Policy & Procedure Management Workflow - NAVEX Global

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
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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 ® .

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
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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 email reminders, due dates, and escalation alerts ensure that documents are completed on
time, every time.
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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 Email Notifications
Document owners can create deadlines and set up warning emails to notify users of due dates.
Reviewers and approvers are alerted of impending deadlines through a series of escalation emails, 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 email 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.
© 2012 NAVEX Global. All rights reserved 12.10.28 ds _ ngPMWorkflow
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Policy Management Workflow
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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.
© 2012 NAVEX Global. All rights reserved 12.10.28 ds _ ngPMWorkflow
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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 email 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.
866-297-0224 | info@navexglobal.com | www.navexglobal.com
© 2012 NAVEX Global. All rights reserved 12.10.28 ds _ ngPMWorkflow
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© 2012 NAVEX Global. All rights reserved 12.10.28 ds _ ngPMWorkflow
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