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 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. 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

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Enforce individual accountability

Employees are required to provide acknowledgement and complete assessments.
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Test employee comprehension

Confirmation of employees understanding of important procedures regarding safety, systems and workplace conduct.
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Easily audit reading status

Accurately and automatically report and identify delinquencies.
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Minimize organizational risk

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

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