Your work in Lucat is important

Since LUCRIS imports parts of its basic data from Lucat, it is you as the Lucat administrator who lays the foundation for LUCRIS. All employees, organisations, and affiliations (connections between people and different organisations) are retrieved from Lucat. Anyone who has a so called 'verksamhetsroll' in Lucat can log in to LUCRIS.

How you contribute

As an administrator in Lucat, you contribute to the work in LUCRIS by keeping the information in Lucat accurate and up-to-date. This entails significant responsibility since certain changes, such as organisational restructuring, can create substantial extra work for others working in LUCRIS. By keeping the information in Lucat updated, the synchronized information into LUCRIS is also accurate. The synchronization occurs every night.

Persons

It is the personal information in Lucat that determines whether a person can log in to LUCRIS, making it particularly crucial. When a person is initially added to Lucat, certain information is synchronized into LUCRIS the following day. This information remains in LUCRIS even if the person leaves Lund University. Therefore, a returning person benefits from having the same Lucat ID as before.

The information synchronized from Lucat includes:

• Name
• Position (job title from Primula)
• Affiliation (including organisational role)
• Contact information (email address and telephone number)
• Any link from a personal website

The roles are particularly important

It is usually you that researchers turn to when they cannot log in to LUCRIS. The most common reason is that they lack a ‘verksamhetsroll’ and need to be assigned one in order to log in with their Lucat ID. Once you've added a role, the person can log in the next day.

About the profile's visibility in LUCRIS

A person can have a hidden or visible profile in the LUCRIS research portal. The visibility is set inside LUCRIS.

When someone appears for the first time in Lucat and is transferred into LUCRIS, the visibility is automatically set based on their ‘verksamhetsroll’ .

Certain roles that are guaranteed to contain research such as "Professor" or "Researcher" are made visible in the Research portal when synced into LUCRIS. Others, such as administrators, have an invisible profile in the Research Portal. After the person is read in for the first time, the visibility can be changed backend in LUCRIS.

Organisations

You have a major responsibility when it comes to Lucat's organisational structure ‘verksamhetsorganisation’ . Every night, the organisational structure (excluding the attestation organisation) is synchronized into LUCRIS. Changes in this structure in Lucat can, therefore, result in significant changes in LUCRIS as well.

You also update the organisations in LUCRIS when, for example, you add a description to a unit or create a new research group in the tree in Lucat. In short, all changes you make in the organisational structure are reflected in LUCRIS.

The information about the organisations retrieved from Lucat includes:

• Organisation's name (in Swedish and English)
• Organisation's position in the organisational tree
• Description (max 1024 characters due to Lucat's limitation)
• Research description (max 1024 characters due to Lucat's limitation)
• Website
• Website (eng)

Organisational life cycle

Here we describe what happens in LUCRIS when you manage ‘verksamhetsorganisationen’ in Lucat. When an organisation:

• Is entered in Lucat for the first time, an organisational record including a start date is created in LUCRIS.
• Is moved in the organisation tree, it also moves in LUCRIS.
• Is shut down or removed from Lucat, the organisation becomes inactive in LUCRIS and is hidden from the Research Portal but remains in LUCRIS.

Organisational Restructuring

We, in the LUCRIS administration, appreciate being involved when significant changes that affect the organisation are planned, such as when something is moved or removed. This is to ensure that the changes are implemented correctly and do not result in additional work. Some changes cannot be undone once they are made.

Below are several scenarios of changes in the organisational structure that may be relevant to you:

Change the name of an existing organisation

If the organisation is to change its name, you change the name in Lucat. This is not an organisational reorganisation but only a name change. This change means that all information associated with the organisation in LUCRIS (such as individuals, publications, and projects) remains the same. The old name disappears, and all history is linked to the new name.

Create an entirely new organisation

This is the easiest and least complicated change. If you create an entirely new organisation and connect individuals in Lucat, the organisation will appear in LUCRIS and the Research Portal the next day. Note that the organisation will be empty of any previous work done by researchers. No publications, projects, or similar will be associated with the new organisation. This is preferable since the organisation is new and no research has been conducted under it before. It may be beneficial to collaborate with your local communicator and us at LUCRIS when adding a new organisation. This way, we can collectively review whether the organisation's page in the Research Portal should have any specific image, text, or tagging of, for example, UN sustainability goals and UKÄ classification.

Move an organisation within the organisational structure

If an organisation is to change its location within the organisational structure, it is important to make the move in Lucat. If you move the organisation within the tree in Lucat, the change occurs in the same way in LUCRIS without the need for additional work. If, instead, you create a new organisation with the same name, it will be empty of content such as publications and projects in LUCRIS. This is not recommended. It would require a lot of work to transfer content from the older version to the new organisation with the same name.

Allow an existing organisation to take over all content from another

If the organisational change involves the end of a unit that is entirely absorbed by another unit, we make this change in LUCRIS. You should then contact support and explain which organisation should be "taken over" by another. There are two options: 

1. The disppearing organisation remains in the system (taken over by). 
   This is used, for example, when an organisation has been significant, and one wants to be able to extract statistics about it even later. 
2. The disppearing  organisation disappears entirely (merge). 
   This is used, for example, if there was an error in Lucat, and the organisation should never have been synchronized into LUCRIS in the first place. Please note that once the merger is done in LUCRIS, the change cannot be undone. Therefore, it is essential to carefully consider what needs to be done and involve the LUCRIS administration in the change.

Create a breakaway organisation from an existing one

This organisational restructuring involves an organisation remaining in LUCRIS with its name and parts of the content it is associated with, while a breakaway organisation takes certain content currently tied to the already existing organisation. To achieve this, an administrator in Lucat must create a new organisation in the right place in the organisational tree. Subsequently, someone with high LUCRIS authority must manually transfer the right content from the old to the new organisation. This is a time-consuming change.

Split an organisation into two entirely new organisations

This is the most challenging organisational restructuring. To achieve this change, an administrator in Lucat must first create two new organisations in the right place in the organisational structure. Then, someone with high LUCRIS authority must manually transfer the right content to the correct organisation. This is highly time-consuming and should only be done if necessary.

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