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Environmental & Risk Management / Compliance Management / Compliance Program Manager
Environmental & Risk Management / Compliance Management / Contract Manager

Compliance Locations: Overview

You can associate specific facilities, equipment items, and geographic locations with:

• regulations
• compliance programs
• requirements
• contracts
• contract terms

Doing so enables you to evaluate compliance by location, and to assess the risk of noncompliance at specific locations. You can also search for regulations, contracts, contract terms, programs, and requirements by their associated locations.

Locations can be specified to the level that you need for tracking and reporting purposes. For example, you can generate the Compliance Programs Map report to show summary information for your compliance efforts from the Country to the Building level. Or, you can specify an Equipment ID or Room as the location for a requirement. For example, if a requirement is to perform an accessibility room survey, a room location can be added to the requirement for each room requiring the survey. Knowing the exact location enhances your ability to evaluate and follow up if deadlines are not met.

Note: You can assign locations to regulations, compliance programs, requirements, contracts, or contract terms. The information in this topic applies to locations for all of these items.

Getting Started

To begin, review the regulations, compliance programs, requirements, and contracts, and determine the locations that should be associated with each component.

There are a few ways to add locations and assign them to your compliance regulations, programs, requirements, contracts, and contract terms:

• Select location information and assign it to multiple items at one time. You can also change information for locations in one operation when you are changing the information to the same values. See Making Bulk Location Assignments and Updates.
• Enter location information for a regulation, contract, contract term, compliance program, or requirement when you enter its record:
• A regulation is usually associated with a broad territory, such as a country, region, or state.
• At the program level, you would typically assign the specific counties, cities, or sites that are participating in the compliance program.
• Requirement and contract term locations are usually the most specific, as they describe the buildings, rooms, equipment, or employees that require some specific action or remediation to achieve compliance.

See Adding Locations for Regulations, Compliance Programs, Contracts, Contract Terms, and Requirements

Managing Information for Locations

Since locations are where the specific actions of your compliance programs take place, you might have certain documents, communications logs, events, or violations that are specific to a particular location. Using the Manage Compliance Locations task, you can associate documents, communication logs, events, and violations with a location to help you better assess your compliance efforts. See Managing Compliance Locations.

Locations and Events

If you assign multiple locations to a requirement ot contract term, when generating events you can select to create a separate event for each location. When defining the event, set Create Scheduled Events for Each Location? to Yes. For example, if you add a requirement for a room survey to evaluate accessibility issues and then associate a location for each room needing the survey with the requirement, you can generate a separate event for each of the room locations.

Locations and Costs

You may want to assign a cost to a specific location, rather than to the contract, contract term, program, or requirement as a whole. For information, see Adding Costs to Contracts, Contract Terms, Programs, Requirements, and Locations.

Requirement Locations and Maintenance Work

If you link a requirement to preventive maintenance procedure, the schedule for that procedure is linked to the requirement's events as follows:

• If the requirement has no location information entered for it, then the requirement is linked to all equipment having this preventive maintenance procedure and schedule.
• If you have locations defined for the requirement, then work requests are generated for each step of the PM procedure for the equipment listed in the Locations pane for the requirement. The Equipment ID in the Locations tab would need to have a PM procedure and schedule assigned in order to track work on it.

See How a requirement's location affects the equipment that is tracked.

Note: Although contract terms and requirements generally behave the same way in the Compliance Management application, you cannot assign a PM procedure to a contract term as you can for a requirement.

Compliance Locations for Chart and Map Views

For charting and mapping purposes, regulations are associated with the locations of their programs, requirements, contracts, and contract terms (as well as those locations directly assigned to the regulation). In the same way, compliance programs and contracts are associated with the locations of their requirements and contract terms (as well as those locations directly assigned to the program or contract).

For example, the Regulation Count by Location and Regulation Rank report includes locations for the regulation's programs and requirements in the count. The Compliance Programs Map includes counts for the program as well as the program's requirements, even if a requirement does not have the location directly added for it.