This article provides information on how to set up the details of your new Requirement and the Requirement form and workflow options:


Create the Requirement Details


To create a new compliance requirement:


Click on Administration from the left hand menu, then select Requirement types.


Here you will see all the existing Requirement Types currently in your system. 

You can search for an existing requirement using the Name and Description filters or by searching for all requirements with a given Tag. It is advisable to search for a requirement prior to creating a new requirement to avoid duplication.


To add a new requirement click +New requirement type 


Enter the details:

  • Name – The name you wish to give the compliance requirement, e.g. GDPR Training (The name is what is pulled out on the report)
  • Description – A description of what the requirement is, e.g. An Introduction to the General Data Protection Regulation (The Description is what is displayed to the user. If the Name has been shortened for reporting purposes, the Description can be used to give the title of the requirement in full).


  • Initial completion period – Once you have assigned the task to the individual for the first time, how soon do you need them to complete it? Using this information, the "Due Date" for the requirement will be calculated.
  • Initial pending period – Once you have assigned the task to the individual for the first time, how long before the due date should the requirement flag as Pending on the user's dashboard and they are notified that the requirement is now becoming due? The Initial pending period should always be either the same or a lesser amount of time that the Initial completion period

            

  • For Recurring items the same logic applies, simply select how often you wish the item to be repeated once completed
    • Reschedule after – How long after the previous requirement is completed should the next requirement be rescheduled? This can link to either the date that the requirement was completed in the system, or it can be linked to a date the user entered on the form (e.g. if they are retrospectively logging training). Where the rescheduling is linked to for your requirement is set by us here at Radar Support. If you have any queries about how your system’s rescheduling is set, please contact us directly.
    • Pending period – How long before the next due date should the Requirement appear as Pending on the User's dashboard and they are notified that the requirement is now becoming due? E.g. for an annual training or compliance requirement, you may wish for it to flag to the user 1 month prior to them becoming non-compliant to give them enough time to complete the requirement. 


  • Permission rule set – Assign the correct permissions to the requirement, this dictates who can see and complete this requirement. – it is important to ensure that the correct permissions are applied at this point. For more information on Permission Rule Sets please refer to our guide: The Permission Rule Set


  • Tags – Tags allow you to link requirements together and help you later with filtering and reporting, e.g. you may wish to filter on all mandatory requirements and exclude less critical requirement from a report. You can do this easily if you have tagged the requirements accordingly at this point when creating them. In order for your requirement to pull through into Dashboard widgets, they also need to have a Tag assigned, e.g. Mandatory Training. You can enter as many different tags as required – either select from the existing list, or type the name into the field to add a new Tag.

  • Requires Approval – This means that once the User has completed their required items, their Line Manager will be assigned a task to approve the requirement before the requirement flags as Compliant. This is will appear similar to the below screenshot to the end user when completing their requirement (this relies on the correct permissions being set as part of the Permission Rule Set discussed above and in this article: The Permission Rule Set)


Once you have entered all the details for your new requirement, click Save.


Your new Requirement will now be listed in the Requirement Types list, along with a summary of the settings we have just selected, and is now ready to allocate.





Default Requirement Forms and Workflow


Requirements that are set up following the above method will default to our standard "Training" form workflow - example below:



And the standard "Approval" form if you have ticked the 'Requires Approval' option in the Requirement details:



Custom Requirement Forms, Questionnaires and a Bespoke Workflow


However, you are able to set up your own bespoke forms and have specific workflow steps assigned, in a similar way to how Radar Events are set. 


This is currently something that only we can do here at Radar, so please contact us if you would like to change the above form or have different options, and we can action this for you.


In order to add your own forms to a requirement, follow the steps below:


1. First you need to create your form(s) using the Form Editor tool. We recommend that new forms are created in your Staging site so that you can fully test them in a safe environment prior to them going into your Live system. (You can find Form Editor help here).


2. Next, you need to create the Compliance Requirement (Requirement Type) that you would like the form(s) to link to. (Please find Workforce Compliance help here).


3. Finally, download the spreadsheet template at the bottom of this article to map out your Requirement workflow and raise a support ticket with us here at Radar via either your support portal or by emailing support@radarsoftware.co.uk. Within the spreadsheet you will need to provide us with the following information:

  1. Name of the requirement(s)
  2. Name of the form(s) that you want to be linked to the requirement
  3. Who will be completing the form(s)? If you have multiple forms (workflow steps) in a requirement, each form can be assigned to a different role if required. Please find the options below: 
    • Self - This is the user to whom the requirement will be assigned. I.e. All user's will complete their own requirement.
    • Line Manager - This is the Manager in Radar for the users to whom the requirement will be assigned. 
    • A Radar role - E.g. "HR Manager"
  4. Would you like the requirement's workflow to follow a different path based on answers in a form? E.g. If you have a form with an assessment in it, you can ask for a different path to be followed based on if the user passes or fails the assessment. For example, you may wish something similar to the below to happen:
    • If the user achieves a mark of 80% or higher, mark requirement as complete
    • If the user achieves a mark below 80%, give them a second attempt (this would re-assign the same form/workflow step to the user to complete in full again) 
    • If the user fails achieves a mark below 80% on second attempt, assign form "Reset attempts" to the user's Line Manager
  5. Is the requirement recurring? If so how would you like the recurrence to work? Please find the three options below:
    • Calculating from a "Completed" date in a form - If the form has a date field such as "Date training completed", we can set the recurrence to calculate the next due date based on the date entered here and the settings in the requirement itself. For example, if the requirement is scheduled to recur annually (you set the recurrence in the Requirement Type - help available here), and the "Date training completed" is entered as 1st March 2020, the next due date would be 1st March 2021.
    • Calculating from an "Expiry" date in a form - If the form has a date field such as "Expiry date", we can set the recurrence to be based on the date entered in this field. For example, if the requirement is "DBS Check" and the "Expiry date" entered is 1st January 2021, then the next due date would be 1st January 2021.
    • Calculating from the date a requirement was physically completed in Radar - Alternatively, the next due date can simply calculate based on the date the previous requirement was completed in Radar and the settings in the requirement itself. For example, if I go in to Radar and complete a requirement on the 1st August 2020, and the requirement has an annual recurrence set (set in the Requirement Type), then the next due date would calculate to 1st August 2021. If you do not have a date field in your form, this is how a recurring requirement will calculate.


Once we have the above information, we will link the form(s) and the requirement(s) together for you.