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Environmental & Risk Management / Compliance Management / Compliance Program Manager

Making Bulk Location Assignments and Updates

From the Assign Locations tab of the Manage Compliance Locations task, you can:

• Assign multiple regulations, programs, or requirements to a location, or unassign locations.
• Update multiple locations with the same compliance information.
• Update information for a single location.
• Export the data shown in the Compliance Locations Assignments pane to Excel (by clicking the XLS) or to Word (by clicking DOCX.)

Working from this tab is the quickest way to make location assignments when you have already developed records for regulations, compliance programs, and requirements.

Using the Filter Button

When assigning locations, you first select to view information for regulations, compliance programs, or requirements by clicking the Show Regulations, Show Programs, or Show Requirements buttons. By default, the view shows information for regulations. To apply a filter, click the Filter button. This button opens a pop-up window that contains the filter. A different filter opens depending on whether you have selected to show regulations, compliance programs, or requirements.

Note the following when using the Filter for requirements:

• Vendor Code, Responsible Person, or Regulatory Contact. When you enter these values, the application includes requirements that have this vendor, responsible person, or regulatory contact associated with either the program or the requirement.

Note the following when using the Filter console for regulations:

• Include Child Regulations. If you select this check box, then all subregulations for the Regulations selected in the Regulation field are also included in the restriction (as long as other restrictions you set, don't exclude them). For example, if A is the parent of B, and B is the parent of C, then selecting just regulation A also includes regulations B & C if the Include Child Regulations' check box is selected. However, if you select a location in the Filter that applies to Regulation A and B, but not to C , then Regulation C will not be included in the restriction. Also, note that the child regulations are not actually shown in the Regulation field in the Filter console, although they are included in the restriction.
• Legal References and Citation fields. Enter text that is found in the citation or legal references fields. The application will include regulations having this text anywhere in the citations or legal references entered for them.

Assigning Locations to Multiple Compliance Items

Note: When assigning locations, you cannot select multiple locations with different parent locations; that is, you cannot select multiple regions from different countries, multiple states from different regions, multiple cities from different states, and so on. To make an assignment, you must select only locations from the same parent location at one time. For example, to make assignments to cities from more than one state, you would select cities from the same state, and click the Assign to Selected Locations command. Then, you would click Clear All, select cities from the next state, and click the Assign to Selected Locations command again. You would do this until you have made all the state assignments.

To assign locations to regulations, programs, or requirements:

1. Select the Manage Compliance Locations task.
2. Select the Assign Locations tab.
3. By default, the top left pane shows compliance requirements. To work with locations for requirements, keep this selection. Otherwise,
   • To select regulations to assign to locations, click Show Regulations.
   • To select programs to assign to locations, click Show Programs.
4. If needed, use the Filter Button ()to restrict the records shown. The filter is applied to the list that is shown - regulations, programs, or requirements, depending on your selection. See Using the Filter Console.
5. Select the check boxes for the regulations, programs, or requirements to which you want to assign locations. To select all the items shown, select the check box in the column header.
6. In the Select Locations pane, use the Select Value buttons () to select the geographic locations, equipment, equipment standards, or employees you want to assign to the selected compliance regulations, programs, or requirements. When you select a location, if it is associated with fields higher up in the geographic hierarchy, the applications also fills in those values. For example, if you select a building and the building is associated with a property, the property is automatically filled in. For this reason, it is most efficient to make selections lower in the geographic hierarchy first.
7. In the left pane, click Assign to Selected Locations.

   The selected locations for the selected regulations, programs, or requirements are shown in the Compliance Location Assignment pane. A message confirms that the location assignments were made.

   Note: When assigning multiple locations, if some selections create duplicate locations and some do not, the non-duplicates are created and shown in the list, and the duplicates are simply ignored. In this case, there is no message informing you that some selections were duplicates. However, if ALL the selections result in duplicates, a message informs you that no assignments were made, as all the locations were duplicates of existing locations.

Unassigning Compliance Locations:

To unassign compliance locations:

1. In the Compliance Location Assignments pane, select the regulations, programs, or requirements from which you want to unassign locations.
2. Click Unassign Selections.

   The locations are no longer assigned to the selected compliance items.

Updating Multiple Locations with the Same Compliance Information:

To update multiple locations with the same information:

1. From the Compliance Location Assignment pane, select the locations for which you want to change the same location information.
2. Click Update Selections.
3. In the Update Selections with Values pop-up window, enter the following information:
   • Responsible Person. Select the employee who is responsible for the program/requirement at this location.
   • Vendor Code. If applicable, select the vendor used at this location to meet the requirements of this program/requirement.
   • Compliance Level Code. Select the degree of compliance this location has achieved.
   • Event Schedule Offset (Days). This is the number of days to move ahead the required date for events at this location.
4. Click Update.

   The selected locations are updated with this location information.

Updating a Single Location

To update a single location:

1. In the Compliance Location Assignments pane, click Edit in the row for the location.

   The Define Location tab for the selected location appears.

2. Edit the location information as needed and click Save. See Procedure: Adding Locations for Regulations, Compliance Programs, or Requirements for descriptions of the fields you can enter.