> ## Documentation Index
> Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt
> Use this file to discover all available pages before exploring further.

# GR Policy Management - Admin Guide

> Module: GR-01 Policy Management Audience: Compliance Officers, HR Managers, Administrators Last Updated: 2025-12-12

**Module:** GR-01 Policy Management\
**Audience:** Compliance Officers, HR Managers, Administrators\
**Last Updated:** 2025-12-12

***

## Overview

This guide covers policy management administration including creating policies, managing the approval workflow, assigning policies to employees, tracking acknowledgments, and managing review cycles.

***

## Initial Setup

### Configuring GR Module Settings

1. Navigate to **GR → Settings**
2. Configure the following options:

| Setting              | Description                               | Default   |
| -------------------- | ----------------------------------------- | --------- |
| Enable Reminders     | Send automatic acknowledgment reminders   | Yes       |
| Reminder Days        | Days before due date to send reminders    | 30, 14, 7 |
| Default Review Cycle | Default review frequency for new policies | Annual    |
| Enable AI Assistance | AI-powered policy analysis                | Yes       |

### Setting Up Policy Categories

Policy categories are managed via Picklists:

1. Navigate to **Platform → Picklists**
2. Find or create the `gr_policy_category` picklist
3. Add categories as needed (HR, Safety, Clinical, etc.)

***

## Managing Policies

### Creating a New Policy

1. Navigate to **GR → Policies**
2. Click **New Policy**
3. Complete the form:

| Field            | Required | Description                                   |
| ---------------- | -------- | --------------------------------------------- |
| Title            | Yes      | Policy name (e.g., "Workplace Safety Policy") |
| Description      | No       | Brief summary of the policy                   |
| Category         | Yes      | Policy category from picklist                 |
| Document         | Yes      | Upload the policy document (PDF recommended)  |
| Owner            | Yes      | Employee responsible for the policy           |
| Review Cycle     | Yes      | How often the policy should be reviewed       |
| Effective Date   | No       | When the policy takes effect                  |
| Regulatory Links | No       | Related regulatory requirements               |

4. Click **Create Policy** (saves as Draft)

### Policy Status Workflow

```
┌─────────┐     ┌───────────┐     ┌──────────┐
│  Draft  │ ──> │ In Review │ ──> │ Approved │
└─────────┘     └───────────┘     └──────────┘
                                       │
                                       ▼
                               ┌────────────┐     ┌──────────┐
                               │ Deprecated │ ──> │ Archived │
                               └────────────┘     └──────────┘
```

| Status     | Description          | Visibility                  |
| ---------- | -------------------- | --------------------------- |
| Draft      | Being created/edited | Compliance officers only    |
| In Review  | Pending approval     | Compliance officers only    |
| Approved   | Active and visible   | All assigned employees      |
| Deprecated | Being phased out     | All employees (with notice) |
| Archived   | No longer active     | Compliance officers only    |

### Approving a Policy

1. Navigate to **GR → Policies** and filter by "In Review"
2. Click on the policy to view details
3. Review the policy content and document
4. Click **Approve** to activate the policy
5. Optionally set the **Effective Date**

### Deprecating a Policy

When a policy is being replaced or retired:

1. Open the policy details
2. Click **Deprecate**
3. Optionally link to the **Replacement Policy**
4. Add a **Deprecation Notice** explaining the change
5. Set when the deprecation takes effect

### Archiving a Policy

After a policy has been deprecated for sufficient time:

1. Open the deprecated policy
2. Click **Archive**
3. The policy is hidden from regular users
4. Historical acknowledgments are preserved

***

## Policy Versioning

### When to Create a New Version

Create a new version when:

* Significant content changes are made
* Regulatory requirements change
* Re-acknowledgment is required

Minor corrections (typos, formatting) typically don't require a new version.

### Creating a New Version

1. Open the policy details
2. Click **Create New Version**
3. Upload the updated document
4. Enter a **Change Summary** describing what changed
5. Choose whether to **Require Re-acknowledgment**
6. Click **Create Version**

### Version History

All versions are preserved and viewable in the **Version History** tab:

* Version number and date
* Change summary
* Who created the version
* Document for that version

***

## Policy Assignments

### Assignment Types

Policies can be assigned based on:

| Type          | Description                  | Example                        |
| ------------- | ---------------------------- | ------------------------------ |
| All Employees | Everyone in the organization | Company-wide policies          |
| By Role       | Specific job roles           | Clinical Policies → Counselors |
| By Department | Department members           | HR Policies → HR Department    |
| By Site       | Site-specific employees      | Site A Safety → Site A staff   |
| Individual    | Specific employees           | Specialized training           |

### Creating an Assignment

1. Open the policy details
2. Click **Manage Assignments** or go to the **Assignments** tab
3. Click **Add Assignment**
4. Select the assignment type and criteria:
   * For roles: Select one or more roles
   * For departments: Select one or more departments
   * For sites: Select one or more sites
   * For individuals: Select specific employees
5. Set the **Due Date** for acknowledgment
6. Choose **Acknowledgment Type** (Required, Recommended, Informational)
7. Click **Create Assignment**

### How Assignments Work

When an assignment is created:

1. System identifies matching employees
2. Creates pending acknowledgments for each
3. Employees see the policy in "My Acknowledgments"
4. Reminders are sent based on due date

### Re-Assignment on New Versions

When a new policy version requires re-acknowledgment:

1. System creates new pending acknowledgments
2. Employees who acknowledged the old version must re-acknowledge
3. Previous acknowledgments are preserved in history

***

## Regulatory Mapping

### Linking to Regulations

Connect policies to regulatory requirements for audit preparation:

1. Open the policy details
2. Go to the **Regulatory Links** tab
3. Click **Add Link**
4. Enter:
   * **Regulation Type**: CARF, State Licensing, NARR, HIPAA, etc.
   * **Requirement ID**: Specific section/requirement number
   * **Description**: What requirement this policy addresses
5. Click **Save**

### Using Regulatory Links

* Filter policies by regulation during audits
* Generate compliance reports
* Track coverage of regulatory requirements

***

## Tracking Acknowledgments

### Acknowledgment Tracker

Navigate to **GR → Acknowledgments** to view all acknowledgments:

| Column       | Description                    |
| ------------ | ------------------------------ |
| Employee     | Staff member name              |
| Policy       | Policy title and version       |
| Assigned     | Assignment date                |
| Due Date     | Acknowledgment deadline        |
| Status       | Pending, Acknowledged, Overdue |
| Acknowledged | When completed (if applicable) |

### Filtering Acknowledgments

Filter by:

* **Policy**: Specific policy
* **Status**: Pending, Acknowledged, Overdue
* **Employee**: Specific staff member
* **Due Date Range**: Date window

### Sending Manual Reminders

1. Select one or more pending acknowledgments
2. Click **Send Reminder**
3. Employees receive immediate notification

### Voiding an Acknowledgment

If an acknowledgment was made in error:

1. Find the acknowledgment in the tracker
2. Click **Void**
3. Enter a **Reason** for voiding
4. The employee will need to re-acknowledge

***

## Policy Review Cycles

### Review Dashboard

Navigate to **GR → Reviews** to manage policy reviews:

| Section        | Description                     |
| -------------- | ------------------------------- |
| Overdue        | Policies past their review date |
| Due This Month | Reviews due in current month    |
| Upcoming       | Reviews due in next 90 days     |

### Completing a Review

1. Click on a policy needing review
2. Review the policy content and relevance
3. Decide:
   * **No Changes**: Mark as reviewed
   * **Update Needed**: Create new version
   * **Deprecate**: Begin deprecation process
4. Click **Mark as Reviewed** or take appropriate action
5. Next review date is automatically set

### Review Cycle Options

| Cycle     | Frequency          |
| --------- | ------------------ |
| Annual    | Every 12 months    |
| Biennial  | Every 24 months    |
| As Needed | Manual review only |

***

## Reporting

### Dashboard Metrics

The GR Overview dashboard shows:

* Total active policies
* Pending acknowledgments
* Overdue acknowledgments
* Compliance rate percentage
* Upcoming reviews

### Acknowledgment Reports

Generate reports for:

* Policy compliance by department
* Employee acknowledgment status
* Overdue acknowledgment list
* Acknowledgment history

### Exporting Data

1. Navigate to the relevant list view
2. Apply desired filters
3. Click **Export** to download as CSV

***

## Troubleshooting

### Employee doesn't see assigned policy

1. Check if the policy is **Approved** (not Draft)
2. Verify the assignment rule matches the employee
3. Check the employee's role, department, and site
4. Review RLS policies if using custom roles

### Reminders aren't sending

1. Verify **Enable Reminders** is on in GR Settings
2. Check that the scheduled job is running
3. Verify employee has valid notification preferences
4. Check edge function logs for errors

### Policy stuck in Draft

Policies require explicit approval action:

1. Submit the policy for review
2. Have an authorized user approve it
3. Check approval thresholds if configured

***

## Best Practices

### Policy Naming

* Use clear, descriptive titles
* Include version indicator if needed (e.g., "2024 Edition")
* Avoid abbreviations unless standard

### Document Organization

* Use consistent formatting across policies
* Include effective date in the document
* Add revision history section
* Use PDF format for best compatibility

### Review Cycle Recommendations

| Policy Type      | Recommended Cycle               |
| ---------------- | ------------------------------- |
| Safety/Emergency | Annual                          |
| HR/Employment    | Annual                          |
| Clinical         | Annual or as regulations change |
| Administrative   | Biennial                        |
| IT/Security      | Annual                          |

### Acknowledgment Timing

* Give employees at least 14 days to acknowledge
* Schedule major policy updates during slower periods
* Stagger assignments to avoid overwhelming employees
* Use reminder automation to reduce manual follow-up

***

## Related Guides

* [Policy User Guide](./policy-user-guide.md) - For employees
* [GR Documentation Index](index.md) - GR module overview
* [Notifications Guide](../pf/notifications-guide.md) - Platform notifications

***

**Need Help?** Contact your system administrator or refer to the platform documentation.