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Building an
Advanced Compliance System
for your EH&S Management
Presented by
Sarah Sajedi
Director of Research & Development
What is a Compliance System?
• A platform for tracking and reporting on compliance tasks.
• A system for assigning tasks to employees.
• A way to track external and internal deadlines.
Compliance System is Typically a Software Platform
But the alternative is the
Advanced Compliance System
with built-in intelligent Business Process Management.
A Good System Should:
• Make it easier to assign tasks to the right person.
• Give executives a view into their operations.
• Make it easier to complete tasks.
• Create accountability.
• Generate business intelligence.
A Systematic Approach
Compliance tasks are what keeps your facility running efficiently and safely.
• Standardized approach – manage tasks in the same manner every time.
• Centralized tracking – keep all task data in one database.
• Transparent – know who is responsible for tasks and management.
• Automated – do the work for you, intelligently.
Getting Started:
• Create a list or database of your compliance tasks:
• Environmental
• Health & Safety
• Administrative & training
• Deadlines & recurrences
• Assess scope of your needs:
• Who will be Assigned to each task?
• What are your reporting needs?
• How to interface with other systems?
• Where to collect information / other inputs?
Next Step:
Break Tasks Down to Data Collection Points
• Task creation (by whom, for what needs, for whom?)
• Task assignment
• Task deadline(s) - internal and external
• Task milestone completion
• Task closure
Creation Assignment Activity
Task
completion /
submission
Task Closure
Data should be collected at each of these steps in order to get real-time
snapshots of compliance for your site.
Resulting Insights:
• Which tasks have upcoming deadlines?
• Who is responsible for each task?
• What is the status of a task?
• Are there any missed goals or deadlines?
• How may days were spent on a specific compliance task?
• What information was collected / submitted for a task?
These metrics give executives and managers
vital insight into planning their operations and
being better prepared for future planning.
Sample Reports
Regardless of how you track your
compliance, you want to be able to
produce records for:
• Completed tasks
• Items past goal
• Items past due
• Ongoing/open items
• Upcoming items
Automation at Work: Assignment
Compliance task assignment can be automated if you clearly define roles within
your employee and their job titles.
Example: When a task is assigned to a person and they change job or leave your
company you have two choice, either you can replace their name in your database
with the new employee taking over their task or you can let automation take over
and assign the tasks to the new employee with the same or similar assigned title.
This requires you have a database of current employees updated regularly in for
your compliance system. This is called Automation at its best. An intelligent system
that can detect change and react to it.
Automation at Work: Reminders/ Alerts
Compliance task Reminders can be sent at pre-defined intervals. This is useful to keep
tasks on track and meet deadlines.
Example: send an email reminder 1 month before deadline… 1 week before deadline…
three days before… until task is closed.
Compliance task Alerts can be automated to send notifications under specific, pre-defined
conditions.
Example: Send manager an alert if employee does not close task by deadline.
• Requires a built-in or external messaging system.
• Requires date tracking.
• Requires ability to detect when task is closed and send completion notice.
• More advanced alerts require built-in logic.
Working as a Whole
Systems detects
upcoming task
Assign task to
employee or Automate
it based on job
Employee is sent the
information they need
to complete the task
Employee receives
reminders as deadline
approaches
Employee completes
task
Manager receives an
automated alert saying
task is complete
Minimal manual
intervention
needed
Compliance Examples for Oil & Gas
Compliance System Workflow
1. A piece of equipment needs maintenance.
2. It gets assigned to a staff member.
3. Data is shared with staff.
4. What form(s) should they fill out?
5. How and where should the data and results be
stored?
6. What was the outcome and when was it
completed?
Will a Spreadsheet Work?
While it is feasible to have a spreadsheet that contains all of your compliance tasks,
spreadsheet systems do not have the intelligence to do what an automated system
can do.
Cannot automatically connect to other databases to assign tasks.
Doesn’t have an external messaging system to deliver alerts.
Doesn’t make it easier to complete tasks. Multiple-users access
issues.
Doesn’t generate in-depth snapshot reports.
Ideal Compliance Platform
Whether you build it yourself or purchase a system from one of the many
compliance software developers,
a software platform
is the best solution for automating your compliance.
Just a warning
Home-built systems require ongoing maintenance.
This is often what people struggle with most.
Building a Compliance Management System
Report
Generation
Messaging
system
Database of
employees
Database of all tasks
Programming Logic
Time &
Programming
Knowledge
Advanced Compliance Tracking:
Business Process Management
Business Process Management (BPM) is an advanced compliance tool that maps
each step of your compliance tasks down to a granular level.
Step 1 Step 2 Step 3
Advanced Compliance Tracking:
Business Process Management - Flexibility
Every task is broken down into a unique series of steps, letting you
track progress down to the smallest detail.
 Highest degree of flexibility available.
 Create custom forms.
 Greater insight into task progress.
 More exact tracking & reporting.
Advanced Compliance Tracking:
Business Process Management – Intelligent Tasks
BPM also allows your tasks to be responsive – next steps and forms react to results
& input values in order to create intelligent tasks.
 Negative response results in creation of follow-up tasks.
 Positive/desired results will progress task to next expected step.
 Automatically populate forms with data retrieved from previous forms.
Advanced Compliance Tracking:
Business Process Management – Responsive Tasks
Advanced Compliance enables you to create new tasks and follow-up tasks based
on the results of a task.
 Create and assign a task if results are undesirable or requires more work.
I.e. a piece of equipment needs maintenance.
 Repeat steps as needed, generate recurrences.
What is Advanced Compliance
and Business Process Management
Conclusion
Organization and task management result in
productivity increases, and best of all - money
and time savings!
So go out there and get started, you have
nothing to lose and lots to gain.
Questions?

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Building a Compliance System for your Business

  • 1. Building an Advanced Compliance System for your EH&S Management Presented by Sarah Sajedi Director of Research & Development
  • 2. What is a Compliance System? • A platform for tracking and reporting on compliance tasks. • A system for assigning tasks to employees. • A way to track external and internal deadlines. Compliance System is Typically a Software Platform But the alternative is the Advanced Compliance System with built-in intelligent Business Process Management.
  • 3. A Good System Should: • Make it easier to assign tasks to the right person. • Give executives a view into their operations. • Make it easier to complete tasks. • Create accountability. • Generate business intelligence.
  • 4. A Systematic Approach Compliance tasks are what keeps your facility running efficiently and safely. • Standardized approach – manage tasks in the same manner every time. • Centralized tracking – keep all task data in one database. • Transparent – know who is responsible for tasks and management. • Automated – do the work for you, intelligently.
  • 5. Getting Started: • Create a list or database of your compliance tasks: • Environmental • Health & Safety • Administrative & training • Deadlines & recurrences • Assess scope of your needs: • Who will be Assigned to each task? • What are your reporting needs? • How to interface with other systems? • Where to collect information / other inputs?
  • 6. Next Step: Break Tasks Down to Data Collection Points • Task creation (by whom, for what needs, for whom?) • Task assignment • Task deadline(s) - internal and external • Task milestone completion • Task closure Creation Assignment Activity Task completion / submission Task Closure Data should be collected at each of these steps in order to get real-time snapshots of compliance for your site.
  • 7. Resulting Insights: • Which tasks have upcoming deadlines? • Who is responsible for each task? • What is the status of a task? • Are there any missed goals or deadlines? • How may days were spent on a specific compliance task? • What information was collected / submitted for a task? These metrics give executives and managers vital insight into planning their operations and being better prepared for future planning.
  • 8. Sample Reports Regardless of how you track your compliance, you want to be able to produce records for: • Completed tasks • Items past goal • Items past due • Ongoing/open items • Upcoming items
  • 9. Automation at Work: Assignment Compliance task assignment can be automated if you clearly define roles within your employee and their job titles. Example: When a task is assigned to a person and they change job or leave your company you have two choice, either you can replace their name in your database with the new employee taking over their task or you can let automation take over and assign the tasks to the new employee with the same or similar assigned title. This requires you have a database of current employees updated regularly in for your compliance system. This is called Automation at its best. An intelligent system that can detect change and react to it.
  • 10. Automation at Work: Reminders/ Alerts Compliance task Reminders can be sent at pre-defined intervals. This is useful to keep tasks on track and meet deadlines. Example: send an email reminder 1 month before deadline… 1 week before deadline… three days before… until task is closed. Compliance task Alerts can be automated to send notifications under specific, pre-defined conditions. Example: Send manager an alert if employee does not close task by deadline. • Requires a built-in or external messaging system. • Requires date tracking. • Requires ability to detect when task is closed and send completion notice. • More advanced alerts require built-in logic.
  • 11. Working as a Whole Systems detects upcoming task Assign task to employee or Automate it based on job Employee is sent the information they need to complete the task Employee receives reminders as deadline approaches Employee completes task Manager receives an automated alert saying task is complete Minimal manual intervention needed
  • 12. Compliance Examples for Oil & Gas Compliance System Workflow 1. A piece of equipment needs maintenance. 2. It gets assigned to a staff member. 3. Data is shared with staff. 4. What form(s) should they fill out? 5. How and where should the data and results be stored? 6. What was the outcome and when was it completed?
  • 13. Will a Spreadsheet Work? While it is feasible to have a spreadsheet that contains all of your compliance tasks, spreadsheet systems do not have the intelligence to do what an automated system can do. Cannot automatically connect to other databases to assign tasks. Doesn’t have an external messaging system to deliver alerts. Doesn’t make it easier to complete tasks. Multiple-users access issues. Doesn’t generate in-depth snapshot reports.
  • 14. Ideal Compliance Platform Whether you build it yourself or purchase a system from one of the many compliance software developers, a software platform is the best solution for automating your compliance. Just a warning Home-built systems require ongoing maintenance. This is often what people struggle with most.
  • 15. Building a Compliance Management System Report Generation Messaging system Database of employees Database of all tasks Programming Logic Time & Programming Knowledge
  • 16. Advanced Compliance Tracking: Business Process Management Business Process Management (BPM) is an advanced compliance tool that maps each step of your compliance tasks down to a granular level. Step 1 Step 2 Step 3
  • 17. Advanced Compliance Tracking: Business Process Management - Flexibility Every task is broken down into a unique series of steps, letting you track progress down to the smallest detail.  Highest degree of flexibility available.  Create custom forms.  Greater insight into task progress.  More exact tracking & reporting.
  • 18. Advanced Compliance Tracking: Business Process Management – Intelligent Tasks BPM also allows your tasks to be responsive – next steps and forms react to results & input values in order to create intelligent tasks.  Negative response results in creation of follow-up tasks.  Positive/desired results will progress task to next expected step.  Automatically populate forms with data retrieved from previous forms.
  • 19. Advanced Compliance Tracking: Business Process Management – Responsive Tasks Advanced Compliance enables you to create new tasks and follow-up tasks based on the results of a task.  Create and assign a task if results are undesirable or requires more work. I.e. a piece of equipment needs maintenance.  Repeat steps as needed, generate recurrences.
  • 20. What is Advanced Compliance and Business Process Management
  • 21. Conclusion Organization and task management result in productivity increases, and best of all - money and time savings! So go out there and get started, you have nothing to lose and lots to gain.