What is the Policies Due for Review report?

Objective

To understand the Policies Due for Review report

Environment

PolicyStat

Procedure

The Policies Due for Review report is a list of policies you own (or policies related to an Area/Department you manage) that are nearing their scheduled review date.                

WHY DO I SEE THIS REPORT?

As the designated Owner of these policies, you are responsible for reviewing the content for each policy. You will need to make any necessary edits or modifications deemed necessary, and then pend the policy for approval (start the approval process) through the Approval Workflow.

If you are not the assigned owner of a policy or policies displayed in the report, you may have Area Manager permissions. You can check your permissions under your account profile.  Policies within the Area you manage will be listed to keep you aware but may not require action specifically on your part if another owner is listed.  That is defined by how your organization uses PolicyStat and what is expected of those users who have the Manager level permission.

NOTE:  Once a document has been started into the approval process and is in Pending status it will no longer appear on the homepage Due for Review section. Clicking on the number beside the section title on the homepage will take you to a Just Mine/Everyone view, where you can check the box In Approval Process to view pending policies.
 

WHAT DOES THE REPORT MEAN?

The quick view of the report displays the top five policies (1) but to view additional the full list of policies that are due for review, click the circled number to the right of the report title (2).

The top five policies in the quick view are either the closest to date or furthest past their review date. Ideally, these policies will draw your attention and ensure action is taken first.

For instance, in the image below there are 296 total policies that are past due based on the number of days set after they were last approved in the document properties.  The due date may have also been based on a specific date that was selected.  Both are found in each document's properties. That means the due date has already passed for those 296 documents. There are 0 that are less than 30-90 days away from their expiration.

WHO RECEIVES THIS REPORT?

Owners, Area Managers, Area Administrators and Site Administrators are emailed this report when policies are 90 days (by default) away from their next review date (also called expiration date or due date).  Policies appear on a user's dashboard immediately when they are 90 days from their review date. 

JUST MINE AND EVERYONE'S TABS

Just Mine: This tab will display only policies for which the user is the owner.

Everyone's: This tab will display all policies for which the user owns or manages (has at least Can Create, Edit, and Manage Policies permissions for the Area).

HOW DO I MAKE CHANGES, THEN START THE REVIEW?

Modifying a policy requires creating a new draft while simply starting the review process allows the document to be edited while the current version remains active and searchable until the workflow completes. The draft/pending version will only be accessible to those with permission to view it. 

1. To open a policy due for review from the Home Tab Quick View menu, simply click the policy title.
2. This opens the policy in view mode.  Click Edit to make changes to any properties or content.
   • For more assistance on using the Editor, see this section.
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3. When the changes are completed, click Start Approvals at the top of the policy. Provide a detailed summary of the changes made.  NOTE: This becomes part of the historical record for the policy.
4. Click Start Approvals.

WHAT IF NO CHANGES ARE NEEDED? HOW DO I START THE REVIEW?

1. Follow the directions above.
2. In the Summary of Changes field describe why no changes are required.  NOTE: This becomes part of the historical record for the policy.
3. Click Start Approvals.