| Table of Contents | ||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|
|
| Info |
|---|
This article is about activating this module as an implementation consultant. For more detailed information on how to manage or use the concepts in this module as an application manager or a user (for instance, details on how to create an object), see the related module in the application managers and/or Users part of this knowledge base: Application Managers / Users |
1. Compliance in general
Compliance management involves establishing processes, policies, and controls to ensure that an organization operates within the legal and regulatory boundaries that apply to its operations.
...
Does the customer want to use the available standard legislation, or do they want to create their own regulations?
In case the customer is not from a country that has available default legislation, or the customer wishes to keep track of different types of rules and legislations (for instance, only company-specific regulations), it is out of the box possible to create your own regulations and related document types via the legislation navigation menu option. This is also possible in combination with the default legislation).
In case the customer does want to use the default legislation, make sure to enable it for the required country(s). This can be enabled directly via the module activation process or later on via the Compliance settings:
Does the customer want to let every involved user manage their own tasks for the entire portfolio of assets and buildings, or do they want to split this up per (subset of) buildings or even assets?
If the customer only has a few users managing the complete compliance process for every building, the easiest option is to add the relevant user system groups to one general profile, or make general profiles per role (upload documents and legislation document approval) and assign this profile to the users. Each user will have access to and will get all relevant tasks for every building and asset.
If the customer has many users each managing only a part of the entire portfolio of buildings and assets, or perhaps wants to give suppliers access to upload documentation for some specific legislation(s), buildings or even assets, it is possible to assign certain compliance related systemgroups in the context of legislation, buildings or even specific assets. For more information on this, see User System groups down below.
4. How to activate this module
...
The following modules need to be activated before the Compliance module can be activated:
4.2 Module activation
For this specific module activation, only one setting applies:
...
After starting the module activation, the 'compliance assets' import is available to download in the next step. For more details, see further down (Data imports).
Starting the module activation will also enable the relevant user system groups and these can be assigned to user profiles via the User profile management dashboard which can be found on the admins startboard. For more details, see further down (User System groups and profile suggestions).
...
There are no emails sent via the workflow. Only a weekly automatic email with a list of open tasks related to compliance is automatically sent to users with the system group FMB-G149 'Compliance tasks via email'. See down below in part 4.4 User System groups.
4.3 Data imports
When activating this module, some data imports become available, which can be used to quickly import relevant data into the system (as opposed to manually entering this data, which is also possible).
...
Reference | Name | Description |
|---|---|---|
FMB-F-021 | Import buildings | This (by default available import) can be used to import buildings of the customer. |
FMB-F-022 | Import areas | This (by default available import) can be used to import the areas of the building of the customer. Areas are functionally not needed for compliance. It is adviced to only import areas which are actually relevant, for example to register where a certain asset is located. |
FMB-F-200 | Import compliance assets | This import can be used to import assets. This import is very similair to the regular asset import, but a bit more focused (also in the examples) towards building elements. If all relevant assets where already imported via the default 'asset import', this compliance import is not necesarry any more. |
4.4
...
System groups
When a module is activated, user system groups become available that can be assigned to user profiles. These user system groups will give users access to (a subset of) navigation menu options, startboard tabs, and tasks in the relevant workflow(s).
For more general information on user profiles, user system groups, users, and the user profile dashboard, see:Authorizing users
For the Compliance module, the following user system groups become available:
Reference | Name | Description | License needed |
|---|---|---|---|
FMB-G137 | View Compliance | Group gives view rights to the Compliance module. Group can be given to users overall (to gain access to the entire Compliance module) or in the context of legislation, buildings or assets, giving specific access to the Compliance (documents) within that context | Limited user |
FMB-G139 | Compliance manage legislation | Group gives access to view the default (country specific) legislation and manage client specific regulations and the codes. | Full user |
FMB-G145 | Compliance manage documents | Group gives the rights to manage the Compliance documents. Also linking the legislation objects to buildings and assets, generating the documents needed per building or asset, indicating whether a document is applicable and whether approval is required. This role can be given to users in general or in the context of specific buildings or assets. | Full user |
FMB-G144 | Upload Compliance document | Group gives the task to upload the Compliance documents. This role can be given to users in general or in the context of specific legislations, buildings or even assets. | Limited user |
FMB-G142 | Compliance approve document | Group gives the task of approving the Compliance documents, after a new version has been uploaded and approval is applicable. This role can be given to users in general or in the context of specific buildings or assets. | Full user |
FMB-G149 | Compliance tasks via email | The users assigned to this group receive the tasks they have regarding Compliance in a total overview by email once a week. This is useful if users do not login regularly to check if they have open tasks related to compliance. | limited user |
FMB-G146 | View compliance navigationmenu | Group gives access to the navigation menu options surrounding the Compliance module and to the (country specific) legislation data. Other data surrounding the compliance module is made visible via the user system groups mentioned above. | Limited user |
FMB-G161 | View compliance startboard | This group only provides access to the startboard tab 'Compliance dashboard' and all legislation. This group can be given to users who do not need a navigation menu, but want to be able to search all compliance documents to which they are authorized, without needing to wait until they receive a task in the workflow. This is relevant in case a user is only authorized in the context of specific legislation(s) or building(s) and does not have any general access to compliance-related options (for instance suppliers) | Limited user |
Via the 'User profile management' option on the administrator startboard, these user system groups can be assigned to existing user profiles or add them to newly created user profiles.
If the Compliance module is activated as a complete solution, user profiles which contain the relevant compliance user system groups, are automatically generated in the Module activation. Use the 'User profile management' option on the administrator startboard to assign these profiles to users.
4.4.1 Relevant
...
system groups from other modules:
For some modules, other (masterdata) modules might be of importance, in order to be able to fully use this module.
For Compliance, the Masterdata modules ‘Buildings and areas’ and ‘Assets' are needed, therefore the following user system groups also need to be assigned to users (If not already done in the past), to be able to create and edit (including linking legislation to buildings and Assets as well as marking assets as ‘Applicable’ for compliance:
...
When a module is activated, the relevant navigation menu options become available to users with the correct authorizations (based on the user system groups). Next to that, a module specific key user startboard tab becomes available for that particular module and is visible depending on the user's authorizations. This tab gives users insights and day-to-day work overviews relevant to the specific module.
...
Navigation menu option | Available to user system groups | Description |
|---|---|---|
Compliance overview |
| The complete compliance dashboard, showing multiple overviews with regards to expired documents, reminders and other relevant information in one dashboard. |
Compliance graphs |
| A dashboard in the form of graphs, directly showing the compliance score on different levels (per building, per asset, per legislation object, etc.) |
Compliance tasks |
| An overview of open tasks related to compliance, users can also filter on tasks for other users. |
Legislations |
| The default (and custom) legislation can be found here and custom regulations can be managed via this option as well. |
Compliance assets |
| An overview of all the assets that are indicated as ‘Compliance applicable’. |
Legislation suggestions |
| This can be used to generate an overview of suggested legislations per assets, based on the code linked to the assets. |
Compliance documents |
| An overview of all legislation documents with some filter options. |
Compliance codes |
| This gives an overview of all the Codes and also gives the option to generated default codes based on supported standard lists (currently only the Dutch NL-SfB) |
...
This tab is available for the following user system groups:
Compliance approve document
Compliance manage documents
Compliance manage legislation
Upload Compliance document
View Compliance navigation menu
View compliance startboard
...
6. Additional settings and options after enabling
For some most modules, additional settings can be configured after the initial module activation via the 'Module settings' option on the administrator startboard. A module is always activated with the most used settings pre-defined. After the module is activated, the module may have more advanced settings available, which can be managed via the Module settings as well.
To navigate to all Compliance settings, go to Modules settings → tab Compliance. Hover over the available settings to get more information:
...
.
7. Additional information
...