user guide 1. What is Sentinel? 2 2. Lg in at www.lawbk.c.za. 3 3. Ntes and Reminders 4 4. Assigning and receiving Tasks 5 5. Searching and srting Alerts 8 6. Setting yur preferences 9 7. Regulatry calendar 12 8. Statutes 13 9. Regulatry Radar 14 10. Regulatry universe 16 11. Weekly list f laws reviewed 17 12. My persnal details and passwrd 18 13. Cntact us 19 1
1. What is Sentinel? Sentinel is a unique regulatry mnitring service prviding an early warning system n new regulatry develpments. On average, fur new regulatry develpments that impact yur rganisatin are published each business day. We wear yur industry sectr s hat while mnitring 24/7/365 all regulatry develpments published by all 34 natinal gvernment departments, all 9 prvincial legislatures, all 284 municipalities (bylaws) and 35 industry regulatrs. We then prepare executive summaries (alerts) in plain language n each reprtable instrument which we send ut n a daily basis. Yu receive real time email ntificatins and every emplyee has access t his/her wn custmised nline prtal where the alert can be read in detail alng with the relevant Gazette r publicatin. Yur prtal als prvides yu with varius additinal value added tls t make ntes, set reminders, assign r receive tasks, etc. 2
2. Lg in at www.lawbk.c.za. Upn subscriptin yu receive a user name (yur email address) and passwrd (yur first name). Yu can change yur passwrd t prtect yur access (see p 17). Cntact us if yur email address changes. After lgging n, this will be yur prtal hme page The latest alert we sent ut is lcated at the tp f the first page in yur inbx. Click n the MS Wrd icn in Alert clumn. Click n the PDF t view the surce dcument n which the alert is based. 3
3. Ntes and Reminders Under the heading Reminders yu can nte the date and specifics f a particular alert n which yu wish t fllw up. This is the screen yu will see: The alert that yu want t fllw up. Make ntes regarding regulatry develpment. Only yu can see yur The calendar where yu can chse a date n which t be reminded t fllw up n the alert. Select the time yu wish t receive yu email reminder and type the message yu wish t receive. Remember t save yur reminder by clicking Save/Submit. 4
4. Assigning and receiving Tasks Under the heading My Tasks yu can allcate tasks resulting frm alerts t the ne r mre peple in yur rganisatin. Click n Set Task clumn 5
Alert name that pertains t the task. Enter task that needs t be perfrmed. Select ne r mre persns t perfrm the task. Chse a due date fr the task frm the calendar. Click Assign new task. The persn tasked will get an email ntificatin. 6
The persn tasked can set the Status f the task (t in prgress r cmpleted) and give feedback t the task assignr. The task assignr can draw reprts (see Reprts icn n left menu) t mnitr the status f tasks. 7
5. Searching and srting Alerts See the tp f the page t search by wrd, Act r categry: The database nly cntains Alerts and regulatry instruments that have been published since 2007. Als, we have nt necessarily cvered all regulatry develpments affecting yur rganisatin befre yur rganisatin became a subscriber. In 2007 we started with financial institutins and retailers. Over the years ur service gradually expanded t varius ther rganisatin types, e.g. autmtive, mining, petrleum, frestry, etc. Therefre, if yu cannt find smething n Sentinel, please d nt assume nthing was published in that regard 8
6. Setting yur preferences The My Preferences buttn allws yu t chse the cuntries fr which, the categries (areas) f law yu receive alerts n, t set yur email ntificatin preferences and t change yur persnal details and passwrd. Cuntries t be updated n In additin t Suth African alerts, we als prvide alerts fr African cuntries f Angla, Btswana, Ghana, Lesth, Mauritius, Mzambique Namibia, Nigeria, Swaziland, Zambia and Zimbabwe. Off shre areas we prvide alerts n are the Isle f Man, Guernsey and Jersey. Clicking n the cuntries buttn will shw yu fr which cuntries yur rganisatin is subscribed. My areas f law t be updated n All alerts are tagged with ne f the categries f law listed n this screen. 9
New users are autmatically tagged with all the available categries. Yu have t pt ut f categries fr which yu dn t want t receive alerts fr. If yu dn t receive an alert that yur clleagues gt, check that yu have ticked the relevant categry. Imprtant: Remember t click n the Save my selectin/changes buttn after selectin / deselectin. New users can press the Give me access t past Alerts buttn t receive all previus alerts in the Sentinel database, r if yu have selected a new categry, t receive all previus alerts in that categry. When yu receive an email annuncing a new alert yu can deselect a categry via that email (see hyperlink at bttm f email): 10
Email ntificatin ptins Smetimes there are s many ntices that we have t update ur clients n, that sme f them find the sheer vlume bthersme. Others wuld like t knw abut an alert as sn as we psted it t Sentinel. Email ntificatin ptins allw yu t chse which alert ntificatins yu receive when. Yu can chse t receive alert ntificatins at the end f day as part f a cnslidated daily ntificatin; immediately nce the alert is laded nt Sentinel; nt at all; bth immediately r at the end f the day by categry that yu select (i.e. differentiate between imprtant categries f infrmatin and less imprtant categries f infrmatin). The screen lks like this: 11
7. Regulatry calendar When we prepare Alerts, we enter the fllwing dates int the Regulatry Calendar fr each Alert (where applicable): (a) Date cming int effect / repeal, (b) date fr cmment and (c) date fr public hearings. Yu can use the Regulatry Calendar t see what imprtant dates ccur in the next few days r weeks and t take the necessary steps accrdingly. When we create Alerts, we enter the fllwing dates in the regulatry calendar: effective date, repeal date, date fr cmments, public hearings Deadlines that fall ver a weekend are flagged fr the preceding Friday. Effective dates fr regulatins r ther regulatry measures are indicated n the date they take effect, even if they fall ver a weekend. Click n the relevant item in the calendar and it will pen the riginal Sentinel alert cntaining the relevant date related infrmatin. 12
8. Statutes Statutes is an independently develped and maintained database f statutes and sub rdinate instruments impacting yur rganisatin. It is the first and nly statutry database that includes all regulatry instruments (nt just regulatins) under an Act, such as circulars, directives, guidance ntes, interpretatin ntes, cdes and standards. 13
9. Regulatry Radar The Radar indicates the status f regulatry develpments in the making (e.g. Bills), frm initial publicatin as a draft bill till prclaimed as an Act. Remember t scan the Radar when yu are newly subscribed t select (pt in) the items yu want t be updated n. All subscribers receive an email update when an item is added t the Radar. Yu can chse t receive updates n the new item by fllwing the link prvided and ticking the Ntify me f status change bx. Thereafter yu will receive ntificatins f status changes in yur email inbx when we update the status f that item. Regulatry Universe utlines the fllwing: Act name, bjectives, hw it applies t yu, rganisatinal areas affected and level f imprtance 14
Entries can be srted by regulatry instrument type: Or name: Nt all items included in the Radar have fficial names as many f them are nly rumured. Yu may therefre find the wild card search functin useful. 15
10. Regulatry universe Each rganisatin cnducts its business within a s called Regulatry Universe, being Acts that impact its business, whether day t day r nce in a while. Yu will be able t access yur rganisatin s regulatry universe n yur left menu. 16
11. Weekly list f laws reviewed The weekly list f laws reviewed indicates laws that were published in the Gazette n a weekly basis, indicating which nes we sent yu Alerts n. It is updated each Mnday. This functin can be used by e.g. Internal Audit as evidence that we are mnitring all legislatin n a weekly basis. It can als serve as prf t regulatrs abut yu fllwing due diligence regarding regulatry mnitring. 17
12. My persnal details and passwrd This is where yu can change yur passwrd. Click the Update buttn t secure the changes yu make. 18
13. Cntact us 19