Save and Publish a Compliance Setup

When a field is edited on any of the Compliance Setup tabs, the change must be saved (click the Save button) to enable the Publish and Discard buttons. Although the setup is saved, the information is not in production until it is published. The Publish button allows for immediate recalculation of compliance requirements based on changes made on the Compliance Setup to ensure Caregivers are compliant with the new rules.

The Publish button does not appear until the at least one Office is assigned to a Compliance Setup.

When the Publish button is selected, a warning message generates alerting the user that publishing updates to the Compliance Setup prompts the system to recalculate Caregiver Compliance for all associated Offices. Select Yes to proceed with publishing (apply new compliance rules execute recalculation). Go to the Process Monitor under Admin > Process Monitor to check the calculation status.

The Publish button becomes available once a change has been saved in any of the Compliance Setup tabs. The Discard button allows one to delete any saved changes which have not been published. These buttons are available to the user who made the changes on a given Compliance Setup.

The system warns of any unpublished changes before leaving a Compliance Setup to ensure changes are applied. Select Yes to proceed with publishing or No to leave the Compliance Setup.

Example	Scenario
1	User navigates to the Item Manager > Criminal Background tab and changes the existing Criminal Background status of OK so that it is no longer a compliant selection. The system alerts the user that this Compliance Setup is currently in use by 123 and XYZ. As required, the User publishes the change. Upon publishing, the OK value for Compliance Setups 123 and XYZ is updated in the Criminal Background Check section.
2	User navigates to the Item Manager > Criminal Background tab and changes the existing Criminal Background status of OK so that it is no longer a compliant selection. In this example, the OK status linked to Compliance Setup 123 as Inactive and not in use in any other Compliance Setup. Because the value in Inactive, the system does not issue an alert.
3	User navigates to the Medicals/Other Compliance tab in the Item Manager and edits the Rubella value; switching it from Active to Inactive. Saving the change is locked until the user publishes the change. All Users with access to the Compliance Setup page may publish changes made on the Item Manager.
4	User 1 navigates to Compliance Setup 123 and edits a Medical. Compliance Setup 123 is locked upon Saving the updated Medical for all users but User 1. In the meantime, User 2 selects the Medical/Other Compliance tab on the Item Manager and edits the existing Rubella medical value, switching its status from Active to Inactive. This value remains as Active for Compliance Setup 123 until the change is published. Compliance Setup 123 remains locked for all users but User 1 because he had already made changes to the setup prior to the Item Manager changes. When the Publish is run for Compliance Setup 123, changes are published both from the Item Manager level (made by User 2) and the Compliance Setup (made by User 1).

The Publish Compliance Setup and Recalculate Caregiver Compliance processes are monitored on the system’s Process Monitor page. For example, when creating a New Caregiver or editing an existing Caregiver’s information, the recalculation process can be monitored via the Process Monitor.

One can change which Compliance Setup is assigned to a specific Office to facilitate the Compliance Rules updates for that office. An Office must be manually unlinked and saved on the Compliance General tab to remove from an assigned Compliance Setup.

Upon saving, the system issues a warning stating: Please note that the system cannot calculate compliance for Caregivers assigned to Office's which are not linked to a Compliance Setup. Click OK to confirm and close the window.

Once saved, click the Publish button to finalize changes and recalculate compliance. Values entered on the Caregiver Compliance page for the previous compliance setup are automatically switched to Inactive if not available in new Compliance Setup and are no longer considered in the compliance calculation.

When an Office is moved from one Compliance Setup to another, all existing values/fields from the first Compliance Setup are displayed as Inactive on the Caregiver Compliance page if those values and fields do not exist on the new Compliance Setup.

Inactive fields (with defined/assigned values) remain on the Caregiver Compliance page. In dropdown fields, a new value cannot be selected. If a value is removed from the field (deleted in a free-text field and replaced with a dropdown), then it can be removed from the Caregiver Compliance page upon saving. If no value is defined in an Inactive field, then it can be removed from the page.

The system does not allow one to link a given Office if it is linked to another Compliance Setup (values are locked). If not in use, values/fields from Compliance Setup are removed from the Caregiver Compliance page.

If an Office is changed from one Compliance Setup to another, the system creates pending Caregivers records with applicable Medical and Other Compliance.

Example 1

• Office ABC is assigned to Compliance Setup Default Setup

• Office XYZ is assigned to Compliance Setup General Setup

• Office ABC cannot be assigned to General Setup until and unless it is removed from Default Setup and Published.

Example 2

• Office ABC is assigned to Compliance Setup Default Setup

• Office XYZ is assigned to Compliance Setup General Setup

• Office ABC is removed from Default Setup upon publishing.

• A Caregiver in Office ABC is then recalculated. Because Office ABC does not belong to any Compliance Setup, the Caregiver’s Compliance Status is calculated based on Hire Date only and no other section is displayed on Caregiver Compliance Page.

Example 3

• Office ABC is assigned to Compliance Setup Default Setup

• Office XYZ is assigned to Compliance Setup General Setup

• Office ABC is removed from Default Setup upon publishing.

• Office ABC is not assigned to General Setup and Publish is done.

• A Caregiver in Office ABC is not recalculated based on Compliance Setup General Setup. Values/Items entered on the Caregiver Compliance page for the previous Compliance Setup not there in the new Compliance Setup display as Inactive.

  • For example: If Excellence Training School is in the Caregiver’s Compliance Setup Default Setup but not in the General Setup, and it is selected in Office ABC, then it shows as Inactive in the Caregiver’s Compliance page.

• If an Item exists in the new Compliance Setup, then it is marked as Inactive.

  • For example: If Submitted Check Status for Criminal Background exists in both Compliance Setups and it is selected in for a Caregiver in Office ABC, then it is NOT marked as Inactive on the Caregiver Compliance page.

• If a dropdown is selected in a previous Compliance Setup, then the system displays the selected value (from previous Compliance Setup) and additional values from the new Compliance Setup.

  • For example: Dropdown ABC.

    • Default Setup value fields: Value 1 and Value 2

    • General Setup value fields: Value 3 and Value 4

  • Caregiver A was selected as Value 1 on Dropdown ABC.

  • If Office is moved from Default Setup to General Setup, then the system displays the dropdown values as follows:

    • Value 1 (Inactive)

    • Value 3

    • Value 4