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Policy & Procedure - KMS
The Online Policies and Procedures Knowledge Management module allows easy management, categorisation, approval and promotion of client's policies and procedures.
It includes advanced features such as an integrated Policies and Procedures Thesaurus so that information is easily search-able.
The system also includes a General Step library for the re-use of common procedural steps, a Procedure Library, and a Flowcharting Layer. Information on the live site can be displayed as an overview, steps and a flowchart.
Advanced Features
The Objectify Policy and Procedure Management System advanced features specifically help ensure that your documents are:
- Easily managed
- Standardised in format
- One point of truth
- Accurate and maintained in a timely manner
- Easily found
- View steps, flowcharts or details
- Continually improved using feedback, statistical analysis and language/term standardisation
- Appropriately promoted to protect your organisation
- Archived
Organisation's Need
Communicating policies and procedures in an effective way is an ongoing challenge,
particularly in times of change and when large numbers of staff are involved.
Organisations must:
- Must effectively manage masses of constantly changing
policy and procedure information - Be able to decentralise management of such documents across many departments
- Have responsibility to ensure that all staff are aware of all relevant information - including new and changed policies and procedures
- Often need to submit themselves to quality audits and accreditation processes and must be prepared for those with audit evidence and ease of access to relevant documents.
- Must protect themselves from claims of "I wasn't told about that!"
- Make relevant information easy to find across multiple physical locations
Key Modules
- Ability for subject matter experts to easily manage their documents in a standardised form tailored for your organisation
- Restricted access for staff to add new documents from your intranet site - to be automatically routed to the correct "subject matter experts" for review via workflow (via your existing email system)
- Thesauri-Check functionality when updating information so that the Local-Preferred-Terms can be used consistently - for improved search-ability
- Ability to categorise your documents into unlimited Topics and Sub-Topics
- Ability to develop flowcharts, steps and detail layers Web and Intranet Site Search
Web and Intranet Site Search
- Standard intranet-linked site templates with easy-to-use search functionality
- Direct Search
- Promoted Information Subjects and Items
- Integrated to Objectify Policies and Procedures Thesaurus or other local thesaurus ensuring the search engine can "speak your staff's language" for ease of searching
- Immediate indexing to reduce risk of late availability of critical documents
Thesauri Management System
- For managing the Objectify Policies & Procedures Thesaurus
- For managing you Organisation's own Local Thesaurus
- For importing and managing 3rd party Thesauri
- Maintain in one place, publish to many sites
Alerts & Tasks
- For introducing new Policies & Procedures to staff in a timely manner
- Management tools so you can ensure they have acknowledged the new/changed information in a timely manner prior to "launch"
- Automatically generated emails to staff with links to new and changed items
- Immediate and easy access to review information for your audit and accreditation processes
Analysis & Feedback
- Collect feedback on Policies & Procedures and view that feedback during authoring to help improve quality
- Analysis on how your system is actually being used
- See what your staff are really searching for, and what terms they are using
- Integration to Thesauri for easy updating of new synonyms to improve future lookups
- Standard reports to meet your specific requirements:
- "Missing" information that should be developed
- Popular information items and subject areas that should be promoted