Certifying Compliance

OPTIONAL FEATURE - Contact your RizePoint representative to enable/disable this option.

Setting up a certification task is similar to setting up all other Program Compliance tasks.  The only difference is that certification tasks provide more flexibility around due dates for recurring tasks. This type of task is a reminder and is intended to be used when you have a task that has a non-standard, flexible, recurring due date as opposed to other tasks that have very fixed due dates.

For example, your organization with 20 locations may be required to have an annual fire safety inspection at each location. If Locations 1-19 have the same start date and expiration date for this inspection—such as January 1 through December 31— then you would not need a certification task type. However, if Location 20 has an annual inspection schedule that runs from May 1 through April 30, it does not follow the inspection schedule of the other locations and requires a separate schedule. A certification task can be created for this location.

When you set up a certification task, the following points apply:

• Certification task types act as a reminder to complete a recurring task with flexible, non-standard due dates.
• A certification task utilizes the REPEAT ON EXPIRATION checkbox (available from the GENERAL INFO tab of the task profile) to allow flexibility regarding due dates.
  
  
• With the REPEAT ON EXPIRATION checkbox enabled, the expiration date (Fixed or Relative Due Date) that you set for the task will become the due date for that same task in the future. For this reason, the expiration date should always be in the future relative to this task's due date. The expiration date that you set should not be the expiration date of the task on which you are currently working. For example, if the current annual certification expires on December 1, 2016, then you would set the new expiration date to be December 1, 2017.
• You can associate an audit form with the certification task, but this is not required.  However, if you do associate an audit form to the task, then an audit result will be required.
• Use a certification task in situations when the only requirement is to upload a certificate or other form of documentation as proof that the location has complied with a requirement during a specific renewal cycle.
• This task type is not limited just to tasks that require proof of completion with a certificate or other types of documentation. It can be used for any type of requirement where the expiration due date is non-standard (it does not have the same renewal schedule as other locations and/or tasks), flexible, and recurring.
• Notifications for certification tasks work in the same way as all other Program Compliance notifications. See Program Compliance Notifications.
• The RizePoint application will automatically create the recurring tasks, thus reducing the need for administrative users to monitor and schedule multiple tasks and renewal schedules.

 To set up a certification task:

1. Follow the steps to define a task as described in Defining Tasks.
2. When you have set up the task, open it up again by navigating from the main menu to Programs > View Programs.
3. Select the program. In this example, we are using the certification task Annual Fire Safety Inspection. The General Information for this program will display.
   
   
   
4. Click the EDIT button for this task.
   
   
   
   
5. From the task profile page, click the TASKS tab.
   
   
   
   
6. Select the task.
   
   
   
   
7. Select the EDIT button.
   
   
   
   
8. Click the REPEAT ON EXPIRATION DATE: checkbox.
   

When you select the REPEAT ON EXPIRATION DATE checkbox, ensure that the due date (Fixed Due Date or Relative Due Date) is the expiration date for the next renewal cycle. Bear in mind that the expiration date you designate for this task will be the due date for the same task after this current task has been completed. Once the task is completed, the next recurrence will be created the day AFTER the current is completed. The user will see the repeat task the next day.

ref: Programs