CONFIRM-ED (Electronic Document)

In today's fast moving regulatory environment, organisations are subject to continual changes in legislation and increased judicial governance; resulting in the need for more policies and procedures to be disseminated.

With so much legislation affecting employers it is now more critical than ever to ensure that corporate policies are up to date and have been communicated effectively and efficiently to all members of staff but how do you ensure staff read, understand or even have awareness of the policy's existence?

How do you demonstrate compliance?

How do you demonstrate compliance? From policy deployment to compliance, Balance Learning's fully customisable Policy Management suite, Confirm-ED, manages this essential process and mitigates risk ensuring 100% compliance. Our system can help build a corporate culture of policy compliance.

KEY FEATURES

Legally valid evidence of employees understanding and agreement to policies
Confirm-ED creates legally valid evidence that employees have read, accepted and understood information sent to them. Organisations need to track agreements on every policy to prove compliance and demonstrate governance. Confirm-ED provides a pro-active approach to the policy life-cycle ensuring a high level of compliance and reduced risk.

Assessments, Mini-survey’s, Employee Feedback & Consultations
Confirm-ED enables you to automate business communications to targeted audiences simplifying the complex task of gaining employees feedback

Internal communications on a need- to know basis
Reduce unnecessary internal email by disseminating relevant and current information pro-actively to targeted audiences and obtain confirmation that employees have read / understood critical information.

Test, Monitor and report on employees understanding of policies
Enables you to test comprehension of corporate policies, work procedures etc. Identifying further training requirements. Reduce the risk of policies being breached and provides management with evidence that employees have a clear understanding of policies / procedures and work instructions Web-based, real-time reporting - details of who has received which versions of documents and much more.

KEY BENEFITS

• Reduce time and cost investment of policy management through automation.
• Includes measures for staff with no computer access
• Demonstrates corporate compliance
• Achieve understanding of corporate policies ensuring they have been read and accepted
• Simplified processes
• Risk Mitigation
• Tracking process identifies non-compliance and provides instant audit trails ensuring corporate governance.

ADMINISTRATION

• Easily create new policies from scratch, upload policy from Microsoft Word or Pdf, link to intranet
• Manage all policies effectively and efficiently
• Distribute to relevant users via groups
• Customise appearance of each policy with our embedded text editor. The editor allows import of graphics and web links.
• Import distribution names and email addresses from CSV file, XML or other sources.
• Non-completion escalated through 4 levels. Reminders sent to employee, manager and administrator and based on time from notification or a fixed date.
• Create test questions to ensure understanding of policy or section of policy.
• Configurable pass mark and number of attempts for compliance.
• Escalated emails if failure to exceed pass mark.
• Real-time reports available online, printed or exported to Excel.
• Records can be exported to SAP.
• Comprehensive reports
• Audit & analyse the organisations compliancy status
• Ensures version control of documents - non-editable once in system eliminating confusion

EMPLOYEES

• Keep up-to-date and with new policies and procedures published by your organisation.
• Receive automated emails with links to new policies.
• Timely email reminders to complete test.
• Check own compliance status with online report.
• Have their own portal with various sections for Policies, Procedures, Work Instructions and ‘Favourites’, allowing them to return to the documents when needed.

TECHNOLOGY

• Simple and intuitive interface
• All user access is through standard web browser
• Based on Microsoft .NET technology and SQL database
• Optional forum available and accessible to customers to discuss policies and other matters relating to use of the system