1. What is this module about

The Compliance module is designed to facilitate the effective management of legislation documentation for buildings and building elements (assets) in order to be compliant. In its core functionality, the module grants access to default legislation(s) (currently, only the Dutch legislation is available, but it is also possible to create your own set of regulations) related to buildings and building elements.

The next parts will go into more detail on some of the core concepts of this module:

1.1 Legislation

A legislation object mainly consists of a PDF document that contains the details of the legislation and a list of document types needed to comply with this legislation. An example is the ‘Elevator' legislation with 8 document types. Some document-type examples are:

• ‘Inspection report’ which is required every 3 months

• ‘Logbook available’ which is required once

The legislation as a whole or the specific document type can be related to a building, an asset, or both. This will determine which legislation can be linked to which type of object (Property, Asset, or both) and for which document types the legislation documents are automatically generated.

1.2 Buildings and Assets

The compliance module is aimed towards being compliant with rules and regulations for buildings and building elements, therefore the use of both the ‘Properties and areas' and 'Assets’ modules is always needed in combination with the compliance module.

1.3 Linking legislation

Properties and assets both have a ‘Compliance' tab available, which is used to link the relevant legislation object(s) to the specific property or asset. It is possible to have multiple legislations linked to a single property or asset.

If a legislation is linked to a property or asset, the relevant document types are automatically generated as legislation documents, related to the property or asset.

Using codes

Linking legislation objects to a property or asset can be done by searching through the whole list of legislations, but in the context of assets, it is also possible to link a code (on the compliance tab). This will be used as a filter when linking legislation objects to the asset (only legislation objects are shown related to the code via the legislation object or the parent legislation object).

Legislation suggestions

If codes are linked to the assets, it is also possible to use the 'Legislation suggestions' functionality. This functionality automatically suggests applicable legislation objects for each of the relevant assets based on the code. Legislation suggestions are only generated if the asset has no linked legislation object yet. If more than one legislation object can be applicable based on the code, the user needs to make a choice.

1.4 Legislation documents

Once a legislation object is linked to an object (property or asset), legislation documents are generated in the context of this object, one for each of the document types related to the legislation object. This legislation document object is the object used to upload the actual document (e.g. an inspection of an elevator) and to keep track of the compliance status for this object and document type.

1.4.1 Legislation documents workflow process

The next steps describe the legislation document process on a high level. See Compliance user manual for a more detailed description.

Register initial reference data

For every new legislation document, the initial reference data must be specified in the first step. This date is typically the construction date or the date the object was taken into production. The initial reference date and the document type conditions are then used to calculate the initial expiration date of the legislation document. These conditions determine among other things, if a document is only needed once, when the first document is needed, what the frequency of the document is, etc. If a document is needed immediately and none has been uploaded yet, the expiration date is likely to align with the initial reference date.

Upload document

If the legislation document is expired or is about to expire, a new document needs to be uploaded. This document is usually a new certificate or proof of inspection. The execution date of the inspection needs to be specified and is used to determine the new expiration date of the legislation document. The new expiration date will be generated if there are no remaining points and no approval is necessary. If a legislation document needs to be approved, is by default determined in the document type but can be deviated from the legislation document itself.

Compliant or expired

Based on the expiration date, the legislation document will automatically become compliant or (if the expiration date is in the past) become expired. To avoid legislation documents from expiring, the compliance overviews can be used to monitor all the legislation documents and upload new documents (versions) if needed.

Compliance overviews

There are several overviews and dashboards available to keep track of all relevant compliance subjects. The compliance tasks overview shows the legislation documents, where a task needs to be executed. Either registering the initial reference date, uploading the initial document, uploading a new version to stay compliant, legislation documents to approve, etc.

The compliance overview consists of multiple includes with all the relevant information and can be found via the startboard tab and the navigation menu.

1.5 Other relevant options

In order to help users get a grip on the whole list of legislation documents, and be signaled on time for new versions that will be required. There are two settings available on the legislation document level, which are worth mentioning here:

• Reminder expiration date: This will indicate how long before the expiration date, this legislation document will show up in the legislation overviews as a task to upload a new version. By default, this is set to 30 days but can be changed per legislation document.

• Additional reminder date: Per legislation document, an additional reminder date can be set resulting in the legislation document showing up in the compliance overview from this date onward. For example, if a document is only needed once, but it is still advised to upload a new version after x years.

2. Automatic emails send in the workflow(s)

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.

3. Additional information on this module

More information on the Compliance module can be found via the following related articles:

• For an (end) user manual, see: Compliance module for (end)users

• For more detailed implementation information (including how to enable the module, which system groups are involved, data imports and more information on the startboard and navigation menu options) see: Compliance: Module information and activation