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
- Default Requirement Forms and Workflow
- Custom Requirement Forms, Questionnaires and a Bespoke Workflow
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
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
- For Recurring items the same logic applies, simply select how often you wish the item to be repeated once completed
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).
Where the rescheduling is linked to a form, your requirement rescheduling is set by us here at Radar Healthcare Support. If you have any queries about how your system’s rescheduling is set, please contact us directly.
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 requirement 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.
- Requires Approval – This means that once the User has completed their required items, their Line Manager will be assigned a task to approve the requirement before the requirement flags as Compliant. This is will appear similar to the below screenshot to the end user when completing their requirement (this relies on the correct permissions being set as part of the Permission Rule Set discussed above and in this article: The Permission Rule Set)
Once you have entered all the details for your new requirement, click Save.
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.
Default Requirement Forms and Workflow
Requirements that are set up following the above method will default to our standard "Training" form workflow - example below:
And the standard "Approval" form if you have ticked the 'Requires Approval' option in the Requirement details:
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.