Policy Management Before and After Automated Software

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How Policy Management Software Affects Compliance

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Within the Policy Management Lifecycle there are three phases — Phase one is Creation and Renewal, the second phase is Distribution and the final phase is Acknowledgement. Below we have broken down the day-to-day realities of managing policies and procedures throughout this entire lifecycle. First, let’s illustrate the problematic scenarios that arise when managing policy and procedure documents manually. Then, we’ll review what the day-to-day life would be like with automated policy management software.

CREATION AND RENEWAL

Scenario #1

A policy is started and abandoned mid-way through approvals, the department head forgets about it, and the policy is never implemented.

The department head is able to track a policy from its initial phases until it gets approved by the last person in the approval chain

Each approver in the chain receives a deadline for when action is needed as well as priority information allowing them to prioritize policy and procedure documents from high-to-low.

Scenario #2

A management employee wants to revise or renew a policy or procedure, and has to search through several emails to find the latest modified and editable version to work off of. The employee then has to organize the new and previously active versions of the document.

A management employee is able to a powerful search functionality to quickly locate the right policy or procedure. Once found, that employee is able to quickly choose the right version and see all the revisions completed.

Scenario #3

A management employee creates a policy or procedure without complying to the approved documentation format because the employee is not aware or does not have access to a template that is easily duplicated.

Policy creators are able to choose from a list of approved templates with correct documentation formatting. This ensures the new policy that is created aligns with other compliance documents in the organization.

DISTRIBUTION

Scenario #1

A policy is distributed to employees through email, through a shared drive or physical copies are printed on paper and manually distributed to each employee.

A policy is available to employees in one central place and the appropriate employees can be alerted automatically through email.  

Scenario #2

When an employee is responsible for reviewing a policy or procedure that employee will be required to check multiple locations to access all relevant policies.

Policies are stored in one central repository where employees are able to access them whenever they need to.

ACKNOWLEDGEMENT

Scenario #1

When employees review and acknowledge a policy or procedure manually the signed document then needs to be scanned and emailed to the appropriate person.

When employees review and acknowledge a policy, they are able to complete a quiz and prove they have understood the material in the policy.

Scenario #2

Once acknowledged and signed, physical policy and procedure documents need to be filed and stored within a filing cabinet or other manual document management system.

When employees review and acknowledge a policy or procedure policy management software can record their acceptance of the policy with time and date of acknowledgement. The record is stored electronically and can be easily accessed when audits occur.

Policy management software can help an organization streamline their compliance process at each of the three phases – Creation, Review and Approval and Acknowledgement. Learn more about how ConvergePoint Policy Management Software can improve your compliance program. Schedule a demo.

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ConvergePoint Helps Customers Manage Compliance Across Various Industries

ConvergePoint has been helping organizations in the Education, Financial, Healthcare, Manufacturing, and Retail industries manage their compliance documents since 2002. Our customers include MIT, Itaú Bank, Valley’s Children’s Hospital, Bell Helicopter and Estee Lauder.

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Deployment Flexibility Makes Implementation Easy

Implementation takes days, not months. With a variety of deployment options to best suit ConvergePoint’s needs, including in-house SharePoint, SharePoint Online via Office 365 and as a Software-as-as-Service. Choose the deployment option that works best for your organization. Whether it’s in-house or hosted, our compliance management software offers robust features and free upgrades.

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Our Compliance Management Software Products Create a Complete Compliance Solution

Implementation takes days, not months. With a variety of deployment options to best suit ConvergePoint’s needs, including in-house SharePoint, SharePoint Online via Office 365 and as a Software-as-as-Service. Choose the deployment option that works best for your organization. Whether it’s in-house or hosted, our compliance management software offers robust features and free upgrades.

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Let’s discuss your compliance challenges and goals — schedule a live demo today with one of our client relations managers. You’ll see how our Policy Management Software on SharePoint, Office 365 or SaaS works, and how it can quickly strengthen your compliance management program.

Automate employee safety training, update safety policies, get real-time reporting and track incidents, inspection completion and corrective action assignments. Learn more.

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Industries Served

Education

Protect intellectual property, manage grants, preserve student privacy, and outline ethical procedures.

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Financial Services and Banking

Comply with SEC, FDIC, FINRA, OCC, CFTC, and Federal Reserve regulations, greater transparency, and manage external scrutiny.

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Insurance and Employee Benefits

Improve organizational transparency, underwrite policies and procedures, mitigate risk centers, and reduce volatility.

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Healthcare

Adhere to HIPAA, HITECH, ICD 9, ICD 10, and FDR CFR regulations, safeguard patient information, and manage healthcare compliance processes.

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Manufacturing and Retail Industry

Establish procurement policies, outline employee safety procedures, specify quality control of products, and satisfy changing regulatory guidelines.

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Energy and Utilities

Avoid heavy penalties from local, regional, state and federal regulators, manage potential risks, and enhance employee safety and training retention.

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Transportation

Abide by FAA, DOT, FMCSA, FRA and FTA regulations, educate drivers and third party vendors on guidelines, and streamline overall compliance.

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Policy Management – Best Practices

Visit our resource library for industry best practice tips and tools and for case studies on how our software has helped clients in your industry.

BEST PRACTICES

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