After testing the policy feature there appears to be a few shortfalls with it as it stands now.
From the admin perspective
1) No real link from the policy to what document was published for staff to sign-off on. Besides naming the policy with the name of the document there is no way to establish what document was uploaded "at the time of the "Acknowledgement". It would be nice to see the actual full name of the file that was attached to the policy. At least then you as the administrator would have some idea what document/version of a document was uploaded.
2) It is possible to change the uploaded document that staff have already signed and if a staff goes back to review a document they "Acknowledged" it will display the new document with no record of the change
3) The fact that a "Acknowledged" actually has no indication on the document of the person who signed and that a document could be changed, it makes it hard to later say this individual signed this exact document. Yes there are the details on the web UI with date, time, etc but nothing on the document itself. Would be great to see some stamp or annotation added to the PDF with the staff details.
4) Would be nice if the administrator of the policy could download a copy signed document for a persons file or even only in the even of a policy breach to have that document to show/remind the staff of what was signed, especially if there is a reprimand or termination due to the breach of the policy something will need to be documented from a legal stand point.
5) There should be the ability to delete a policy at some point. You can delete the Training Campaign but not the policy. As a suggestion you could either only allow the deletion of archived polices or add a [Date] for "Expiry" (how long the signed policy is valid) at which point the administrator can delete it.
From a Users/Staff Perspective
1) After a Training Campaign related to a Policy expires I can't see the policy I signed. If I wanted to go back and review it again it doesn't seem possible. All I see as the staff now is "yay, you don't have any training right now". So unless I downloaded the file at the time of "Acknowledging" the policy (assuming that was even permitted by the administrator), I have no record of what I signed.
Again these are policies that are being signed (in theory) they may not be at the level as a legal contract but in the HR world they are the closest thing. Signed policies in any firm is not a casual agreement, it sets out the employers expectations and failing to follow those policies can be grounds for a reprimand or even dismissal. Both of these actions need some verifiable documentation which are legal requirements for the HR dept.
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