The administrator can configure Regulations from the Administration menu:  

Administration > Regulations

There are four options under the regulation’s module

• Templates
• Status
• Transitions
• Options

Once a Regulation template has been fully configured it can be used within the regulation plugin in form builder. When a form is submitted containing the regulation plugin this will create a Regulation record within the system. Once a regulation has been created it can be processed through a lifecycle and all interactions carried out against that regulation can be recorded and the time spent logged against the individual officer.

Documentation such as letters and licences can be generated directly from the regulation record and batch notifications can be produced for large scale mailings such as renewals.

Step 1 - Options

Before you can configure templates for your regulations you need to configure settings under Options. Administration > Regulations > Options 

Types

Define the types of Regulations you will require.

Once the type is added you can go back in and edit the Type to add the sub types which you may expect to encounter. In this example below are the expected sub types for a Licence Type

Activities

Under activities you can configure the options required for Premise Licence

Step 2 – Adding Status

Administration > Regulations > Status

Add the status that you will require for the regulation type that you are interested in.

For example, Application, Validated, Refused, Granted etc

Each status needs assigning to the relevant “Type” of regulation

Step 3 – Adding Transitions

Administration > Regulations > Transitions

Using the status, you have created in Step 2, you can now configure the Status Transitions for your different processes.

Specify the Type of Regulation Template this transition can be used for as well as the initial, confirm and final status.

Define the status transitions

On the transition you can also configure the specific timings for key process steps. Select the status that applies to each key process step required and the time required for each step. This time will then be used for the timer on the regulation and will countdown until the status is updated.

Step 4 – Adding Templates

Administration > Regulations > Templates

Regulation templates define the activity that you wish to record. To add a new template click select Add. 

Give the template a name and select a type, sub type and transition from those you configured under Administration > Regulations > Options 

In the General section add the enforcements, complaints or Appeal types that can be associated with this regulation template. Add any print layouts you wish to generate from the regulation record.

Configure the period the licence is active for and if you want any additional reference field to be displayed.

You can also add default text that will be shown when the regulation plugin is selected on the form.

Generate reference number allows you to create a unique sequential reference number with an optional Prefix and Suffix. This is useful if you already have references on a legacy system that you wish to continue with. 

Renewal select whether the licence can be renewed and what the renewal licence period is. 

If you allow renewal, then you will be asked to configure Pre and Post renewals and if you wish to allow changes on renewal

If your template requires further information, then select the relevant option.

Once done save your changes. If required add super status mapping and checklists see page 13. Your template is now configured for use in the regulation plugin.

Regulations plugin

To use the regulations that you have configured you need to create a form and add the Regulations plugin.

Go to  

Administration > Forms

Add a form item of type plugin and select Regulation

Select the Licence Type, sub type and the Regulation template you wish to use. Tick the option or options that you wish to provide on the plugin.

• Application
• Renew
• Appeal
• Cancel
• Search
• Amend

Application

Create the initial regulation  

Renew

Plugin will display the regulations available for renewal. Once selected if allowed the details can be amended. Only for a person associated with the regulation

Appeal

Shows the current regulations that can be appealed by a person associated with the regulation

Cancel

Shows the current regulations that can be cancelled by a person associated with the regulation

Search 

Allows a search of current regulations for people not associated with the regulation.

Amend 

Allows a search of current regulations for people associated with the regulation.

Regulations applicants plugin

To associate people with the a regulations you need to add the Regulations applicants plugin to the form.

Go to  

Administration > Forms

Add a form item of type plugin and select Regulation applicants

Once added the roles relevant to the application can be added, and these can then be added as mandatory if required. If a role is mandatory if a person is not added on the form with this role type then the form cannot be submitted.

Roles can be added under Administration > Date > Role 

Managing regulations

If a form is submitted with the regulation plugin associated of type application, this will create a regulation record in the system which can be viewed within the regulations module.

Each regulation is given a unique reference number and can be managed by selecting the edit icon.

The side menu provides several options that can be applied to the current regulation.

Managing regulations – Side Menu

Super status

This is the status of the active regulation and is driven by the Super Status configuration. Each period has its own status.

Super status is configured on each template and can then be mapped against the existing status and periods

Timer

The timer can be used by anyone working on the regulation to record their time. The time is logged against that specific user and associated with the regulation.

The time is associated with the active regulation period. Time can also be recorded on each individual period if required.

Add

Add an organisation or person to the regulation

Update

Update or add a Premise/Vehicle (asset) linked to the Regulation

Add any Conditions that may apply at the top level to any regulation period added.

Action

Select a template and produce a document

QR Code

A unique QR code that can be used in documents etc. When scanned the QR code will display information from the public register for that regulation.

Managing regulations – Main Screen

Service requests

Directly view the Service requests that have created the regulation periods

Periods

The initial regulation and renewals. Click the edit icon to process these.

Roles

Links the people associated with the regulation periods

Managing regulations – Periods

Periods

Each period is managed separately so it is easy to determine what actions have been taken against each one. There are various regions on a period for recording various actions.

Touchpoint

Touchpoint will show any associated requests such as amend, cancel, appeal

Task

Records any associated tasks

Interaction

Shows a record of interactions that have been logged against the period such as email, telephone calls etc

Enforcements

Where an enforcement record has been added it will appear here associated with the individual period

Sampling

If any samples have been associated with the regulation they will be recorded here.

To add any of the above to a period use the side menu options under Add.

On the side menu you can also update information gathered on the regulation plugin for Vehicle data and Activity times.

You can also update a checklist if one is available for the regulation & period.

Checklists are configured under Administration > Regulation > Templates