WF-11 — Policy Publication

Process map for publishing approved policy versions to targeted staff with acknowledgment tracking, escalation and supersession. Owner: HR / Records — Mariam Al Suwaidi (Legal & Records) · Version 2 (active since 03 Mar 2026) · 2 publications in flight.

WF-11 CON-04 HR-08

Open Correspondence

Active policies

All with immutable published versions

Publications in flight

POL-2026-014 · POL-2026-015

Ack rate — current cycle

84%

71 of 84 targeted (POL-2026-014)

Escalations open

▼ non-response · manager notified

Refusals

HR case HRC-2026-022 opened

Process map — happy path Trigger: approved policy version Per §8.2 Table 14

Approved policy version (DMS)→ Publication approval — authority evidence snapshot→ Publish — correspondence record + immutable version→ Target audience resolved (roles / departments / branches)→ Acknowledge via employee self-service→ Escalate non-response (reminders → manager)→ Complete — full ack evidence archived

The published version is immutable; each acknowledgment stores the exact policy version, timestamp and employee identity. Bilingual policies publish EN/AR variant rows with translation status (chrome stays English).

Exception paths3 modelled exceptions

Employee opens policy in self-service→ Refuses to acknowledge — reason mandatory→ HR review of refusal reason→ Refusal recorded — HR case opened · outcome documented

Ack window running→ Reminder day 5 · warning day 8→ Day 10 breach — manager escalation→ Non-response — day 15 HR case · flag on HR record until resolved

New version approved mid-cycle→ Open acknowledgments cancelled with reference→ Re-target on new version→ Superseded — old version archived · ack evidence retained per version

Owner & definition (§8.3)Published v2

Workflow ID: WF-11
Owner: MSMariam Al Suwaidi — Legal & Records (with HR operations)
Version: 2 · effective 03 Mar 2026 · validation + representative simulation passed
Trigger: Policy version reaches “Approved” in DMS lifecycle
Preconditions: Approved version exists · approver authority valid (GOV-05) · target audience resolvable from governed org data
States: Approved → Publication approval → Published → Targeted → Acknowledging → Escalating → Complete / Superseded
Terminal outcomes: Complete — all acks Refusal recorded Non-response case Superseded
Required evidence: Immutable policy version + hash · publication approval with authority snapshot · correspondence record · per-employee ack (version, timestamp) · escalation trail
Policy snapshot: In-flight acknowledgment cycles retain the version they started on unless superseded explicitly

Controls (Table 14, expanded)CON-04 · HR-08

Control	Enforcement	Status
Version evidence	Published version immutable with content hash `sha256:91cf…44a1`; edits require new version	Enforced
Authority evidence	Publication approver resolved from authority matrix; policy version of the matrix recorded (GOV-05)	Enforced
Correspondence record	Outbound publication logged as governed correspondence with delivery state (CON-04)	Enforced
Ack evidence	Employee identity, exact version and timestamp captured in self-service (HR-08); no bulk ack	Enforced
Bilingual variants	EN/AR variant rows with translation status; AR variant verified before targeting AR-preference staff	Enforced
Supersession integrity	Old-version acks never migrate; re-target creates a new evidence trail	Enforced

Exception paths & recovery

Exception	Detection	Recovery	Authority
Refusal	Employee refuses with mandatory reason	HR case; clarification meeting; outcome recorded (accepted late / sustained refusal → disciplinary policy)	HR + Legal (Mariam Al Suwaidi)
Non-response	Ack window breach (day 10)	Manager escalation day 10; HR case day 15; flag on HR record until acknowledged	Line manager → HR
Supersession	New approved version mid-cycle	Open acks cancelled with cross-reference; re-target on new version; archive old with evidence	Records owner
Target error	Audience resolution mismatch vs org data	Re-resolve from governed org structure; delta-only re-send; correction audited	HR operations

Timers & escalation (§8.3)UAE business calendar (Mon–Fri)

Timer	Calendar	Warning	Breach	Escalation
Publication approval	Business days	2d	3d	Records owner → Legal
Acknowledgment window	Business days · pauses on approved leave (WF-07)	Day 8	Day 10	Reminder day 5 → manager day 10
Post-breach follow-up	Business days	Day 13	Day 15	HR case + flag on HR record
Refusal review	Business days	3d	5d	HR → Legal review
Archive on completion	System	—	24h	Records queue monitor

Screens involved

Correspondence & Notices — publication record, delivery states, EN/AR variants
Employee Self-Service — read & acknowledge, refusal with reason
Employee Master — target audience source and ack flags
Authority & Signatory Matrix — publication approver resolution
Audit Explorer — full publication and escalation trail

Acknowledgment progress — POL-2026-01484 targeted

Status	Employees	Next step
Acknowledged	71	Evidence archived per employee
Pending	9	Day 6 of 10 · reminder sent 15 Jul
Escalated	3	Managers notified 16 Jul (incl. 1 on approved leave — window paused)
Refused	1	HRC-2026-022 · employee EMP-01●● (identity restricted to HR case users)
Total targeted	84	Dubai HQ 61 · Abu Dhabi Branch 23

Worked instance — POL-2026-014 · “Anti-Bribery & Gifts Policy” v3.0 (EN/AR) Acknowledging · day 6 of 10

09 Jul 2026 · 15:40
Policy v3.0 approved in DMS
Supersedes v2.0 (published 02 Feb 2025) · content hash sha256:91cf…44a1 · AR translation verified by Legal
10 Jul · 09:05
Publication approved
Approver: Mariam Al Suwaidi · authority matrix snapshot AUTH-2026-0710 recorded · self-approval by drafter blocked (SoD)
10 Jul · 09:30
Published — correspondence CORR-2026-0891
EN + AR variants issued · v2.0 archived with supersession cross-reference · delivery states tracked in Correspondence
10 Jul · 09:31
Targeted 84 employees
Audience rule: all active staff, Dubai HQ + Abu Dhabi Branch · resolved from governed org structure · ack window 10 business days (due 24 Jul)
11–15 Jul
71 acknowledgments captured in self-service
Each stores employee identity, version v3.0 and timestamp · sample: Omar Haddad 11 Jul 08:12, Daniel Chen 11 Jul 09:44, Layla Hassan 12 Jul 10:03
15 Jul · 08:00
Reminder — 13 outstanding
Automatic day-5 reminder via correspondence · 4 acknowledged same day
16 Jul · 08:00
3 early escalations — repeated non-response pattern
Managers notified (rule: 2+ prior late acks) · 1 employee on approved annual leave — window paused per WF-07 calendar
16 Jul · 14:22
1 refusal recorded — HR case HRC-2026-022
Reason: “Query on §4 gift threshold applicability” · identity masked outside HR case (EMP-01●●) · Legal clarification meeting booked 20 Jul
17 Jul · 09:00
Status — 71 / 84 acknowledged (84%)
9 pending in window · breach escalation due 24 Jul if unacknowledged · completion will archive full evidence pack

Static render mockup — no live data. Source: ERP Modern Development Specification v2.0 · Covers: WF-11, CON-04, HR-08.