A General Guide to Managing Policy Professional

A GENERAL GUIDE TO MANAGING POLICY PROFESSIONAL
 

Uploading Policy Documents  - Single or Multiple Document (Add your Details After the Upload) 

1. Click on New Policy Tab
2. Select Your folder/sub folder etc.
3. Drag and drop your document(s) into the applicable area
4. Add your details using the cog wheel for individual, or Bulk Settings for Multiple

Bulk Upload Wizard (Add Your Details Before the Upload)

Add/Select your details

You can pend publish, send them under review (and change details if required)

Roles

Manager in Policy

• Can assign policies only within their assigned folder/document(s)
• Monitor any outstanding documents (i.e require review or approval)  for only those particular documents they are assigned to manage 

Policy Lead

• Assign policies to staff
• Track all outstanding documents requiring action
• Print policy documents

To be an Approver in policy

• Must have a role assigned to them (i.e. approver)
• Will only see what is applicable to them to approve
• Is able to see all policies within PP as a regular user

Reviewer in policy

• Does NOT need a role assigned to them
• Will only see what is applicable to them to review

Overall System Information
 

1. Quick Edit’s DO NOT TRACK CHANGES - and there is NO ARCHIVING of previous information.  Major changes need to go under review, and have a formal review process. 
    
2. Education Co and System Admin can assign all policies - they do not need to be a manager of policy as they are manager of education.
    

3. Only one person can edit a document at a time to prevent conflicts. If you try to access a document that someone else is working on, you’ll see a notification letting you know it’s currently in use.

   If a document is left idle for 5 minutes or more, your changes will be saved automatically and the document will unlock, so others can jump in and continue working.
    

4. When assigning the policy:

a. If the policy is already in the LMS resource library, it will automatically begin the assigning process (no need to create the course)

b. If the policy is NOT in the LMS resource library, you will need to create a course.

c. After updating a policy a pop up message will appear asking for confirmation of re-assignment

i.  Option 1 - keep the existing assignment, and replace with updated policy (works like legacy)

ii.  Option 2 - Remove the existing assignment and create a new assignment, keeps the same groups/due dates etc - will expect the course to be redone.

iii.  History Report will show both completions for the learner

iv. Completion Required Report, will show the most updated (there is a date/time attached)

v.  The previous copy will be archived in the LMS Resource Centre
 

Manage Header/Footer

Matching fills in system fields and can also update header details. To do this, you’ll need to create and select a header first.

Wildcard Matching Tab

• Matching the Surge Learning wildcards to the Client Label in their header (i.e. approver name – approved by)

Wildcards

•  Surge Learning Labels for Headers and Footers

Client Label

•  Match the client header/footer label to our system fields

Settings to know:

• For Only Manager of the policy can add approver and reviewer (incase it is an admin adding, make sure to turn it off)
• Use Policy ID from File Name as a default (this is also being added at the policy level)
• Policy Custom Logo (this is under LMS settings)