evidence compliance library for self compliance, self compliance

NowCompliant is software as a service (saas) offered as a product by digitalblitz. Currently the product is in Beta so it is free to use, please ring or email us to find out more.

NowCompliant allows your business to create evidence of self compliance within your existing work practices. Use your existing work processes, typically built from MS Office products such as word and excel but may also contain videos and any other data formats.

The product is setup as a tools for creating self compliance across users, documents and reports for your defence.

The software has been designed for small to medium businesses so that they can improve the quality and quantity of reportable evidence within the existing work practices such as: Legal, Financial, HR, Contractors, OHS, WHS, Training, Incidents, etc.

NowCompliant creates evidence of your members completed tasks for high risk areas such as;

  • licenses
  • legal documents
  • contracts
  • written agreements
  • financial records and spreadsheets
  • employment policies
  • procedures or new systems
  • OHS, WHS, SWMS
  • training materials, video and audio
  • meeting minutes
  • quality improvement reports
  • pre surgical inductions
  • strategic controls

Self Compliance is achieved within the systems setup options of;

Tasks - yes, not completed, comments,

Data - documents, video, audio, all formats

Users - comments notifications

Evidence types - read only, read/write. initial, questions

Third party, independent 

Dates - compliance obligations 30 and 60 days in advance

Where Would I use this evidence;

  • Evidence of completed compliance obligations for customers, contracts, government, licensing

    regulatory and professional bodies, safety, training, or other compliant obligations

  • Evidence for FairWork Australia, WorkCover, disputes, industrial actions, audits, investigations, or any legal matters

  • As insurance or proof of peoples engagement with your material.

    How many times have your people reviewed which version and for how long.

    What comments did they leave, Proof that they have answered and understood the questions you asked of them

What type of Evidence does the service produce;

  1. Number of visits – counts the number of times members visit that material

  2. Time spent – how long did the member review the material

  3. Questions asked – ask your members questions to ensure they understand

  4. Digital initial – additional security option

  5. Document statistic report – shows time and who has not viewed over time

  6. User report – shows completed tasks over time

  7. Date report – shows all future compliance obligations by date search

 

Benefits of using the system;

  1. Create DATA – Create new and relevant evidence that your members have not only read but also understood your material. This service creates evidence for your business, it is your insurance or proof, of what controls your business took to reduce risks over time.

  2. Create Compliance –The service create self compliance because the administrator approves or rejects each task the member has completed. Every engagement with your members is a measureable task.

  3. Centralised – all your high risk evidence in one place, online with 24hr backups.

  4. Flexibility – Use the service to develop your own self compliant processes for OHS, Training, Inductions, HR. Operations, etc. It will be your evidence library so use it as needed.

  5. Fast – Populate your library with only completed material, which is quickly uploaded to allocate member/s, select the type/s of evidence required and send it out. Information as a task is then emailed to members and they work in real time, which makes the whole process very fast and an effective way to gather real evidence for your compliance obligations.

  6. Evidence selection- The library then measures your member’s engagement with that material, as a task subject to the amount of evidence you require to satisfy the appropriate level of risk. There are 4 types of evidence criteria to select, read only, read write upload, questions, digital initial. The basic rule being the higher the risks the more evidence you need to collect. Alternatively you may want to measure specific controls that our business has develop to reduce risks are being verified and understood by members.

  7. Tasks - Compliance can be as simple as the action of completing a task,

    So if that task was important enough to do in the first place, it may also be important enough to keep as evidence.

  8. Members – have their own shared personal information page which will be customised for your business as part of the service. Member’s licenses and other material can be uploaded here.

  9. Notifications – Members are able to login the system to make formal notifications to admin. Members receive work instructions to their email address and complete tasks, the service tracks this progress

  10. Reporting – Dashboard Tasks counter that shows real time completed updated. All reports can be searched over time. Statistical user and document reports show basic analytics and manage by exception to show who has not completed what tasks.

Why should I do this, I have been managing fine without this service;

As a business or employer you have responsibilities and obligations to be fair and transparent when dealing with people. For example Fair Work Australia expects you to regularly update employees of the company’s employment policies twice a year. If people management is a risk to you or your business NowCompliant provides a range of options to help reduce these risks by creating evidence of your compliance.  Your businesses will managing without us but what happens when something goes wrong, will you have the evidence you need to proof your side of the story.

 

Why would you not capture evidence of people understanding and acceptance of your communications, you have done all the hard work in developing them.

http://www.business.gov.au/business-topics/starting-a-business/Pages/legal-essentials-for-business.aspx

https://www.fwc.gov.au/about-us/legislation-regulations

http://www.business.gov.au/documents/startingyourbusinesschecklist.pdf

Case study - self complaint compliants

Employers should ensure that their organisation’s complaint procedures*:

  • are clearly documented
  • are explained to all employees
  • offer both informal and formal options
  • address complaints in a manner which is fair, timely and confidential
  • are based on the principles of procedural fairness
  • are administered by trained personnel
  • provide clear guidance on internal investigation procedures and record keeping
  • advise a complainant that they can pursue the matter externally with the Commission, a state or territory anti-discrimination body and, if it appears to be a criminal matter, the police
  • give a clear undertaking that no employee will be victimised or disadvantaged for making a complaint
  • are regularly audited and reviewed for effectiveness

* http://www.humanrights.gov.au

 

 


© Digitalblitz.com.au 2003-2014. All rights reserved.

Thursday 21st of September 2017 04:04:29 AM