Organisational Coding Structures

Approval Date
18 July 2007
Approved By
Chief Executive
Deputy Chief Executive: Corporate Services
Baldrige Criteria

To standardise the use of coding within Otago Polytechnic Limited (Ltd) to achieve data integrity and data matching to meet compliance issues both internally and externally. This will be achieved by setting out the rules for users and code owners.

To assist in establishing coding standards that will enable systems integration and therefore efficient transfer of key information across several corporate systems. Increasing data efficiency and processing time within the institute.

To define common coding standards and practices that once in place will allow for direct access to information in terms of reporting across several Polytechnic data systems.


Tertiary Funding Information (


1.          This policy requires that all coding systems and usage complies with a standard/common structure across the Polytechnic. This coding policy overarches all policies, academic and management. Only codes approved under this policy will be recognised and used by Otago Polytechnic Ltd.

2.          The coding structures must be consistent with external reporting requirements.

3.          The coding structures must be consistent with any e-Government coding requirements.

4.          The coding structures must be able to be integrated with the organisational structure and must be able to accommodate any changes to that structure.

5.          Where any significant changes to any element of the coding structure are required that impact on codes across the organisation, it is the responsibility of the Chief Information Officer as the Code Owner across the Polytechnic to ensure that there is communication between the Code Owner and all Code Holders so that change is reflected across all systems/data.

6.          Code Holders must be identified for each area of coding.

7.          The Code Owner is responsible for completing and maintaining the data dictionary and for following an approved change management process (see Appendix 1 and Data Dictionary on Tūhono).

8.          The Code Owner is responsible for ensuring that all staff members are aware of the coding structures. Key users/user groups must be informed and receive training on the implementation of, and any changes to, coding structures.

9.          The Code Owner will use the standard, clearly documented tracking system to record and map defined coding changes as detailed in the data dictionary.

10.      The detail of Otago Polytechnic Limited coding is set out in the Data Dictionary. The Data Dictionary defines the following.

  • Code Name
  • A description of the purpose of the code
  • Reason for code
  • Code format
  • Code owner
  • Code Holders level of delegation
  • Approval required for other changes
  • Defines the systems that use the code
  • Historical tracking of changes

11.     The Data Dictionary is to be available on Polybase and contain links to current codes.

12.     All approved codes are to be available to all staff on Polybase.

  • The Code Owner will meet with Code Holders regularly to review current codes and processes.

Data Dictionary on Tūhono – ISS Intranet