Purpose Statement
This article explains how to manage pre-planned review cycles within the Pre-Plan module. Pre-planned cycles determine how often a pre-plan must be reviewed and establish due dates to support consistency, compliance, and long-term planning.
Background Information
Pre-planned cycles define the review frequency for individual pre-plans. When a cycle is assigned, the system calculates a due date based on the selected cycle length and the most recent published pre-plan. Understanding how cycles and due dates interact is critical to maintaining an accurate and reliable pre-plan program.
Common use cases include:
Assigning review cycles to new pre-plans
Updating review frequency based on policy changes
Manually adjusting due dates when cycles are modified
Prerequisites:
Access to the Pre-Plan module
Pre-plans created within the system
Required Permissions
To access and use the Pre-Plan Organizer, users must have the following permissions:
Required:
- Pre-Plan Organizer (Pre-Planning > General) - Provides access to view and manage pre-plans within the organizer interface
For Editing Capabilities:
- Pre-Plans - Edit (Pre-Planning > General) - Allows users to edit pre-plans and modify attributes within the organizer
- Edit Pre-Plan Organizer (Pre-Planning > Edit) - Enables editing of pre-plan attributes directly within the organizer's column interface
For Saved Search Management:
- Pre-Plan Organizer Saved View - Read (Pre-Planning > General) - Allows viewing of saved searches
- Pre-Plan Organizer Saved View - Create (Pre-Planning > General) - Enables creating new saved searches
- Pre-Plan Organizer Saved View - Update (Pre-Planning > General) - Allows modifying existing saved searches
- Pre-Plan Organizer Saved View - Delete (Pre-Planning > General) - Enables deleting saved searches
Video
Step-by-Step Guide
1. Access the Pre-Plan Organizer
Select the Main Menu> Pre-Planning> Pre-Plan Organizer
2. Add a Pre-Planned Cycle
Locate the Cycle field for the pre-plan
If the field is empty, select the plus (+) icon
Select a cycle from the drop-down list
Select Save
Automatic Due Date Calculation
When a new cycle is added, the system automatically calculates a due date
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The due date is based on:
The selected cycle length
The last published date of the pre-plan
3. Edit an Existing Pre-Planned Cycle
Select the pencil (edit) icon next to the cycle
Choose a new cycle from the drop-down list
Select Save
Important Note:
When editing a cycle on a pre-plan that already has a due date, the system does not automatically recalculate the due date.
4. Manually Update the Due Date
If a cycle is changed on a pre-plan with an existing due date:
Select the pencil icon next to the Due Date
Choose a new date from the calendar
Select Change
Best Practices
Do’s
Assign a cycle to every active pre-plan
Review cycle assignments when department policies change
Manually update due dates after editing an existing cycle
Don’ts
Do not assume due dates automatically update after editing a cycle
Do not leave cycles unassigned for active pre-plans
Tips & Recommendations
Establish SOPs for standard cycle lengths
Use consistent review intervals for similar occupancies
Periodically audit pre-plans to ensure cycles and due dates align
Troubleshooting & FAQs
Q: Why didn’t the due date change after I edited the cycle?
A: Due dates are not recalculated automatically when an existing cycle is edited. The due date must be updated manually.
Q: How is the due date calculated for a new cycle?
A: The system uses the last published pre-plan date. If none exists, it uses the current date.
Q: Can I manually override a due date at any time?
A: Yes. Due dates can always be edited manually using the pencil icon.