What is Scheduled Effective Date?

Issue/Objective

To understand the Scheduled Effective Date feature.

Environment

PolicyStat

Procedure/Resolution

This feature allows a document to be fully approved but be placed in an on-hold status (called Scheduled) until a specific selected date arrives.

By default, as soon as the final Approver on an Approval Workflow marks their approval, the pending policy moves to an Active status and will be viewable by all PolicyStat users.

The Scheduled Effective Date feature adds an optional step between the final approval and the Active status. This feature provides the ability to delay the pending policy moving to Active to a specific date or a specific number of days past when that final approval was provided.

This feature allows for a policy to become active just in time with a new regulation, allow a period for required parties to become trained about the new policy prior to it becoming active (Period of Education), or any other similar reasons.

Please note that for accountability reasons, once a policy completes the workflow and moves to a scheduled status, that version cannot be modified. While it does not yet appear in search results, completion of the Workflow is equivalent to the Active status in that the content is complete.

While in scheduled status, the policy will be visible to The owner, users with Can Create/Edit and above as long as they have permissions in the area that they policy is located in under the Scheduled policies report. If the policy needs to be restricted to only those with elevated permissions (Owner, Approver, Area Manager, Site Administrator), it will also need to be set as restricted from within the policy properties tab.

For information on how to:

• Schedule an Effective Date, see this article How do I Schedule an Effective Date for a policy that needs to be on hold until a specific date?
• Assign Acknowledgments to a scheduled policy, see How do I Assign Acknowledgments?
• Review a report of policies scheduled to become effective, see What does the Scheduled Policies Report do?
• If necessary, modify your labels to avoid having duplicate dates labeled as "Effective", see this article How do I change the Date Labels in a Policy Header?

Notes to Site Administrators:

Enabling the Feature

Due to the impact of potential label changes, not every site has enabled this feature. If your site does not have this enabled, a Site Administrator will need to enable it via a widget on the Admin tab.

Site Administrators within connected PolicyStat sites (e.g. - hospital networks) may not see the widget. Due to the impact of the changes, only Site Administrators who have Administrator permissions across all sites in your applicability group will be able to see the widget. If you are uncertain or have questions, please contact our Support team .