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Update July 2020

Major New Features / Improvements:

Section titled “Major New Features / Improvements:”

The data structure for SOPs and Policies has changed so you no longer need to drill down. This may confuse users at first glance but this saves lots of additional unnecessary navigation and makes editing SOPs and Policies easier and faster.

Section titled “The data structure for SOPs and Policies has changed so you no longer need to drill down. This may confuse users at first glance but this saves lots of additional unnecessary navigation and makes editing SOPs and Policies easier and faster.”
  • Moved SOP Purpose and Procedure into the main SOP screen. This means you no longer need to drill down into a sub table or screen to edit the purpose or procedure details and comments.
  • Moved Policy Aim and Intent into the main Policy Screen. This means you no longer need to drill down into a sub table or screen to edit the Aim or intent details and comments.
  • This change to the Edit SOP and Edit Policy screens significantly improves workflow and usability. This should be self-explanatory but please see the help for more assistance if you are unsure. This also means that we have removed the outline function, this was not being used by any sites as the ability to use bulletin point lists and numbered lists made it redundant.
  • Added ability to insert a link to an Appendix within an SOP or Policy text block. For example, you can now create a link in the SOP Purpose text to a relevant Appendix. Simply click the Insert Appendix button and choose from a grid list view of your Appendices. The link text is made and the hyperlink is created. Users viewing the SOP pdf will also be able to click that link and view the Appendix.
  • New site setting for – Use paper-based SOP reviews. This will auto hide staff review functions in edit SOP and will add the additional text to printed SOPs for staff reviewing.
  • Review SOP menu item is hidden in paper based mode.
  • SOP Staff Review Audit Log menu item is hidden in paper based mode.
  • Improvements to staff reviews to make it easier to distinguish between SOP document content reviews and staff reviews. These are now separated on to their own tab within Edit SOP. Staff reviews do NOT show when the site is setup for “paper based SOP reviews”.
  • SOP Version: New field on SOP named Version. When making a version in the SOP Versioning screen, the version number is auto incremented. By default, grids are set to sort by Internal reference then Version. This will make versioning clearer and easier.
  • Existing SOPs have been updated so that the version part is moved to the new version field
  • New look home screen and refreshed iconography. A fresh look and a less cluttered background helps to simplify the system by removing visual clutter.
  • The new home screen look and feel, when logged in it now shows a simplified dashboard which is less busy and easier to read and digest.
  • Simplified Add User screen in Site Admin. It is now easier to add a user and optionally their staff record in one process. It is also much easier to choose their security settings by simply checking the items that apply to the user.
  • Adding an Appendix now saves the original Appendix filename on upload and uses that name when downloading it. For new Appendices, if you upload ‘example.pdf’, when you download it you will get example.pdf rather than the internal reference.
  • This will only apply to new Appendices uploaded after this version.
  • Users can resize grid columns and hide and rearrange columns. Settings are saved per user and loaded when you next access the grid.
  • New help system – users can also now provide feedback on help topics to allow for ongoing improvement.
  • New Build review Info Screen, quickly set up next review dates. You can now bulk set the reviewer role and frequency and a new review date. Also you can choose a new Spread function that will set all SOPs to the options selected for role and frequency but will spread the review dates across the next 12 months.

Additional Changes

Section titled “Additional Changes”
  • Import SOP/Policies now only show items where status is current, allowing PSL to retire old items and remove them from the Import screen.
  • Removed the delete SOP/Policy option. This is now changed to ‘Retire’. Content should never be deleted as it may be important in an audit scenario. If users delete old SOPs and only retain the latest version, an auditor cannot see how an SOP / Policy may have been improved as a response to a pharmacy incident. By retiring content, it is no longer shown by default in the List SOPs screen but is still available (by clearing the default filter) if required. Added new Document status ‘retired’
  • New Site Option to ‘Hide ToDo on View SOP Screen’ this will hide the ToDo date and staff responsible. You won’t be able to filter on these to see SOPs with overdue tasks, so you should carefully consider whether you want these hidden.
  • New Site Option to hide comments in the View SOP screen
  • More changes to underlying database access methods
  • Sharing of SOP and Policies rewritten to use newer database functions for further future proofing
  • Show animation during report building for SOP and Policy
  • All report screens now make pdf by default and have Excel export option
  • Reduced grid row height to fit more information on lower resolution screens
  • Simplified link to help

Fixes

Section titled “Fixes”
  • Site logo was not showing on reports