How do you create Policies in Compliance Track?
Clicking on "Create a New Policy" link will display the policy creation screen. Any policy, procedure, manual or other documentation can be created using this facility.
First step in creating a policy is to enter the basic details of the Policy in the Policy Tab.
Following are the fields in this page.
Status – the current status of the policy, one of 3 levels are displayed – draft, awaiting approval, and approved.
Category – the category assigned during the policy creation process.
Name – the policy name. Clicking on a policy name will allow you to view the policy detail screen. The navigation at the top of this screen will show;
Author – the creator of the policy
Approver – Approver can be the author himself, but CT will follow the workflow for the approval action to complete. The approver will receive an email as specified in the template notifying that there is a policy to approve.
Keywords – This is to augment the search efficiency.
Date Created
Date Modified
Date Published
Date Expires - One can specify the date of expiry of this policy. For example, some policies need to be amended on a periodic basis (such as an Anti Money Laundering Policy). It is possible to set the date of expirty and a notification schedule for updating the policy if needed.
Date Approved
Content – This is not a mandatory field and it is used if you wish to enter relevant details of a policy. This may not be used if you are creating your policy as a set of clauses. However, this field gives the flexibility for the policy creator to define his content in the way he wants.
Second step in creating a policy is to add clauses (if any) for the policy.
Following are the fields in this page.
Policy – this is pre-filled based on the policy from which you entered the clause creation.
Name – name of the clause.
Level – The level sets the level or depth of a clause. Using this field, you can have several levels of sub clauses.
Content – enter the contents of the clause.
Third step in creating a policy is to set the affirmation schedule (if any) for the policy. This is the frequency at which a particular policy needs to be re-affirmed by staff, for example quarterly PA Dealing declarations.
Following are the fields in this page.
Affirmation Completion Deadline
Affirmation Schedule
Affirmation Text
Fourth step in creating a policy is to set the users of the policy.
In this tab, you get the option to select the Business Unit, Department or Users to whom this policy is applicable.
Fifth step in creating a policy is to send the policy for approval by clicking Send for Approval button.
If you wish to send for approval at a later stage, you can save the policy and it will be visible in your Setup Policy tab in the "draft" state. If you click the "Send for Approval" button, the policy will be changed to "Awaiting Approval" state and the approver will get an email based on the mail template.
When the approver logs into Compliance Track, he can approve the policy by clicking on "Approve" button.