Compliance Manager

Access and Review up-to-date Legislation

Clients can purchase access to any Compliance Register listed on the Safetywise Legislation Matrix.

• Each Register includes all clauses from the relevant Act, Regulation, Code or Standard.
• Each Register can be reviewed clause by clause or by Keyword Search.
• The Safetywise team monitors each Register and updates the master register as legislative amendments occur. Clients who have purchased access to a Register will receive e-mail notification of changes and will be able to download the updated Register.

Identify Legislative Obligations

Each Compliance Register can be tailored to suit individual businesses, ensuring that all regulatory obligations have been identified for the client. The Safetywise team provides the expertise and support to capture all clauses which detail requirements for a Policy, System, Process, Document, Action or Report. Similarly, any associated penalty for non-compliance is also highlighted.

The Register can be regularly reviewed online to select or de-select clauses, based on legislative change or business developments.

Customise Compliance Registers

Each Compliance Register can be customised by the client and/or the Safetywise Systems team to suit organisational needs. For example:

• Detail other than specific obligations can be deleted
• A single enterprise-wide register can be developed
• Multiple business unit registers can be developed
• Specific business unit or process registers can be developed

Record Information Demonstrating Compliance
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Attach Documentation to your Compliance Register

Once the obligations have been identified the client can input company information as evidence of compliance. This information can be free text, attached files or hyperlinks to documents (such as PDF, Word, Excel). Where there is no evidence of compliance, the client can assign compliance tasks to persons within their organisation to address these gaps.

Assign Compliance Tasks to Responsible Persons

A compliance task may be configured as follows:

• Person Responsible – a.person@ourcompany.com (selected from company address book or insert manually)
• Action Required – Insert free text, attach documentation or hyperlink which describes the action required (eg. prepare and submit the 6-monthly Operations Report)
• Target Completion Date – Select a target date for completion of the task. This date will show on the task notification to the responsible person and will be used by Compliance Manager to send alerts for overdue actions
• Frequency of Recurrence – Where an action is a recurring obligation, such as regular reporting, a recurrence frequency for submission of the report can be nominated. Similarly, a lead time for preparation of the report can also be nominated so that the system will automatically send the task notification at a defined number of weeks prior to the submission date.

Manage & Track Compliance Tasks On-Line

All compliance tasks identified in the Compliance Register are assigned, managed and tracked to completion via the system management engine. Management and tracking is completed via email.

The system notifies the:

• responsible person/s that a task has been assigned to them
• responsible person/s when the due-by-date is "coming soon"
• manager when a compliance task is completed
• responsible person when the due-by-date has lapsed
• manager when the due-by-date has lapsed
• manager when an updated Compliance Register is available

The system workflow can also be tailored to match existing organisational workflows.

Generate Compliance Reports

Compliance Manager has an integrated reporting function which provides snapshot reports on the system dashboard as well as enabling the preparation and export of compliance data in Word, PDF, Excel, HTML or CSV formats.

Typical reports include:

• All Compliance Tasks Completion Status
• Compliance Task Completion Status by Responsible Person
• All Overdue Compliance Tasks
• Overdue Compliance Tasks by Responsible Person

User defined reporting is also available.