Simple, smart, intuitive policy management

Transcription

1 Product Overview Policy & Procedure Management Workflow I had a policy that I was able to get into the system, reviewed by the various policy owners, approved by the committee, and out for staff to use within a week. We had never been able to do that! PolicyTech has helped us streamline our entire process. Cindy Strzelecki VP Ethics & Compliance Methodist Health System Simple, smart, intuitive policy management NAVEX Global s policy and procedure management software, PolicyTech, empowers more facilities and users worldwide than any other policy management system on the market. Our solution offers thousands of benefits including an easy-touse interface, comprehensive Microsoft Word and Excel integration, the scalability to help organizations of all sizes, and easy software setup. Learn how PolicyTech s workflow can help your organization: 1. Author - Easily create documents with a consistent look and feel 2. Collaborate - Throughout the entire policy development lifecycle 3. Track - Readership, comprehension and more 4. Search - Instantly find the documents you are looking for 5. Set-up - Simple and supported system implementation 1 Repeatable Step-by-stem process for creating Policy Documents A variety of document management systems have been developed over the years that attempt to provide consistency and creation control. However, with standard document management systems, there is very little control of documents that are copied and distributed to those who are participating in the authoring process. NAVEX Global provides complete control of all authoring functions. This guarantees consistency while allowing contributing authors to use the tools they know, like Microsoft Word and Microsoft Excel.

2 Policy Management Workflow Properties Wizard One of the key advantages of our policy management software is its properties wizard. This unique, step-by-step utility walks authors and users through the various stages of document development and management. Steps include: 1. Title and Template Setup 2. Department and Category Selection 3. Writers (Optional) 4. Reviewers (Optional) 5. Approvers 6. Readers (Optional) 7. Security 2 Collaborate: Policy Lifecycle Management Effective policy management starts with a lifecycle approach to managing policies. This is the process of managing and maintaining policies throughout their effective use within the organization. PolicyTech provides the ability for all key personal to contribute during all stages of the policy and procedure management life cycle. Maintaining strict control in this process is critical. NAVEX Global is the industry-leader because of our built in, state-of-the-art collaborative tools. We provide easy-to-use writing, reviewing, approving and reading capabilities through a robust system to remind participants of needed actions and report back progress at each stage of the collaborative process. Assigning Writers Document owners can assign multiple writers to participate in the document creation process. With other document management systems, only one writer at a time has access to the specific document. PolicyTech s workflow protects document owners from the problems such as copy overwrites and format issues. Review and Approval Wizard Within respective steps of the document creation wizard (steps 4 & 5), document owners can select appropriate reviewers and approvers. One of the strengths of our policy management software is its ability to route documents to appropriate reviewers and approvers in the order and time required. Reminders and Notifications Automated reminders, due dates, and escalation alerts ensure that documents are completed on time, every time. 2

3 3 Track Readership and comprehension + Our policy management software monitors the progress of key documents as part of its powerful workflow. It reminds all participants of their required actions, at the right time, and reports back during each step in the process. This not only keeps things moving, but it also provides escalation points to make sure appropriate approvals are secured in an efficient manner. Reminders and Notifications Document owners can create deadlines and set up warning s to notify users of due dates. Reviewers and approvers are alerted of impending deadlines through a series of escalation s, which speeds up the review and approval process while verifying the completion of each stage of document creation, review, and publication. When a document is approved, the system will automatically distribute that policy to all of the affected employees. If policies require periodic review & renewal, authors can be notified through automatic reminders. The frequency and timing of those reminders may be customized depending on the importance of the document. Audit Trails With hundreds of reporting options, our policy management software verifies who has or hasn t read individual documents, and can even track individual quiz scores (see more on quiz capability below) if necessary. NAVEX Global tracks each required policy or procedure document and notes who is reviewing, approving and reading them. We can also track which documents will be outdated based on the document owner s pre-determined expiration date. Archiving When a new version of a document is approved, the previous version is automatically archived. This prohibits duplicates from floating around the organization. Employees will only see the current approved documents. This is a key step in ensuring employee compliance and organizational efficiency, while avoiding potentially negative outcomes. Previous versions are maintained within a secure archive where they are available to administrative personnel. Archived documents are also atomically watermarked as outdated which eliminates confusion as to whether or not a policy or procedure document is current. Reader Quizzes and Surveys A distinguishing feature of NAVEX Global is our ability to build quizzes and surveys directly into our software, which can be attached as a required step to test and verify individual reader s comprehension of the document s content. 3

4 Policy Management Workflow 4 Electronic Signature Validation Enhanced dual authentication is available to further validate readership and comprehension of documents. This feature is critical to companies that have to comply with stringent regulations such as the FDA and other regulatory bodies; as well as, for those who use kiosks which are shared by multiple employees. Search: Instantly find the documents you need Where is that policy? This is a question asked often by employees and managers in organizations of all sizes. In some companies, finding critical documents takes time away from key tasks. Even worse, if the search takes too long, many employees will hesitate to even look up a policy or procedure. NAVEX Global s policy management software makes it easy to find any policy or procedure in seconds through our sophisticated and thorough search features. Anyone in an organization using our policy management software can find what they need, when they need it, quickly and easily. Basic and Advanced Search This has been one of the most quickly adopted, user-friendly applications in our system. Cathy Garrey Compliance & Quality Assurance Manager McHenry County Users can find any document they are looking for within seconds using the robust search functionality of our policy management software. Keyword, Title and Full Text searches can be performed right on the product s home page. Users can also find and sort documents according to approval status, date range, standard or regulation, site category, department, word or phrase. Favorite NAVEX Global s policy management software allows individual users to tag their most used or important documents and place them in a personalized favorites section. This saves time and makes documents even more easily accessible. My Documents The solution includes a My Documents section, where users can easily find documents that affect them. Depending on their role, users can also quickly access the documents that they have created, reviewed, approved or read. 4

5 5 Simple Setup Adopting new software, and getting it up and running can be painful to many organizations. NAVEX Global offers a variety of features to help organizations go live in a quick and efficient manner. Some of these features include the following: Bulk Import Options. Users, departments, documents, categories, and regulatory guidelines can all be imported directly into the software. This makes it easy for organizations to get their system off the ground, as well as keep it up-to-date with little effort. Bulk Edit. With the click of a button, administrators can edit multiple documents at once. For example, they can tag documents to multiple categories, departments, set multiple documents as approved and assign document owners, reviewers and approvers. This feature helps make it easy to quickly get the system up and running. Moreover, companies that experience a merger or an acquisition can quickly modify a larger number of policy and procedure documents. Drag and Drop. Easily drag and drop documents from our policy management software to any location on your computer including and desktop. The process also works in reverse to simplify adding documents to the system. Active Directory (AD) Integration. Sync your Active Directory to of our policy management software to keep your system updated with the latest employees. Administrators will receive notifications once authors leave a company so that documents may be reassigned to a new document owner. SharePoint Web Part. Improved web parts for report access and task lists along with a widget control page to display the desired items. Trust NAVEX Global NAVEX Global is the trusted ethics and compliance expert for more than 8,000 clients in over 200 countries the largest ethics and compliance community in the world. A merger of industry leaders ELT, EthicsPoint, Global Compliance Services and PolicyTech, NAVEX Global provides a comprehensive suite of solutions to manage governance, risk and compliance, providing critical cross-program insights through unmatched expertise and actionable data [email protected] 5

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