PLEASE NOTE: This feature is not yet active for all customers and will be slowly rolling out over the Summer of 2017.
The Scheduled Effective Date feature adds an optional step between the final approval and the Active status. This feature provides the ability to delay the pending policy moving to Active to a specific date or a specific number of days past when that final approval was provided.
This feature allows for a policy to become active just in time with a new regulation, allow a period for required parties to become trained about the new policy prior to it becoming active (Period of Education), or many other similar reasons.
This article discusses some of the new elements to look for.
Policy Properties Tab
When editing a policy, an Effective Date section has been added on the Policy Properties tab.
- The default remains that the policy will become active Upon Approval
- The policy can be set to become active on X number of days after approval"...
- or On a specific date
It is worth noting that the specific date (2) can also be set in the past.
Pending Policy View
Once the policy pends for approval, the Effective Date diagram appears on the View and Approve pages at the top.
If the user viewing the page has Edit permissions on the policy (Owner, Approver, Area Editor, Area Manager, Site Administrator), they can alter the effective date fields by clicking Edit (4). This will not restart the workflow, but the action will be added to history.
Once a policy is fully approved, if it has an assigned effective date in the future the policy's status will become Scheduled.
Scheduled policies will become active at 4AM EST the day they are to become active.
Locating Scheduled Policies
Policies with a scheduled status can be located by opening the All Policies Scheduled for Activation report.
All Policies Scheduled for Activation Report
Policies can be displayed as Everyone's or Just Mine. This are the same filtering options as are found with the All Policies Pending Approval Report.
- The Just mine filter shows only scheduled policies for which you had approvals
- The Everyone's filter shows all scheduled policies you have view permissions to see
- This does not include restricted policies if you do not have permissions for that Area.
For technical reasons, this displays only scheduled policies applicable to the current site. The pending policies report displays all pending policies across the customer's applicability group (if applicable).
Viewing a Policy Header
The header when viewing a policy has been updated to include an Origination Date (1). The Origination Date is defined as the first version's effective date.
This means for newly created policies, the origination date matches the effective date (2). For the next version of that policy, the Origination will retain with the first version's effective date.
Additional Items to Note
- It is possible to force a policy to go active when viewing/overriding a scheduled policy by altering the Effective date fields to today or a date in the past.
- At this time, it is not possible to create a draft version, if the policy is scheduled to become effective later.
- Once a policy becomes "Scheduled", the effective date based on "X number of days" can no longer be altered.
- New versions of policies that had set "X Number of Days" will start with that value pre-set from the previous version. Meaning once "X number of days is set" all future version will respect that unless specifically changed.
Features to be Added Later (No current time frame assigned):
- Notifications when a policy is about to become active
- Acknowledgments integration with scheduled policies
Note to Site Administrators
If your PolicyStat site makes use of a Policy on Policies, please ensure the content of that policy reflects the changes reflected with the Scheduled Effective Date feature. Thanks!
If you do not currently have one, but would like to, PolicyStat offers this sample outline/template. This sample was provided by a PolicyStat client and has been approved for general distribution.