Facility

User Guide: Facility Module for Compliance Management Application

Welcome to the Facility(s) of our Compliance Management application! Facilities form the foundational units within a compliance product, serving as the primary entities for which assessments are conducted to ensure adherence to regulatory standards and operational best practices. This guide will walk you through the functionality and capabilities of the Facilities in detail.

What Is Facility?

In the context of a compliance product, the term facility often refers to a specific physical location or site where a company conducts its operations. This could include manufacturing plants, warehouses, offices, or retail outlets, depending on the nature of the business.

In compliance terms, a facility might be subject to specific regulations, audits, or standards related to safety, environmental impact, data security, or operational practices.

Overview of Facility:

Facilities play a central role in compliance management, acting as the core entities where assessments and surveys are conducted to evaluate adherence to regulatory standards and internal policies. Each facility is assessed based on specific criteria such as safety, environmental impact, operational efficiency, and legal compliance. By focusing on facilities, compliance products enable detailed evaluations through tailored surveys and checklists, ensuring a comprehensive understanding of risks, gaps, and improvement areas. This facility-centric approach ensures that compliance efforts are localized, actionable, and aligned with organizational objectives and regulatory requirements."

How to Open Facilities screen?

Login to Compliance product and click on Facility from the main menu.

It will show a drop down with Facility(s), Facility Type(s) and Region(s).

Click on Facility(s) option.

It will navigate you to the Facilities page.

How to Create a Facility?

Creating a Facility is straight forward process, the below steps followed by screenshots will guide you how to create a facility.

1. Navigate to the facilities screen.
2. Click on Add New Facility Button at Top left of the page,
3. It will open you the Facility creation page.
4. The page by default will show the following fields.

a. Facility

b. Facility type

c. region

d. Likelihood

e. Impact

f. facility Likelihood

g. Risk Register score

h. Site contact

i. Site supervisor

j. Include Assessment Gap score in the Facility risk score calculation and Include Risk Register score in the Facility risk score calculation check boxes.

k. Address

l. City

m. State/Country/Province/Other

n. Zip

o. Country

p. Latitude

q. longitude

r. Facility Fields and

s. Facility logo.

1. Fill The Required Details to create Facility.
2. Facility: Here we can enter the name of the Facility, for example: “General”. And here facility name is mandatory field, we can’t skip it to create a facility and we can enter any Text like Alphabets, numbers Alphanumeric, special characters and everything. Make sure it should not exceed 255 characters.

1. Facility type: Facility type is a drop down field and which shows all existing facility types in the application to map for this facility.

We can select any facility type based on its requirement for this facility and facility type selection is a single check here.

We can create our own facility types also from here to map this facility.

How to add new facility type from facility screen?

1. In Add/edit facility screen, go to Facility type field.

2. Here you can see one + icon beside this facility type field. Click on it.

3. It will open Facility type creation page under facility screen.

4. You can enter required data in Facility type name, description and in criticality field then click on save button.

5. You will get one pop up to say “Do you want update this facility type to all existing questions”? With Yes or No buttons.

6. If you select yes, it will show Question categories drop down to select in which you want to map this facility type and then you can click on submit button to update the mappings.

If you click on No button, it just created the facility type without updating to any questions.

7. You will get one confirmation message for creating the facility type successfully.

New facility type will be created and you will navigate back to the Facility screen

Here the facility type field is auto selected with newly created record.

You will get some information about facility type when you mouse over the pop up icon beside the facility type field.

When you select one facility type from the Drop down and which Is not mapped to any Questions, it will show one pop up like facility type do not have any questions mapped. Map some questions to this facility type in setup>content>Map

1. Region: Region also a drop down field and which shows all existing Regions in the application to map for this facility.

We can select any Region based on its requirement for this facility and Region selection is a single check here.

We can create our own Region also from here to map this facility.

How to add new Region from facility screen?

1. In Add/edit facility screen, go to Region field.

2. Here you can see one + icon beside this Region field. Click on it.

3. It will open Region creation page under facility screen.

4. You can enter required data in Region and description and then click on save button.

5. You will get one confirmation message for creating the Region successfully.

New Region will be created and you will navigate back to the Facility screen

Here the Region field is auto selected with newly created record.

You will get some information about Region when you mouse over the pop up icon beside the Region field.

1. Set Likelihood: Likelihood evaluates the probability of a threat event occurring.

in the context of threat assessment for a facility refers to the probability of a specific threat occurring within a given time frame. It's an essential part of risk analysis and is used to determine how probable it is that a facility will encounter a certain threat (e.g., burglary, natural disaster, cyber attack).

Here The Set Likelihood field is drop down and provides you to set the likelihood value in 2 ways.

Which are

Manual and

Determine by data.

When you select Manual option, it will display another 2 fields in the facility screen which are Manual Likelihood and Threat source field.

In Manual Likelihood By default, it sets to low value which is enabled from the settings. And you can choose your own value from the drop down list.

Make sure that what are the levels available/enabled in settings, those levels only display here to set the likelihood manually.

And Threat source field you can add the information about the Threat in details.

When you select Determine by data option, it will display another field called

Data Partners field. This contains 3 third party options to get the Likelihood value automatically, which are Cap index, Security gauge and world Aware

When you select Cap index, likelihood for cap index field and Report type fields will display and likelihood for cap index is a drop down field having 5 options range from 1 to 10 which are available from the settings enable conditions, user can choose any one option from the drop down.

The Report Type field is a dropdown menu with two options: 3 miles and 6 miles, indicating the CAP index radius. This selection determines the likelihood value coverage within a radius of either 3 miles or 6 miles based on the chosen option.

When you select Security Gauge, likelihood for Security gauge field will display and it is drop down field having 5 options range from 1 to 10 which are available from the settings enable conditions, user can choose any one option

When you select World Aware, likelihood for World aware field will display and it is a dr

op down field having 5 options range from 1 to 10 which are available from the settings enable conditions, user can choose any one option

Make sure that whatever the third party option you selected for the facility, that likelihood value will display here. And that likelihood value will display in Facility likelihood field.

if you select all 3 options then the likelihood value will be the maximum of these 3 options and it should be latest value.

And the Third party likelihood values we can get again while fetch these data’s at assessment level, so the latest value will be updated at facility level.

1. Impact: The impact of the threat level in a compliance product refers to the potential consequences or severity of harm that a threat could have on the organization, its operations, stakeholders, and legal standing if it materializes. Impact is a critical component of a comprehensive risk assessment and is often analyzed alongside likelihood to prioritize threats effectively.

In Facility screen, Impact is a drop down field having 10 options Ranges from 1 to 10 categorized as low, Medium Low, Medium, Medium High and High based on the enabled values from settings.

By default it is displaying the Highest value which is 10 and user can select any value from the drop down as you required.

You can get the Impact levels information by mouse over the pop up icon beside the Impact field.

1. Site Contact: A site contact for a facility in compliance refers to a designated individual responsible for managing or performing the survey overseeing compliance-related activities and communication at a specific facility. This person acts as the primary point of contact for regulatory authorities, internal teams, or external auditors regarding the facility's compliance status, documentation of an assessment, and adherence to regulations.

The selected users will act as a site contacts to do the surveys for this facility assessments and to do the analysis of the assessment and offer recommendations to the non compliance and decrease the Risk score.

You can get some information about the site contact by mouse over the pop icon beside the site contact field.

You can add new site contacts from facility screen by clicking + icon beside the site contact field.

And from here we can create only site contact role users.

Click on the + icon, it will navigate you to the add site contact page from the facility screen

Which consist First name

Last name

Email

Phone

Status

Job Title

Risk Roles(If it is Dual product Instance)

Assessment Roles

Task status

Can view tags check box with save and cancel buttons.

Enter all required fields and click on save, the user will created successfully and you will navigate back to facility screen and the user got selected automatically as the site contact user for this facility.

1. Site Supervisor: A site supervisor for a facility in compliance is an individual responsible for overseeing daily operations and ensuring that all activities at the facility adhere to applicable compliance standards, regulations, and company policies. The site supervisor plays a critical role in maintaining regulatory compliance while managing operational efficiency and safety at the facility.

Site supervisor field is a drop down and which shows all available active users irrespective of the roles, and this is a multi selection drop down, user can select one or more and even all users as site supervisors for this facility.

The selected users will act as a site site supervisor to do the surveys for these facility assessments and to do the analysis of the assessment and offer recommendations to the non compliance and decrease the Risk score. This is to monitor the all activities of the mapped assessment.

1. Include Assessment Gap score in the Facility Risk score calculation: when you check this check box, Assessment gap score of this facility will be included to calculate the Risk scores for this facility; otherwise it will not consider the gap score value.

Include Risk Register score in the Facility Risk score calculation: when you check this check box, Risk register score from the assessment of this facility will be included to calculate the Risk scores otherwise it will not consider the risk register score value.

1. Address: Address field for a facility in a compliance product, is essential to ensure the field captures all necessary components for accuracy, verification, and regulatory requirements.

A detailed line for the primary address, including street number and name. Used to specify sub-locations within the facility if applicable.

Address is a text field which accepts alphabets, numbers and alpha numeric’s and special characters.

You can enter your valid address here for your facility.

1. City: The city where the facility is located, you can enter the facility city, it will auto populate some cities as per your entry you can select from them
2. State/country/province/Others: is the administrative division within the country. you can enter the state of the facility , it will auto populate related states as per your entry you can select from them
3. ZIP: The postal code for precise location identification, you can enter your facility ZIP code here.
4. Country: This is the name of the country, and it is a drop down field, by default it will show united states, you can select any country of your facility from the drop down.
5. Latitude & Longitude: These are the geographical co ordinates for mapping and verification purpose to locate your facility accurately., you can enter your coordinates here for better accuracy of your facility location.

If the Google Maps Address Verification checkbox is selected in the General Settings module, the latitude and longitude fields will automatically populate when a valid address, or a combination of city, state, and country, is entered and saved.

1. Facility Fields: This is the additional information of the facility, we have 6 predefined fields available in settings>customize fields> Facility fields. Those fields only display in facility screen based on enable/disable property from the settings. Which are

Business Units

Segments

Legal Entry

Total Insured Value

Priority and

Location name

Only enabled fields should display in Facility screen

So In the Facility screen, all enabled fields are displayed, and you can create custom records for each field using the + icon next to it. The newly added records will appear in the dropdown list for that field, allowing you to select the desired value and save it. This ensures that the facility is associated with the selected field value.

1. Facility Logo:

This is pictured recognition of your facility, by this you can upload your facility logo using upload button and ensure that uploaded image will need to meet these dimensions 1600(w) x 544(h) pixels.

You can remove this logo anytime by just clicking the clear button.

Now click on save button, your facility with all these entries created successfully and you will get confirmation message as your facility saved successfully and it will navigate back to the Facilities grid and the grid shows your created facility.

To create the facility Not all the above fields are mandatory, you can create your facility with only providing facility name if you not required to keep all other data.

How to view/open the facility

1. Go to Facilities screen.
2. Click on view details icon in the 1^st of column of the grid for the required facility.
3. Or you can click on pen icon in the action column for the required facility.
4. It will open your facility.

1. And the facility will display with all information you provided and with appropriate Tabs as per your selections and mappings.

What we can edit from the existing facilities

Now in edit facility screen, you can edit every field and update. The latest changes will be applicable for all over application.

We will go through it in details in below steps.

Facility name: you can update the name of the facility by clicking on it and enter your data or modify the name, once you click on save, the facility name will be updated, so the latest change will be applicable for entire application including existing assessments.

Facility Type: you can change the type of the facility by clicking facility type field or you can add new facility type and map to your facility.

While clicking on save, it will show you one pop up which says, do you want to update this to all existing assessments? With assessments status and assessments list drop downs.

You can select for which assessment and from which status you want to update this change.

So based on the new facility type, the survey questions will display to the user.

And based on the facility type the entire survey will show/hide from the site contacts/managers/ limited site contacts/site supervisors and view only users.

So all the previous survey information will be removed and show the new survey with the new facility type.

And ensure that if you don’t want to update this change to existing assessments you can skip the assessments selection by just clicking on close button, so the facility type change will be applied for new assessments only.

Region: Same as the Facility type, you can change the region of your facility and save, the latest region will be mapped for your facility and the results will be updated all over the application.

If you want to update this change to existing assessments also you can select which assessments you want to update otherwise, it will be applicable for new assessments.

You can create the new region as well and map to your facility.

Set Likelihood: if your facility is manual likelihood one and you want to change it to third party likelihood feature or vice versa, you can change it from here.

So the previous third party results will removed and update as per the manual selection and if you change it to third party, the latest maximum fetched value should be updated as your likelihood.

You can change your manual selection of cap index, security gauge and world aware ranges from their drop downs. The latest value should be update to the facility.

Risk Register score: In edit facility only, the register field will enabled and display the risk score, if this facility assessment having Risk assessments and are answered earlier.

So the risk score from the survey screen will be displayed here, ensure that Risk score should be from latest assessment for this facility.

Impact: You can change the Impact value from edit facility at any time and in n. no. of times, the latest changes will be applicable for all over application including existing assessments without selecting any existing assessments.

You can check/un check the Gap score value and risk registers score value involvement in facility risk score calculation at any time and in N no. of times.

These changes will only applicable to new assessments, existing assessments wont be effected with these changes.

Site contact: You can check/Un check a site contact selection for a facility, means you can remove your old site contacts or you can select new site contacts or you can keep the existing one add some more site contacts and map o this facility.

By the result, Removed site contacts will not get the assessments of this facility even that assessment is answered by the same removed site contact earlier.

And newly mapped site contacts will get the assessment information of this facility.

If you select the admin user as a site contact, then there is no limitation of selecting/ un selecting user to get the assessment information.

Admin can get all assessments information even if they are not mapped to those facilities.

When you are changing site contact for a facility, it will show you a pop up as do you want to update this to all existing assessments? Wit Yes or no buttons.

If you click on Yes, it will show you the list of all status of the assessments drop down field along with list of all assessments dropdown field

You can select which assessment you want to update this change and click on submit, so the changes will be applied to selected assessments or if you don’t want to update to existing assessments, so the changes will be applicable for new assessments only.

Site supervisor

You can change the supervisor of your facility at any time and N no. of times, so the mapped site supervisors will get the assessment survey. If you want do the survey and add recommendation and create the task assign to someone and make non compliant question to compliant and decrease the risk score

But as a site supervisor, you will get all Tasks information related to your mapped facility assessment but you can’t edit the task until the task created by you or assigned to you, you can just view the task information.

And while changing the site supervisor, it will not ask you to update existing assessments, it will directly update to all existing assessments and new assessments also.

Address, city, State/country/Province/Others, Country, Latitude and Longitude: You can change your address details of your facility at any time, so that all your geographical risk related calculations will be changed as per your latest update and these changes will be applicable for all over application.

Facility Fields: You can enable more fields from the settings and add the records in those fields and update to this facilities or you can deselect the existing fields from the facility and save.

Facility Logo: you can change the logo by clicking clear button and upload your own logo any time and in N. no of times, all changes will be applicable for the entire application

How to Delete Facility:

You can delete facility in 2 ways.

1. Open facility screen.
2. Click on delete icon in action column for the required facility.
3. Or open the required facility and click on delete button at the Bottom right.
4. You will get one confirmation message as do you really want to delete the facility? With Yes or No buttons.
5. If you click yes, the facility deleted successfully and you will get confirmation message as Facility deleted successfully at the top right
6. 6. And you will navigate back to the Facility Grid, the grid should not have your deleted Facility.
7. If you click on No button, pop up will be closed and get back to facility screen.

If a facility already has associated assessments and you delete the facility, it will be removed from those assessments. If an assessment only includes the deleted facility, the entire assessment will also be deleted. Additionally, the facility's license will be credited back to your account.

How to search the specific Facility from the Grid

1. You can get the specific record from the grid by using search field and also from the Filter feature as shown below.

1. We can filter the records by using facility, description and criticality values
2. You can get the data by clicking Run button in filters drop down and also you can create your customized filter by using save button.
3. And the created filters will display in select filter field you can select them any time to get your customized data and the filters can be edit and delete any time and you can get whole data by clicking cross mark at the select filters filed.

1. And also you can make your filter as default filter by selecting default check box while saving the filter. So every time when you open the facility page, it will display only Default filter data.

1. You can sort Table data by using all 3 columns (Facility types, Description and criticality levels)., once you apply sorting with any column, the records will display in ascending order like below

.

1. You can get all the facility details into excel data by clicking export icon at the Top right. And also you can Hide or see the columns by clicking See/Hide columns data icon beside the export icon.

Events: Events or logs are the excellent features in applications for tracking and auditing user activities and system operations. They provide a detailed record of actions performed, helping to ensure transparency, traceability, and compliance. Here's an overview:

Purpose of Events

1. Action Tracking: Record user actions such as creating, updating, or deleting records.
2. Audit Trails: Maintain a history of changes for compliance and accountability..
3. Performance Analysis: Log metrics to analyze application performance and usage.
4. Security: Detect unauthorized access or suspicious activities.

User Activities

• • Login/logout events.
  • Data creation, modification, or deletion.
  • Accessing sensitive modules or information.

Benefits of Events/Logs

1. Improved Troubleshooting: Quickly identify issues by analyzing error logs.
2. Compliance Support: Meet regulatory requirements by maintaining detailed audit trails.
3. Enhanced Security: Detect anomalies such as unauthorized access.

How to get the Events in facility module?

1. Open Facilities
2. Click on events Dropdown at the Bottom Left of the screen.
3. It will show you the all captured events for the Facility Module.
4. This feature will show you the Events table along with filters option, search, sort and export options.

Events Table is having the following columns

1. Action Performed
2. Performed By
3. Module
4. Action date
5. Action Info and
6. View details columns

Action Performed: It will describe what action could be performed

Performed By: It will display the user mail Id who performed the action.

Module: The part or section of the application where the action occurred

Action date: It tells about the Timestamp the exact date and time of the event.

Action Info: It tells about the Facility, which facility is effected for the update.

View Details: When you click on this icon, it will display complete information of the action, like create, update and delete with detailed information like what is the before change of the facility and what is after change of the facility and which field is effected under that facility.

You can get the Specific log by search the record or filter the record by using filters and search field.

Filter feature give you the all column options to get the exact record.

You can save the filter for future purpose or you can run the filter for the temporary result

You can save the filter as default filter, so that every time when you open the events, only default filter records will display here.

You can download the all logs data into excel sheet, there you see, what is the before change and what is the after change.

You have sorting feature also in events, you will get the each column data in sorted order like in ascending order when you use the sorting feature.

What are the Other Tabs available in facility screen?

In Edit facility screen, we have third party option tabs based on our selection while creating/updating the facility and also Document and Custom Fields Tabs will be available based on the settings we setup for the facilities, here we have detailed view of all the available tabs in the facility field.

I.Documents

This is an effective feature for the Facilities, if the organization having any policies/Documents by the facility level, they can add those documents in this tab and a facility can have multiple policies/documents.

Here we can see the step by step process for the Document adding, editing and deleting to the facility.

1. How to go to Documents?
   • 1. Navigate to facilities page.
     2. Open any existing facility.
     3. Click on Document tab.

• • 1. It will open the Documents page, which shows documents grid.

1. How to create a new Document for the facility?
   1. Open Documents page
   2. Click on Add new Document button at the Top Right.
   3. It will take you to the Document creation page.
   4. Document creation page having the following fields.

Document Number

Facility

Document Name

Effective Date

Expiry date

Status

Sub status

Document Admin/manager

Document Model/type

Approver

Upload Document Button.

Document Number: This is a system generated random number to provide ID to the Document.

Facility: This is predefined field and populated with the opened facility name, you can’t change facility here.

Document Name: Here you can provide name of your document, it can be a alpha numeric’s and combination of special characters and alpha numeric data.

Effective Date: This Document usage will be start from this selected date, this is also a input field and shows you the calendar, there you can pick one date and set as an effective date.

Expiry Date: This is an input field, it will shows you the calendar when you click on it and here you can set one date for this document life Span., so till that the document will be Active.

Status: This is the field which gives you document current status like is it Active or Inactive.

Sub Status: This also describes the status of the document but this is having static pre defined options to select which are

Under review

Updated

Rejected

Approved

Initial Draft

Red Lining

Correction in Process

Ready for Execution

You can select any one option from this above list for the document

And you can create your own status by clicking on the + icon beside this field.

Document Admin/Manager: This is a drop down field and which shows all available active users, here you can select one user as a document admin/Manager., This is a single selection field, so that you can map only one user to this document at a time.

So from this time, this selected user will be responsible for this document and this user will get mails regarding this document based on the customization we did in settings.

Document Model/type: This is also a Drop down field which tells about the type of document you uploaded here. This is providing the 13 static pre defined options to match your documents to this types.

And the options are

Insurance

Leases

Maintenance

Non Disclosure

Purchasing Agreements

Purchase orders

Service

Software license

Subscriptions

Warranties

Supply agreements

Quotations and

Others

Ensure that you can create your own customized Document type by clicking the + icon beside the field.

Approver: Approver is also a user field; here you can select one user as an approver for that document, so the document/policy can be valid only if the approver approves the document. Approver also a single selection field, so only one approver can approve/reject the documents of this facility.

Ensure that when you login with this approver, he can view or access this document from the facility screen.

Upload Document: Using this button, you can upload your policy document by clicking on this button. This is Mandatory field for this page, you can upload any word document file as your policy/document for this facility.

Finally click on save button, you will get a successful message at the top right and shows you the Document grid having this added document.

1. How to Edit the Document?
2. Go to Documents tab in Facility screen
3. Click on edit icon in Actions column
4. It will open the Edit document page.
5. From Here except document number, Document facility, remaining all fields can be change and update by clicking save button.
6. These changes will be updated to this facility.

1. How to view the uploaded document?
2. Go to document page in edit Facility screen
3. In the grid, you have a column called Document view
4. Click on that Document icon on the document view column.
5. It will preview your document in a pop up.
6. And you can maximize your document by clicking close button and you can exit from this view by clicking close button.
7. Also when you open the document, in edit document page, you have an option called Document View, from there you can view the document.

1. How to delete the Document?
2. Go to Documents tab in edit facility screen.
3. Click on Delete icon in Actions column.
4. It will show you a pop up which says Do you really want to delete this document with yes or no buttons
5. If you still click on Yes, the document will be removed from this facility.
6. And if the facility having only one document which is deleted, then it will display empty documents page in edit facility screen.

II. Custom fields

Customize fields in facility is a powerful feature which describes the Customizable response types for the facility by providing customize fields.

This Fields should be display to the facility based on their Facility type selection.

In settings, we can configure facility fields with the facility types.

Here the facility type selection is a multi check, so a facility field can have the multiple facility types, in result, a facility having multiple facility fields and also 1 or more facilities having the same facility fields.

Facility fields are Predefined fields in settings, which are

Text

Number

Date

File

Currency

And Text Area

The facility screen displays the mapped facility fields associated with each facility type that has been assigned to those fields.

1. How to view the custom fields?
2. Open the facility from facility screen.
3. Click on Custom fields
4. It will show you the added facility fields here from the settings.
5. If no custom fields are added from settings, no data will be shown here, it will show empty custom field page in edit facility screen.

1. How to answer the custom fields?
2. Open the custom fields tab.
3. Here it can show you the fields name and field type boxes.
4. In field type you can enter your response as Text or number or date or file or currency or text area based the type you selected for this facility.
5. And click on save, you will get confirmation message at the top right
6. Ensure that one facility custom fields responses should not be update to the another facility having same type of custom fields.

III. Cap Index:

This column will be enable only when we select the cap index option as a third party data and when we fetch the data while creating/updating the assessment of this facility.

The tab will show you the latest cap index score along with the cap index report link with time and date stamp.

It will provides you the all time records of cap index report links.

Ensure that the cap index tab will be disabled/not clickable/unable to open when we don’t fetch the data.

IV. Security gauge:

This column will be enable only when we select the security gauge option as a third party data and when we fetch the data while creating/updating the assessment of this facility.

The tab will show you the latest security gauge score along with the security gauge report link with time and date stamp.

It will provides you the all time records of security gauge report links.

Ensure that the security gauge tab will be disabled/not clickable/unable to open when we don’t fetch the data.

V. World Aware:

This column will be enable only when we select the World aware option as a third party data and when we fetch the data while creating/updating the assessment of this facility.

The tab will show you the latest World aware score.

Note: Facility module is available for manager user role also, he can able to create his own facilities and he can edit and delete his facilities.

But make sure that he cannot edit or delete the facilities which are created by the other users.

Along with his own facilities, He can only able to view the facilities which are created by other users and mapped with this user role