Regulatory Change Management Service Portal

The action tasks facilitating the change management process are associated with Regulatory Change. The ownership of these action tasks is managed by the respective business owners affected due to the regulatory change.

Download the GRC: Regulatory Change Management application from the ServiceNow Store and run it in your ServiceNow instance.

Configure and activate the Generate regulatory action plan agentic workflow. This workflow uses AI agents to transform regulatory insights into actionable compliance strategies by analyzing impacted areas and historical alerts, then generating structured tasks with clear ownership and timelines.

Configure and activate the get regulatory analysis agentic workflow that uses AI agents to enrich regulatory alerts with external context, classification, summarization, and recommended potential impacted items.

Use the Workflow Studio to pull RSS feeds from the defined RSS sources after you activate the workflow. Regular pulling of RSS feeds ensures that you to stay on top of all your regulatory compliance needs. By default, the schedule to pull the feeds runs daily.

Add impacted areas such as citations, control objectives, policies, and more to your regulatory alerts. Adding impacted areas to a regulatory alert captures additional impacts that you identified and impacts that weren’t initially recommended.

Add an AI-recommended citation to a regulatory alert by using the GRC: Predictive Intelligence application.

Associate a citation to an open regulatory alert by using the GRC: Predictive Intelligence application and a similarity solution model that uses an AI-recommended citation. Your compliance team can check the incoming regulatory alerts to determine if the citations or requirements apply to your organization.

Assess the impact of a regulatory event alert by creating an assessment on the regulatory event alert. Assign the impact assessment to the owner of the business entity that is affected by the alert.

Configure the recommendation skill from ServiceNow Otto to generate the recommendations of the impacted areas for a regulatory alert.

Configure the Regulatory Change Management application to manage your compliance needs and integration with regulatory intelligence content providers.

Generate a summary of a new regulatory alert for a quick analysis of the alert using the regulatory alert summarization skill. Summarized alerts help compliance officers, regulatory managers, and legal teams quickly understand the impact of new regulations.

Complete the action tasks that are related to the regulatory event alerts and source document alerts. The compliance and risk users complete the action tasks that are assigned to them. The compliance and risk managers track the progress on the action tasks.

Create a new action task for the alert so that you can assign it to compliance or risk users and mark a due date for the action tasks.

Create or add an issue related to a regulatory task to document the observations, changes in the citation, discrepancies, or to notify about any problems. You can also identify the source of the issue to analyze and classify the issues.

Create an issue as part of the regulatory change tasks and source document tasks workflow to capture any problems or exceptions that are observed during the workflow. You can create and view issues related to regulatory tasks using the issues related list.

Use the Create Issue form in Compliance Workspace to create an issue or add an existing issue to a regulatory task.

Align the provider with the appropriate taxonomy profile to categorize regulatory intelligence data and feeds for informational reporting purposes. This approach is particularly useful when integrating multiple feed sources, as it ensures consistent naming conventions across systems or applications.

Generate recommendations to identify and mark potential impact areas, such as citations, control objectives, controls, and policies for regulatory alerts using the corresponding regulatory alert impacted skill. Recommendations simplify the process of associating impacts and creating action tasks.

Email notifications are sent by the Regulatory Change Management (RCM) application at different stages of the regulatory alert workflow.

Create Portable Document Format (PDF) reports for compliance cases or requests using predefined or customized templates in the Compliance Workspace. This feature enables the stakeholders who may not have access to the application can still access the data.

When an RSS feed isn't working, common errors or issues often stem from improper formatting, server issues, or misconfiguration. An RCM administrator can remediate some of the common errors that users may encounter.

Generate regulatory action plans by using the generate regulatory action plan agentic workflow in the ServiceNow Otto panel. This agentic workflow analyzes impacted areas and similar historical alerts to create change tasks and action tasks that help implement regulatory change.

Analyze and enrich regulatory alerts by using the get regulatory analysis agentic workflow in the ServiceNow Otto panel. This agentic workflow uses web search to enhance alert context and recommends potential impacts on citations, policies, and control objectives to support faster and more accurate compliance decisions.

A regulatory event alert may result in a regulatory change to an organization. You can evaluate the impact of the regulatory change on your organization by performing impact assessments.

Evaluate the risk of a regulatory alert by initiating either a risk assessment or a regulatory assessment.

Impact radius typically refers to the extent to which a regulatory change affects an organization. Adding impacted areas to a regulatory alert of type regulatory event helps to calculate the impact radius of a regulatory alert.

Managers with the sn_grc_reg_change.manager role and the users with the sn_grc_reg_change.user, or sn_grc_reg_change.admin role can view and perform certain actions on the source document import tasks.

Populate the Workspace with your own regulatory event alerts. You can then import multiple alerts in the Regulatory Change Management application.

The Choose input data form for the Regulatory alert summarization skill defines how data is structured and transmitted to the LLM, helping ensure integrity and relevance. It uses rule-based input templates and related tables to provide contextual information about alerts.

Several types of components are installed with activation of the Regulatory Agency Library application, including tables and user roles.

Extend the capabilities of RCM.

Link Action tasks for existing impacted areas from within a regulatory change task or directly through the regulatory alert.

Link Change tasks directly from the Impacted areas tab of a regulatory alert.

The List view in the Regulatory Change Management application in the Compliance Workspace displays all the regulatory alerts received under the Regulatory alerts option in the menu. The Unassigned alerts list displays all the new and unassigned regulatory alerts. The Type column in the Unassigned alerts list displays the type of the regulatory alert.

Use the Administration module to manage third-party providers and the configuration of entity classes.

Accept recommendations to mark specific business areas as impacted, helping compliance practitioners capture and address relevant regulatory alerts for control objectives. Dismiss recommendations to filter out irrelevant or unnecessary information.

Accept recommendations to mark specific business areas as impacted, helping compliance practitioners capture and address relevant regulatory alerts for citations. Dismiss recommendations to filter out irrelevant or unnecessary information.

Accept AI-generated recommendations in Regulatory Change Management to mark specific business areas as impacted so that you can help compliance practitioners capture and address the relevant regulatory alert for controls. You can also dismiss recommendations to filter out irrelevant or unnecessary information.

Accept AI-generated recommendations in Regulatory Change Management to mark specific business areas as impacted so that you can help compliance practitioners capture and address the relevant regulatory alert for policies. You can also dismiss recommendations to filter out irrelevant or unnecessary information.

Create an action task that is related to the regulatory change tasks and source document import tasks so that you can complete the regulatory tasks.

Manage the regulatory change tasks associated with a regulatory event alert. After a business entity owner completes the impact assessment, a user with the sn_grc_reg_change.user role reviews the summary and marks the alert as applicable.

Manage the regulatory action tasks in the Regulatory Change Tasks module so that you can use these tasks to identify and comply with the regulatory changes.

Assign regulatory event alerts that are received from the regulatory intelligence provider to an appropriate user. You can review other properties of the regulatory event alert.

Manage the source document import tasks that are associated with the source document alerts. When a source document alert is marked as applicable, a source import document task is created automatically.

Log in to the GRC: Regulatory Change Management application, review the source document alert, and assign it to a coordinator. The coordinator then assesses the applicability of the alert and completes the associated regulatory tasks.

Assign source document alerts that are received from the regulatory intelligence provider to an appropriate user. You can review other properties of the source document alert.

Manage the source document tasks, the associated source document alerts, and other relevant details in the Regulatory Change Tasks module. Use these tasks to identify and comply with the source document changes.

You can perform various regulatory tasks in the Regulatory Change Management application in Compliance Workspace and receive granular information on the tasks and alerts using the data visualization widgets.

Manage the taxonomy when you are setting up the Regulatory Change Management application in the Compliance Workspace. Create an internal taxonomy and map the internal taxonomy to the external taxonomy so that the Regulatory Change Management application refers to only one taxonomy.

Create an internal taxonomy when you are setting up the Regulatory Change Management application. Map the external taxonomy to the internal taxonomy so that the Regulatory Change Management application refers to only one taxonomy.

When the job to pull RSS feeds runs at the scheduled time, the responses are automatically fetched from the configured feed sources.

On a regulatory change management case, select Discuss from other options. Collaborate with virtual agents by using Next Experience Chat Collaboration and Discuss.

Log in to the GRC: Regulatory Change Management application, review the regulatory event alert, update the details, and assign it to a coordinator.

Perform various actions on unassigned and other types of regulatory alerts. For example, you can assign an unassigned alert, initiate impact assessment on an alert, and mark an alert as applicable, among other actions.

The generate regulatory action plan workflow uses generative AI to create actionable compliance steps for regulatory alerts. It supports organizations in organizing risk mitigation activities and maintaining alignment with regulatory requirements.

The get regulatory analysis workflow provides AI-driven insights into regulatory alerts, identifying impacted areas, compliance gaps, and recommended actions for risk mitigation.

With ServiceNow Otto skills and agentic workflows in Regulatory Change Management (RCM), you can streamline the analysis, summarization, and impact assessment of regulatory alerts. These capabilities empower compliance teams to act swiftly and accurately on regulatory changes.

Complete the tasks that are required to set up the Regulatory Change Management application. When you have completed these tasks, the base system is ready for operation. Optional setup procedures are also included to enhance Regulatory Change Management application functionality.

Reference topics provide additional information such as tables, roles, and properties that are installed with the Regulatory Change Management application.

The Regulatory Change Management overview page provides a high-level view of the regulatory activities in your organization. If you have the sn_grc_reg_change.manager role, you can view this page in the Compliance Workspace.

Starting with GRC: Regulatory Change Management, version 13.0.1, the Regulatory Change Management application is available in Compliance Workspace. Compliance Workspace provides your users with a single-pane view so that they can check upcoming regulatory changes, assess their impact, and implement risk and compliance-related changes for the organization.

The recommendations framework is designed to deliver actionable, AI-driven insights directly within the user interface. It provides rich contextual information about recommendations, empowering users to make well-informed decisions and take follow-up actions seamlessly. The scalable and flexible design supports multiple recommendation types and complex business scenarios.

When you select a source document alert in the List view in the Compliance Workspace, it displays the details of the alert on a new page. The details include the title of the alert, provider of the alert, its state, and other important information in the Overview tab and Details tab.

The ServiceNow Regulatory Change Management application enables you to check upcoming regulatory changes, assess their impact, and implement risk and compliance-related changes. The application verifies the overall regulatory compliance for your organization.

When a manager or user marks an unassigned regulatory alert as applicable, a regulatory change task is created. It is used to analyze the impact of the regulatory change and coordinate the required compliance activities.

The Regulatory Change Management process flow includes the tasks that different users can perform to help your organization manage and comply with regulatory changes.

When you select a regulatory event alert in the List view in the Compliance Workspace, it displays the details of the alert on a new page. The details include the title of the alert, provider of the alert, its state, and other important information in the Overview tab and Details tab.

The AI-driven summarization feature is designed to provide concise, AI-driven overviews of regulatory alerts directly within the regulatory alert record in the Compliance Workspace. It offers contextual information, including important dates, regulatory authority details, and key changes, helping users to better respond to new alerts.

Use the Smart Assessment Engine to perform smart assessments on regulatory alerts. This ability enhances regulatory decision-making by enabling impact assessments directly at the regulatory alert level. It also streamlines processes through a unified core assessment framework, and assignsanalysis to multiple stakeholders for improved collaboration and efficiency.

Use the Regulatory Change Task form in Compliance Workspace to create a regulatory change task.

When a regulatory alert is marked as applicable by the alert coordinator, manager, or administrator, the system initiates the creation of a regulatory change task. This task serves as a central point for stakeholders to determine the necessary modifications to organizational compliance practices.

A regulatory event alert informs you of a regulatory change, while a source document alert signals the release or update of the related official document.

Regulatory alerts are an aggregation of different regulatory events and documents that are sourced from multiple regulatory intelligence providers. Similar to web feeds, a regulatory alert is a record of these regulatory changes. Such changes are frequently updated, and the alerts help you stay informed about the regulatory landscape.

Regulatory taxonomy simplifies identifying necessary changes in a customer's regulatory library by enabling algorithms to match incoming regulatory intelligence to existing content using taxonomy terms.

Respond to a classic risk assessment on a regulatory alert to determine which entities are impacted and what actions must be taken to mitigate the risks.

Utilize the Smart Assessment Engine to respond to regulatory assessments from the Employee Center.

Train and use the machine learning solution by activating the Governance, Risk, and Compliance Predictive Intelligence plugin. The solution enables the system to automatically recommend correct citations on regulatory alerts to associate.

Stakeholders in the Regulatory Change Management (RCM) application have different roles and responsibilities.

A Really simple syndication (RSS) feed in Regulatory Change Management is like a subscription service for updates about new or changed rules and regulations. Instead of visiting multiple websites to check for updates, you can subscribe to feeds from regulatory bodies or industry news.

Set up an assignment configuration record to enable auto-assignments for regulatory alerts of the type regulatory event.

Set up RSS feed sources to efficiently aggregate and monitor updates from multiple websites or content providers in one centralized location. This saves time, ensures you stay informed, and enables automated data retrieval.

Set up the infrastructure required to obtain RSS (Really Simple Syndication) feeds in your ServiceNow instance.

Use the Similarity Definition Form form in Compliance Workspace to create a similarity definition for regulatory compliance mapping.

The Regulatory Change Management application processes the alerts that are externally sourced. Source document import tasks are automatically created whenever a source document alert record is marked as applicable. The source document can refer to the legislative and regulatory materials.

The Regulatory Change Management application processes external alerts that may include citation titles, citation numbers, and references to legislative or regulatory materials relevant to compliance.

Create a manual entry of the regulatory changes or updates so that they can be routed to the correct subject matter experts for further analysis.

Activate and configure the ServiceNow Otto summarization skill to generate a regulatory alert summary by selecting the specific fields you would like included in the summary.

The Tasks page within the Compliance Workspace provides a centralized, task-centric interface for managing all activities related to regulatory events, source documents, and compliance workflows. It helps you stay organized, ensures timely and accountable action, and promotes overall regulatory readiness.

Publish a new version of assessment templates in Regulatory Change Management (RCM) to revise its questionnaire and response options. Each version maintains a change history of the templates used in regulatory assessments.

Different users perform various actions on the alert records based on the type of the alert.

The ServiceNow Regulatory Change Management application enables you to check upcoming regulatory changes, assess their impact, and implement risk and compliance-related changes. The application ensures overall regulatory compliance.

You can use the classic environment to perform all Regulatory Change Management application activities.

Managers with the sn_grc_reg_change.manager role and the users with the sn_grc_reg_change.user role can view and perform certain tasks in the Regulatory Change Tasks module.

The Regulatory Change Management application provides a framework that your organization can use to integrate with third-party regulatory intelligence providers to keep up with the regulatory changes and external regulations.