You can add locations for a regulation, compliance program, or requirement when you are adding these records. This topic describes how to add a location for a single record.
From the Manage Compliance Locations task, you can bulk assign locations to multiple regulations, compliance programs, or requirements at the same time. Working from this task, you can also update location information for multiple locations with the same information. See Assigning Locations: Making Bulk Assignments and Updates.
This topic contains the following sections:
For charting and mapping purposes, regulations are associated with the locations of their programs and requirements (as well as those locations directly assigned to the regulation). In the same way, compliance programs are associated with the locations of their requirements (as well as those locations directly assigned to the program).
For example, the Regulation Count by Location and Regulation Rank report includes locations for the regulation's programs and requirements in the count. The Compliance Programs Map includes counts for the program as well as the program's requirements, even if a requirement does not have the location directly added for it.
To add a location:
There are a few ways to add locations and assign them to your compliance regulations, programs, and requirements. Once you access the form for entering location information, the process will be the same.
| Purpose | Process Navigator Task | Steps |
|---|---|---|
Add locations for a regulation or initiative. A regulation is usually associated with a broad geographic territory, such as a country, region, or state. | Manage Regulations and Initiatives |
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Add locations for a compliance program. At the program level, you would typically assign the specific counties, cities, or sites that are participating in the compliance program. | Manage Compliance Programs |
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Add locations for a compliance requirement. Requirement locations are usually the most specific, as they describe the buildings, rooms, equipment, or employees that require some specific action or remediation to achieve compliance. | Manage Compliance Requirements |
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Add locations for regulations, compliance programs, or requirements. Note: From the Manage Compliance Locations task (Assign Locations tab), you can select location information and assign it to multiple regulations, programs, or requirements at one time. This is the fastest way to make location assignments when the locations are shared by multiple regulations, programs, and requirements and if the assignment was not done when the record for the regulation, program, or requirement was created. See Assigning Locations - Making Bulk Assignments and Updates. | Manage Compliance Locations |
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Note: When entering geographic information, select locations lower in the hierarchy first; the application will fill in the data higher in the geographic hierarchy for you, if this information is entered for that location. For example, if you select a city, the state, region, country and geo-region for the city are filled in if that information has been developed for that city.
| Geo-Region ID/Country Code/Region Code/State Code/City Code/County Code | Enter this geographical information to define the areas that this regulation/program/requirement applies to. |
| Site Code/Property Code/Building Code/Floor Code/Room Code | Enter the locations that applies to this regulation/program/requirement. |
| Equipment Code/Equipment Standard | If this requirement involves a particular piece of equipment at this location, or involves equipment meeting a particular standard, enter that information here. |
| Latitude/Longitude | If you have selected a building that has its latitude and longitude entered, that information is copied here. If you enter these coordinates, you must enter both latitude and longitude. If you select a building, floor, or room, the applications uses bl.lat and bl.lon to determine the location. For all other levels, it calculates the average lat/lon of all buildings at the location (property, site, county, city, state, region, country.) Entering the coordinates for the building enables you to view it on a map, such as in the Compliance Programs Map report. |
| Compliance Program Code/Requirement Code | Select the compliance program and requirement for this location. If you first select the requirement, the compliance program and regulation for the requirement are automatically filled in. You can generate reports that use this information. For example,the Compliance Level by Location report provide requirement counts by the location you select. |
| Regulation | Selecting a regulation is required |
Note:When you add location information for a compliance program or requirement, the Responsible Person, Vendor, Compliance Level Code and Description can be added for the selected program or requirement as well as the location. When you add location information for a regulation, this information is added for the location, not for the regulation.
Responsible Person: Select the employee who is responsible for this program or requirement at this location. Designating a Responsible Person can be critical to successfully tracking requirements at specific locations. For example, Compliance Program Coordinators can view the programs and requirements for which they are entered as the responsible person. Notification templates can be defined to send email messages at critical dates to the responsible person.
Compliance Level Code: Select the degree of compliance the program or requirement has achieved at this location. For example, Non-compliant, Partial-Low, Partial-Medium, Partial-High, Full, or Certified. Your Business Process Owner defines the levels you can select from. You can filter views by compliance level, and generate reports filtered by the Compliance Level Code and location to target the programs that put you at the greatest risk of non-compliance, or your most successful programs.
Vendor Code: Select the vendor, if one is associated with this program or requirement at this particular location.
Description: Optionally, enter any notes that further describe this location.
Event Schedule Offset (Days): This is the number of days to move ahead the required date for events at this location.
- To save the record and add a new one, click Save and Add New. The record is saved and the values you entered are cleared so that you can add a new record.
- To save the record, click Save.
When you click Save, the application runs a workflow rule to ensure that the record is not a duplicate. If there is a duplicate, you receive a message informing you that the record could not be saved for this reason.
Locations are managed using two tables, the Compliance Locations (regloc) table and the Locations (compliance_locations) table.
If the location does not have documents, communication logs, or violations associated with it, then the location records in both these tables are deleted when you delete the location. If the location does have any of these items associated with it, then only the record in the Compliance Locations record is deleted. The record in the Locations table remains so that the location remains associated with its documents, violations, and communication logs.