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Understanding Site Sharing Model in Exxat Prism

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This guide is designed for Institution and Program Administrators to help you understand the different Site Sharing Models in Exxat Prism.
This article explains the following.
  • Old and new site sharing models.
  • What information is shared and not shared in the different site sharing models.
  • Step-by-step instructions on how to share locations across programs.

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    The Site Sharing Model in Exxat Prism defines how institutions manage and share data such as site, contract, location, and personnel data across programs.


    It enables institutions to:

    • Maintain a single entry for shared entities, reducing duplication.

    • Control which programs have access to specific entities.

    • Ensure consistent, accurate information across the institution.

    This model is essential for institutions with multiple programs that collaborate on site, contract, location and personnel management.

     

    Table of Contents

    1. Old Site Sharing Model vs. New Site Sharing Model

    2. Key Changes 

    3. Clean up Duplicate Sites / Locations

    4. Sharing Site and Locations Across Programs

     

    Old Site Sharing Model VS New Site Sharing Model

     

    Old Site Sharing Model

    Previously, Exxat Prism supported five sharing models:

    • No Sharing – Each program maintains its own data and no data is shared across programs. 

    • Prism Sharing – Program data related to sites, contract, and location is shared across programs. 

    • CCS (Common Contract Sharing) – Program data related to site and contract are shared across programs.

    • All Sharing – All entities (Site, location, contract, personnel) are shareable.

    • OPM (Online Program Management) – Program data related to site, location, and contract are shared across programs. 

     

    New Site Sharing Model

    The new site sharing model reduces the number of models from five to three:

    1. Standard Sharing Model (merges CCS and Prism): unified sharing model, allows users to share site, location, and contract with selected programs.

    2. All Sharing Model – Allows user to share site, location, contract and personnel data across programs.

    3. No Sharing Model – Each program maintains its own data and no data is shared across programs. 

     

     

    Sharing Types

    Model Best For Sharing Scope When to Use
    Standard Sharing Model Institutions collaborating on sites, contracts, and locations. Sites, contracts, and locations can be selectively shared.

    • Contract coordinators manage sites and contracts for multiple programs.

    • Programs collaborate on discovering and managing locations.
    All Sharing Institutions with tightly integrated programs All sites, contracts, personnel, and locations can be shared.

    • Multiple campuses of the same program share all resources.

    • Programs are sub-coded versions of the same discipline (e.g., PT, PTA).
    No Sharing Single-program institutions or programs needing complete autonomy. No data shared across programs.

    Institution has only one program.

     

    Key Changes

    • Deprecation of OPM model.

    • Flexibility for selective location sharing for Standard Sharing and All Sharing model users. 

    • No more default sharing of locations with site programs for 'All Sharing' and 'Prsim' sharing model users

       

    Clean up Duplicate Sites / Locations

    When to Clean Up

    Duplicate cleanup is optional and should be done only if:

    • The institution wants a single entry for a location across all programs.

    • The basic location information is consistent.

    Cleanup Steps

    1. Identify Duplicate Locations
      Use location name to detect duplicates.

    2. Decide Cleanup Approach

      • Case 1: Same basic info, no data shared with other programs or entities.
        → Assign all programs to one location and delete duplicates.

      • Case 2: Slightly different basic info, no data shared with other programs or entities.
        → Choose one version to keep, update details, delete others.

      • Case 3: Data is shared with other programs or entities. 
        → Avoid cleanup unless the institution approves data loss.

    3. Implement Changes

      • Use program filters to manage duplicates where possible.

         

     

    Sharing Sites and Locations Across Programs

    Note:
    The Site Sharing Model is configured at the tenant (university) level and applies to all programs within the university.
    During onboarding, the Exxat Support team sets the sharing model type in the backend.
    Institutional Administrators can see the Site sharing Model applicable for the tenant (university) in the Contracts and Site Managment section.
    Path: Exxat Prism → Institutional Adminstrator Login → Contracts and Sites Management → Setup → Site Sharing Model

     

    To share a site with other programs follow these steps

    1. Login to Exxat Prism using your university credentials.
    2. Go to Sites from the Exxat Prism Dashboard or by using the Hamburger menu.
    3. In the Sites page go to the Sites tab. 
    4. Click on the Site name to go to the site's profile. 
    5. Click the edit icon on the Programs card. 
    6. In Edit Programs drawer, select the programs you want to share the site with or uncheck the programs you do not want to share the site with.
    7. Click Save.

       Enter the displayed number on the Exxat Prism to confirm the change and click continue.

      You can see the programs with which the site is shared in the Program column of the location grid. 

    End--

     

    To share a location with other programs follow these steps

    1. Login to Exxat Prism using your university credentials.
    2. Go to Sites from the Exxat Prism Dashboard or by using the Hamburger menu.
    3. In the Sites page go to the Locations tab.
    4. Click on the Location name to go to the location's profile. 
    5. Click the Edit icon on the Programs card. 
    6. In Edit Programs drawer, select the programs you want to share the site with or uncheck the programs you do not want to share the site with.
    7. Click Save.

     Enter the displayed number on the Exxat Prism to confirm the change screen and click continue.
    You can see the programs with which the site is shared in the Program column of the site grid. 

    End--

     


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