> ## 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 Procedures Management - Admin Guide

> Version: 1.0.0 Last Updated: 2026-01-28 Module: GR (Governance & Risk) Status: Active

**Version:** 1.0.0\
**Last Updated:** 2026-01-28\
**Module:** GR (Governance & Risk)\
**Status:** Active

> **Purpose:** This guide helps compliance officers and administrators create, manage, and monitor procedures.

***

## Overview

The Procedures Management module enables compliance officers to create visual step-by-step procedures, link them to policies, track executions, and use AI to generate procedure drafts.

### Admin Responsibilities

| Responsibility     | Description                                           |
| ------------------ | ----------------------------------------------------- |
| Create Procedures  | Build visual workflows with step-by-step instructions |
| Manage Lifecycle   | Move procedures through draft → review → approved     |
| Link to Policies   | Connect procedures to implementing policies           |
| Monitor Compliance | Track procedure execution across the organization     |
| Use AI Generation  | Generate procedure drafts from policy content         |

***

## Prerequisites

### Required Permissions

Administrators need these permissions:

| Permission              | Purpose                                  |
| ----------------------- | ---------------------------------------- |
| `gr.procedures.admin`   | Full administrative access to procedures |
| `gr.procedures.create`  | Create new procedures                    |
| `gr.procedures.edit`    | Edit existing procedures                 |
| `gr.procedures.approve` | Change procedure status                  |
| `gr.settings.manage`    | Configure module settings                |

***

## Creating Procedures

### Quick Create

1. Navigate to **GR → Procedures**
2. Click **Add Procedure**
3. Fill in required fields:
   * **Title**: Clear, descriptive name (e.g., "SOP-001: Medication Administration")
   * **Category**: Clinical, Operational, Safety, HR, Financial, IT, Emergency, Other
   * **Description**: Brief overview of procedure purpose
4. Click **Save** to create a draft

### Using AI Generation

Generate procedure drafts from existing policies:

1. Navigate to **GR → Procedures → New**
2. Click **Generate with AI** button
3. Select an approved policy from the dropdown
4. (Optional) Add additional context for the AI
5. Click **Generate Procedure**
6. Review the generated steps and confidence score
7. Click **Apply to Procedure** to populate the editor
8. Edit and refine as needed

> **Note:** AI generation is only available when AI features are enabled for your organization.

***

## Visual Workflow Editor

### Canvas Overview

The procedure editor uses a visual canvas where you can:

* Add different step types
* Position steps by dragging
* Connect steps with edges
* Configure step properties

### Adding Steps

1. Open procedure in edit mode
2. Click step type button in the toolbar:
   * **Action**: Standard task
   * **Decision**: Branch point
   * **Verify**: Sign-off step
   * **Reference**: Link to document
   * **System**: Automated action
3. New step appears on canvas
4. Drag to position

### Configuring Steps

Click on any step to open the properties panel:

| Property                  | Description                                       |
| ------------------------- | ------------------------------------------------- |
| **Title**                 | Clear, concise step name                          |
| **Instructions**          | Detailed step-by-step instructions                |
| **Responsible Role**      | Who performs this step (e.g., "Nurse", "Manager") |
| **Duration**              | Estimated time in minutes                         |
| **Requires Signature**    | Enable for verification steps                     |
| **Verification Criteria** | What must be verified (for verification steps)    |
| **Decision Options**      | Branch labels (for decision steps)                |

### Connecting Steps

1. Hover over a step's bottom handle (output)
2. Drag to another step's top handle (input)
3. Edge connects the steps
4. Label edges as needed (especially for decisions)

### Decision Branches

For decision steps:

1. Add the decision step to the canvas
2. Configure decision options (e.g., "Yes", "No", "Escalate")
3. Each option creates a separate output handle
4. Connect each handle to the appropriate next step
5. Label each edge with the decision option

***

## Procedure Lifecycle

### Status Workflow

| Status         | Description                  | Who Can View             |
| -------------- | ---------------------------- | ------------------------ |
| **Draft**      | Being created/edited         | Compliance officers only |
| **Review**     | Under review before approval | Compliance officers only |
| **Approved**   | Active procedure             | All staff                |
| **Deprecated** | Being phased out             | All staff (with warning) |
| **Archived**   | Historical record            | Compliance officers only |

### Approving Procedures

Before approving:

1. Review all steps and connections
2. Verify linked policy (if applicable)
3. Check that all steps have clear instructions
4. Ensure responsible roles are assigned

To approve:

1. Open the procedure
2. Click **Change Status** button
3. Select **Approved**
4. Set effective date
5. Procedure becomes visible to staff

### Creating New Versions

When updating an approved procedure:

1. Open the approved procedure
2. Click **Create Version**
3. Enter a change summary
4. Version snapshot is created (immutable)
5. Continue editing the current version
6. Re-approve when changes are complete

***

## Linking to Policies

### Why Link Procedures to Policies?

* Demonstrates policy implementation
* Enables compliance traceability
* Required for accreditation audits
* Shows staff "the why" behind procedures

### Creating Links

1. Open procedure in edit mode
2. Find "Implements Policy" dropdown
3. Select the policy this procedure implements
4. Link is created automatically
5. Appears on both procedure and policy detail pages

### Link Types

| Type           | Description                                      |
| -------------- | ------------------------------------------------ |
| **Implements** | Procedure implements the policy requirements     |
| **References** | Procedure references but doesn't fully implement |
| **Related**    | Procedure is related to the policy               |

***

## Monitoring Executions

### Execution Dashboard

View all procedure executions:

1. Navigate to **GR → Procedures**
2. Open any procedure
3. Click the **Executions** tab

Execution status breakdown:

| Status          | Description               |
| --------------- | ------------------------- |
| **In Progress** | Currently being executed  |
| **Completed**   | Successfully finished     |
| **Abandoned**   | Started but not completed |

### Compliance Reporting

Use execution data for:

* Track which procedures are being followed
* Identify procedures with low execution rates
* Audit execution records for accreditation
* Verify staff compliance with SOPs

### Execution Details

View execution details to see:

* Who executed the procedure
* When each step was completed
* Notes added during execution
* Decisions made at branch points
* Electronic signatures captured

***

## Module Settings

### Available Settings

Navigate to **GR → Settings → Procedures**:

| Setting                                | Default | Description                            |
| -------------------------------------- | ------- | -------------------------------------- |
| `procedure_number_prefix`              | "SOP"   | Prefix for auto-numbering              |
| `procedure_review_reminder_days`       | 30      | Days before review due                 |
| `procedure_auto_save_interval_seconds` | 30      | Auto-save frequency in editor          |
| `require_policy_link`                  | false   | Require procedures to link to policies |

### Configuring Settings

1. Navigate to **GR → Settings**
2. Open "Procedures" tab
3. Modify settings as needed
4. Click **Save**

***

## AI Generation Best Practices

### Getting Good Results

1. **Select clear policies**: Policies with detailed requirements generate better procedures
2. **Add context**: Describe specific roles, environment, or constraints
3. **Review confidence score**: Higher scores indicate better AI understanding
4. **Edit generated content**: Always review and refine AI output

### What AI Generates

* Procedure title and description
* Ordered steps with appropriate types
* Responsible role suggestions
* Time estimates
* Verification points
* Decision branches

### What to Review

* Verify step order makes sense
* Check role assignments are correct
* Ensure decision options are complete
* Add organization-specific details
* Remove any generic placeholder content

***

## Troubleshooting

### Common Issues

#### Issue: Staff Can't See Procedure

**Symptoms:** Staff report procedure not visible

**Cause:** Procedure may be in draft/review status

**Resolution:**

1. Check procedure status
2. If draft/review, approve the procedure
3. Set effective date if needed

***

#### Issue: AI Generation Not Working

**Symptoms:** Generate with AI button missing or failing

**Cause:** AI features not enabled for organization

**Resolution:**

1. Verify AI compliance features enabled in GR settings
2. Check LOVABLE\_API\_KEY secret is configured
3. Contact administrator if still not working

***

#### Issue: Execution Not Recording

**Symptoms:** Steps complete but execution not saved

**Cause:** Permission or connectivity issue

**Resolution:**

1. Check user has `gr.procedures.execute` permission
2. Verify network connectivity
3. Refresh page and try again

***

### Escalation Path

If issues can't be resolved:

1. Check system logs for errors
2. Review recent changes to procedures
3. Contact technical support with:
   * Error messages
   * Steps to reproduce
   * User and organization details

***

## Best Practices

### Creating Effective Procedures

* ✅ Keep step instructions clear and actionable
* ✅ Use active voice ("Review the form" not "The form should be reviewed")
* ✅ Assign specific roles, not generic "staff"
* ✅ Include time estimates for each step
* ✅ Add verification steps after critical actions

### Managing Procedures

* ✅ Review procedures quarterly for accuracy
* ✅ Update when policies change
* ✅ Archive rather than delete outdated procedures
* ✅ Use version history to track changes

### Monitoring Compliance

* ✅ Check execution rates regularly
* ✅ Follow up on abandoned executions
* ✅ Use execution data in audits
* ✅ Identify training needs from execution patterns

***

## Data Management

### Version History

All procedure versions are stored:

* Version snapshots are immutable
* Change summaries document updates
* Previous versions available for audit

### Data Retention

| Data Type           | Retention Period | Notes                       |
| ------------------- | ---------------- | --------------------------- |
| Active procedures   | Indefinite       | Until archived              |
| Archived procedures | 7 years          | Per compliance requirements |
| Execution records   | 7 years          | Per audit requirements      |
| Version history     | Indefinite       | For traceability            |

***

## Related Documentation

* **User Guide:** `docs/gr/procedure-user-guide.md` - For staff members
* **Policy Admin Guide:** `docs/gr/policy-admin-guide.md` - Managing linked policies
* **AI Compliance Guide:** `docs/gr/ai-compliance-admin-guide.md` - AI features
* **Module Overview:** `docs/gr/index.md` - GR module documentation

***

**Last Updated:** 2026-01-28\
**Technical Support:** Contact your system administrator