Regulatory compliance was one of the few things touched on in our last post – which provides the perfect segue for the topic today: Compliance Management and Certification with SharePoint 2010.
Being able to effectively author, review, approve, and publish policy and procedures with SharePoint is just the first step; distributing the information to employees is next, then comes the question: “How do we know this worked?”
With a Compliance Management and Certification template built on SharePoint, managers will be able to track who has looked at what – reports can be generated to discover, for example, what percentage of employees have actually viewed the received information. However, most of us know that viewing is not the same as reading, and reading certainly is not the same as comprehending or acknowledging. Here is where another tool comes into play. With the Compliance Management and Certification template, Managers can construct and require certifications such as quizzes for employees to take. Point or score requirements can be set to better ensure information is understood.
An interesting benefit that has arisen out of the “quizzing” – it helps weed out mistaken assumptions or gray areas in the language of information sent out. One can begin answering a question they think they knew the answer to, and realize they misunderstood the text. While a small observation, this again helps ensure that all messages are received loudly, clearly and accurately, no ands, ifs, or buts.
Finally, all information is stored and easily searchable and accessible. Management will be able to track items, such as scores and items distributed, which will be crucial when it comes to planning and making improvements. The Compliance Management and Certification template is a powerful tool in helping to maintain several key areas of a business, partnering with policy and procedure management and safety and training certification to help ensure an organization and the people it is made of meet important safety and industry regulations.
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In the energy industry, projects depend on many different people – contractors, subcontractors, engineers, suppliers, managers, and more. Not only do these people have their responsibilities and areas of expertise, they may often be separated by geography. These factors make the job of cooperating on large projects all the more difficult.
Whether it is construction, maintenance, drilling, research or logistics, these projects depend on reliable document management. All team members must be up-to-date and have constant access to timely, accurate information to ensure the project is on-time and within budget. As one of the most regulated industries in the world, the project must also always meet many requirements, such as health and safety.
SharePoint can provide the capabilities of several specific-purpose systems in one easy-to-use platform. Dedicated to organizing all documents in a logical, easily searchable dashboard, SharePoint allows team members access to group work on a user-specific basis. A team will be able to see the most recent version of reports, who has seen what, and the current status of items that are under review or waiting for approval. Used in an extranet form, this can prove especially useful when working with outside partners. SharePoint ensures that all members of a project are well-informed, and improve relationships, accuracy and security. Finally, being able to document and track the data and status of completed projects can prove an invaluable tool in improving business processes in the future.