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Overview

The Policy Management module helps you stay informed about organizational policies and complete required acknowledgments. This guide covers how to view policies, acknowledge them, and track your compliance status.

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Getting Started

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Accessing the Policy Library

  1. Navigate to GR → Policies from the main menu
  2. The Policy Library shows all approved policies for your organization
  3. Use search and filters to find specific policies

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Accessing My Acknowledgments

  1. Navigate to GR → My Acknowledgments from the main menu
  2. View pending acknowledgments that require your action
  3. Track completed acknowledgments and history

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Viewing Policies

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Policy Library

The Policy Library displays all approved policies with key information:

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Using Filters

Filter policies by:
  • Category: HR, Safety, Clinical, Operations, etc.
  • Status: Approved, Deprecated
  • Search: Find by title or description

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Viewing Policy Details

  1. Click on a policy title to open the detail view
  2. View the full policy description and summary
  3. Download or preview the attached document
  4. See version history and regulatory references

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My Acknowledgments

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Understanding Pending Acknowledgments

When you’re assigned a policy, you’ll see it in My Acknowledgments:

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Due Date Reminders

You’ll receive automatic reminders at:
  • 30 days before due date
  • 14 days before due date
  • 7 days before due date (if still pending)
Check your notifications regularly to stay compliant.

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Acknowledging Policies

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Step-by-Step Process

  1. Navigate to GR → My Acknowledgments
  2. Find the pending policy you need to acknowledge
  3. Click Acknowledge or the policy title
  4. In the dialog:
    • Download/view the policy document (required before acknowledging)
    • Read the acknowledgment statement
    • Check the confirmation checkbox
    • Optionally add notes or comments
  5. Click Submit Acknowledgment

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What Happens After

  • Your acknowledgment is recorded with timestamp
  • The policy moves to your “Completed” list
  • Your compliance status updates on the dashboard
  • Compliance officers can see your acknowledgment

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Important Notes

  • You must view/download the document before acknowledging
  • Acknowledgments cannot be undone (voiding requires admin action)
  • If a new version is published, you may need to re-acknowledge

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Acknowledgment History

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Viewing Completed Acknowledgments

  1. Navigate to GR → My Acknowledgments
  2. Switch to the Completed tab
  3. View all policies you’ve acknowledged

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History Details

For each completed acknowledgment, you can see:
  • When you acknowledged
  • Which version you acknowledged
  • Any notes you added
  • The policy document as it was at acknowledgment time

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Understanding Policy Versions

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Why Versions Matter

When a policy is updated with significant changes:
  1. A new version is created
  2. You may be required to re-acknowledge
  3. Your previous acknowledgment is preserved in history

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Version Indicators

  • Current: The active version you should follow
  • Previous: Archived versions for reference

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Notifications & Reminders

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Types of Notifications

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Viewing Notifications

  1. Check the notification bell in the header
  2. Click to view all pending notifications
  3. Click a notification to go directly to the acknowledgment

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FAQ

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Why do I need to acknowledge this policy again?

The policy was updated with significant changes (new version). You need to acknowledge the updated version to confirm you’ve read the changes.

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I can’t find a policy I’m looking for

  • Check your filters (ensure “Approved” is selected)
  • Try searching by keyword
  • Contact your compliance officer if the policy isn’t listed

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What if I have questions about a policy?

Contact the Policy Owner listed in the policy details, or reach out to your supervisor or compliance officer.

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Can I acknowledge on mobile?

Yes, the policy acknowledgment system works on mobile devices. Navigate to GR → My Acknowledgments on your phone or tablet.

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What happens if I miss the due date?

Your acknowledgment will be marked as Overdue and escalated to your supervisor and compliance officer. Complete the acknowledgment as soon as possible.
Need Help? Contact your compliance officer or system administrator.