Legislation

The legislation module allows you to manage formal aspects in the company and facilitates the coordination of these activities. The module includes functions related to the audit mechanisms of ISO processes, but also to elements related to formal legal analyses.

The functions are available in the main menu in the 'Legislation' section.

Figure 1. Legislation application menu

The following functions are available in the menu and module:

Legal acts - management of legal acts and the register of legal analyzes of the company’s activities.
Corrective actions - corrective actions
Risks and opportunities - register of risk and opportunity analyses
Rationalization proposals - register of rationalization proposals

Legal acts

Legal acts are a function of the system that enables the registration of documents and legal acts applicable to the company along with a full analysis of individual articles of the documents. The register allows for a formal analysis of these documents along with a register of justifications for the criticality of individual articles of documents on the company’s operations. This facilitates the analysis and demonstration of compliance with formal tasks regarding the correctness and compliance of the company’s operations with applicable legal acts. As an add-on, the system enables ongoing analysis of legal acts being created and published in the Journal of Laws and Monitor Polski, along with e-mail notification of new documents that meet any search criteria.

The concept of document management and structuring

The system defines the ability to define legal contexts. This is an area of the company’s activity that requires such analyzes. It may be an occupational health and safety issue, it may be an analysis of environmental issues, it may be an analysis of working conditions, etc. These areas are often dealt with by different people and each of them focuses on different documents/different formal areas.

In each such context, there may be any number of documents divided into types - sources of creation. These may be, for example, local legal acts, European Union law, normative requirements, etc. In each of these areas, we define documents, i.e. specific legal documents. Each of such documents is divided into articles - formal parts. Each of these parts is subject to analysis and should have its own record of assessing legal requirements. Each of these elements may have its attachments (source documents), a link to websites announcing the requirements and a list of aspects, i.e. areas of impact.

When you enter the module, you are presented with an empty initial view. A preliminary definition of legal contexts is required. We can do this via the edit button next to the selection list.

Figure 2. Initial view

The main menu of the module contains actions for accessing dictionary data. They are required for the definition of initial data and dictionaries.

Figure 3. Menu

Contexts - definition of work contexts
Aspects - definition of aspects
Reminders - list of reminders defined in the module

Contexts

Context allows you to separate formal parts/documents into one whole. After selecting a section from the menu, a list of all contexts is presented.

Figure 4. Contexts

Adding a new context allows you to define the context and define access lists and division into document types.

Figure 5. New context

Available options and context definitions:

Name - context name
Description - detailed description of the context
Editors - a list of people who have access to a given context and can work on it
Document Types - a list of document types, e.g. "Journal of Laws", "EU legal acts", etc.

The document type allows you to define its basic parameters:

Figure 6. Document type

Name - type name
Code - code can be used for document analysis through integration with API programming interfaces
Active - whether a given document type is active in a given context
Description - description of the document type

After saving the new context, refresh the main view to see it in the list. Remember about the permissions in the Editors list for a given context. Otherwise, you will not see the given context.

Aspects

Legal aspects is a dictionary that allows you to categorize articles in documents. Entering the configuration displays a list of defined aspects and allows you to edit them/create new records.

Figure 7. Aspect list

Adding a new aspect displays a form with available options:

Figure 8. Edit aspect

Name - the name of the aspect
Code - code can be used for document analysis through integration with API programming interfaces
Description - description of the aspect

We use aspects in the definitions of individual articles of the document to additionally describe the validity and functions performed within a given article.

Reminders

Reminders are a mechanism that allows you to send a message at the right moment in time, which may concern the entire context of legal issues, a specific document or a specific article. It allows you to manage tasks within individual events and prevents you from omitting important issues within these tasks. Often articles or legal documents contain provisions that are required for verification when, for example, implementing acts are created. We can use reminders to make it easier for us to remember to do these things.

The list of all reminders is available in the module’s main menu. Shows all reminders pinned to any object in the system.

Figure 9. Reminders list

The new reminder editor allows you

Figure 10. Reminder editor

Applies to - the context to which the reminder applies. Set automatically.
Active - whether the reminder is active and an email with its content will be generated
User - recipient of the reminder
Reminder date - the date when the reminder will be generated and sent
Content - the content of the reminder

For the mechanism to work properly, an active scheduler is required in the system, which will generate information and send it to recipients. Using it, we can specify the hours at which these reminders will be sent.

Figure 11. Scheduler definition

Documents

Once we have selected the context, we can start working on the documents. The view is displayed as a group of tabs that divide the document view according to document types defined in the context. Below is a list of documents of this type.

It is possible to enter new documents using the + Document button. The system will automatically add a new document to the list and allow you to edit it.

Figure 12. Selected context - list of documents

Filter fields are available at the top of the view. They consist of:

Search - search for any text within the entered data
Document date - defining the document validity filter
Status - filtering by document status

Additionally, there are buttons:

Export to XLS - export all data to XLS Excel format
Refreshing the data view

Each document is presented in a table with summary information regarding its content and a preliminary analysis of whether or not it is appropriate to deal with a given document within the organization

Preview - the button allows you to view the details of a given document within a drop-down list
Articles - displays a list of articles of a given document
Title - title of the document/legal act
Information - additional information about the document, including a link to the original publication of the document
The scope concerns - information and status whether a given document is required for analysis in the organization

After selecting the preview action, the user goes to preview/edit the given document. All changes to the fields are automatically saved by the system and an appropriate message appears in the information bar. Document details allow for all operations and field modifications.

Figure 13. Expanded document details

Possible changes/entries of data

Title - title of the document/legal act
Link - a link to an external website of the organization publishing it
Publication address - publication address, e.g. entry in the Journal of Laws of the Republic of Poland
Effective date - the date the document becomes effective
Scope valid - flag whether the scope of the document is valid in a given organization and should be referred to
Active - information about whether a given document should be visible in the default data view
Content - content/abbreviation of the document content
Files - list of additional attachments and data

The context menu in the details view allows for additional operations on a given document:

Figure 14. Context menu

Add reminder - adding a reminder in the context of a specific document
Reminders - a list of all reminders for a given document
Delete - delete the document. ATTENTION. deleting a document also deletes all articles and attachments added as part of these operations

Additional buttons in the file list allow you to:

Add, delete, download a file - operations on the selected file or uploading new files/attachments to the document
File Preview - Preview PDF files in split view

After selecting the file preview, it opens in the side panel. The file is navigable and allows you to review the information in the file while working with the list of articles. This makes your work much easier and allows you to quickly enter data into the system. You can close the preview at any time and return to the default view.

Figure 15. Item preview

After selecting the list of articles - the down arrow button - the view changes to the list of articles. We add new articles using the + Add button. The system automatically opens the new article editing panel.

Figure 16. Article details

At the top of the view there is a bar of activities and tasks.

Figure 17. Panel

Available operations and filters

Add - adding a new article
Search - search box for any text in articles
Effective date from-to - filter of the dates when the article begins to come into force
Applicability - whether an article is valid in a given organization
Aspects - a filter list of aspects covered by the selected articles
Search - action to perform a search and update the view
XLS export - export of article data to the XLS Excel file format
Refresh - refreshes the view
View in new window - displaying the list of articles in a new, detached window

After selecting any article, a quick preview is displayed within a given list with the option of fully editing the information contained therein. Available operations and fields:

Menu - context menu of the article with additional actions
Item number - item number of the article in accordance with the formal provision in the legal act
Index - index is the number by which articles are sorted in the default view. It allows you to sort articles according to numerical order, regardless of the format and style of the Item Number description. The system automatically sorts articles by index and then alphabetically by item number.
Date of entry into force - the date a given article enters into force
Scope is valid - whether the scope of the article is valid in a given organization
Description - article description/information summary
Implementation method/legal notes - description of the implementation method and legal information required to implement a given article
Aspects - a list of aspects covered by a given article
Files - additional attachments, explanations or additional information

All changes you make to the fields are automatically saved in the background and an appropriate message appears.

The article context menu contains additional actions related to the article:

Figure 18. Context menu

Move up - moves the article up the list
Move down - moves the article down the list
Add above - adding a new article above the current one
Add below - adding a new article below the current one
Add reminder - adding a reminder in the context of a specific article
Reminders - a list of all reminders for a given article
History - history of changes to the article
Delete - delete the article

After selecting change history, a list of all changes and current field values in a given article is presented. This allows for retrospective analysis of changes and information entered by users.

Figure 19. change history

The Files/Aspects lists allow you to add this information to a given article. We can use additional buttons in these lists:

Add/Remove - add/remove an object from the list
Download file - download a given file
PDF file preview - preview any PDF file inside the application

Integration with the SEJM of the Republic of Poland

An additional functionality available to users from Poland is IT integration with the system for publishing legal acts of the Sejm of the Republic of Poland. Using the prepared scheduler, we can automatically search legal acts published on government websites and notify users about the appearance of new legal acts that meet the search criteria.

An example scheduler setting is shown below. It searches for the keywords "OHS" anywhere in the published document - i.e. in the name, description and categories to which it was assigned by the IT systems of the Sejm of the Republic of Poland.

Figure 20. Scheduler

An example notification result, which can be freely configured, contains information about the name of the article along with a direct link to the document on the publication’s website

Figure 21. Notification result

ISO

The ISO section allows you to operate and record records that comply with certain ISO procedures.

Registers available in the system

Corrective actions - register of corrective actions
Risks and opportunities - register of risks/opportunities with criticality analysis
Rationation applications - a register of rationalization applications

All of these registers have their own data definitions, execution traceability and sub-tasks within each register.

In the case of creating new register entries, it is required to define automatic counters that will assign numbers to individual documents.

If you do not define the counters, you will get a jn message when you try to create any register.

Figure 22. No counters

No default counter defined. … says about the need to define counters. To do this, go to the configuration section and in the general settings select the Counters tab. There, in the ISO section, we indicate which counters (or created new ones) will be responsible for the automatic numbering of documents.

Figure 23. Counters definition

In the case of this module, we also have the option of specifying permissions to access individual sections/actions. Authorizations are available in the "Energy - Environment" module and allow you to specify authorizations for individual operations: view/create/edit/delete.

Figure 24. Permissions

The ISO module also has its own dictionary elements. They are available collectively in the system configuration view, but also directly in the context menu of registry views.

Figure 25. Dictionaries

Additional dictionaries:

Corrective actions - source - allows you to specify a dictionary of corrective action sources
Corrective actions - states - definition of corrective action states
Corrective actions - types - type of corrective action
Type of ISO processes - types of ISO processes to be defined within each of the registers.

ISO - register of Corrective Actions

The register of corrective actions allows you to enter and monitor this type of register.

The basic view shows a list of all events. Using dedicated buttons, we can select registers created by the current user or assigned to him.

Figure 26. List

Additional filters are located in the side dock and allow for additional filter definitions.

Figure 27. Filter

Creation of a new Corrective Action Register

The form for creating a new record contains all the basic information about this type of data. It is divided into individual tabs

Figure 28. New Register of Corrective Actions - general

Protocol number - automatically assigned protocol number
Date of entry - date of entry into the register
Process - ISO process selected from the dictionary
Source - source - dictionary data
Additional notes - additional notes describing the operation
Type - action type - dictionary

Figure 29. New Register of Corrective Actions - descriptions

Description - detailed description of the operation
Reason - the reason for the action

Figure 30. New Register of Corrective Actions - Evaluation

Status - current state of operation - selection from the dictionary
Assessment - performance evaluation
Closing date - date of final closing of the activity

Figure 31. New Register of Corrective Actions - attachments

Additionally, attachments regarding this action.

Registry details

After filling in the data, we can view them in aggregate and detailed form. After selecting a given record, we go to the detailed view. The information entered in the authoring form is contained in the individual tabs.

In addition, we have a list of detailed tasks that can be created within a given registry. They allow you to track and divide work between individuals.

Figure 32. Details - tasks

The log history shows information about log data changes over time and creating/editing detailed tasks. Using this tab, we can also edit parameters.

Figure 33. Details - history

By adding a historical record, we can execute/register individual data.

Figure 34. Change actions

Close date - register closing date
Responsible - change of responsible person
State - change of the register state
Evaluation - final assessment of the process implementation

The new task form is simplified compared to the main view of work orders. Allows you to enter basic job data.

Figure 35. New task

Name/description - task name/description
Responsible - responsible person
Type, Status, Priority - job type/status and priority
Expected start/end - start/end times

The task details view is displayed in a simplified way and we have the ability to quickly change the status of the task and basic editing/saving additional attachments to the task.

Figure 36. Task - simplified

ISO - Register of risks and opportunities

The register of risks/opportunities allows you to enter and monitor this type of register.

The basic view shows a list of all events. Using dedicated buttons, we can select registers of a specific type: Risk/Opportunity.

Figure 37. List

Additional filters are located in the side dock and allow for additional filter definitions.

Figure 38. Filter

Creation of a new risk/opportunity register

Creating a new register allows you to define and enter all key data

Figure 39. New risk/opportunity register - general

Name - name of the risk/opportunity
Protocol number - automatically assigned
Reason - description of the reason for the entry
Consequence - description of the consequences

Figure 40. New risk/opportunity register - estimation

Risk/Opportunity - selection of register type
Probability - determination of probability
Effect - determination of the effect of not implementing actions
Estimation - automatic criticality estimation
Risk table - auxiliary risk table

Figure 41. New risk/opportunity register - implementation

Responsible - the person responsible for the implementation
Process - selection of the process in which the risk/opportunity arose
Status - status of implementation
Closing date - closing date
Implemented activities - summary of implemented activities

Additional attachments and information can also be added to the register.

Figure 42. New risk/opportunity register - attachments

Viewing registry details

In addition, we have a list of detailed tasks that can be created within a given registry. They allow you to track and divide work between individuals.

Figure 43. Details

Historical record can be entered directly from the history view.

Figure 44. Actions

Implemented activities - activity definition
State - state change
Closing date - specifying the closing date
Responsible - change of assigned person
Probability - parameter change
Effect - parameter change
Estimation - parameter change

The new task form is simplified compared to the main view of work orders. Allows you to enter basic job data.

Figure 45. Task

ISO - Register of rationalization proposals

The register of rationalization applications allows for the introduction and monitoring of this type of register. The basic view shows a list of all events.

Figure 46. List

Additional filters are located in the side dock and allow for additional filter definitions.

Figure 47. Filters

Additional dictionaries necessary to enter records can also be accessed from the context menu of a given register view. Here you can access the register of decision types and ISO process types.

Figure 48. Dictionaries - menu

Creation of a new register of applications

Creating a new register allows you to define and enter all key data

Figure 49. New rationalization proposal - general

Name - name of the application
Protocol number - automatically assigned
Resource - indicated resource to which the application relates
Process - indicated process to which the application relates
Entry date - date of entry
Description of the current state - extended description of the current state

Figure 50. A new rationalization proposal - a proposal for change

Change proposal - extended change proposal

Figure 51. New rationalization application - users

Reporting User - key reporting/applicant person
Participating users - participants in the process (co-applicants/authors)

Figure 52. New rationalization proposal - evaluation

Decision - the decision regarding the record.
Responsible - appointing a responsible person
Status - current state of the register
Estimated start/end - estimated completion dates
Notes - additional notes

Figure 53. A new rationalization proposal - conclusions

Close date - register closing date
Conclusions - descriptive conclusions from the implementation/rejection of the application

Figure 54. New rationalization application - attachments

Viewing registry details

In addition, we have a list of detailed tasks that can be created within a given registry. They allow you to track and divide work between individuals.

Figure 55. Details

The available actions within the historical entry allow you to define the record and change basic data such as:

Figure 56. Actions

Status - current status of the application
Responsible user - change of user
Estimated start/end - estimated start/end of execution
Notes - additional notes

The new task form is simplified compared to the main view of work orders. Allows you to enter basic job data.

Figure 57. Task