All organisations have to be in control of their activities & compliance & for many years they have been using ISO standards to demonstrate this control. Our experience is that the systems used to affect this control are themselves ineffective. The problem is the construction of the system, often paper based or a poorly organised electronic file system. Zebsoft is the most comprehensive & simple to use system on the market to control all Governance, Risk & Compliance aspects in any organisation..

1. CONTINUOUS BUSINESS IMPROVEMENT
THE BENEFITS OF A ZEBSOFT® MANAGEMENT SYSTEM

2. Introduction
Why do you need a compliance management system?
Compliance management has become essential due to an
incredibly fast moving environment. The net effect being
compliance requirements are more quickly defined and
communicated. In a UK Government white paper it lists the
primary problems faced by businesses are frustration,
complexity & misunderstanding.
Our sole purpose in creating ZEBSOFT is to remove those
problems through clarity, ease of use and understanding.
By utilising the ISO standards framework, we have created an
environment that meets the requirements of the most
stringent standards and regulation whilst maintaining
outstandingly simple visual interface and ease of
functionality.
By automating the reminders needed to review and update
regulatory and legislative requirements frustration is
eliminated.
Welcome to ZEBSOFT®

3. We allow you to create as many sites as
you need. Sites are not defined as a
specific physical location, the controls we
have created allow system and document
access rights that are agile allowing the
sharing of information yet they are strict
enough to deny access when required.
The communication between sites is
essential to enable you to achieve your
goals. With departmental tasks, you can
share files and photos in a controlled
format.
You are in control of the flow and
oversight of compliance activities.
You have complete oversight of
interdepartmental information flows.
ZEBSOFT enables you see the
communication flow and analyse the
effectiveness of that communication.
Multi Site Control

4. Communication if not defined becomes random,
this leads to confusion and misunderstanding.
Many businesses permit multiple
communication platforms including social
media platforms that are inappropriate
uncontrollable and often used for the
transmission of intellectual property.
Communication in a compliant environment to
be effective must be controlled. We give you
control functionality that defines exactly who will
be the performer/s in relation to a task.
Responsibilities are defined through role
definition that is visible and communicated.
Tasks are indelibly linked across the platform, to
provide follow-ups and evidence the action trail.
You can link your processes and documents to
the visible & accessible process definition
ensuring users are informed and able to access
the documented resources they need to do their
job.
Precise Communications

5. Tasks is a very small word for a very large subject matter that equates to the most essential control function in your business.
Things need to happen so we removed the problem of not communicating that need effectively by giving you the ability to issue tasks to individuals,
to multiple individuals, to teams, to groups and to departments.
Even more functionality comes from setting urgency or scheduling to a specified 10 minute window. Recurring tasks can be created that are issued
automatically by day, days, week, month and year set for continuity specified to your requirements.
Within our task features you can share confidential documents and know that only the intended person sees them. You may add files, task broadcast
and make tasks shared or issued as individual responsibility. Accountability and ownership are so important in the compliant environment we put you
in control. Make ZEBSOFT the one point of communication for compliance and you won’t fail.
Task Efficiency and Multifunctionality

6. Consistency and Uniformity In an environment with multiple
departments and functional areas a
common problem is the use of the correct
information.
People will naturally create their own
control methods and documents but we
as controllers need uniformity as without it,
we have chaos for any number of
reasons.
The problem associated with consistency
is that multiple file structures are used to
maintain and retain information
ZEBSOFT controls the version of processes
and documents that exist only within the
platform. You will have consistent uniform
information at the point of use with no
possibility of loss of control

7. We believe ZEBSOFT is one of the only compliance platforms as it has been built on an ISO standards framework.
What this does for you is translate the terminology of ISO into a common sense approach to business compliance. The platform caters for all
standards and makes subjects like information security easy to control and manage.
With the ability append a task to any part of the system the evidence, which is normally difficult to provide when being audited will be there for you
as an evidential action trail.
Because we follow the structure of ISO standards this makes it incredibly simple for your certification body auditor to understand your management
system.
A complete ISO landscape is achieved, Risk Management, Organisation Management and Continuous Improvement in ONE!
ISO standards are easy to maintain

8. Documents change because they must. This
becomes a headache for any business that needs
to communicate its documents.
Our platform controls documents in a way that
provides “complete control” on how the user sees
the document and how administrators can access
the document archives in a way that allows for the
visibility of the changes made and retains the
signing history in relation to the individual instance
of the document.
In many instances businesses find it difficult to let
people see what they need to see because this
may give them access to something they are not
supposed to see. We overcome this issue by
controlling system access through allocated job
function, the allocation of sites and document
sensitivity thus locking down the visibility of the
documents and process precisely to those who
need to see them.
When combined with our task functionality it makes
it possible to share documentation above a user’s
level with them on a one-to-one basis, perfect for
the communication of documents such appraisals
and KPI’s. When the need for the document visibility
is completed, the task is deleted by the person
issuing it and the access given is then removed
and the document is no longer visible.
Precise Documentation Control

9. Clearly defined processes are a must for any business no matter what its purpose, yet we often hear people say I didn't know, or nobody told me.
People need to know what they should be doing, and you need to know they are doing it. We make this simple by making the process visible.
Our platform controls process visibility in a way that provides complete control over how the user sees the information. In many instances businesses find it difficult to
let people see what they need to see because this may create confusion due to them seeing something unrelated in which they play no part. We overcome this by
controlling process visibility through system access. This is defined by allocated job function, the allocation of sites and document sensitivity thus locking down the
visibility of the documents and process precisely to those who need to see them
Process Control and Visibility

10. Efficient Training and Onboarding
When you bring on new members of staff or
need to train your existing people it is
essential, they are able to have access to the
right information.
It takes time to conduct training, but we
provide the ability to allow a person to self-
train.
When you introduce a new member of staff
allocate them to a site, lets call that site
“training” allowing them access to this site will
provide them with the documents and
process they need to see but will restrict them
from operational access environment.
They can complete training at their own pace
and complete assessment checklists to
provide evidence of understanding.
All of this can be unsupervised in a secure
way as quickly or at the pace as you define.

11. Is it a surprise that your people want to be part of the businesses success story, no of course it isn’t. Your people have needs, to be involved, to be
valued, and to be communicated with.
ZEBSOFT isn’t an intranet platform as such but it does have many of the attributes of an intranet. We have an announcements platform enabling
you to communicate important notices or events, you can provide documents such as employee handbooks and reference document libraries.
Users can interact with each other via tasks to make requests. ZEBSOFT allows users to make suggestions on change and record feedback. They
also have the ability to highlight risk as they see it.
By giving people a voice we create a knowledgeable environment where we can benefit from the insight of those who care.
Increased staff engagement

12. Meetings happen in planned and un-planned format,
either way they will have outputs that are important to
your business. How many of these meetings have an
agenda, who will record and distribute the minutes but
most importantly who will issue the actions and
deadlines and follow up they are not completed?
Often all this is forgotten because no one person is in
control, issues get put aside for new issues and
ultimately fade into nonexistence only to be discussed
at a later date once again. ZEBSOFT stops you from
wasting time in meetings about issues you’ve already
agreed actions on.
ZEBSOFT will control all your meetings for you, create
agendas for repeat use, add items to the agenda
select your attendees and set date and time. The
system then issues a notification to all attendees so
they can see the agenda. In the meeting you can
record minutes real time then set tasks from the
specific agenda item. The task can be issued to
individuals or groups for action linked to the agenda
item. Now you have a meeting conducted as it should
be and formal actions arising are allocated effectively,
traceable and escalated as required.
Get Results from Meetings

13. Compliance relies on knowledge, if it’s not known what we must comply with then how can compliance be achieved.
When you have identified your legal and regulatory obligations you need to maintain the knowledge of the law as ignorance is no excuse.
ZEBSOFT takes care of the review process by automating the delivery of review reminders. Each area of the system will generate notifications intended to keep
owners informed on what needs review and when. The knowledge of review needs allows you to allocate the time to address the review process, we link the
compliance subject to the regulators information and publications on the subject whilst also linking them to your risk evaluations.
When you are presented with all the information you need to make an assessment, that assessment will be stronger and more beneficial to your business.
Importantly you are able to log your evaluation records thus providing the evidence that you are operating in a diligent and effective manner.
Automated Compliance System

14. Knowledge is power, feedback has become the
focus of businesses today.
We see that we are continually asked to provide
feedback, we ask the question what is the value
of feedback without an effective methodology of
review.
Feedback is important in many aspects of
business not just customer opinion alone. We
provide a feedback platform that allows you to
create your own selectable feedback entry
categories.
When feedback has been entered it is fed in to
the management process where you are able
to review the information presented and
commence your control plan. You will be able to
allocate investigators, create actions and
reporting lines, escalate feedback to
nonconformance.
ZEBSOFT will put you in the know providing the
answers to the questions raised.
Gain the Most from Your Feedback

15. Continuous improvement is adding the polish to what you do, every time we act on information we can make that shine deeper, the areas the
information comes from creates improvement opportunities that can be actioned to better the business.
ZEBSOFT in its entirety is dedicated to improvement, we provide the tools and methods to harvest important data that exists in your business and
enable you to feed it directly to the people who can control the change process.
Set your goals and objectives within the platform so that you are reminded of improvement opportunity, monitor your performance and review it
against your monitoring activities.
We link feedback to risk, to generate risk control actions then link risk to regulation to create mitigation actions. By linking risk to risk we create a
complete risk landscape. Tasks are linked from all areas of risk and improvement to ensure accurate and timely completion of actions.
Knowledge is the route to improvement, so put yourself in the know.
Continue to improve

16. Audit programmes are complex with so many
activities to be reviewed.
We have taken the complex subject of audit and
broken it down into components that provide a
complete picture.
Professional auditing Is about the planning and
the competency of the auditor, for this we have
the formal audit programme giving the ability to
see prior and coming audit activities, the control
of the audit programme and the selection of
auditors with direct access to their individual
competencies. A full audit report that opens into
a nonconformance report when an NC has been
identified.
In Checklist auditing we provide a simple easy to
use audit that you create for any user to
complete, these are linked to records and areas
within the system for traceability. The audits
when conducted are simple format and files
and photos can be added when needed.
In all instances of audit they can be linked to
tasks to provide the output actions. Notifications
are generated to inform process owners of
results in real time.
Auditing made easy

17. Heavy reliance on equipment brings with it the heavy burden of not only tracking the equipment but communicating the requirement for the activity
to the people who need to action it.
Our platform allows you to see instantly the individual equipment status and the organisational planned activities within the equipment schedule.
You will have the ability to drill down through the equipment register seeing the complete picture of interdependencies of one item on another. Also
see who has ownership and responsibility for equipment activities.
Universal asset recording allows the control of tangible and intangible assets, with every eventuality covered you rest assured that your key
objectives will be met and customer satisfaction will be maintained.
For businesses where the calibration of equipment is essential our platform will ensure you have the complete traceability required to meet the
most stringent & exacting standards.
Never forget Equipment Maintenance Activities

18. Time is the one constant in business that can be
monetarised, however the time taken to conduct
administration duties is seen as a necessary evil.
Access the right information first time reduces this
as does the ability to control audit programmes
centrally.
Checklists are used from the platform to greatly
reduce the time taken to validate operations at all
levels, mobile devices can be used to complete
the checklists easily with instant reporting of
results.
Centralisation of business documentation and
information massively reduces the time taken to
administer the business as nobody has to stray
form the shared information platform.
Customers report as much as a 75% saving of
time in relation to planning management alone.
Through the linking of documents within the
system to the operational records there is no
guessing to where a document may be located or
its name, one simple click and the user is
presented the information they need.
Reduce Excessive Administration

19. Risk registers are often created in the
spreadsheet format that provide insight but are
hard to maintain and communicate within the
operational environment due to complexity and
the volume of information.
Within our platform each risk is addressed
individually where evaluation and control
measures are defined. The risk record becomes a
live part of the system as it is linked to the risk
environment from multiple areas, by bringing not
only the single risk but also those risks which are
associated with it to the attention of users when
they are conducting further evaluation in other
areas.
Risk management when used effectively will in
turn lead you to opportunity, we provide the
visibility and knowledge of risk across the
platform to ensure risk based thinking becomes
the norm.
See Risk in Context

20. Throughout this brochure we have used wooden
images to symbolise the fundamental benefits of
the ZEBSOFT system.
“Mighty Oaks
from little acorns
grow”
Use ZEBSOFT and allow your organisation to
realise true potential through involvement and
understanding.
ZEBSOFT Creates Growth
Zebra Software Limited, Adamson House, Towers Business Park, Didsbury, Manchester, M20 2YY
Tel: 0333 222 90 70 https://Zebsoft.co.uk
Registered office: Riverside, Mountbatten Way, Congleton CW12 1DY, United Kingdom, Registered in England and Wales 11901161,
ICO number A8778081 | Copyright Zebra Software Limited 2021