SafetyDocs supports scheduling automatic reviews of PSMF documents and binders to ensure they are regularly updated, providing an efficient way of ensuring that your PSMF is always compliant and up-to-date. Regularly reviewing and updating PSMF content is essential for continued compliance with regulatory requirements, and is also aligned with the PSMF’s purpose as a living document.
Prerequisites
To use PSMF periodic reviews, your Admin must enable PSMF Periodic Reviews. To assign PSMF review tasks to multiple reviewers, your Admin must enable Support Multiple Reviewers During PSMF Periodic Review.
PSMF Periodic Review Process
The following points outline the PSMF periodic review process:
- Your Admin completes a one-time setup of the PSMF Periodic Review job. This job reviews PSMF documents and binders every month on the scheduled date and time.
- Each time the PSMF Periodic Review job runs, Vault:
- Detects documents and binders that are due for review based on the following criteria1
- The document or binder is classified under the PSMF Content or PSMF Binder document subtype
- The document or binder is in a steady state type, such as Approved
- The document or binder’s Next Review Date is in the current or prior month
- The document or binder has a Review Frequency value
- Creates a PSMF Periodic Review record
- Adds each detected document or binder as a PSMF Document Review record on the PSMF Periodic Review
- For each PSMF Document Review, sends a notification and assigns a review task to the appropriate reviewers
- Detects documents and binders that are due for review based on the following criteria1
- The assigned users complete their review for the associated document or binder, selecting a review outcome and updating content as required.
In addition to the records and tasks created by Vault as part of the PSMF Periodic Review job, you can manually create ad-hoc PSMF Periodic Reviews and PSMF Document Reviews to trigger document or binder reviews on an as-needed basis. For example, if an inspection is coming up, you can create an ad-hoc PSMF Periodic Review to review any related documents.
Note: 1. If your Admin has enabled Automatic Generation of PSMF Documents from Vault Reports, Vault additionally includes any documents classified as PSMF Generated Reports that have a Report Generation Type value of Periodic. Each time the PSMF Periodic Review job runs, Vault generates a new version of the document from its associated report, adds it as a PSMF Document Review on the PSMF Periodic Review, and assigns review tasks to the appropriate reviewers. Such documents are reviewed every month, regardless of their Last Review Date.
Include PSMF Documents and Binders in Periodic Reviews
To include a PSMF document or binder in periodic reviews:
- Upload the document to your library.
- Classify it using a PSMF Content or PSMF Binder subtype.
- Populate the applicable fields.
- Optional: To allow Vault to generate PSMF Document Reviews for multiple reviewers, add users or groups to the document’s Sharing Settings panel. Assign users the PSMF Periodic Review SME role.
When considering documents and binders for periodic review, Vault includes steady state documents with a Next Review Date in the current or prior month.
PSMF Document and Binder Fields
The following fields may be available:
| Field | Description |
|---|---|
| PSMF Section | For PSMF Core Documents and PSMF Annex documents, select a PSMF section from the picklist. If your Admin has enabled Order PSMF Logbook by Section/Annex, Vault uses this value to determine the order of entries in the PSMF Logbook document. |
| Last Review Date |
Manually enter the date the document or binder was last reviewed, or use the calendar to select the date. For documents or binders captured as part of the PSMF Periodic Review job, Vault populates the current date when:
Note: PSMF Generated Reports with a Report Generation Type value of Periodic are considered eligible for review every month, regardless of their Last Review Date. |
| Review Frequency | Select the frequency at which the document or binder should be reviewed. This field must contain a value to be included in periodic reviews. |
| Next Review Date |
Manually enter the date the document or binder should be reviewed next, or use the calendar to select the date. For documents or binders captured as part of the PSMF Periodic Review job, Vault populates this field by calculating the Last Review Date plus the amount of time dictated by the Review Frequency. If the Review Frequency is blank, Vault leaves this field blank. For PSMF Binders, Vault clears this field when the binder moves to the Obsolete state. |
Create a PSMF Periodic Review
Every time the PSMF Periodic Review job runs, Vault creates a PSMF Periodic Review.
If needed, you can manually create an ad-hoc PSMF Periodic Review outside of the scheduled job:
- Navigate to PSMF > Periodic Document Reviews.
- Select Create.
- Complete the applicable fields, then select Save.
Once you have saved the PSMF Periodic Review, you can add PSMF Document Reviews for each document and binder you want to review.
PSMF Periodic Review Fields
The following fields may be available:
| Field | Description |
|---|---|
| Review Type | Select Periodic or Ad-Hoc. For reviews created as a result of the PSMF Periodic Review job, Vault populates Periodic. |
| Due Date | Enter the date by which all the document and binder reviews within this review should be completed, or use the calendar to select the date. For reviews created as a result of the PSMF Periodic Review job, Vault populates the last Friday of the current month. |
| Description | Enter a description for the periodic review. For reviews created as a result of the PSMF Periodic Review job, Vault populates this field. |
Create a PSMF Document Review
Every time the PSMF Periodic Review job runs, Vault adds PSMF Document Review user tasks to the PSMF Periodic Review for every document and binder that is detected for review. Depending on your Admin’s configuration, Vault creates either:
- A single PSMF Document Review for each document or binder, assigned to the document or binder Owner
- Multiple PSMF Document Reviews for each document or binder, including one for the document or binder Owner and one for each user with the PSMF Periodic Review SME role on the document or binder
Similar to PSMF Periodic Reviews, you can manually create PSMF Document Reviews outside of the scheduled job, as needed:
- Navigate to PSMF > Periodic Document Reviews.
- Select the relevant PSMF Periodic Review.
- Expand the Document Review Tasks section, then select Create.
- Complete the applicable fields, then select Save.
Once you have saved the PSMF Document Review, Vault sends notifications and assigns review tasks to the appropriate users, as identified in either the Assigned To or Generate Tasks for All Reviewers field.
PSMF Document Review Fields
The following fields may be available:
| Field | Description |
|---|---|
| Document to Review | Select the relevant document from the picklist or select the Advanced Search ( ) icon to use filters and refine your search. For document reviews created as a result of the PSMF Periodic Review job, Vault populates the relevant document. |
| Version | Vault populates the latest version of the document to be reviewed. To change this selection, select a different version from the picklist. |
| Due Date | Enter the date by which this document should be reviewed and approved. Use the calendar to select the date or enter the date manually. |
| Review Outcome | Once the document has been reviewed, select the appropriate outcome. |
| Review Rationale | Once the document has been reviewed, enter additional details explaining the review outcome. |
| Generate Tasks for All Reviewers | For documents with multiple reviewers, select this checkbox to generate a review task for the document or binder Owner, as well as each user with the PSMF Periodic Review SME role for the document. |
| Assigned To | For documents with a single reviewer, select the user to whom the review task should be assigned. For document reviews created as a result of the PSMF Periodic Review job, Vault populates the document Owner when only a single PSMF Document Review exists for the document. |
| Periodic Review | Vault populates the PSMF Periodic Review in which this review task was created. |
Review a PSMF Document
When a PSMF Document Review is created, Vault assigns it to the selected reviewer as a task so they can review and approve it. For documents with a single reviewer1, selecting a Review Outcome for a PSMF Document Review then moving the record to a Complete state triggers a series of object record and document updates, depending on the selected outcome:
Note: 1. For documents with multiple reviewers, to ensure your PSMF documents receive timely and appropriate editing, Vault uses the following logic to determine which series of updates to trigger:
- When any reviewer selects a Minor changes needed or Major changes needed outcome, Vault handles the document using the Minor changes needed or Major changes needed outcome flow
- If all reviewers select either No changes needed or Unable to review outcomes, Vault handles the document using the No changes needed outcome flow
To complete a PSMF Document Review task:
- Navigate to the PSMF Document Review task.
- Select the Document to Review to open the document or binder and review its contents. Once complete, navigate back to the PSMF Document Review.
- Select Edit.
- Expand the Review section and select the relevant Review Outcome. Add any comments in the Review Rationale field as needed.
- Select Save.
- Update the lifecycle state of the PSMF Document Review to Complete.
Note: For PSMF Generated Reports, the only applicable outcome is No changes needed. Selecting any other outcome will result in an error. If you encounter issues with this step, ensure that the report from which you are generating the document is correct, and then manually generate the document before completing the review task.
No Changes Needed
Depending on your Admin’s configuration, when a reviewer selects a Review Outcome of No changes needed and moves the PSMF Document Review to the Complete state, Vault updates:
- The document’s Last Review Date to the current date.
- The document’s Next Review Date to the Last Review Date plus the amount of time dictated by the Review Frequency. If the Review Frequency is blank, Vault leaves this field blank.
The document’s lifecycle state remains unchanged.
Multiple Reviewer Logic
If the PSMF Periodic Review includes multiple PSMF Document Reviews for the same document, when the last PSMF Document Review for the document is complete:
- If all PSMF Document Reviews have No changes needed outcomes, Vault handles the document using the No changes needed outcome flow.
- If the PSMF Document Reviews have a combination of outcomes, Vault determines which outcome flow to follow.
Minor Changes Needed or Major Changes Needed
Depending on your Admin’s configuration, when a reviewer selects a Review Outcome of Minor changes needed or Major changes needed then moves the PSMF Document Review to the Complete state, Vault:
- Creates a new minor version of the document or binder so that changes can be drafted
- Adds a new PSMF Logbook Entry for any non-PSMF Binder documents, populating the following fields with information from the PSMF Document Review:
- User Making Change: The user who completed the PSMF Document Review1
- Document to Review: The latest version of the document being reviewed
- Summary of Changes: The text entered in the Review Rationale field
Once all PSMF Document Reviews for the document are complete, you can use the PSMF author, review, and approval workflows to make the necessary changes required to update your PSMF document. Once the changes have been made to the new minor version and the document enters a steady state type, Vault updates the document’s:
- Last Review Date to the date that the document was approved.
- Next Review Date to the Last Review Date plus the amount of time dictated by the Review Frequency. If the Review Frequency is blank, Vault leaves this field blank.
Note: To move a PSMF Binder to the Approved state, Vault requires certain conditions to be met.
Multiple Reviewer Logic
If the PSMF Periodic Review includes multiple PSMF Document Reviews for the same document, your Admin’s configuration determines when to up-version the document and how to handle any remaining open review tasks for the document. Depending on your Admin’s configuration, Vault may:
- Create a new minor version of the document and cancel any remaining open PSMF Document Reviews.
- Create a new minor version of the document and leave open PSMF Document Reviews for other reviewers to complete. Any PSMF Document Reviews completed after this point do not further up-version the document, regardless of their outcome.
- Wait until all PSMF Document Reviews are complete before making any changes.
Regardless of how many PSMF Document Reviews have Changes needed outcomes, Vault handles the document using the Minor changes needed or Major changes needed outcome flow.
Note: 1. When creating a PSMF Logbook Entry for a document with multiple reviewers, Vault determines the Person Making Changes value based on your Admin’s configuration. If Vault waits until all PSMF Document Reviews are complete to make document changes, the PSMF Logbook Entry is attributed to the last user who selected a Changes needed outcome. Otherwise, it is attributed to the first user who selected a Changes needed outcome.
Unable to Review
Depending on your Admin’s configuration, when a reviewer selects a Review Outcome of Unable to review and moves the PSMF Document Review to the Complete state, Vault takes no action. The next time the PSMF Periodic Review job runs, Vault includes the related document or binder in the PSMF Periodic Review.
Multiple Reviewer Logic
If the PSMF Periodic Review includes multiple PSMF Document Reviews for the same document, when the last PSMF Document Review for the document is complete:
- If all PSMF Document Reviews have Unable to review outcomes, Vault handles the document using the Unable to review outcome flow.
- If the PSMF Document Reviews have a combination of outcomes, Vault determines which outcome flow to follow.