Camms is pleased to bring you the Quarterly Product Release Note for Camms.Risk Compliance.

This quarter we've got a number of exciting new features and enhancements to improve your user experience within the system, which will be available in your Test environment on 11th June 2022 and will be available in your Live instance on 25th June 2022.

List of items

1. New Obligation Explorer View

1.1 Parent/Child Linkages between Authority Documents

1.2 Introduction of Compliance Secondary Responsible Officer

1.3 New Obligation Explorer View

2. New Standard Policy Register Report

3. Revamping the existing Obligations Register Report

3.1 Report Content Enhancements

3.2 Visual and Layout Improvements

Introducing a new Obligation Explorer view where Obligations can be viewed based on the linked Authority documents. This feature will let users create parent-child relationships for Authority Documents, and configure workflows for the child record. Additionally, you will now be able to configure multiple Secondary Responsible Officers for an Obligation record. Further, the Explorer View is available via the My Quick Update page, where the assigned Primary and Secondary Responsible Officers are able to update key attributes of an Obligation record.

1.1 Parent/Child Linkages between Authority Documents

This feature will enable you to form parent-child linkages between Authority Documents. A hierarchy of Authority Documents that can be cascaded to a desired number of levels from the root level can be formed.

How do you configure this?

• Add a ‘Parent Child Cascade List’ field to the Authority Document object under Menu > Framework > Compliance Settings > Object Configuration > [Register Type: Authority Document Register] > AuthorityDocumentObject.
• Users with the ‘Object Configuration’ permission via Menu > Framework > Compliance Settings > User Roles > [Register Type: Authority Document Register] > [Role Name] > Standard, will be able to configure the Parent-Child cascade list for Authority Documents.

Figure 1.1.1: Setting up parent-child cascade list of authority document

How does this work?

• Once a Parent-Child cascade list is added to an Authority Document, a grid with the columns: Section, Obligations, and Alerts will be displayed within the Object.
  • Section column – displays the name of the Authority Document(s)
  • Obligations column – displays the obligation count  linked to the specific Authority Document
  • Alerts column – displays the alert count linked to the specific Authority Document
• Initially the Section column will display only the currently accessed Authority Document.
• Click on the ‘Add New’ button to add a child record below the selected record

Figure 1.1.2: Parent-child cascade of authority documents

• To link an existing Authority Document as a child, select the ‘Existing’ option, select a record from the dropdown, and click ‘Add’. Once added, the new Authority Document(s) will appear together with their relevant Obligation and Alert count.

Figure 1.1.3: Adding a child authority document from existing authority document

• Alternatively, to create a new Authority Document and link it as a child, select the ‘New’ option, enter/select the mandatory information for the displayed fields, and click ‘Add’.
• A new Authority Document will be created and displayed within the Authority Document hierarchical tree.

Figure 1.1.4: Adding a child authority document from new authority document 

• The new Authority Document will by default inherit the type and workflow of the record from which it is created. To change this to a desired default type, select the default type for child records under Menu > Framework > Compliance Settings > Compliance Type > [Register: Authority Document Register] > [Name] > Default Type for Child Authority Document.
• Upon selecting this option, this will apply to all subsequent child Authority Documents created via the Parent-Child cascade list.

Figure 1.1.5: Default type for child authority document option

• To remove a linkage between Authority Documents in the Parent-Child cascade list, click the ‘Delete’ button. This will remove the linkage between the Authority Document and the subsequent Authority Documents in the hierarchy. 

1.2 Introduction of Compliance Secondary Responsible Officer

This feature will enable users to configure and assign Secondary Responsible Officers to Compliance records so that in addition to the Primary Responsible Officer, one or more Secondary Responsible Officers will be able to view and edit assigned Compliance records via the My Quick Update and My Obligation Explorer pages.

How do you configure this?

• A new Compliance Secondary Responsible Officer multi-select field has been introduced to the Compliance Object under Menu > Framework > Compliance Settings > Object Configuration.
• To assign Secondary Responsible Officers within the Compliance Object, ensure that the visible checkbox for this new field is ticked.

Figure 1.2: Compliance secondary responsible officer object

How does this work?

• Once the Secondary Responsible Officer field has been enabled, you will be able to select one or more users and assign them as Secondary Responsible Officers for a given Compliance record.
• All users selected, will be able to view the assigned Compliance records within the My Quick Update and My Obligation Explorer.
  

  Note: Unlike the Compliance Responsible Officer, the Secondary Responsible Officer will not acquire additional permissions to objects. Only the permissions assigned to the logged in Secondary Responsible Officer in the User Roles area will apply.

• To assign a generic set of permissions for all Compliance Secondary Responsible Officers, you can grant these permissions to a Custom user role and assign the user role to the Secondary Responsible Officer Standard Role under Menu > Framework > Compliance Settings > Standard Roles > Compliance Secondary Responsible Officer.
• Additionally, you can configure Compliance Email Notifications to be sent to the Secondary Responsible Officers for Compliance Notification type email triggers by selecting the ‘Compliance Secondary Responsible Officer’ as the Notification Recipient under Menu > Framework > Compliance Settings > Notifications.

1.3 New Obligation Explorer View

Introducing a new Obligation Explorer view where the Primary and Secondary Compliance Responsible Officers are able to view and update Compliance records in a single centric register.
Unlike the My Quick Update page, the My Obligation Explorer displays the Compliance records together with its source Authority Documents from which it is derived.

Figure 1.3.1: My obligation explorer view

How do you configure this?

The My Obligation Explorer Register will display only the Code, Title, and Status fields by default. To add additional custom fields to the My Obligation Explorer:

• Navigate to Menu > Framework > Compliance Settings > Register Configuration > [Register Type: Compliance Register] > MyObligationExplorer and click ‘Add New’.
• Select the required Compliance Type, the objects linked to the relevant type, and the desired object field you wish to add to the My Obligation Explorer, and click 'Save'.

How does this work?

• To access the My Obligation Explorer Register, click the ‘See My Obligations in Explorer View’ link in the My Quick Update page, under the title ‘My Obligations’.
• My Obligation Explorer will display all obligations assigned to the logged in Compliance Responsible Officer/ Compliance Secondary Responsible Officer, together with the Authority Documents from which these Compliance records stem from.
  

  Note: The Authority Document and Compliance record relationship shown in the My Obligation Explorer, are based on the linkages formed in the Linkages tab of the relevant Authority Document or Compliance record.

• The Compliance Responsible Officer or Compliance Secondary Responsible Officer(s) can update the assigned Compliance records using the ‘Edit’ option.
• You can filter and view the Compliance Requirements linked to a specific Authority Document, by selecting the relevant Authority Document from the Authority Document filter.
•  To view all Compliance Requirements assigned to the logged in user that are not linked to any Authority Documents, select the ‘All Unliked Obligations’ option from the filter.
• To add actions to a Compliance record assigned to you, click the ‘Action’ button placed against the relevant Compliance record, and click ‘Add New’ to add an action.

Introducing a standard Policy Register report comprising details of the Policy Registry in the Camms system, including Policy Code and Title, Policy Type, Responsible Officer, Policy Reported Date, Policy Status, Policy Risk Rating, Policy Review details Linked Compliances and Authority Documents, for a given reporting period.

The report filter page will consist of the following multi-select filters and checkbox filters that will let you filter the report content for different criteria:

• Policy Code and Policy Title, Policy Type, Policy Category, Policy Status, Policy Priorities, Policy Severities, Policy Responsible Officer, Policy Reported Date, Next Review Date, Policy Review Status, Show Priority, Show Severity, Show Policy Description, Show Review Comments, Show Active, Show Inactive and Hierarchy Links.

Figure 2.1: Policy register report filter page

The report consists of the below 29 columns:

• Policy Code, Policy Title, Policy Description, Policy Type, Policy Category, Policy Responsible Officer, Policy Reported Date/Time, Policy Reported By, Number of Actions Completed, Number of Actions Pending, Linked Organisation Hierarchy, Linked Custom Hierarchy, Linked Authority Documents, Number of Compliances, Compliance %, Linked Compliances, Priority, Severity, Policy Risk Rating, Policy Status, Review Status, Review Frequency, Last Reviewed By, Last Reviewed Date/Time, Review Comment, Next Review Date, Last Updated Date/Time, Last Updated By, Active.

Figure 2.2: Policy register report body

A new and improved Obligations Register report is introduced comprising more information on the Obligations Register, including Hierarchy Linkages, Linked Controls, Policies, and Authority Documents, along with multiple new filtration options. The report look-and-feel is enhanced and will adhere to the new Camms branding designs, providing a more elegant look-and-feel throughout the report.

3.1 Report Content Enhancements

The Obligation Register report has been enhanced to include the functionalities detailed below to improve the usability of the report.

• Eleven (11) new filtration options including Compliance Categories, Compliance Status, Compliance Severities and Authority Document have been added, along with the ability to filter the report based on hierarchy levels/nodes and further, providing the ability to control the visibility of certain fields within the report.

Figure 3.1.1: Obligation register report filter page

• With the revamp, multiple new fields including Compliance Category, Severity, Review Frequency, Review Comment, Last Updated Date/Time and Last Updated By have been added to the existing report.
• Moreover, the Organisation linkages, and linkages to Custom Hierarchies, Controls, Policies, Authority Documents are depicted as separate fields in the report, for a more detailed interpretation of the Obligation Register.
• Additionally, any custom staff dropdown field configured in the application will be retrieved to the report as separate custom staff fields.

Figure 3.1.2: Obligation register report content

3.2 Visual and Layout Improvements

• The background colour of the field headers have been changed to a lighter colour in relation to adhere to the new Camms theme and to bring about a clear visual aid. Additionally, the data fields displayed with a background colour, reflects the latest Camms brandings to give a better look-and-feel throughout the report.

• The order of the fields within the report has been modified to cater for a more meaningful information interpretation.

• The client logo and the report name, along with the print date is included as a header within the report.

Figure 3.2.1: Obligation register report title and logo