Policy Distribution Using Compliance Track

Compliance Track provides a fully featured web based policy and procedure management software as a key component.

It automates the entire life cycle on policy management, governance, and compliance. Policy distribution to the right employee at the right time is important to keep the controls effective. Compliance Track provide the necessary workflows and email notifications to distribute policies to employees.

 

» Common Challenges In Policy Distribution

 1 You currently have printed employee handbooks and procedure manuals, when you have a change, it is difficult to see if everyone updated their binder.

 2 You are a regulated industry, you need to be sure that distributed the policies for reaffirmation every month or quarter or year depending on risk assessment.

 3 You want to link your procedure/policy manual to a live workflow or you want to create a live compliance process and make sure your employees follow the process.

» What Are The Benefits Of Using Compliance Track For Policy Distribution?

User ProblemProduct FeatureBenefit
Who should get the policy?Assign policies to the right people, department, business unit etc.
  • Automatic distribution based on the rules – avoid anyone missing
When should they get the policy?
• New Policy vs. Old policy
• Policy reaffirmation		Set deadlines, Set policy live date, expiry date, set dates for affirmation schedule
  • Automate reminders and save time and avoid missed deadlines
Should we send a reminder again?
• Keeping on top of manual reminders is tough
• Manager is seen as nuisance with his constant reminders		Set deadlines, set reminders
  • Nuisance level of the reminders move from the manager to a system
We have a separate e-learning system and our policies are created separately. Policy documents are not easy to read as they are big documents.Present the policy documents in easily digestible chunks of information, present in user friendly manner, link related documents or applications to policies
  • Policies presented to the user with all related documents, e-learning materials and other related documents or other existing software applications

» Policy Distribution using Compliance Track - FAQ

How are policies distributed using Compliance Track?
A policy creator can assign policies to a user during policy creation or a System Administrator can assign policies to a user anytime.When any user logs on to Compliance Track, he is presented with a list of policies or procedures or documents he needs to affirm.

If there are related documents (forms to fill, e-learning related to a policy etc), they are also presented to the user for easy access. Content from other learning management systems can also be presented along with the policy where Compliance Track gives a single window for policy training and affirmation. If there are tests associated with the policy (to confirm understanding), they are also presented along with the policy/procedure.

Compliance Track supports the compliance manager by automatically sending reminder emails to employees for policy affirmation, if that is selected as an option. It can also send reminders for reaffirmation when there are changes to a policy.