Legislations

What is legislation? Legislation is a law or set of rules relating to a particular activity.

To navigate to the compliance task, navigate via the menu option “Compliance” to “Legislation.”

First, you can set a search query with the following filter options.
For example, you can filter on a name or an object it is related to. You can also leave it empty to create an overview without any filters applied.

You will get an overview of the different legislations. Legislations with a “+“ in front of them are part of a hierarchy. By clicking on the + the subitems of that particular legislation become visible

The view is divided into 7 columns:

• Name: the name of the legislation

• Related to: is the legislation applicable for/related to a property, an asset or bothi

• Country: the country where this legislation applies

• Code: the code of the legislation

• Client-specific legislation: Yes or no. Is it a cliënt specific regulation (legislation)?

• Last update: the date of the previous update

• Cover page: a preview of the cover view.

To open a legislation, click on the name. To add a new legislation (or cliënt specific regulation), press the “Add legislation” button.

Compliance overview

To navigate to the compliance overview, click on the “Compliance overview” tile on your Compliance dashboard or navigate via the menu option “Compliance” to “Compliance overview.”
Here, you will see different overviews regarding compliance documents.

First, you can set a search query for your overview with the following filter options.
For example, you can filter on a specific property or legislation. You can also leave it empty to create an overview without any filters applied.

The compliance items are presented into different categories; here are a few examples:

• Expired documents (no longer compliant)

• Documents with a reminder of the expiration date

• Missing documents (based on linked legislation)

By using the “Export the Excel” button(s) in each of the overviews, you can export a list of the compliance items per category. If you want to export the complete overview, use the “Export to Excel” button on the top right corner. The items are all color-coded: the meaning of the colors are as noted next:

• Red
  Not compliant

• Blue
  Document not applicable

• Green
  Compliant

So now you can see on which items an action is needed. You can click on the reference or asset/property to see the item’s details.

Compliance graphs

To navigate to the compliance graphs, click on the “Compliance graphs” tile on your Compliance dashboard or navigate via the menu option “Compliance” to “Compliance graphs.”

First, you can set a search query for your graphics. For example, you can filter on a specific property or legislation. You can also leave it empty to create an overview without any filters. Works the same as the Compliance overviews.

Here, you will see different graphics regarding compliance documents. A few examples of graphics that are shown are:

• Compliance score assets per legislation

• Compliance score documents

To export the graphics to Excel, use the “Export to Excel” button on the top right corner. All the graphs will be exported into one Excel file; different charts will be put in separate tabs.

Compliance tasks

To navigate to the compliance tasks, click on the “Compliance task” tile on your Compliance dashboard or navigate via the menu option “Compliance” to “Compliance tasks.” On the Compliance dashboard there is also an overview which shows your own tasks immediately.

You can filter on the person to whom the tasks are assigned to.

You will see a list with the task for that specific person, which you selected in the filter. The task also has a color code, so you can see which task has priority.

How to handle a compliance task

Let`s take a look at how to handle different tasks.
Click on the “Document Reference” to open a task.

• Register initial reference date.
  Enter the initial reference date (usually, this is the commissioning date of the object). Based on this date, the initial expiration date of this document is determined. Press the “Save and return” button to finish this task.

  

• Upload/submit a new document
  Use the 'Upload new document' button to upload a new document. Make sure the 'Last execution date' is up-to-date and indicate whether any blocking remaining points apply. Then click on 'Submit new document' to finish the task.

  

• Remaining points handled
  As the remaining points have been handled, add a description, the handle date must be entered, and the delivery document regarding the remaining points can be uploaded via the paperclip next to the 'Delivery document remaining points' field. Press the “Remaining points handled” button to finish the task.

  

Compliance Assets

To navigate to Compliance assets, navigate via the menu option “Compliance” to “Compliance Assets.”

Here, you can set a filter for a search query for “Compliance Assets.”

After a search, a list of assets with compliance applicable will show up: It is possible that no legislation is linked yet and no rules apply yet.

Click on the reference to open an asset to view the details.

How to add “Compliance” to an asset

To use “Compliance” with an asset, the field “Compliance applicable” must be set to “Yes,” and the tab “Compliance” will be available.

Here, you can add a “Code” to an asset. The code is one of the available Compliance codes in the system. Later in this article, we will explain how to add codes.

You have three different tabs in the include on the “Compliance” tab.

• Linked legislations
  On this tab, you can add one or more legislations that applies to this asset by using the “Assign legislation” button and search for the desired legislation(s), select one or more, and press the “Assign selected legislations” on the bottom to add them.

• Legislations documents
  Here, you can find a list of legislations documents necessary for this asset, based on the linked legislation

• Users authorized in this context (Compliance)
  An overview of users authorized to see the compliance items for this specific asset
  You can authorize (new) users regarding this asset's compliance by using the “Add” button in this tab.
  

  

You can give different rights to users:

• approve compliance items for this asset (if approval is applicable),

• view compliance items for this asset

• upload documents for the compliance items for this asset,

• overall manage compliance items for this asset.
  
  Select the relevant rights and after that, select the users you want to give these rights to in the context of this asset.
  

  

Legislation suggestions

To navigate to “Legislations suggestions”, navigate via the menu option “Compliance” to “Legislation suggestions”. The suggestions are based on assets with assigned codes without a legislation linked to them.

Search for any already suggested legislations. If there are no suggestions available or you want to generate new suggestions, press the “Generate legislation suggestions”.

Based on the code linked to the asset and the code specified in the legislation, a legislation is suggested per asset. If there is only one legislation found, the legislation is directly suggested. If more legislations might apply, the user need to specify one of the suggested legisaltions that might apply themselves.

Legislation suggestions are only generated for assets where no legislation is linked yet and where a code is linked to the asset.

If the user agrees with the suggestions, the user can select the relevant suggestions and press “Assign suggested legislations to selected assets“.

Compliance documents

To see a list or overview of all compliance documents navigate via the menu option “Compliance” to “Compliance documents.”

Search for compliance documents by filling in the search query fields and pressing the “Search” button.
To open a document, click on the reference link.

Here, you can see the general details of the document. For example, if approval is needed and the frequency. You can upload new documents by using the corresponding button. If the document is no longer complaint, you will also see a warning in red letters in the top right corner.

Compliance codes

Compliance codes can be searched and managed via the menu option “Compliance” to “Compliance codes.”

Search for compliance codes by filling in the search query fields and pressing the “Search” button.
To open a compliance code, click on the reference link.

You can add codes using the two buttons “Generate codes from standard list” and “Add new code.”
With the “Generate codes from standard list” option, you will generate (all) the codes from a pre-defined standard list.

After opening a “Compliance code,” you can edit it. For example, you change the name, reference code, description, and where the code belongs to. You can see which assets are linked to this code in the include.

Generate codes from a standard list.

You can generate codes from the standard list, select the list, and press the “Generate codes from selected list” button, and all the codes in that list will be generated.

Add new code

You can also manually add a code. Click the “Add new code” button and fill in all the details, as shown in the example below. To finalize the code, press the “Save and return” button.