Centrik can include various Regulations within your Centrik site. These are centrally managed and uploaded to the system when there are any changes to regulations.
This is an additional service added to the site and requires to be enabled via our Regulations Team.
If using a single subsystem within Compliance, then the Regulations area can be found on the main Compliance landing page. If using multiple subsystems, then these are found within the Reference Data and Analysis tab.
Regulations
1. Click on the ‘Regulations’ button
The landing page consist of three tabs.
Regulations area - where you can search for Regulations
Regulation Amendments area - where any changes to Regulations are shown
Regulations Actions area - an area where actions are collated that have been linked directly to a Regulation.
Clicking on a tab will highlight that specific area.
Regulations Tab
The Regulations tab is a search function, you can type a name of the Regulation within the search bar area and click on the save button.
Alternatively, the Regulations that are enabled on your site will be displayed, clicking on the arrow will expand the selection areas.
Clicking on the checkbox of the Regulation will display that regulation within the viewable panel.
*Regulation for demonstration purposes only,
The Regulation is displayed as a high-level description at the top, a preamble explanation, any associated articles, and finally an annexes section. These are expandable areas of the Regulation that can be viewed, each area has a Manage button.
The Manage button sits at all levels, allowing for Actions to be created for the entire Regulation, or a section of the Regulation.
To add an Action.
1. Click on the ‘Manage’ button for the required area
2. Click on the ‘+ Action’ button
3. Complete the areas of the pop-up box displayed
4. Click on the ‘Save’ button
The Action is created and displayed.
Regulations Amendments
The Regulations Amendments area contains information of any changes made to regulations.
1. Click on the ‘Regulations Amendments’ tab
Amended Regulations appear on the left of the displayed screen
2. Click on an amendment to expand its content
Review All - You can review all amendments relating to this regulation
Actions – You can view any Actions to this entire Regulation
Comments – You can view comments relating to this entire Regulation
Within the specific areas of the Regulation (what has been amended)
Current - The current regulation is displayed
Amended Item Title – The amendments to this part of the Regulation
Pending Review – An area where you are able to Confirm the changes to the Regulation
Checklists – An area that displays all the Checklists linked to this Regulation that will be amended, checklists will be updated if the Regulation is confirmed and a new Audit is started, any historical audits or those in progress will revert to the previous version
Actions – The ability to add an Action to this part of the Regulation
Comments – the ability to add a comment to this part of the Regulation
Regulation Actions
This tab contains all Actions created from any actions within this Regulations area. It is split into Action for the Regulation, and Actions for any individual users.
Custom Regulations
General note - Custom Regulations
Overview
Glossary: Custom Regulation
- A regulation that is created and maintained by the company on a company Centrik site. In this document it is also referred to as a regulation.
- Regulation Number, this is unique to each regulation and will proceed each regulation item reference.
- Regulation Section, these separate regulation items into sections. The names of the sections are customizable.
- Regulation item, this is a single regulation item. Numerous ‘items’ make up a regulation. Each item has a unique regulation reference.
- Regulation Reference, unique identifier for each regulation item. This should match the Regulation Number and have no spaces.
- Regulation Amendment, the new system uses regulation amendments to make changes to a regulation.
- Regulation Item Version, the new system uses ‘versions’ of regulation items. To change a regulation item, a new ‘version’ is created in an amendment. Once the amendment is published, the new version is published and replaces the previous, now out of date version.
Regulation Amendments – Where Custom Regulations are maintained (added/deleted/edited)
Regulations – Where both Custom and subscribed Regulations can be viewed, and changes managed
Regulations Amendments
Here is where you can:
- +Add Regulation - Add a new custom regulation
- * +Amendment Amend an existing custom regulation
*You can only amend a regulation through an amendment.
To Add a new regulation
This will add a new custom regulation. Though the content will be empty, you will need to add the
regulation items through an amendment.
Parent Regulation Group: This is fixed to ‘Custom’
Number: This is what will proceed each regulation item number and must be unique to this regulation. *Do not use any spaces.
Name: Title of Regulation
Published and Effective Dates: Dates of publication and when the regulation becomes applicable.
Regulation Sections: Here you can prepopulate the regulation sections. Note: ‘Number’ can be solely numbers or letters or can be named Part, Subsection, Chapter, Subpart etc followed by numbers or letters. Ensure you separate ‘Number’ with ‘Name’ using a semicolon.
Description: Description of regulation content.
Once saved, this information can be viewed on the Regulations page which can be navigated to from the Regulations button under Reference Data.
Adding an Amendment
Amendments allow you to make changes to an existing regulation. You are able to add, amend and
delete regulation items. They will not show in the live regulation until the amendment is published.
To create an amendment press the +Amendment button.
Title: The long title of the Amendment.
Short Title: A short version that only includes amendment number (edition, revision, issue etc). This
short version will display on the regulation item. No need to include the date as the date below will
show.
Description: Description of the amendment
Source: Website address or location of the amendment information if applicable.
Published On/Effective/Applies From Dates: There is an option of 3 dates here however the only
required date is the published date.
Affected Regulation: Here choose which regulation or regulations this amendment is applicable to. An amendment can amend more than 1 regulation.
1. To start amending, press the play button which will take you to the Regulation Detail page.
Here the whole regulation is editable. You can either Add a Regulation Item to a new regulation item or Edit/Add existing items.
Add Regulation Item
1. Click Add Regulation Item
2. Fill in the regulation reference – ensure to keep the same reference convention as the system sorts alphanumerically
3. Give the item a title
4. Click on the ‘Save’ button
Once saved, the screen will move to the Item Detail page. Here you can input the regulation item body text (Details) and attach images. Please note to press Save before adding images.
Adding Images
After pressing, use the image uploader. You can add multiple images at a time. The system will
automatically number them with an identifier [#1]. This identifier must be in the Details section and can be moved to where you want the image to be displayed in the text.
Amend an Existing Item (Adding a New Version)
To amend an existing item you need to create a ‘New Version’. The new version is essentially a copy of the published item and then you are able to make any changes or delete the reg item. This will amend or delete the regulation item once the amendment is published.
From the amendment detail page, click play to view the regulation (Regulation Detail page).
1. Expand the regulation item to amend and click ‘Edit/Add’.
2. From this page click on ‘+Add New Version’
Make amendments to the regulation item. You have the ability to change the ‘Applies From‘ date. This date is pulled from the Amendment Detail however it can be changed. If it is changed to a future date this amended version of the regulation item will not show in the regulation until the date passes.
1. Click on the ‘Save’ button
2. To add an image, add these after pressing Save
Deleting an existing regulation item
To delete an existing regulation item create a ‘New Version’ as described above. Change the update status to ‘Deleted’.
Reviewing Amendment Prior to Publishing
From the Amendment Detail page review the amended items. In this view you are able to see how the regulation item will be displayed including the images and formatting. They can be moved through the review workflow – Draft – RFA (Ready for Approval)- Approve.
‘Deleted’
For clarity, the deleted radio button is to publish a new version of an existing item as ‘Deleted’. Below you can see the text crossed out.
Separately the Delete button will delete the unpublished new version. This is if the new version was created in error.
Review
Pressing the ‘Review’ button will give you a side-by-side view of the regulation.
Publishing
Press ‘Publish’ to publish the regulation amendment. Here you are given an option to include a
distribution comment which will show when reviewing the regulation amendment on the Regulation Amendments Tab in the published regulation.