Create and publish new policy
QMS users with the appropriate level access can create new policies within the QMS for organisational use. Access levels to allow creation of new Policies are:
- Administration
- Model administration
- Policy editing
Tip
We recommend carefully checking the content pre-loaded into your QMS prior to creating a new policy to ensure that information is not duplicated and/or contradictory. If a content item (e.g. Policy or Process) already exists on the same topic, you might consider updating the existing item instead. If you would prefer to create a new Policy, make sure you archive the existing one. Refer to Hide Items page for more information.
Add new policy
Field | Description |
|---|---|
Policy name | This is shown as the title of the policy. This is the only compulsory section of the Overview. |
Description | Overview of the policy such as background and/or purpose. It may be helpful to include key definitions and/or applicability information in this section. |
External reference identifier | An identification code/number for the item. This can be used if the item is being migrated from a different system or if a system of identifiers is required. This field is optional. |
External source link | Link to relevant external documentation. |
Related documents | Documents that are related to the policy (note the Documents must already be loaded into the QMS. Refer to Manage Documents page for more information) |
Managing Business Unit | The Business Unit that manages this piece of content (applies only if you have Business Units implemented and wish to have visibility of the Policy restricted to users affiliated with the Business Unit) |
Governing regulations | Regulations related to the policy (note the Regulations must already be loaded into the QMS. Refer to Manage Regulations page for more information) |
Applicable processes | Processes governed by the policy. |
Summary | A short description of the policy that appears in the Browse subtab. |
Roles this is relevant to | The work roles and people to which the policy is related (e.g. Support Worker) (note this only needs to be updated if you intend to set the Policy as required reading for those roles. Refer to Assign Required Reading page for more information) |
Category | The relevant policy group. (note the QMS content is loaded to be categorised according the Aged Care Quality Standards, ARVAS standards and/or NDIS Standards. Refer to Manage Categories page for more information) |
Required reading (for customers with Attestation only) | Tick this box to make this item required reading for all roles to which the item is relevant. |
Keywords for 'Search' | Keywords that, when searched in the QMS, will make the item come up in search results (note all text within the body of the Policy will be searched through as part of the search function so this section can be used to include abbreviations or other terms which are not found in the Policy itself) |
Remove from view | Tick the box to hide the item. This will make the item only visible to users with Administrator permissions. Hidden items are:
Refer to Hide Items for more information. |
Tip
You can format the text, add images, special characters, external links, and link items from QMS. See section “Editing Tools” at the end of article.
Tip
If you assign a role to a policy, only users that have been assigned this role in the web app will be able to see it in the Browse menu. All other users can still see it in the list view.
Tip
If you wish to structure your Policy similarly to the pre-loaded QMS content, you could use these subsections:
- Policy Principles
- Policy Commitment
- Roles and Responsibilities
- Suggested Evidence
- References
Important
Draft content items are only visible to administrators and editors. The new policy must be approved and published for it to be visible to other Users of your QMS.
Approve and publish new policy
QMS Users with Administration or Model Administration level access are able to approve and publish draft policies.
Tip
As with other aspects of web app content, you can edit version control information for policies, processes and documents using the Version subtab. See guide Edit, Review and Approve Policy for more information.
Tip
If the new policy is part of a larger release (i.e. a release with multiple content updates), leave it marked ‘Ready to Publish’. When you are ready, you can publish it at the same time as your other content updates by accessing the Home tab and clicking Manage Changes.
See guide Publish Multiple Changes (in One Release) for more information.
Tip
You can edit the release notes later if required, by finding and editing the release within Publication History.
Field | Description |
|---|---|
Label this release | The official name of this release. |
Release notes | Details about what updates were made. |
Post a news item about this when the items are published | If selected, you can post a news item on the Home tab to notify users about your content changes. |
News item title | Title of the news item that will appear in the Home tab. |
News message | The message that appears under the news item title. |
Include link in release summary | If selected, this option will allow you to include a link to the release notes for the item. |
Email all users when this News Item is published | If selected, all QMS users in your organisation (provided they have activated their account) will receive an email notification about the release at 5:30am AEDT/AEST the following day. |
Editing Tools
You can format the text by using following options.
When you click on Insert. It gives you different options to add.
Insert Image
You can add an image from your device.
Insert Special characters
You can add any special character.
Link to Item
You can add any item (document, policy, process) from the QMS
External Link
You can add any other external reference link.
