Policy Central for workflow management

Policy Central for workflow management

Policy Central has always been primarily a governance tool. It helps you to securely manage your business-critical documents with tools that allow you to meet the compliance requirements of your industry and acts as the single source of truth for your policies and procedures. But the functionality of Policy Central runs much deeper than that. It can also become your business operating system and a key processing tool that allows you to capture data and then react to it.

The first step is to create a form, assessment, or questionnaire that can be used to collect the data you want to analyse. Once an individual has completed the form it can be routed to one or more reviewers and approvers. It may be that in a simple form there is a straightforward yes or no to approving the information collected and routing it those who will make use of the data.

But in many cases analysing data collected from employees is more nuanced. Parts of the data may be needed by the HR team. Other aspects could be of interest to production. So rather than a basic approval process that captures understanding of a task, leading to approval of forms and questionnaires within Policy Central can be used to support process improvement and change management.

We have probably all attended meetings that should have been an email. But the problem is that emails which are status updates, or feedback gathering sessions, while important to project progress, are easy to pass over. Those emails become meetings simply to ensure that the participants engage with the task. Using a form in Policy Central to progress projects can simplify the interactions and remove the time spent on gathering team members together, either physically or on video call.  

The form can be delivered to those with information and updates to share and then routed to management or other departments who need that knowledge. Moreover, they will only be able to interact with the sections of the form that are relevant to their part of the workflow. HR have sight of the information they need, production the parts that impact their work, and soon. By tracking completion of the form leadership teams can be clear that they have a full picture of the project from all participants. Anyone who has delayed their response can be chased, without the need to spend time scrolling through multiple replies to an email trying to decide who has yet to respond. This will also be visible within the users “to do” list in Policy Central. Colour coded icons are used to indicate the current status of the process.

In this way Policy Central provides an audit trail that can be interrogated for the latest status on a project, engagement with new procedures, or updated documentation. It goes beyond being a static repository of information to being a dynamic means of engaging with employees to learn about workflow progress, training needs and management of all aspects of your business.  

While Policy Central will always be primarily a governance and compliance tool for the management of critical business information. Its unique features allow you to create, publish, monitor compliance, and promote core understanding across all areas of your business and beyond, offering a platform that can become an intrinsic part of your process management. Each customer needs something unique from Policy Central which is why the needs of your business are of paramount importance  through the design, build, and support stages. We become an extension of your team, using our software expertise to provide solutions that suit your business. Get in touch to discuss how Kbase Connect can help transform your business.