With a wide range of policies relating to everything from health and safety and the environment, to quality management and corporate branding, it can be a challenge keeping everyone up to date. The Claromentis™ Quality Manager solution provides a range of online tools to simplify enterprise-wide policy management, enabling you to create, update and audit policies across your organization – quickly and easily.
User-friendly tools allow you to create complex online policy manuals – without needing specialist technical support.
Create individual procedures, group them into policies, and build sets of policies into manuals for key business areas.
One of the key challenges is the sheer volume of information that needs to be maintained and referenced in multiple policies and manuals, and in different formats.
Two of the key features of Claromentis Quality Manager are important in solving this problem. All content is online in databases, and can be rendered in multiple formants such as PDFs - on demand. All policies can be included in multiple manuals and procedures.
In this way a single policy, maintained by a subject matter expert, can automatically be included in larger manuals and policies. Whenever the subject matter expert updates a policy, the content of the relevant manuals and procedures can atomically be updated, with no user intervention required.
Many businesses face the problem that different operating units have different branding, and so the same policy or procedure needs to be copied and rebranded.
This inevitably increases the administration required whenever a policy changes – multiple copies need to be retrieved, and the latest versions rebranded and redistributed. This is an error prone and potentially dangerous process – as critical information is needlessly distributed in uncontrolled application files simply to present the information in the correct branding.
With Claromentis Quality Manager the problem is completely solved – each user will see the content of the policy according to the branding assigned to them. This is managed by the sophisticated and powerful permission system of Claromentis, which assigns branding according to hierarchical rules defined by membership of groups, roles or extranet areas.
Claromentis Quality Manager allows approvals and collaboration between users and even external companies when creating, editing and distributing policies and procedures.
There is a comprehensive and auditable permission structure to absolutely ensure that the correct users can collaborate on policies and procedures, preserving the control and authority over the end result by the relevant quality managers.
Using the Claromentis Extranet Permission System, if required, you can allow external companies to collaborate on relevant parts of your policies and manuals. In this way the content is accurate as all required subject matter experts can contribute, but the policies and procedures are only approved by the relevant quality managers to ensure the system is completely accurate and up to date.
Online Policies and Procedures can have references to version controlled documents and to powerful e-forms to report issues relevant to that procedure.
Associated with Policies and Procedures there are often many other relevant documents, and a requirement to report an incident relevant to the Policy. This is comprehensively managed by Claromentis Quality Manager.
Forms that need to be completed in accordance with the online policy or procedure can either be version controlled documents in Claromentis Document Manager, or can be e-forms generated byInfoCapture. If they are e-forms this allows reporting on every occurrence of a supporting form being completed. Relevant information can be left in the version controlled document store as references to the policy or procedure, if this minimises the workload in migration from legacy systems to Claromentis Quality Manager. These can appear as a version controlled reference lists in the policy, manual or procedure.
Quality Manager operates inside the sophisticated and powerful permission system of Claromentis.
This means that policies and procedures can be created, edited, approved and distributed to exactly the correct groups of people. Claromentis Quality Manager can even control the branding within which each user sees the policies and procedures.
The Compliance application can ensure people read relevant policies and procedures, reporting real time on who has not yet read the policy – and sending them a series of customisable messages to ensure that they do comply.
Store every procedure in a central 'bank'. This means you need to make a change once only, and the procedure will automatically be updated in every policy or manual in which it features.
Include flowcharts to show how procedures are linked within a specific policy. Users can simply click on the flowchart to link to the relevant procedure.
Publish policies in multiple languages.
Specific procedures and policies can be exported to a wide range of formats including RTF, DOC, XML, PDF and HTML.
Employees can keep themselves informed about policy developments by registering for ongoing news updates.
Leveraging functionality within the Claromentis Portal Environment, managers can take advantage of interactive tools. Receive employee feedback on specific policies through reader surveys, or enable colleagues to exchange views on key procedures and areas of policy development in dedicated forums.
Comprehensive version control functionality ensures that only one user can update a document at a time, avoiding version duplication. A record of all revisions - including authorship and dates – provides full traceability.
Employees are only able to view policies once they have been approved for publishing by an authorized owner.
The Claromentis Compliance application supports you in meeting compliance requirements for policy distribution. Using a series of targeted notifications and reminders, you can ensure personnel are aware of key policy developments. Tracking and reporting functions provide confirmation that information has been viewed by relevant individuals.
Enables administrators to track activity across the Claromentis Quality Manager solution on a day-to-day basis. Filter by business area, activity or date range.
Flexible reporting on published policies and their distribution enables comprehensive enterprise-wide audits in support of ISO9001 certification.
Search through all online content, as well as metadata and date ranges, to find the information you need - quickly and efficiently.
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