Who is this article for?

Users responsible for creating Code of Practice programmes.

Edit access to the Code of Practice module and programme is required.

This article outlines the steps for adding a Code of Practice programme to the system.

Add a programme

To add a Code of Practice programme:

1. Open the PRP Control menu.
2. Select Code of Practice.
3. Click Add Programme.

Complete the programme details

After opening the Code of Practice programme page, there are different sections to complete. Some are mandatory while others are optional.

Details

1. Enter the Name of the programme. *Mandatory Field

Tip

Add the Content Type or the Individuals relating to the programme to the name, providing further detail.

- Personal Hygiene :: Internal Employees

- Personal Hygiene :: Visitors and Contractors

Note

The text 'COP Record' is automatically added to the end of the record name when created. Therefore, you may not wish to include a similar text in programme name, as it will be duplicated in the record name.

2. Enter the Scope of the programme.
3. Select the Risk of the programme from the Risk Values, None (1), Low (2), Medium (3) or High (4). 

Tip

Use the Attach/Link to attach a file from your device or link a URL to help justify your chosen Risk Value. Both the attachment and the link will be displayed in the Risk Assessment to be viewed at another time. Use the Report to provide further justification for your Risk Value choice.

Note

The Risk Assessment Model first seen in the programme is the system default. The system default Risk Assessment can be changed to a customised Risk Assessment Model if needed.

4. Select a Procedure from the Documents module to be seen in the record. This document may be a detailed list of rules/requirements the individual needs to read before agreeing to the Code of Practice.

Note

When completing a record, the document will be accessible. Simply click on the name of the document, which will appear in blue text (a hyperlink to the document), and view the document within the preview pop up.

5. Select the person Responsible for the Programme.

Scheduler

Note

As with most programmes, you will have the option to add a Scheduler. However, the Scheduler may not be applicable for Code of Practice programmes, as we don't always know when a record will need to be opened. Therefore, you can skip the Scheduler and simply open the record manually.

1. Tick Enable Scheduler to enable the Scheduler and access the scheduling options.

2. Select the Start Date as the date you wish the first record to be completed by.
3. Select the Repeat Every as the frequency at which you would like the records to be generated, e.g. 1 Years, 2 Months, 3 Weeks, etc.
4. Select the Action Notice to prompt the system to generate record on or before the Start Date. The option of the numbers of days in the Action Notice will depend on the frequency selected within the Repeat Every field.

Example - Action Notice 0 Days

The system will generate the record on the chosen Start Date and place it in the Actions tab for completion. The record will go overdue the next day.

Example - Action Notice 4 Days

The system will generate the record four days before the chosen Start Date and place it in the Actions tab for completion. This gives the user four days to complete the record before it is due on the Start Date. The record will go overdue the day after the chosen Start Date.

5. Tick Send Email Notification to prompt the system to send an email to the selected users when the record has generated by the Scheduler.

6. By default, the system will populate the User adding the programme. You can change this by clicking the dropdown arrow and selecting the required user.
7. Click X to remove users from the list.
8. Click Add Line to add more users to receive the email notification when the record has generated by the Scheduler.

Checklist

1. Select the Codes Checklist you wish to appear in the Code of Practice workflow stage of the record. This Checklist is the list of rules/requirements the person will agree to. You can select from your own 'My Checklists' folder or the System Default Checklists for the module in the 'System Checklists>Module Default Checklists>Code of Practice' folders. [Mandatory to select at least one Checklist]

Important

Although the Rules/Requirements can be customised using the Checklist, the Answer will always be 'Yes/No'. Therefore, you must ensure your Rules/Requirement have the correct verbiage for 'Yes/No' responses.

Note

When selecting multiple Checklists via the tick-box option, the Checklists will be added to the Programme in alphabetical order. If you require a different order for your Checklists to appear in, you should use the 'Add Line' option and add the Checklists individually.

2. Click X to remove Checklists from the list.
3. Click Add Line to add Checklists to the list.
4. Select the Close Out Checklist you wish to appear in the Close Out workflow stage of the record. This Checklist is the list of questions the person will answer. You can select from your own 'My Checklists' folder or the System Default Checklists for the module in the 'System Checklists>Module Default Checklists>Code of Practice' folders. [Mandatory to select at least one Checklist]

Important

Although the Questions can be customised using the Checklist, the Answer will always be 'Yes/No'. Therefore, you must ensure your Questions have the correct verbiage for 'Yes/No' responses.

Note

When selecting multiple Checklists via the tick-box option, the Checklists will be added to the Programme in alphabetical order. If you require a different order for your Checklists to appear in, you should use the 'Add Line' option and add the Checklists individually.

5. Click X to remove Checklists from the list.
6. Click Add Line to add Checklists to the list.

Save the programme

1. Click Save to save the programme to your site.
2. Click Cancel to discard the programme and return to the Code of Practice module.

Further reading

• Adding a Code of Practice record