In Beacon, Responsible Parties are assigned Mitigations and are tasked with closing them. There are a few areas where the Responsible Party can be established:
- Org Tree
- Navigate to Admin > Organization
- Click on the icon in the Org Tree to assign a manager to that location. Managers assigned in this way will be the responsible party for any non-conformances found at that location.
- A manager can be selected for each shift.
- Document Settings
- Open a document and navigate to the tab.
- Set the Alternate Manager. The selected alternate manager will be the responsible party for all non-conformances created using the selected document. This overrides any responsible party set in the org tree.
- Question Details
- Navigate to Manage > Content > Question Library and edit a question.
- Click on the "Response" checkmark at the top right
- Check the 'Alt Responsible Party" checkbox.
- If the responsible party dropdown is left blank, the auditor will be allowed to choose the responsible party from the list of available managers.
- Selecting a manager from the dropdown will assign any failures on the question to the selected manager.
When a non-conformance is created, the default responsible party is based on the manager assigned to the location of the audit in the org tree.
If there is no manager for that location, then Beacon looks up the tree to the parent tier for a manager. Beacon keeps going up the tree until it either finds a manager or reaches the top (Site Manager).
If no manager is found, then the responsible party field is left blank but is a mandatory field. The auditor will have to choose a responsible party from the drop down menu to complete the audit.
The non-conformance is assigned to the manager of the same shift as the user. If there is no manager for the shift of the user, then Beacon selects the first manager assigned to that location.
Current hierarchy of logic for assigning of Responsible Party for in-audit Mitigations is as follows:
- Does the Question have an 'Alternate Responsible Party' enabled and defined, if yes then the selected user gets assigned as the Responsible party for the mitigation. However, the auditor would have the ability to go ahead and change the responsible party for the mitigation during the audit.
- Does the Question have an 'Alternate Responsible Party' only enabled, if yes then then during the audit the responsible party field for a mitigation is left blank and the auditor has the ability to assign the mitigation to a responsible party from the dropdown menu.
- Does the Document have an 'Responsible Party' selected, if yes then the selected user gets assigned as the Responsible party for the mitigation. Also, Please note that the Responsible party field during the audit will be a read-only field and cannot be edited.
- Finally, system looks at the Org Tree for managers defined at the shift. If No manager is found for any shift for that location it continues to look up the tree for a manager until it reached the site level. Also, Please note that the Responsible party field during the audit will be a read-only field and cannot be edited.
ATTENTION! In case NO responsible person selected under OrgTree, question and document level the responsible party field will be empty and the auditor will need to select a manager before the audit can be submitted.