Policy & Procedure Management Workflow - NAVEX Global

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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 email reminders, due dates, and escalation alerts ensure that documents are completed on time, every time. © 2012 NAVEX Global. All rights reserved 12.10.28 ds _ ngPMWorkflow 2
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 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 3
Page 1: Product Overview Policy & Procedure
Page 5 and 6: 5 Simple Setup Adopting new softwar

Policy & Procedure Management Workflow - NAVEX Global

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