STANDARDIZED WORK - Entering Policy Questions into Access Policy Question Database

07/01/2026 v.2

Process Owner: Policy Team

Review Cadence: Annually
Purpose - To outline the process of entering Policy Questions into the Policy Questions Database
Step (1,2,3..) Process Step (list of the critical process steps) Dialogue (clear and simple descriptions, appropriate level of detail for the task)
1.

Tracking Policy Questions (Personal Database)
  1. Open the personal Policy Questions Database in Access
  2. Select the Form view
  3. Form will display the last entry; *do not write over this page*
  4. Scroll to the bottom left corner and select the far right arrow to go to the next blank page
  5. Enter into the Form:
  6. Office - the office where the requester is located
  7. Requester - the requester’s name
  8. Date Submitted - the date the question was submitted to the Policy Questions mailbox
  9. Category - the category(ies) the question pertains to (choose all that apply). If a question does not clearly fit into a specific category, choose “Other”.
  10. ATLAS # - the case number(s) in ATLAS (enter all that apply)
  11. Question - copy and paste the question (omit salutations)
  12. Requester’s Supervisor - the requester’s supervisor’s name (this may be left blank if unable to determine the supervisor)
  13. Assigned To - the name of the Policy Writer the question is assigned to
  14. Date Assigned - the date the question was assigned to the Policy Writer (may differ from the date submitted)
  15. Status - the status of the question (Assigned, Researching, Pending, Responded, Completed)
  16. Response - copy and paste the response provided (omit salutations)
  17. Date Responded - the date the response was provided to the requester
  18. Follow-Up Question - if the requester submits a follow-up question to the response, copy and paste the follow-up question (omit salutations)
  19. Follow-Up Response - copy and paste the response provided to the follow-up question
  20. Follow-Up Response - copy and paste the response provided to the follow-up question
  21. Comments - any relevant comments pertaining to the question
  22. Save the database.
2.

Transfer Questions from Personal Database to Team Database
  1. Select the Table view
  2. Choose the specific lines to be copied
  3. Hold ‘Shift’ and left click the first and last line to select the group of questions
  4. Right click in the highlighted group and select ‘Copy’
  5. Open the team Policy Questions Database in Access
  6. Select the Table view
  7. Scroll to the bottom of the Table
  8. Left click the bottom blank line on the asterisk ‘*’ at the far left of the Table
  9. Right click in the highlighted line and select ‘Paste’
  10. Answer ‘Yes’ to the question prompted
  11. Save the Database

DO NOT PRINT THIS PAGE FOR DISTRIBUTION

CHANGE LOG
Change Number Change Proposed Updated by?

Change Made?

Yes/No

 Reason Date Finalized
example Change font on all pages to pink Jane Doe No Pink not within approved standard font scheme 4/13/2018
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CG/Policy

 

Added steps 1.B.1,2

07/01/2026
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