrators👑. We will use a different process for each of the COUs that we created.

  2. Method 1: From the CO Person⚙️

    • From the menu on the left select People > My Population to see the list of CO People⚙️ in your CO⚙️
    • Click the Edit button next to the name of the person you set up in the previous lesson.
    • Scroll to the Groups section, and click the Manage Group Memberships link. On the list of groups you will now see admins, active, and all groups for each of your COUs⚙️ as well as those for the full CO⚙️
    • Make this person a member and also the owner of the admin group for your first COU⚙️ - check both the Member and the Owner checkboxes for (only) the first COU⚙️ that you created. Click the SAVE button to save these changes.
  3. Method 2: From the groups list:

    • From the menu on the left, select Groups > All Groups
    • Click the Edit button for the admin group for the second COU⚙️ that you created to display the group management page.
    • Scroll to the bottom of the page to see the list of current group members.
    • Click at the top of the page the Manage Group Memberships link to see a list of people that you can add to the group.
    • From the group membership management list, check the "Member" permission to make this person a member of the admin group for the second COU⚙️ that you created. Click the SAVE button to save this change.

    Screen shot - Manage Group Membership

CONGRATULATIONS!! You have just created and configured your first COUs.

[15 min]


Terminology & resources

COmanage Objects ⚙️

OBJECT DESCRIPTION Introduced in
CO⚙️ any formal or informal group of individuals that work collaboratively in a digital setting. They have a goal of a shared infrastructure that supports their collaborations so that the traditional limitations of localized applications may be overcome. CO320-01
COU⚙️ an organizational structure within a CO that differs in how individuals join and/or leave the group, how applications get provisioned or deprovisioned, who manages person membership and privileges in the group, or in the information stored or used about members of the group. CO320-02 (this section)
. ****** CO310 - Modeling People in COmanage ****** .
CO Person⚙️ The representation of a person in COmanage CO310-01
CO Group⚙️ A specific COmanage organizational structure for representing certain collections of CO Persons⚙️ CO320-03
Organizational Identity Source⚙️ Information about a person as obtained from an external source such as LDAP, netFORUM or ORCID CO310-02
Organizational Identity Source Records⚙️ COmanage's cached value of the values at the source CO310-02
CO Person Role⚙️ The representation of a person's role in COmanage. This object describe the person's role with certain collections of people within your organization or collaboration. These objects are attached to ⚙️ CO Person objects; there may be any number of Roles. C0310-04

CO Person Roles 👑

ROLE DESCRIPTION Introduced in
CMP Administrators👑 CMP Administrators are effectively super users, with the ability to perform almost all operations on the platform. CO320-01
CO Administrators👑 CO⚙️ Administrators are super users within a CO. These individuals belong to the CO:admins group of the CO⚙️. CO320-01
System Administrators👑 System Administrators have privileges that enable them to maintain the COmanage application. CO320-01
COU Administrators👑 Individuals that have the ability to perform lifecycle management operations on the CO People⚙️ who have CO Person Roles⚙️ associated with the COU⚙️. CO320-02 (this section)

Worksheets

WORKSHEET DESCRIPTION Introduced in
Modeling Organization 📝 Planning sheet used in this lesson for understanding how the parts of the COmanage Organization fit together CO320 (this lesson)
CO Planning Worksheet 📝 Planning worksheet for creating your CO(s). Contains all of the configuration sections at a glance CO320-01
COU Planning Worksheet 📝 Planning worksheet for creating your CO(s). Contains all of the configuration sections at a glance. CO320 (this lesson)
. ****** CO310 - Modeling People in COmanage ****** .
Modeling People 📝 Planning sheet used in this lesson for understanding how to model people in COmanage. This sheet is used to organize how specific people and their relationships would be expressed within COmanage CO310

NEXT SECTION: 3. About Groups

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LESSON OVERVIEW: CO320 - Modeling Your Organization in COmanage

WORKSHOP OVERVIEW: COmanage Workshop: Managing Identities & Collaborations

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