Requirements Matrix Setup Pre-Requisites

1. Defined Scope of Applicability

Before configuring requirements, you need clarity on what parts of your organization the matrix applies to.

Be prepared to define:

• Facilities or locations in scope

• Operational activities performed at each facility

• Applicable regulatory jurisdictions (federal, state, local, international)

Why this matters:

The Requirements Matrix is filtered and assigned by Facility. Without a clear scope, requirements cannot be accurately applied.

2. List of Applicable Regulations

You should have a working list of regulations that apply to your operations.

This may include:

• Air permits and air quality regulations

• Water discharge permits and wastewater requirements

• Hazardous waste regulations

• Chemical storage and reporting requirements

• Occupational health and safety regulations

• Industry-specific standards

• Corporate or internal requirements

If you do not have a finalized list, you should at least have:

• A prior legal register

• A consultant report

• Permit documents

• Regulatory applicability determinations

Why this matters:

The system does not determine applicability for you. It organizes and tracks what you define.

3. Applicability Decisions

For each requirement, you should be prepared to determine whether it is Applicable or Not Applicable.

Examples:

• Applicable – Facility operates emission sources under an air permit

• Not Applicable – No hazardous waste generated at this site

Why this matters:

Marking requirements as Applicable is what activates them in the Compliance module.

4. Responsible Parties

Identify who is responsible for each requirement or group of requirements.

Examples:

• EHS Manager

• Facility Manager

• Maintenance Supervisor

• Environmental Coordinator

Why this matters:

These users will later be assigned reports and action items tied to each requirement.

5. Reporting and Compliance Obligations

For applicable requirements, identify any recurring obligations such as:

• Monthly or annual reports

• Inspections

• Sampling or monitoring

• CertificationsRecordkeeping requirements

You do not need full detail at this stage, but you should know what needs to be done and how often it occurs.

Why this matters:

These will be configured as Reports or Action Items in the next step of the workflow.

6. Existing Documentation

Gather any supporting documents that define or support your requirements.

Examples:

• Permits

• Regulatory correspondence

• Inspection reports

• Consultant evaluations

• Internal policies or procedures

Why this matters:

These documents can be attached directly to requirements for audit readiness.

7. Preferred Setup Approach

Decide how you want to build your matrix.

Option A: Manual Configuration:

Best for smaller matrices or when reviewing requirements one at a time

Option B: Bulk Import:

Best for large or existing legal registers

If using bulk import, prepare:

• Existing legal register in spreadsheet format

• Clean, structured data with consistent columns

Why this matters:

Choosing the approach upfront avoids rework and speeds up implementation.

What a “Ready” Customer Looks Like

You are ready to build your Requirements Matrix when you can:

• Identify your facilities and regulatory scope

• Provide a list of applicable regulations

• Determine applicability (Applicable vs Not Applicable)

• Identify responsible roles

• Describe key compliance obligations

• Provide supporting documents if available

Outcome

With this information prepared, your team can configure the Requirements Matrix quickly and accurately, enabling:

• Clear visibility into legal obligations

• Assignment of compliance responsibilities

• Tracking of reports and action items

• Audit-ready documentation