NAVEX Case Studies URS Injects Security and Flexibility Into Policy and Procedure Management With Policytech

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	URS Injects Security and Flexibility Into Policy and Procedure Management With Policytech NAVEX

URS Injects Security and Flexibility Into Policy and Procedure Management With Policytech

NAVEX

Technology Category	Functional Applications - Enterprise Resource Planning Systems (ERP)
Applicable Functions	Business Operation
Use Cases	Regulatory Compliance Monitoring Remote Asset Management
Services	System Integration
Challenge	URS handles hundreds of highly important and confidential documents daily. The main concerns amongst senior directors were typically around the need for confidentiality - files and folders that only individual teams and senior management should access. URS needed a solution that made these files available to the relevant team members of management, with options for various downloadable formats. In terms of employee management, senior teams needed to verify when employees read documents. It was especially important to ensure employees were aware of their responsibilities, obligations and if they understood them, not only as an internal requirement, but also as a law requirement in terms of labour legislation. A business could face fines if it cannot prove that its staff have read and understood policy documents. In addition, the human resources team required visibility to effectively manage the team, understand when service issues occurred and have the flexibility to access the platform whenever needed. Read More
About Customer	URS CERTIFICARI is an independent testing, inspection, and certification body. With over 5,500 certificates issued to date, URS is one of the top five largest certification organizations in Romania. Prestigious companies from Romania have chosen URS as an independent certification body. URS is an organization centered on certification. The nature of the business means that documents must be secured safely, with confidentiality and ease of access. Previously, it used an internal system, managed manually that was more open to human error. With over 5,500 certificated issues, URS needed to lay a solid foundation for the organization to effectively manage documents, as well as play a crucial part in internal and external compliance. Read More
Solution	URS chose to implement PolicyTech to effectively manage its policies and procedures with automation that ensured policies were up-to-date, accurate, accessible, time saving and increasing productivity. The solution was key to several challenges the business faced. Secure files and folders: An accessible solution which allows easy, secure organization of folders and subfolders, with separate folders for each department and unlimited space. Additionally, it offers restricted access to documents opening by default in a PDF view so there isn’t an opportunity for editing. PolicyTech offers layers of security, which means documents and files need reviewing, approving and errors are highlighted before publication. Access from anyone, at any time: Implementation of an everyday service that allows each employee to access everything they need, at any point thanks to 24/7 access and rarely any downtime. Oversight on employee engagement and understanding: Control for HR and senior management through tracking employee ‘reads and signatures’ on policies and procedures, ensuring that they understand the information and aware of their responsibilities and obligations. Internal and external compliance with regulation: Compliance across the business with requirements such as the Collective Labour Agreement, workflow guidelines and internal regulations. Read More Log in to view content
Contents

Technology Category

Functional Applications - Enterprise Resource Planning Systems (ERP)

Applicable Functions

Business Operation

Use Cases

Regulatory Compliance Monitoring

Remote Asset Management

Services

System Integration

Challenge

URS handles hundreds of highly important and confidential documents daily. The main concerns amongst senior directors were typically around the need for confidentiality - files and folders that only individual teams and senior management should access. URS needed a solution that made these files available to the relevant team members of management, with options for various downloadable formats. In terms of employee management, senior teams needed to verify when employees read documents. It was especially important to ensure employees were aware of their responsibilities, obligations and if they understood them, not only as an internal requirement, but also as a law requirement in terms of labour legislation. A business could face fines if it cannot prove that its staff have read and understood policy documents. In addition, the human resources team required visibility to effectively manage the team, understand when service issues occurred and have the flexibility to access the platform whenever needed.

About Customer

URS CERTIFICARI is an independent testing, inspection, and certification body. With over 5,500 certificates issued to date, URS is one of the top five largest certification organizations in Romania. Prestigious companies from Romania have chosen URS as an independent certification body. URS is an organization centered on certification. The nature of the business means that documents must be secured safely, with confidentiality and ease of access. Previously, it used an internal system, managed manually that was more open to human error. With over 5,500 certificated issues, URS needed to lay a solid foundation for the organization to effectively manage documents, as well as play a crucial part in internal and external compliance.

Solution

URS chose to implement PolicyTech to effectively manage its policies and procedures with automation that ensured policies were up-to-date, accurate, accessible, time saving and increasing productivity. The solution was key to several challenges the business faced. Secure files and folders: An accessible solution which allows easy, secure organization of folders and subfolders, with separate folders for each department and unlimited space. Additionally, it offers restricted access to documents opening by default in a PDF view so there isn’t an opportunity for editing. PolicyTech offers layers of security, which means documents and files need reviewing, approving and errors are highlighted before publication. Access from anyone, at any time: Implementation of an everyday service that allows each employee to access everything they need, at any point thanks to 24/7 access and rarely any downtime. Oversight on employee engagement and understanding: Control for HR and senior management through tracking employee ‘reads and signatures’ on policies and procedures, ensuring that they understand the information and aware of their responsibilities and obligations. Internal and external compliance with regulation: Compliance across the business with requirements such as the Collective Labour Agreement, workflow guidelines and internal regulations.

Impact #1	Since the implementation of PolicyTech in 2019, approximately 80% of staff now have complete engagement with the solution. PolicyTech is an integral part of the business. It is used daily and between 3,000 and 4,000 documents have been uploaded so far, which has had huge impact on the time and money saved for the business.
Impact #2	Thanks to the automated system, accessing documents is flexible, secure and easy. Many employees are working to strict deadlines or have limited time when needing to access documents, therefore making their role easier. The time saved with PolicyTech can also be spent elsewhere, such as filling documentation completely, correctly and more carefully, or spent working towards set targets and liaising more closely with clients.

Impact #1

Since the implementation of PolicyTech in 2019, approximately 80% of staff now have complete engagement with the solution. PolicyTech is an integral part of the business. It is used daily and between 3,000 and 4,000 documents have been uploaded so far, which has had huge impact on the time and money saved for the business.

Impact #2

Thanks to the automated system, accessing documents is flexible, secure and easy. Many employees are working to strict deadlines or have limited time when needing to access documents, therefore making their role easier. The time saved with PolicyTech can also be spent elsewhere, such as filling documentation completely, correctly and more carefully, or spent working towards set targets and liaising more closely with clients.

Benefit #1	Up to 59 employee hours saved for delivery and attestations
Benefit #2	Up to 45 employee hours saved for document searchability
Benefit #3	Up to 36 hours saved automating the policy management system

Benefit #1

Up to 59 employee hours saved for delivery and attestations

Benefit #2

Up to 45 employee hours saved for document searchability

Benefit #3

Up to 36 hours saved automating the policy management system

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Overview

URS Injects Security and Flexibility Into Policy and Procedure Management With Policytech

Operational Impact

Quantitative Benefit