This article provides information on how to set up the details of your new Requirement and the Requirement form and workflow options:




Create the Requirement Details


To create a new compliance requirement:


Click on Administration from the left hand menu, then select Requirement types.


Here you will see all the existing Requirement Types currently in your system. 

You can search for an existing requirement using the Name and Description filters or by searching for all requirements with a given Tag. It is advisable to search for a requirement prior to creating a new requirement to avoid duplication.


To add a new requirement click +New requirement type 



Page 1 - Details



Enter the details:

  • Name – The name you wish to give the compliance requirement, e.g. GDPR Training (The name is what is pulled out on the report)
  • Description – A description of what the requirement is, e.g. An Introduction to the General Data Protection Regulation (The Description is what is displayed to the user. If the Name has been shortened for reporting purposes, the Description can be used to give the title of the requirement in full.



  • Initial completion period – Once you have assigned the task to the individual for the first time, how soon do you need them to complete it? Using this information, the "Due Date" for the requirement will be calculated.
  • Initial pending period – Once you have assigned the task to the individual for the first time, how long before the due date should the requirement flag as Pending on the user's dashboard and they are notified that the requirement is now becoming due? The Initial pending period should always be either the same or a lesser amount of time that the Initial completion period


           


Page 2 - Workflow


The workflow is created by Radar from your specifications.  

There are two default workflows:


Workflow.DefaultTraining.WithoutApproval - this contains the form "Training", which assigns to the user themselves to complete.

Workflow.DefaultTraining.WithApproval - this contains the form "Training", which assigns to the user themselves to complete AND once completed the form "Approve training" is assigned to their Line Manager to confirm the information is correct.

 


Select the workflow you require from the drop-down list.




If you are unsure which workflow to choose please contact the Radar Healthcare Support Team who will be happy to help.



If you need a new workflow created, please see the section below or click here to have it open in a new window


Does this item recur in the future?  If so select YES.

  1. How would you like the next due date to be calculated?  This is in reference to the recurrence and how it should choose the next due date, there are 3 options
    1. Calculated from date completed in Radar (E.g. If this is due every year and I complete the full requirement in the system today it will be due exactly 1 year in the future.)
    2. Calculated from date set in a form (E.g. If this is due every year and there is a question on a form to say "when did you attend the training" it will be due 1 year from that date)
    3. Set by a date in a form (E.g. If there is a question on a form to say "when does your DBS expire?", then the next requirement will be due on the date entered)


For the first two options above you'll have the following options:

  • Reschedule after – How long after the previous requirement is completed should the next requirement be rescheduled? This can link to either the date that the requirement was completed in the system, or it can be linked to a date the user entered on the form (e.g. if they are retrospectively logging training). 


  • Pending period – How long before the next due date should the Requirement appear as Pending on the User's dashboard and they are notified that the requirement is now becoming due? E.g. for an annual training or compliance requirement, you may wish for it to flag to the user 1 month prior to them becoming non-compliant to give them enough time to complete the requirement.





Permission rule set – Assign the correct permissions to the requirement, this dictates who can see and complete this requirement. – it is important to ensure that the correct permissions are applied at this point. For more information on Permission Rule Sets please refer to our guide: The Permission Rule Set




Tags – Tags allow you to link requirements together and help you later with filtering and reporting, e.g. you may wish to filter on all mandatory requirements and exclude less critical requirements from a report. You can do this easily if you have tagged the requirements accordingly at this point when creating them. In order for your requirement to pull through into Dashboard widgets, they also need to have a Tag assigned, e.g. Mandatory Training. You can enter as many different tags as required – either select from the existing list, or type the name into the field to add a new Tag.




Once you have entered all the details for your new requirement, click NEXT.



Page 3 - Review


You'll now be presented with a summary overview of your new compliance type.  If you have any changes please use the Previous button to go back through the menu options.

If you're happy with everything please select Create to complete the requirement type.



Your new Requirement will now be listed in the Requirement Types list, along with a summary of the settings we have just selected, and is now ready to allocate.



Select the pencil icon next to the requirement should you wish to edit anything.



Custom Requirement Forms, Questionnaires and a Bespoke Workflow


You are able to set up your own bespoke forms and have specific workflow steps assigned, in a similar way to how Radar Healthcare Events are set. 


This is currently something that only we can do here at Radar Healthcare, so please contact us if you would like to change the above form or have different options, and we can action this for you.


In order to add your own forms to a requirement, follow the steps below:


1. First you need to create your form(s) using the Form Editor tool. We recommend that new forms are created in your Staging site so that you can fully test them in a safe environment prior to them going into your Live system. (You can find Form Editor help here).


2. Next, you need to create the Compliance Requirement (Requirement Type) that you would like the form(s) to link to. (Please find Workforce Compliance help here).


3. Finally, download the spreadsheet template at the bottom of this article to map out your Requirement workflow and raise a support ticket with us here at Radar Healthcare via either your support portal or by emailing support@radarhealthcare.com.  Within the spreadsheet you will need to provide us with the following information:

  1. Name of the requirement(s)
  2. Name of the form(s) that you want to be linked to the requirement
  3. Who will be completing the form(s)? If you have multiple forms (workflow steps) in a requirement, each form can be assigned to a different role if required. Please find the options below: 
    • Self - This is the user to whom the requirement will be assigned. I.e. All user's will complete their own requirement.
    • Line Manager - This is the Manager in Radar Healthcare for the users to whom the requirement will be assigned. 
    • A Radar Healthcare role - E.g. "HR Manager"
  4. Would you like the requirement's workflow to follow a different path based on answers in a form? E.g. If you have a form with an assessment in it, you can ask for a different path to be followed based on if the user passes or fails the assessment. For example, you may wish something similar to the below to happen:
    • If the user achieves a mark of 80% or higher, mark requirement as complete
    • If the user achieves a mark below 80%, give them a second attempt (this would re-assign the same form/workflow step to the user to complete in full again) 
    • If the user fails achieves a mark below 80% on second attempt, assign form "Reset attempts" to the user's Line Manager


Once we have the above information, we will build the workflow to your specifications and let you know the name so you can create or update your requirement to have your new workflow assigned to it.




Video Guide - Creating a new requirement type


 

Running time - 4 minutes.