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

Copying Regulations, Contracts, and Programs Including Child Records

Note: This topic applies to the hierarchy of regulations-contracts-contract terms, as well as the hierarchy of regulations-compliance programs-requirements.

In certain Compliance scenarios, such as Joint Commission Interim Life Safety Measures (ILSM), the same set of requirements must be created over and over again for new pre-construction projects. In cases such as this, to create the new set of requirements, you can copy a compliance program along with all of its requirements, or a regulation along with all of its programs and requirements.

When copying requirements, you can select to copy a requirement's locations, notification templates, events, or event notifications to the new requirement.

When you select to copy the child items, you can specify to advance all date fields for the item by a specific number of years, months, or days that you define.

You access this feature from the “Copy As New” action in the Define tab of the following tasks:

• Environmental & Risk Management / Compliance Management / Compliance Program Manager / Manage Regulations and Initiatives
• Environmental & Risk Management / Compliance Management / Compliance Program Manager / Manage Compliance Programs
• Environmental & Risk Management / Compliance Management / Compliance Program Manager / Manage Compliance Requirements

• Environmental & Risk Management / Compliance Management / Contract Manager / Manage Contracts

• Environmental & Risk Management / Compliance Management / Contract Manager / Manage Contract Terms

Procedure: Copying child records

To copy child records for existing regulations, programs, requirements, contracts, or contract terms to new ones you are defining:

1. Do one of the following:
   • To copy items from a regulation to a new regulation, select the Manage Compliance Regulations and Initiatives task.
   • To copy items from a program to a new program, select the Manage Compliance Programs task.
   • To copy items from a requirement to a new requirement, select the Manage Compliance Requirements task.
   • To copy items from a contract to a new contract, select the Manage Contracts task.
   • To copy items from a contract term to a new contract term, select the Manage Contract Terms task.

   The Manage Regulations, Manage Compliance Programs, or Manage Requirements form appears, depending on the task you selected.

2. Select the regulation, program, or requirement that you want to copy to create a new record.

   The Define Regulation, Define Compliance Program, or Define Requirement form appears.

3. Click Copy as New.

   The Regulation, Compliance Program Code, or Requirement Code field clears, so that you can enter the unique identifier for the new record.

4. Enter the new value in the Regulation, Compliance Program Code, or Requirement Code, and click Save.

   The Copy as New Regulation / Program / Requirement form appears. The following image shows the form that appears when you select to create a new regulation by copying an existing one.

   

5. Select the child items for the regulation, program, or requirement you want to copy, working from the top of the form to the bottom, as certain selections enable other selections as follows:
   • If the “Compliance Requirements” check box is enabled, you must select it before you can select Requirement Locations, Requirement Notify Templates, Requirement Events, and Event Notifications.
   • If the “Compliance Programs” check box is enabled , you must select it before you can select Compliance Requirements, Program Locations, Requirement Locations, Program Notify Templates, Requirement Notify Templates, Requirement Events, and Event Notifications.
   • You must select the Requirement Events check box before you can select Event Notifications

   Advance Date By:

   Select how you want to advance dates for the items you are copying;

   1. Enter the number of years, months, or days by which to advance all date fields in the copied child records (programs, requirements, events, notifications).
   2. Click Copy and Save.

      A workflow rule creates the following for the new regulation, program, or requirement you are creating:

      If you select to copy...	The following are copied
      Compliance Programs (regprogram)	Copy all programs from one regulation to another. Copy all fields. Advance all date fields by selection.
      Compliance Requirements (regrequirement)	Copy all requirements from one regulation-program to another. Copy all fields. Advance all date fields by selection.
      Regulation Locations (regloc)	Copy all source regulation locations (regloc.reg_program is NULL) to new regulation. Copy all fields.
      Program Locations (regloc)	Copy all source program locations (regloc.reg_program is NOT NULL and regloc.reg_requirement is NULL) to new program. Copy all fields.
      Requirement Locations (regloc)	Copy all source requirement locations (regloc.reg_requirement is NOT NULL) to new requirement. Copy all fields.
      Program Notify Templates (regnotify)	Copy all source program template assignments (regnotify.reg_requirement is NULL) to new program. Copy all fields.
      Requirement Notify Templates (regnotify)	Copy all source requirement template assignments (regnotify.reg_requirement is NOT NULL) to new requirement. Copy all fields.
      Requirement Events (activity_log, activity_type=’COMPLIANCE – EVENT’)	Copy all source requirement events to new requirement. Advance all date fields below by selection. Set status=’SCHEDULED’, and copy only the following fields: activity_type regulation reg_program reg_requirement location_id contact_id action_title date_required date_scheduled date_scheduled_end manager hcm_labeled description hcm_loc_notes vn_id
      Event Notifications (notifications)	Copy all notifications for the requirement being copied to the new requirement. Advance all date fields by selection. Copy all fields, except set the following: Set is_active=1 (that is, yes), notify_count=0, date_sent=NULL
      Advance Dates By	Advance all date fields of new record (regulation, program, requirement) by this setting, if selected. Also used (if selected) to advance date fields of child records where specified above. Dropdown selections are: Years, Months, Days

6. Click Copy and Save.