POLICY MANAGEMENT

• Automatic conversion and display of all documents in PDF, regardless of status
• Single, multiple and collective printing functions
• Workflow for traceable printout of guidelines
• Printing of valid documents incl. print date, time and validity period
• Watermarking of authorized copies
• Reports on distributed paper copies
• Informative printout, daily copy, training copy

• Creation of further documents/information as applicable attachments or additional information
• Referencing to further guidelines, checklists or forms
• Linking/referencing to further reference objects such as processes, OUs, IT systems, products, etc.
• Automatic version and status management, also of attachments
• Intelligent notification system

• Audit-proof storage and management of policies
• Freely definable filing structure
• Complete version and change history (audit trail)
• Write protection of already signed or released documents
• 21 CFR Part 11 compliance (electronic records, electronic signatures)
• Fine-grained authorization concept
• Pre-defined roles, profiles, user groups and authorizations
• Compliance with the highest security requirements

• Intelligent multisite concept for group-wide policy management
• Simple and redundancy-free adaptation of global policies to local conditions
• Clear management of global and site-specific policy variants
• Intuitive translation of policy documents incl. formal release of translations

Role-specific dashboard with decision-relevant information:

• Number of policies per status and per type
• Overdue management: validity of policies incl. status information
• Visualization of the 90 days forecast
• Drilldown to policies with status and detailed information
• Display of key policy attributes
• Quick view of individual policies incl. related documents
• Direct access to policies with view of all multi-perspective core information

Adaptive and interactive data analytics and business intelligence capabilities to diagnose current and future compliance

• Visualization of compliance KPIs for guidelines with mandatory acknowledgement
• Overview of the compliance status of organizational areas
• Development of compliance KPIs over time
• Overview and detailing of compliance-critical statuses
• Recommendation for action to improve compliance KPIs
• Employee compliance: Percentage and number of employees with 100% training completion

A guideline management system defines and sets up processes to control the entire life cycle of guidelines and other standard documents in an audit-proof manner. The lifecycle covers the creation, review, approval, publication, and final deactivation and archiving of a guideline document. The processes do not refer exclusively to guidelines; they also include all specification documents of a document pyramid, i.e., process instructions, work instructions, procedural instructions and other specification documents.

In organizations and companies, there are usually countless guidelines on a wide variety of topics, such as occupational safety, information security, data protection, quality management, or industry-specific compliance requirements in general. Most of the time, these documents are stored in uncontrolled file systems and are often outdated. It is rarely possible to trace who has actually read these documents. A system-supported policy management system ensures that documents are stored centrally. Review, approval, and publication are workflow-supported and audit-proof. Recipients can be clearly identified and defined as target groups; they are proactively informed about new developments and changes. A request for a confirmation or acknowledgement always allows for tracking the distribution of documents in a transparent way.  

Companies and organizations are subject to a large number of legal and normative requirements. In part, compliance with such requirements is a legal obligation. In part, however, companies or organizations voluntarily commit to complying with external requirements. One of the goals pursued is to eliminate or reduce risks and to ensure secure business operations. A policy management system helps to administer the policies resulting from the requirements in a legally compliant and audit-proof manner. The timing of the publication of guidelines is always transparent and traceable. An obligation to comply with these guidelines can be initiated and controlled directly via the guideline management system. In sum, a guideline management system supports the adherence to compliance requirements through transparent communication of requirements and a legally binding commitment to compliance by employees.