Monash University Policy Management User Guide 1
Table of Contents 1. GENERAL NAVIGATION... 4 1.1. Logging In to Compliance 360 - Single Sign On... 4 1.2. Help... 4 1.2.1. The University Policy Bank... 4 1.3. Navigation Home Page... 5 1.3.1. To Do List?... 6 1.3.2. What is a Plug-in?... 6 1.3.3. Division field... 6 2. KEY FEATURES... 7 2.1. General Information... 7 2.2. Setting Favourites... 8 2.3. Adding a General Comment... 9 3. POLICY WORKFLOW MANAGEMENT... 10 3.1. Document Workflow... 10 3.2. Creating a New Document... 12 3.2.1. Mandatory Fields... 13 3.3. Actioning Your Assigned Task... 17 3.3.1. New and Revised Documents Process... 17 4. REPORTING... 27 4.1. Navigation... 27 4.1.1. Reporting Module... 27 5. CREATING REPORTS... 28 5.1. Create an Enhanced User-defined Report... 28 5.1.1. Report Wizard... 28 6. EXECUTING REPORTS... 32 6.1. From Reporting List... 32 6.2. From Modify Report Page... 33 7. VIEWING REPORTS... 34 7.1 Email Links... 34 7.2 Reporting Module... 34 8. PLUG-IN SETTINGS... 35 8.1 Policy List and Reports Plug-ins... 35 2
9. FOR ADMIN USE ONLY... 36 9.1 Report Templates... 36 9.1.1 Copy or Move Report Template... 36 9.1.2 Create a Report Template... 37 9.1.3 Edit a Report Template... 37 9.1.4 Modify a Report Template... 39 9.1.5 Delete a Report Template... 39 9.1.6 View a List of Reports Related to a Report Template... 40 9.2 Document Rollback... 40 9.3 Archive Folders... 41 9.3.1 Archiving Documents... 41 3
1. GENERAL NAVIGATION 1.1. Logging In to Compliance 360 - Single Sign On Single sign-on is available at: https://c3602.grc.saiglobal.com/?organization=monashuniversity. 1.2. Help Please contact the University Policy team for user assistance enquiries: Email: adm-policybank@monash.edu 1.2.1. The University Policy Bank The University Policy bank provides the following information: University Policy Framework: http://www.monash.edu/policy-bank/policy-framework University policy and procedure templates: http://www.monash.edu/policy-bank/policy-development C360 training manual, reference guide and glossary: http://www.monash.edu/policy-bank/policydevelopment Accountability and approval pathways: http://www.monash.edu/policy-bank/accountability-andapprovals University policies, procedures and guidelines: http://www.monash.edu/policy-bank 4
1.3. Navigation Home Page Please ensure you only use the buttons in c360 to navigate through the system. Do not use the Web toolbar back and forward arrows for c360 navigation. The following image is the first screen that appears in c360. c360 is comprised of multiple Modules (see tab bars) that organise and store your data, however your visibility and access to modules is based on your access permissions. 1. When you login, the system defaults to the Home module. If you hover over any of the top level menu items, the modules and choices within that top level will appear. 2. If you hover over Analytics, you will see the Reporting and Search modules and the menu choices for Reporting. 3. If you hover over Legal & Compliance, you will see the Policies and Maintenance modules. 4. Modules will display once you have made your selection. For example the Policy Manager module is structured as follows: Left hand side of screen: Your designated folder which can be expanded to see additional subfolders. Right hand side of screen: the list of the policies found in the folder chosen on the left hand side of screen. 5
1.3.1. To Do List? When a Policy or Procedure is assigned to you to complete a task, the record will appear in your To Do List. 1.3.2. What is a Plug-in? A Plug-in is an added piece of information that improves the functionality of the page. For example, if you wish to see a list of Policies/Procedures for your business area, you can set up a plug-in on your Home Page and select specific filters to see only the data you choose. For more information see Setting up a Plug-in. 1.3.3. Division field Once you have selected the Policy Manager module, the Division field will appear. There are two Divisions in the policy manager: Monash University and Training and Testing. Please ensure you are in the Monash University division (this is the equivalent of a production environment). 1. If you need to change your division, select the Ellipsis button ( ) next to the Division field to select the correct Division. 6
2. Close this window by selecting the Black X in the top right corner. 3. The selected Division will now appear in the Division field. 2. KEY FEATURES See the Compliance 360 Glossary for definitions. 2.1. General Information Fields labelled with a red asterisk are mandatory. Fields with a down arrow require you to click on the appropriate option. A field with both an Add and Remove option is a multi select field, where more than one value can be selected. After choosing, the selected boxes will have to be manually closed. Hover over the Info icon to see details on filling out the field. Some text fields have formatting options (i.e. highlighting, bulleting, increasing size of font, etc.). Click on the format tool you wish to use. There are sections on the forms that are collapsed. Select the Expand Arrow to expand the section and fill out fields/information. You must select SAVE first before you can add an attachment or upload a document. Expand the Display records to see more (defaults to 10 entries), or use the page forward buttons. 7
Search Filters Filters can be applied to a list so you can locate specific records. Select a field to filter from the dropdown list. Select how you want to filter. Enter the criteria. Click the double arrow button to the right of the filter fields. Compliance 360 has sticky filters. The next time you return to the list, the filter will still be applied. You must select Clear Filters to remove the filter. 2.2. Setting Favourites Document records can be marked as favourites by clicking on the Star icon at the front of the document record in the list. Once marked, go to the Favourites icon to see only those Documents that you have marked as favourites. This is available only to Authors that have access to the Policy Manager module. 8
2.3. Adding a General Comment 1. Locate the appropriate policy, select the Actions button, then select Comment. 2. The Comments window will open. 3. Select the New button next to Comment List. 4. The Create Comment window will open. 5. Enter your comments in the Comment text box. 6. Select Save when finished. 9
3. POLICY WORKFLOW MANAGEMENT 3.1. Document Workflow Each document has a lifecycle which follows these steps: Document Workflow Step Step 1. Draft Step 2. Consultation Step 3. Consolidation Feedback Step 4. Sign-Off Step 5. Finalise for Submission Step 6. Endorsement Step 7. Submit for Approval Step 8. Ready for Upload Step 9. Finalised for Publication Step 10. Minor Edit Step 11. Due Soon Step 12. Past Due Step 13. Endorse to Rescind Step 14. Approval for Rescind Step 15. Rescinded Responsible Person/Group Author Stakeholders Author (and Risk and Compliance feedback) Sign-off Person Author Endorsement Contact Approver Policy Team Author Author Author Author Endorsement Contact Approval Contact Author 10
Policy Team Approver Endorsement Contact Sign-off Person Risk and Compliance Stakeholders Author Monash Document Workflow Revise Offline Consultation Collaboration Go To: Draft Go To: Consolidate Feedback Revise Minor Edit Rescind Document Collaboration Locked Finalised for Publication 9 Collaboration Collaboration Due Soon Past Due 11 12 Draft 1 Finalise Consultation Consolidate Feedback 3 Minor Edit 10 Minor Edit Minor Edit Approval System Consultation Rejected Approval Consultation 2 Submit Feedback Send to Sign-Off Approved Collaboration Finalise for Submission 5 Submit for Endorsement Minor Edit Completed Rescind Document Rescinded 15 Nofication Seek Risk & Compliance Feedback Rejected Approval Sign-Off 4 Uploaded Rejected Approval Endorsement 6 Approved Rejected Endorse Rescindment Approval 13 Rejected Approval Approved Submit for Approval 7 Approval Approval for Rescind 14 Approved Collaboration Solid lines represent Actions requiring Change permission Dashed lines represent Actions requiring Admin permission Dotted lines represent automatic navigations Approved Ready for Upload 8 11
3.2. Creating a New Document 1. Navigate to the Legal & Compliance Policy module. 2. Choose the relevant folder in the left hand screen (e.g. Admissions and Completions). 3. Select the New button to the right of the section on the right hand screen. 4. A New Document record will open in the Document Information tab. (See definitions in Compliance 360 Glossary). 5. Populate the metadata (fill in the fields). 6. Scroll to the top or bottom of the page and select Save. 7. Scroll down to the File Upload area of the page and choose Select Files. 8. Find the document (in Word format) created earlier and upload to this area, or any document in Word format can be used. 9. Uncheck the PDF option in Icon Display Options setting. 10. Scroll to the top or bottom of the page and select Save. 11. Your Document will now appear in your To Do List, in Draft status, waiting to be actioned. 12
3.2.1. Mandatory Fields Mandatory fields are identified by the red asterisk. The following fields must be populated by the Workflow Author: Title Workflow Approval Contact Workflow Endorsement Contact Workflow Author (populated with your name by default) Workflow Stakeholders Workflow Sign-Off Person Workflow Approval Contact Workflow Approval Contact is the person who will advise of the date of approval by the Approval Body. The Workflow Approval contact differs for Academic quality and standards and operational: Academic quality and standards: Approval by Academic Board after Endorsement by relevant standing committee of Academic Board. Operational: Approval by relevant senior officer of the University, i.e. VC or Provost, COO, CFO (as delegate of the Vice-Chancellor) after Endorsement by Executive Director (or equivalent). For further information about University accountability and approval pathways see: http://www.monash.edu/policy-bank/accountability-and-approvals 1. Select the icon to choose the person to whom the document will be sent for approval. 2. When you select the icon, the Workflow Approval Contact window will display. 3. Enter either the first or last name of the person to be added in the Keyword/Phrase field, and select Search. Do not enter full name. 4. When the name of the person you are looking for appears, choose the Select button to the right. 5. The Workflow Approval Contact window will be closed automatically, and selected name will appear in the field. 13
Workflow Endorsement Contact Workflow Endorsement Contact is the person who will advise of the date of endorsement by the Endorsement Body. The Workflow Endorsement contact differs for Academic quality and standards and operational: 1. Select the icon to choose the person to whom the document will be sent for endorsement. 2. When you select the icon, the Workflow Endorsement Contact window will display. 3. Enter either the first or last name of the person to be added in the Keyword/Phrase field, and select Search. Do not enter full name. 4. When the name of the person you are looking for appears, choose the Select button to the right. 5. The Workflow Endorsement Contact window will be closed automatically, and the selected name will appear in the field. 14
Workflow Author Workflow Author is the person who is the document author for the workflow purpose. 1. Select the icon to choose the person who will write the draft policy/procedure document. 2. When you select the icon, the Workflow Author window will display. 3. Enter either the first or last name of the person to be added in the Keyword/Phrase field, and click on Search. Do not enter full name. 4. When the name of the person you are looking for appears, click on Select button to the right. 5. The Workflow Author window will be closed automatically, and selected name will appear in the field. Workflow Stakeholders (online and offline consult) Workflow Stakeholders are staff member(s) and/or student representative that are chosen by the Workflow Author to be involved in the consultation process for the policy/procedure review. The Workflow Stakeholder name and role title is documented within c360 for reporting and archive purposes (regardless of whether it is an offline or online consultation). The Workflow Author will need to choose the workflow stakeholder from the pick list within c360. 1. Click on the Add button to choose those persons to whom the document will be sent for review and consultation. Use the Remove button to take a name off the list that may have been added accidentally. 2. When you click on Add, the Employee Select window will appear. 3. Enter either the first or last name of the person to be added in the Keyword/Phrase field, and click on Search. Do not enter full name. 15
4. When the name of the person you are looking for appears, click the Select button to the right. 5. When finished adding the Workflow Stakeholders, click the Close button or the X in the right-hand corner of the Employee Select window. Workflow Sign-Off Person Workflow Sign-Off Person is the name of the person who will provide sign-off on a policy/procedure before submission to a committee for endorsement and/or approval. 1. Click on the icon to choose the person to whom the document will be sent for sign-off. 2. When you click on icon, the Workflow Sign-Off window will appear. 3. Enter either the first or last name of the person to be added in the Keyword/Phrase field, and click on Search. Do not enter full name. 4. When the name of the person you are looking for appears, click on Select button to the right. 5. The Workflow Sign-Off Person window will be closed automatically, and selected name will appear in the field. 16
3.3. Actioning Your Assigned Task If your name have been assigned for any of the steps in the Document Workflow, you will receive an email notification that the Document is ready for you to action. The sections below describe how to action these assigned tasks. 3.3.1. New and Revised Documents Process Send for Consultation Responsible Person/Group: Author 1. Navigate to the Document List page. 2. Find the Document you need to action, select Actions and choose System Consultation. NB: For offline consultation, you can select on Offline Consultation. In this process the Workflow Stakeholders will not be involved in the process and the document will be moved to Consolidate Feedback step. 3. The status of your Document is now Consultation 17
Consultation Responsible Person/Group: Stakeholders 1. Email notifications are sent to stakeholders every 7 and 14 calendar days. 2. Login to Compliance 360. 3. From your To Do List, select the hyperlink for Documents (a number in brackets will display how many tasks are in your To Do list). 4. A list of all documents that are assigned to you for review will be displayed. 5. Select the Magnifying Glass in the Title column to review all information about the Document. 6. Close the View window when finished. 7. To download the document, click on the Word icon in the Title column. 8. When you have completed your review, the document must be saved to your computer, and sent via email to the Document Author. 9. Select the Actions button, then choose Finalise Consultation. 10. The Document will no longer appear in your To Do List. 18
Consolidate Feedback Responsible Person/Group: Author You will receive an email notification when all stakeholders have submitted their feedback. The Document status will be Consolidate Feedback. 1. Login to Compliance 360. 2. From your To Do List, select the numbered hyperlink for Policies. 3. A list of all documents that are assigned to you will be displayed. 4. Locate the document that is in Consolidate Feedback status. 5. Select the Magnifying Glass in the Title column. 6. The View page will open. Scroll to the Comments section. Review all comments from the stakeholders. 7. Close the View page when finished. 8. Upload the consolidated document by using Check In / Check Out function to modify the document. a. Select the Actions button, then select Check Out. b. Answer Yes to the Are you sure? question. c. Save the Document to your computer. d. Update the Document, and save the changes. e. Select the Actions button, then choose Check In. f. Scroll down to the File Upload area of the page, and choose Select Files. g. Find the document (in Word format) updated earlier and upload to this area, or any document in Word format can be used. h. Select Save and Return. 9. Select the Actions button, then select Send to Sign-Off. 10. The Document will now move to Final for Submission status and will no longer appear in your To Do List. NB: If there are additional stakeholders required for review at this step, you will need to capture their feedback offline. 19
Sign-Off Responsible Person/Group: Sign-Off Person 1. Email notifications are sent to stakeholders every 7 and 14 calendar days. 2. Login to Compliance 360. 3. From your To Do List, select on the numbered hyperlink for Documents. 4. You will see a list of all documents that are assigned to you for Sign-Off. 5. Locate the document that is in Sign-Off status. 6. Select the Magnifying Glass in the Title column to review all information about the Document. 7. Close the View window when finished. 8. To download the document, select on the Word icon in the Title column. 9. When you have completed your review, the document must be saved to your computer, and sent via email to the Document Author. 10. Select the Actions button, then select Approved/Reject. 11. Document Approval window will open. 12. Select the appropriate action of Approve or Reject. 13. Select Approve will send the document to Final for Submission status. Select Reject will send the document back to Consolidate Feedback status. 14. Once selected Approve or Reject, the Document will no longer appear in your To Do List. 20
Finalise for Submission Responsible Person/Group: Author You will receive an email notification when the Sign-Off Person has provided his/her sign-off. The Document is now in Finalise for Submission status. 1. Login to Compliance 360. 2. From your To Do List, select on the numbered hyperlink for Documents. 3. You will see a list of all documents that are assigned to you. 4. Locate the document that is in Finalise for Submission status. 5. Select the Magnifying Glass in the Title column. 6. The View page will open. Scroll to the Comments section. Review all comments from the sign-off person. 7. Close the View page when finished. 8. Upload the consolidated document by using Check In / Check Out function to modify the document. 9. Select the Actions button, then choose Submit for Endorsement. 10. The Document will now move to Endorsement status and will no longer appear in your To Do List. Endorsement Responsible Person/Group: Endorsement Contact 1. The Endorsement Contact person will receive an email notification that the Document requires endorsement. 2. From the email, select the Click here link in the Approve/Reject Policy section. 21
3. The Document Approval window will open. 4. Enter summary comments in the Comments field. 5. Select the appropriate action of Approve or Reject. Selecting Approve will send the document to Submit for Approval status. Selecting Reject will send the document back to Finalise for Submission status. 6. Once selected Approve or Reject, the Document will no longer appear in your To Do List.. Submit for Approval Responsible Person/Group: Approval Contact 1. The Approval Contact person will receive an email notification that the Document is ready for approval. 2. From the email, select the Click here link in the Approve/Reject Policy section. 3. The Document Approval window will open. 22
4. Enter summary comments in the Comments field. 5. Select the action of Approve or Reject. Selecting Approve will send the document to Ready for Upload status. Selecting Reject will send the document back to Finalise for Submission status. 6. Once selected Approve or Reject the Document will no longer appear in your To Do List. Upload to Publish Responsible Person/Group: Policy Team 1. You will receive an email notification that you need to publish the document. You will receive reminders at 7 and 14 calendar days. 2. Login to Compliance 360. 3. From your To Do List, select on the numbered hyperlink for Documents. 4. You will see a list of all documents that are assigned to you. 5. Locate the document that is in Ready for Upload status. 6. Select the Magnifying Glass in the Title column to review all information about the Document. 7. Close the View window when finished. 8. To download the document, select on the Word icon in the Title column. 9. Select the Actions button, then select Uploaded. 10. The Document will now move to Finalised for Publication status and will no longer appear in your To Do List. Finalised for Publication Responsible Person/Group: Author When the Document is in Finalised for Publication status, it is ready to be published on the Internet. If there is a minor change to the Document, the Author can still have an opportunity to amend at this stage. 1. From your To Do List, select on the numbered hyperlink for Documents. 2. A list of all documents that are assigned to you will be displayed. 3. Locate the document that is in Finalised for Publication status. 4. Select the Magnifying Glass in the Title column to review all information about the Document. 5. Close the View window when finished. 6. To download the document, select on the Word icon in the Title column. 7. Select the Actions button, then choose Minor Edit. 8. Once actioned, the Document will moved to Minor Edit status and no longer in your To Do List. 23
Policy Revisions Responsible Person/Group: Author If minor changes are required, you can edit the Document and metadata by using the Minor Edit function (Document must be in either Finalised for Publication, Due Soon, or Past Due). 1. Navigate to the Policy module and locate the Document that requires minor edit. 2. Select the Actions button, then choose Edit. 3. Update the Document and metadata. Please ensure you made the same changes to the both the Document and metadata. 4. Select Save and Return. 5. Select the Actions button, then select Minor Edit Complete. 6. The Document will now move to Ready for Upload status. Notification of Policy Review Due Dates Responsible Person/Group: Author As the Document Author, you will automatically receive notifications of the upcoming review. If you do not start the review in a timely manner, you will also receive a notification 183 days prior to the Review Date, and the Document will automatically update to a Due Soon status. One day past the Review Date, you will receive a notification and the Document will automatically move to a Past Due Status. 1. Login to Compliance 360 and Navigate to the Policy module. NB: If the Document is in Due Soon or Past Due Status, the Document will also be located in your To Do List on the Homepage. 2. Select the appropriate Folder and locate the Document. 3. Select the Actions button, then choose Revise. 24
4. A Confirmation window will open, please confirm which parts of the Document are to be revised. Select Finish. 5. Another Confirm pop-up window will open. You will be asked Are you sure you wish to revise the specific Document? Select Yes. 6. The Modify Document window will open. You can update any appropriate information regarding the Document. When finished, select Save and Return. 7. You will be returned to the Document List and the document will now move to Draft status. Rescission Process Responsible Person/Group: Author 1. You can initiate the rescission process when the Document is in Finalise for Submission status. 2. Login to Compliance 360, from your To Do List select on the numbered hyperlink for Documents. 3. You will see a list of all documents that are assigned to you. 4. Locate the document that is in Finalise for Submission status. 5. Select the Magnifying Glass in the Title column. 6. The View page will open. Scroll to the Comments section and review all comments from the sign-off person. 7. Close the View page when finished. 8. Select the Actions button, then select Rescind Document. 9. Once actioned, the Document will no longer appear in your To Do List. 25
Endorse Rescission Responsible Person/Group: Endorsement Contact 1. You will receive an email notification that the Document is ready for endorsement to rescind. 2. When the Document has been endorsed, return to the email originally received informing you of the approval step. 3. From the email, select the Select here link in the Approve/Reject Policy section. 4. The Document Approval window will open. 5. Enter summary comments in the Comments field. 6. Select the appropriate action of Approve or Reject. 7. Select Approve will send the document to Approval for Rescind status. Select Reject will send the document back to Finalise for Submission status. 8. Once actioned, the Document will no longer appear in your To Do List. Approve Rescission Responsible Person/Group: Approver 1. Approver s will receive an email notification that the Document is ready for rescind approval. 2. From the email, select the Click here link in the Approve/Reject Policy section. 3. The Document Approval window will open. 4. Enter summary comments in the Comments field. 5. Select Approve or Reject. Selecting Approve will send the document to Rescinded status. Selecting Reject will send the document back to Finalise for Submission status. 6. Once actioned the Document will no longer appear in your To Do List. 26
4. REPORTING The Reporting module enables administrators and system users to extract information from the Compliance 360 (c360) database. You can retrieve data, create and tailor reports to meet your specific needs. The module uses a wizard-based method for creating reports which includes advanced field selection, grouping, calculations, sorting, and filtering. You can also organize your reports and report templates into folders based upon the modules or frequency of report use. 4.1. Navigation Please ensure that you only use the buttons in c360 to navigate through the system. Do not use the Web browser toolbar Back and Forward buttons when you are in c360. 4.1.1. Reporting Module 1. Hover over Analytics on the top menu level and select Reporting. 2. Select a module in the Module field on the Data tab of the Modify Report Template page. 3. Select Next when you have finished will move to you the Labels tab. 4. It is important to ensure you are in the Global division. Select Division on the right hand side of the Division bar to see other options. Select the Policy Manager folder in the left pane (it will be highlighted in light blue). 5. The Report List will display all available reports. To run a report, go to the Actions drop down list of the report and select Execute. 27
5. CREATING REPORTS 5.1. Create an Enhanced User-defined Report 1. Select the New button on the right hand side of the Report List. 2. Leave the Report type as defaulted (New Report from Template). NB: You can select New Report from an Existing Report if you wish to use different filters on a report you have already created. You can select New Combined Report if you have two or more reports that you wish to show in the same report document. For Admin Users, please refer to the Section 9.1.3.3 and Section 9.1.3.4 for instruction on adding Parameters and Filters. 3. Selecting the Next button will open the Report Wizard window. 5.1.1. Report Wizard 5.1.1.1 Step 1 Select Report Template 1. Choose Policy Manager for Category. 2. Select the appropriate report template (e.g. Monash Policy Template). 28
5.1.1.2 Step 2 Report Layout 1. Double click the fields in the Available Columns section (left side) that you wish to report on. (These fields are in alphabetical order). 2. The selected fields will appear in the Selected Columns section (right side). 3. To order the columns on the report, use the up and down arrows to move the fields in the Selected Columns section. 4. Select the Execute button (top left side) to run your report, once you have made your selections or select Next button for grouping, sorting, calculations, filters and add description to your report. 5.1.1.3 Step 3 Report Grouping This step allows you to sort the report into groups. You can select up to 3 levels of grouping. 1. Select the drop down arrow on the Group by text box to choose the field(s) for grouping 2. Select Next once you have chosen all your groupings. 29
5.1.1.4 Step 4 Report Sorting Report Sorting allows you to sort the report into either ascending or descending order. You can select up to 3 levels of sorting. 1. Select the Sort by drop down arrow and select a field. 2. Select Next, once you have selected your sorting (if required). 5.1.1.5 Step 5 Report Calculations This option allows for the inclusion of a simple calculation to your report. 1. Select the drop down arrow next to the appropriate field you wish to add a calculation to. 2. Select Next, once you have added your calculations. 30
5.1.1.6 Step 6 Report Filters Report Filters allows you to sort the report into groups. You can select up to 3 levels of grouping. The default mode for filters is Basic Mode. 1. To add actions, select the drop down button and select Add Filter. The filter Next Revision ID will report on all the latest revisions. 2. The screen will refresh and you can now select the appropriate filter. 3. Select Save. Note: Additional filters can be added by repeating Step 2 and selecting the appropriate new filter. The exact step may change depending on what field you select to filter on. For Admin User, please refer to the Section 9.1.3.4 for instruction on adding Filters. 5.1.1.7 Step 7 Report Description Report Description allows you to sort the report into groups. You can select up to 3 levels of grouping. 1. Enter the Name for your report and enter a Description. 2. Select Finish. 3. The report that you created will then appear in the Report List. 31
6. EXECUTING REPORTS Reports can be executed from: Report List in the Reports section of the Reporting module Modify Report Page 6.1. From Reporting List 1. Navigate to Analytics > Reporting > Reports. 2. Please ensure you are in the Global division. Select Division on the right hand side of the Division bar to see other options. 3. Select the Select the Policy Manager folder in the left pane (it will be highlighted in light blue) 4. Find the report in the Report List. 5. Select Actions > Execute a popup window appears 6. Select the output type in the Report Output field. 7. Select the Delivery by Email field if you would like the report to be emailed to you. Note: By selecting this option, you will have the option to update any text in the Email Subject field as well as provide further information you may need in the Additional Information field. 8. Select Execute. The report will execute in the background. Note: The first time the report is run, it may take several seconds to complete. Based on the Report Output selected in Step 6, the following can been seen after the Execute action finishes: For HTML Report Output: 1. Select Open Report. The report opens in HTML format. 32
For CSV, XLS, XML, PDF, Image (.PNG), Text or Rich Text Report Output: 1. Select Download Report. The report opens in your selected format. 2. Specify a location where you would like to save your downloaded report. If you do not specify a location the report will be saved in the default folder specified in your browser s settings. 3. Select the name of the report button (e.g. Report.csv) to open the report. Or you can open the report directly from your hard drive. 6.2. From Modify Report Page To modify an existing report: 1. Navigate to Analytics > Reporting > Reports. 2. Please ensure you are in the Global division. Select Division on the right hand side of the Division bar to see other options. 3. Select the Select the Policy Manager folder in the left pane (it will be highlighted in light blue) 4. Find the report in the Report List. 5. Select Actions > Edit. This will start the Report Wizard at Step 2. 6. Select Execute button, the top left of the screen, once you have made the changes that you need. 33
7. You can also Execute report from the Description tab of the Wizard Window. 7. VIEWING REPORTS Compliance 360 provides point-in-time reports. You may access and view reports from: Email links Reporting module Note: The system does not archive previous generated reports. To view previously generated reports for historical purposes, you must save the reports to your hard drive at the time of executing. 7.1 Email Links Open the email from your Monash email Inbox that contains the report link. Select the link. You can either open the file in the specified location or save it to your hard drive. When you use the Save File option, the file is automatically downloaded to your hard drive. Unless you are asked to specify a location, the report is saved in the default folder specified in your browser's settings. 7.2 Reporting Module Refer to the From Reporting List in the Executing Reports topic. 34
8. PLUG-IN SETTINGS 8.1 Policy List and Reports Plug-ins 1. Navigate to the Home module (select the home icon in the left hand corner). 2. Select on the tab and select New to add a new tab. The will be to the right of any current Tabs, such as Today. 3. Enter Policies Management as the Tab Name and press Enter. 4. Select the in the white area on the left hand side. 5. A list of Plug-ins available will become available. 6. Locate the Policy List and the Reports Plug-ins. 7. Choose Select for each one. 8. NB: The Plug-ins are in alphabetical order. If you are not seeing all of the plug-ins, scroll to the bottom of the window and increase the number of records you are displaying. 9. Scroll to the bottom of this page and select Save. 10. You will now see both plug-ins on your home page. 11. To Edit a Plug-in, select the Wrench in the grey bar. 12. Select Edit Plug-in Settings. 13. Much like reporting, you can re-name this plug-in and add filters based on what you want to see. 14. Once you have selected all of the filters, select Save. 15. Your screen will refresh and you should now see data based on your filters. 16. NB: You can use this same plug-in multiple times, but select different filters to have other iterations. 17. For the Reports plug-in, you can select any report that you wish to be on your Home page. 35
9. FOR ADMIN USE ONLY 9.1 Report Templates Report Templates allow you to specify the information to be displayed on a report, including the fields, labels and more. Once a report template is created, it can be used to create reports. The report template simply provides the fields and field labels that users can select for creating reports. In the Reporting module, select the Report Templates menu to: Organize your report templates. You can organize your reports and report templates into Folders based upon the modules or the report use. For example, you might have folders for Administration, Education, Human Resources, etc. Copy or move a report template Create a Report Template Edit a Report Template Modify a Report Template Delete Report Templates from the List View a List of Reports Related to a Report Template You can create a report template and include fields that others can use when creating reports. When creating a report, you do not have to use all of the fields listed on the template. For example: Policy Manager Report Template: When you create a Policy Manager Report Template, you might include 50 of the most common fields from the Policy Module. A variety of Policy Manager Reports can be created from the one Policy Manager Report Template. Since the Report Template includes 50 fields, these fields can be selected in numerous ways. You might want a Policy List by Author, Policy Published This Month, and Policy by Type. Each of these reports can use different fields from the same template, but are sorted differently, and use different calculations. User Defined Report Template: When a user creates a user-defined report from the Policy Manager Report Template, they can select up to 20 of those fields to include on the Policy Manager Report. User-defined reports are capped at 20 fields due to the execution speed and width of columns. 9.1.1 Copy or Move Report Template 1. Go to Analytics > Reporting > Report Templates. 2. Select a template in the Report Template List from a folder (e.g. Policy Manger) and select Actions > Copy/Move. 3. Select a destination Folder. 4. Select Copy or Move option. 5. Select Finish. 36
9.1.2 Create a Report Template Compliance 360 data exists in a relational database structure. This structure consists of tables with columns and rows, which represent relationships between values. These relationships enable you to organize your data in different ways and to create reports that are specific to your needs. For example, you can organize and report on Policies data arranged on workflow team or other criteria. You can create report templates for selected modules (e.g. Policy Manager). 1. Go to Analytics > Reporting > Report Templates. 2. Select beside the Division field and select the division where you want the document stored. 3. If needed, find the appropriate folder in the folder bar. 4. In the Report Template List for the selected folder and subfolder, select New to open the Report Template Wizard. 5. Select a module in the Module field on the Data tab of the Modify Report Template page. 6. After you select a module, the metadata for that module populates the first pane. The metadata represents the organization and storage of the data in the module's database. Tips: Select beside the Legend field to identify what the various icons represent. Select Diagram to view a visual representation of data relationships. 7. Select the module metadata to make it available in the template. a) In the metadata pane, select to expand the tree. b) Select and hold an element, then drag it to the Report Data Definition pane on the right. Notes: Your ability to structure the metadata depends on existing data. c) Select beside an element to edit or delete it, or add a time series to it, depending on the type of element. Only tables can be edited. Any element can be deleted. To configure the join types in data definition metadata, edit a table element. Only elements that can be revised are able to be attached to a time series. 8. Select Next when you are finished and the template is automatically saved with the entered information and the next step in the wizard is displayed. 9.1.3 Edit a Report Template 1. Go to Analytics > Reporting > Report Templates. 2. Select beside the Division field and select the division where you want the document stored. 3. If needed, find the appropriate folder in the folder bar. 4. In the Report Template List for the selected folder and subfolder, select Actions > Edit of the template that you would like to edit. A Report Template Wizard window will open to begin on the Data tab, Step 1 of the Report Template Wizard. 9.1.3.1 Step 1 Report Template Wizard Data 6. Select a module in the Module field on the Data tab of the Modify Report Template page. 7. Select Next when you have finished will move to you the Labels tab. 37
9.1.3.2 Step 2 Report Template Wizard Set Field Labels 1. Modify the field labels on the Labels tab, if needed. a) Find the label to change in the Field Names list and select Actions > Edit. The list displays the fields you selected in on the Data tab. You can narrow the list using the filter options. b) Enter the label text you want to use instead of the default field name in the Field Label editable field. Tips: You do not have to change all the labels. : You might change a label to make it easier to read. For example, the Field Name for a division is Division Name. You might want to change the label to Division Name or Division. 2. Select Next when you have finished will move to you Parameters tab. 9.1.3.3 Step 3 Report Template Wizard Define Parameters 1. Define parameters for the template on the Parameters tab to refine the type of results you want to use for reports if you plan to use the Report Layout Designer. For example, if you are using the Division field in the report template, you can create a parameter to use only the Main division as opposed to all divisions. Note: When you create a report through the Reporting module, the parameters are not used. You can still filter items through the Reports menu when you create the reports. a) Select New in the Parameters list to add a parameter. The Parameter line changes into an editable text field. b) Select Actions > Edit. c) Enter a name in the Parameter Name field. d) Select an option in the Parameter Type field. e) Enter a default value in the Default Value field. f) Select the Required field if the parameter should always be completed. g) Select Actions > Save. 2. Select Next when you have finished will move to you Filters tab. 9.1.3.4 Step 4 Report Template Wizard Filters 1. Select Basic Mode or Advanced Mode on the Filters tab to specify information to include or exclude in the report. What criteria you need to enter depends on the mode chosen: Basic Mode: 1) Select Actions > Add Filter. 2) In the Report Filters field, select the field to be filtered. 3) Based on the type of field selected, you will be prompted for additional information: Select Add and select or enter the values to be used in the filter. Select the Required field if the filter must be completed. 4) Select Save when the filter is complete. 5) Continue adding filter criteria as necessary. It is important to remember that the more criteria you specify, the narrower the results. 38
Advanced Mode: 1) Select in the displayed field whether the filter will be used to include or exclude. The default is Include in report. 2) Select how the filters will be used to select data: AND if the data must match all filters. OR if the data can match any of the filters. 3) Select Actions > Add Filter or Add Filter Group. 4) In the Report Filters field, select the field to be filtered. 5) Based on the type of field selected, enter the additional information: Select Add and select or enter the values to be used in the filter. Select the Required field if the filter must be completed. 6) Select Save when the filter is complete. 7) Continue adding filter criteria as necessary. Remember that the more criteria you specify, the narrower the results. 2. Select Next when you have finished will move you to the Description tab. 9.1.3.5 Step 5 Report Template Wizard Set Description 1. Enter the name of the report template in the Name field on the Description tab. 2. Enter a brief description about the report template in the Description field. Tips: Re-entering the name of the template is not helpful to your users. It is better to provide details about the purpose of the template along with any pertinent information about layouts and report outputs. 3. Select Finish when you are finished. The template is automatically saved with the entered information. 9.1.4 Modify a Report Template 1. Go to Analytics > Reporting > Report Templates. 2. Select beside the Division field and select the division where the report template will be stored. 3. Find the desired report template in the Report Template List. 4. Select Actions > Edit. 5. Make the necessary changes: 6. New fields added to report templates do not automatically display on reports that were built from the template. You must add the field to the report. 7. If a field is removed from a report template and that field was originally included in a report that was based on the template, the field on the report will be blank. Remove the field from the report if you no longer want it to display. 8. Select Return. 9. Select Yes to confirm that you would like to save the changes. 9.1.5 Delete a Report Template IMPORTANT: When you delete a report template, all of the associated reports are automatically deleted, too. You must have Admin permission in order to be able to delete a report template. 1. Go to Analytics > Reporting > Report Templates. 2. Select beside the Division field and select the division where the desired report template is stored. 3. Select the folder in the folder bar containing the report template, if applicable. 39
4. Optionally, use the Find Template search field to locate the report template you wish to delete. Caution: It is possible to add a report template to the system that has the same name as an existing one. If you accidentally delete the wrong one, this can create problems, especially when all of the associated reports are deleted as part of the process. To avoid confusion, rename one of these report templates. 5. Find the report template in the Report Template List. 6. Select Actions > Delete. 7. Select Yes to confirm the deletion. 9.1.6 View a List of Reports Related to a Report Template Users with module access may view the Reports section on the View Report Template page to find a list of existing reports that were created from the template. The list displays all the reports you that have access to, that are related to the report template. The list is sorted by the date the reports were last executed. On the upper left corner, a total count of related reports is provided. The total count may not match the number of reports displayed in the list because you may not have access to view all of them. 1. Go to Analytics > Reporting > Report Templates. 2. Select beside the Division field and select the division where the desired report template is stored. 3. Select the folder in the Folder bar containing the report template, if applicable. 4. Find a report template in the Report Template List. 5. Select located to the left of the report template title in the list. 6. Scroll down the View Report Template page to the Reports section. 9.2 Document Rollback Each time a document is uploaded into the Document record, a new Document version will automatically show in the File Version section. To rollback to the previous File Version section make sure you Action Edit in your Document: 1. On the right of the Document Information tab is the Rollback tab. 2. Select the Actions button of your Document on the right hand side, and select Rollback. 3. Select YES to confirm that you want to rollback. 4. Select Return to return to the Document List page. 40
9.3 Archive Folders 9.3.1 Archiving Documents When a policy is in draft or rescinded status it is able to be moved into the archived folder. Moving documents into the archived folder will allow access at a later date to previous versions of that document. 1. To archive a document, locate it in the Policy Manager, select the Actions button and then choose Copy/Move. 2. Select the folder that you would like to copy or move the selected document. To select your target folder choose the ellipses on the right side of the Target Folder bar. This will then bring up the Folder Select screen. Choose the destination folder by selecting Academic, Management or Faculties folder. Once selected, you will be automatically taken back to the Copy/Move Policy screen. 41
3. Now select the Action. There are two actions available: copy or move. Copy: Copying a document will copy that document into the archived folder, however only basic information on the Policy will be copied by default. The original document will remain in its original folder, allowing for further workflow processes. Move: Moving a document will move the entire document out of its original folder into the archived documents folder. This process will generally be used in the rescind process. Once you have chosen copy or move, select Finish. 4. You will be asked to confirm your action. Select Yes. For Copy For Move The document will be either copied or moved to the selected archived folder. 42