THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T151
Template Title: Organisational Chart Update Form (Organogram Update)
Related Research Case IDs / Cluster: Cluster C (Institution-Building & MoUs), Cases 21–35
Linked Templates / Policies: T24 (MoU template set), T29 (Role-mapping), HR role files, Board minutes file, Institutional Policies for Relic Stewardship (Organogram & governance documentation)
Date of form: ____ / ____ / ______
Prepared by / Role: _______________________
Office / Unit: ____________________________
Country / Location: _______________________
Confidentiality Level:
Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive [ ]
Use of this form (tick):
New case / action [ ] Follow-up [ ] Annual review [ ] Archive only [ ]
1) Purpose (why we use this form)
This form keeps our organisational chart (organogram) correct and clear. This supports good governance and safe work systems.
2) Organogram details (Date + version)
A. Date of update request: ____ / ____ / ______
B. Requested by (name / role): __________________________
C. Reason for update (tick one or more):
New unit created [ ]
Unit closed / merged [ ]
New position created [ ]
Position removed [ ]
Reporting line changed [ ]
Interim / acting appointment [ ]
Other: __________________________
D. Organogram reference (current):
Current organogram version / code: _______________________
Current effective date: ____ / ____ / ______
File location (cabinet/folder + digital path): _______________________
E. Proposed new organogram:
Proposed version / code: _______________________
Proposed effective date: ____ / ____ / ______
3) Units affected (Units)
List every unit that changes.
Unit 1 name: __________________________
Unit head (current): __________________________
Change summary (simple): __________________________________________
Unit 2 name: __________________________
Unit head (current): __________________________
Change summary (simple): __________________________________________
(Add more as needed.)
4) Position changes (Positions)
For each position that changes, complete one block.
Position Change #1
Department / Unit: __________________________
Position title (old): __________________________
Position title (new): __________________________
Status: New [ ] Remove [ ] Rename [ ] Replace [ ] Temporary [ ]
Post holder (if known): __________________________
Start date / end date (if temporary): //____ to //____
Notes: __________________________________________
(Add more as needed.)
5) Reporting lines (Reporting lines)
For each affected role, write the reporting line clearly.
Role / Position: __________________________
Reports to (direct / solid line): __________________________
Also reports to (dotted line, if any): __________________________
Who approves leave for this role? __________________________
Who approves expenses for this role? __________________________
(Repeat for each affected role.)
6) Governance and policy check (office system safety)
Tick “Yes” or “No”. If “Yes”, add a short note.
Does this change affect relic safeguarding roles (security, access, keys, custody chain)?
Yes [ ] No [ ] Note: __________________________________________Does this change affect donor handling, transparency, or visitor care procedures?
Yes [ ] No [ ] Note: __________________________________________Does this change affect MoUs or partnerships (contact persons, signing authority, project roles)?
Yes [ ] No [ ] Note: __________________________________________Does this change require new standards or procedures (documentation, security, visitor management)?
Yes [ ] No [ ] Note: __________________________________________
7) Communication plan (who will be told)
Who must be informed (tick):
Staff [ ] Board / Trustees [ ] Sangha advisors [ ] Partners [ ] Donors [ ] Volunteers [ ]
Method: Email [ ] Memo [ ] Meeting [ ] Notice board [ ] Other: ________
Planned date to inform: ____ / ____ / ______
Person responsible: __________________________
8) Attachments (required)
Attach and tick what you include:
Updated organogram chart (visual) [ ]
Updated position list (titles + unit) [ ]
Board / management meeting minutes approving the change [ ]
Updated Terms of Reference (if needed) [ ]
MoU addendum / partner notice (if needed) [ ]
9) Approval (Approval)
Note: The organogram must be maintained in the governance file, and major structure changes must be approved and then shown in the updated organogram.
Prepared by (name / role): ______________________ Signature: __________ Date: //____
Reviewed by (Admin/HR): _________________________ Signature: __________ Date: //____
Reviewed by (Executive Director / Director): ________ Signature: __________ Date: //____
Approved by (Board / authorised body): _____________ Signature: __________ Date: //____
Final effective date of new organogram: ____ / ____ / ______
10) Archiving (record control)
Old organogram version archived? Yes [ ] No [ ]
Archive location (cabinet/folder + digital path): __________________________
Notes (if any): __________________________________________
