Policy Management for employee compliance and understanding

Policy management is the process of creating, communicating, and maintaining policies and procedures. It can, however, be expensive to make policies more accessible to staff and create an audit trail in the case of legal action. So what is the best way to manage this without increasing costs?

Twofold’s Policy management solution, OnBase, allows for a comprehensive and well-managed set of policies to communicate boundaries and expectations, establishing a culture of compliance within your organisation.

Call us on 0118 951 9800

How easy is it for you to onboard an employee or ensure your whole workforce are compliant with all your latest policies and procedures?

Failure to ensure your employees understand and acknowledge the latest policies and procedures could lead to injury, significant fines or prosecution.

Twofold offers an on premise or cloud Policy and Procedure Knowledge Transfer and Compliance solution with OnBase by Hyland. This enables organisations to manage policy and procedure administration end-to-end.  Now, all your employees have access to the most up-to-date versions of required materials and that deadlines for review and acknowledgement are enforced. With compliance testing, easily gauge employees’ comprehension of distributed content via scoring reports and test certificates.

Design

  1. Document Knowledge Transfer Reading Group Admin: Administrators are able to add documents to a Reading Group, create and manage Approval Group membership, manage Reading Group membership and view reading status by user or document.
  2. Required Reading Assignments: Documents that must be acknowledged by Reading Group members – with notifications when new assignments are added.
  3. Approval Groups: Members approve or reject the documents in a Reading Group before distribution to reader queues.
  4. Reading Groups: Reading Group members are required to read and acknowledge all documents in their Reading Group list, and complete any related assessments.
  5. Testing: Optionally, a short quiz can be paired with a required reading document to test user comprehension of important material. Test results are provided back to the Administrator.

Overview of Policy management

null

Enforce individual accountability

Employees are required to provide acknowledgement and complete assessments.
null

Test employee comprehension

Confirmation of employees understanding of important procedures regarding safety, systems and workplace conduct.
null

Easily audit reading status

Accurately and automatically report and identify delinquencies.
null

Minimize organizational risk

Provide documented proof of distribution, user acknowledgement and test scores.
null

Quick Deployment

Create, send, track, and sign documents and forms digitally for quick deployment. Or, embed signed documents and forms deeply into your own applications or workflows to create more tailored experiences.

Typical Use Cases

  • Human Resources
    Employee handbooks, harassment policies, expense reporting guidelines and IT practices are automatically distributed for review and acknowledgement. New hires have immediate access to the complete backlog of mandatory reading. After reviewing key material, employees may take a short quiz to demonstrate comprehension, and administrators can analyse exam results to identify training needs. Test certificates can be generated and contained within an employee file. By automatically tracking employee acknowledgement, this creates a permanent, traceable record to support compliance initiatives.
  • Manufacturing
    Employees acknowledge and showcase comprehension of material safety data sheets (MSDS) and operating and emergency procedures, allowing the company to meet ISO-9000, OSHA and other standards. Not only does this process facilitate compliance, it also mitigates risk by ensuring employees understand important procedures for their own safety.
  • Healthcare
    From maintenance staff to physicians, all hospital employees are required to comply with regulations regarding patient confidentiality. By ensuring that the latest versions of these important documents are distributed to all employees, hospitals minimize risk of privacy breaches and support a well-informed workforce. Organisations also reduce costs associated with training nurses and aides by attaching exams to instructional videos and patient care procedures.
  • Medical Labs
    Laboratory technicians have instant access to the most current versions of key equipment manuals and educational materials. Staff are notified of changes to pathology and laboratory services procedures, and can review these updates from a central interface. Administrators can easily track acknowledgement by user or by document, allowing medical labs to better prepare for audits, including regular Laboratory Accreditation Program surveys.
  • Financial Services
    Financial institutions are responsible for observing a wide range of regulations to prevent fraudulent activity and protect sensitive customer information. Employees must easily access and sign off on all current policies related to account holder privacy and any local legislation.
  • Government
    From local government to agencies, it is important to ensure that all employees have reviewed documents detailing new policies and programs. Administrators can easily distribute program rules, new codes and ordinances, policy memos and even include a short quiz to assess comprehension.
  • Insurance
    In an ever-changing and complex industry, insurance carriers must frequently distribute information on the newest product offerings, services and sales documentation to employees, captive and independent agents, brokers and third-party administrators. After policy acknowledgement, carriers can test all personnel to ensure that they understand the material and can provide accurate information to clients.
  • General Training
    In every organisation there is a need for employees -both new and existing- to be trained. Test comprehension of product guides, sales manuals and other training documents to identify specific areas that need improvement or additional coaching. Attach exams to educational videos and assign quizzes related to distributed training documents. When content is updated, reassess employees on their intellect related to these changes.

Interface

Reading Group Viewer displays all assigned Documents, Unity & Outlook Clients

Acknowledge Required Reading with or without Password, Unity & Outlook Clients

Test Questions include multiple choice, multi-select, true/false & essay, Web Client

Completed Test with Results, Web Client

Document Administration, Web Client

Required Reading Email Notification, Outlook

Compliance Testing Administration, Unity Client

Have a question? Just complete this form

null

Digital Transformation

In an increasingly digital world led by online giants like Amazon and Google, many businesses are looking to embrace a move into digital. Thankfully there are a range of digital transformation solutions from Twofold that can help ease this transition and saving you time and money.
null

Digital Mailroom

A digital mailroom from Twofold can be deployed to solve a single department’s problem or to revolutionise your whole organisation. We deliver world-class solutions to reduce your costs, keep you compliant, improve customer service and increase efficiency.
null

Outbound Document Management

With ODM you can manage outbound communication with customers, enabling you to quickly and simply create personalised communication. You’ll be able to simplify and centralise the preparation of all your customer communications for your folder inserters.
null

Document Scanning

The latest in scanning technology and functionality enables you to do so much more than just capture an image. Documents can be automatically identified, scanned or digitised, then passed back through as an electronic document to follow the same route as an email, fax or e-form.
null

Departmental

Our technology is designed to work in a way that works with your business. Some of our customers buy the platform to deploy department by department, others choose to solve one problem at a time knowing the technology will grow into a strategic solution that fits their IT architecture.
null

ECM -OnBase & DocuWare

ECM is an umbrella term that typically encompasses various technologies. Whatever format your business takes, from paper documents to electronic data streams, OnBase can capture it all. making it available from one central place.
null

Kofax Total Agility

As a Platinum partner of Kofax, Twofold have invested in the skills required to implement and support your Kofax environment. TotalAgility is easy-to-use for modelling, design, analysis, simulation and testing of processes.
null

Kofax RPA

Kofax RPA (formerly Kapow RPA software) is the world’s leading data acquisition and integration software solution, unique in its ability to give business users the ability to build a suite of applications without any scripting or programming skills.
null

Business Intelligence

If your business is looking to improve decision making, reduce costs and maximise efficiency, then an investment in business intelligence is a great way to identify opportunities for improvement.
null

e-Forms

Become efficient from first contact with your customers. Connect across all devices with intelligent eForms to provide fast service tranformation with flexible integration.
null

Integrations

Whether your software is run locally or deployed in the cloud, Twofold has the ability to link to over 500 back end applications either with certified connectors, standard interface methodologies.
null

Kofax - Multi Channel Capture

Kofax delivers powerful, production level capture of documents and data from virtually any source, for example – scanners, mobile devices, websites, multi-function devices, e-mail, fax, web service, or folders.
null

SignDoc™ e-Signature

Leading organisations in banking, insurance, retail and many other industries worldwide now use SignDoc®. Reduce your operational costs, speed time to closure, improve customer satisfaction, stay compliant and operate securely.
null

Accreditations & Partners