The compliance landscape continues to evolve and create new challenges for corporate compliance officers. Corporate pressures to minimise cost, alignment to specific requirements and service level agreements as well as legislation further complicates the compliance mandate.
Additionally, if companies want to be competitive in the market place and ensure business sustainability, they are forced to introduce compliance to industry standards such as ISO 9001, ISO 14 001, OHSAS 18 001, ISO 22 000. Online Intelligence recognises the importance of compliance to these industry standards, and understands the challenges organisations are facing.
iComply combines 17 expertly developed and integrated modules dedicated in assisting organisations to obtain and maintain ISO compliance and to meet obligations in terms of legislative regulations.
iComply focuses to centralise, facilitate and enforce all organisational compliance activities according to the organisation’s unique management system and requirements. iComply provides management with unrivalled control and insight, detailed cross module analysis, reporting and live dashboards, accurately presenting the compliance state of the organisation at any given moment.
This supports management to make informed decisions while taking action towards the ultimate objective of continuous improvement and business growth. iComply allows these actions to be taken instantly by using its action manager module with custom workflows and audit trails.
Setup and Administration
iComply is configured and implemented in your environment to enable control of every part of your business by means of a once-off initial setup. During this configuration, a detailed breakdown of your organisation, as well as all responsible and accountable individuals, with their detailed roles and applicable accessibility will be identified. This process includes the capturing of individuals, companies, support and shared services, clients, departments, management areas, sites breakdowns, certification bodies, governmental organisations or inspection bodies, each with their responsible and accountable persons and applicable locations.
After the initial Setup and Administration is completed, minor adjustments or amendments can effortlessly be made.
Effective document management and control is conceivably seen as the most important part of any management system and lays the foundation for complying with any industry standard or government regulation.
iComply’s Document Control module makes it effortless to create, version, distribute and archive all controlled documents, ensuring that any amendments follow the correct change control process and ensures that only the latest version is available at its point of use. The Document Control module also notifies the applicable users of its new revision and the amendments that have been made through in-app notifications, email and SMS.
iComply makes provision for the capturing and retention of records in a controlled environment and allows the application owner to manage the life cycle of organisational records, so that it does not to interfere with other enterprise content management platforms.
iComply’s Compliance Activities module is a comprehensive tool to measure and manage compliance through a variety of criteria including but not limited to international standards, internal procedures, external compliance of vendor’s and suppliers and governmental authorities.
To ensure that your management system is continuously reviewed and improved, it is vital to monitor and manage the adherence to your documented management system and applicable regulations. iComply provides various modules where corrections, corrective actions and preventive actions may be identified during internal and external, formal and informal processes.
These modules include client and external monitoring, internal audits and inspections as well as registered Findings and Vendor Monitoring. All findings raised during these processes undergo a detailed close-out process consisting of strategic steps, including root cause analysis, objective evidence, escalations, task progress and financial impact, to ensure that non-conforming findings have been resolved with adequate actions. In addition, iComply records a detailed audit trail with search and analysis abilities.
The Compliance Activities module includes various sub-modules which include checklist templates with customisable rating options and scoring, objective evidence and reporting.
The training module allows you to manage internal staff competence through on-the-job training to a training department operating as a business unit on its own. In this module, trainees, venues, courses, training material, trainers and organisational training requirements can be managed.
The iComply Office module provides the application owner with a fully functional solution for each of the following disciplines: staff profiles, competency, leave management, planning, timesheets, resource management, fleet management, vehicle logbooks, assets and consumable management and petty cash control.
In order to easily identify negative trends and recurrence of non-conformances throughout the compliance process, an easy to use analysis mechanism is provided. This aids in the continuous improvement of the management system.
iComply provides detailed analysis reports for every module available throughout the solution. Analysis features include filtered reporting, results grouping, graphs and grids as well as saved queries.
Dashboards can be configured and incorporated into interactive displays, available to users based on system access. Dashboards are useful tools to be used by management for planning and decision making purposes and to provide a real-time snapshot of your organisation’s current compliance state.