Policies and Procedure Management

1. Overview
• Audiences
• Core functions and Processes
• Business Units
• Metadata
• Feedback

2. • Paper
• Excel Spreadsheet
• Email
• Shared Drive
• Outdated Software
• No Mobile Device Support
Common Pain Points

3. The Challenge

4. • Document Management
• Version Control
• Role Based User Access
• Alerts
• Automated Workflows
• Collaboration
• Search
• Support/Implementation/Maintenance/Helpdesk
PolaPro Features

5. • Create
• Approve
• Distribute
• Consume
• Review
Policy and Procedure Lifecycle

6. Policies/Procedures
as a Service
Consumers Authors Approvers Support
Search/Filter Create Docs Approve Support Helpdesk
Read Docs Review Docs Training
Implementation
Application
Maintenance
Continuous
Updates
Consulting
Document
Migration
User Guide

7. Roles
• Consumers
• Authors
• Approvers
• Support

8. Consumers
• Documents are grouped so that final user can
access documents belonging to respective
Business Units
• Search function is available to help users retrieve
documents based on specific metadata
• Document can be stored for consultation only
(PDF format) or in their original format

9. Consumer site
 Documents are
displayed according to
their relevant categories
and core functions for
easy retrieval.
Approved metadata tags ensure the correct document grouping.
Documents are only seen by staff in their relevant departments/business units.

10. Author role
• Create documents (new or using template)
• Search published documents
• Collaborate with other authors on the same
document
• Seek for approval for new documents to be
published

11. PolaPro assists Authors with their tasks:
• The right hand side provides Recommended Steps for novice authors.
• The left menu has provides functions for advanced authors.
Upload a Document

12. To prevent authors from re-creating the wheel, they can
search across the enterprise for an existing/similar
document. If they find something suitable they can
choose to make it available to the relevant team, or create
a modified version.
filter the documents
Search function

13. Authors can create a new document or upload an existing
one.
Upload

14. 1. Browse your computer to
choose the file to upload
2. Click Ok
3. Select the author name
4. Populate the required + desired fields
5. Click Save
Metadata selection

15. • Once an Author is satisfied with their new or
revised document, they submit it for approval.
• The relevant approver will then be notified via
email with a link which they can click through
to easily review and approve.
Approval Workflow

16. 2. Click on the arrow
1. Select the document
3. Select Workflow
4. Select the approval Workflow
Approval Work Flow

17.  Approved documents
will be moved to the
effective library and an
email notification will be
sent to the author.
Work Flow
flowchart

18. Admin role
• Manage metadata
• Manage users and permissions
• Perform author and approver tasks

19. PolaPro allows management of Target Audiences, Core Functions/Processes as well
as Multiple Business Units.
Metadata management

20. Metadata management

21. New Item creation
Important
information such as
intended audience,
related Core-
Function/Process can
be assigned via
simple pre-defined
pick-lists and look
ups.

22. Large amounts of information
can be easily managed with an
excel-type grid.
Excel Mode list editing