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Bringing Efficiency to Your Policy Documentation and Compliance

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Managing documentation is crucial for any organization. However, the sheer volume and constant updates of policies can lead to errors and chaos if not properly tracked. Automated policy management software ensures you always have the latest versions and can easily monitor employee acknowledgment and understanding.

In today’s fast-paced business environment, staying compliant and efficiently managing policies is paramount. With Titan Policy Management Software, specifically designed for SharePoint and M365, you can streamline your policy management process, ensuring that your organization stays ahead of the curve.

Unmatched Solution Benefits

1. Centralized Policy Hub

All policies are stored in a single, accessible location, reducing confusion, and ensuring everyone has access to the most current versions. System maintains revision history and version control.

2. Streamlined Approval Process

Automation ensures that policies move through the approval stages efficiently, with notifications and reminders to keep the process on track.

3. Improved Accuracy and Accountability

Version control and automated workflows ensure that policy documents are accurate, and changes are well-documented, enhancing accountability and transparency across the organization.

4. Enhanced Compliance

Automated systems can track policy acknowledgments (attestation) and ensure that all employees are aware of and comply with the latest policies.

5. Reduced Administrative Burden

The time taken to draft, review, and approve policies is drastically reduced, allowing your organization to adapt quickly to changes and new regulations. Automation minimizes the manual effort required to manage policies, freeing up resources for other critical tasks.

6. Target Audience

Approved policies are accessible to users based on relevance and access rights. Policies can be distributed to specific departments, functional groups, or made available to all employees, ensuring that only the appropriate audience can view them.

7. Notifications and Reminders

Automated notifications and reminders keep all stakeholders informed and engaged, eliminating the need for constant follow-ups and manual coordination.

8. MS office, SharePoint and M365 based native solution

Titan Workspace's policy management software is specifically designed for SharePoint and M365, operating entirely within MS Office within the client's M365 tenant. This ensures that all customer data remains securely within their own M365 environment, without being shared with any third-party cloud services.

9. Integrated Search

Locate policies and drafts along with keyword or text search.

10. Microsoft 365 Government Community Cloud (GCC) Compliant

Titan Workspace, compliant with Microsoft 365 Government Community Cloud (GCC), is an excellent choice for the USA’s federal cloud for M365, proven by its successful deployments..

How Titan Automates Policy Management Lifecycle in M365

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1. Policy Draft

Solution allows one or multiple stakeholders including subject matter experts to start drafting a policy. This could be a co-authoring same document wherein users can lock it if they do not want anyone else to modify it while some user is working on the draft document. System maintains versioning of the document. This solution eliminates the need for sharing documents through email.

2. Review

Submit the draft to the policy manager or a designated stakeholder(s) for a review. This is managed through an automated workflow that allows one or more stakeholders for review. Initiator can decide review steps and reviewers. Reviewers can have rights to either add comments against a document or edit the file depending upon the process.

3. Reviewer Feedback

Reviewer(s) can send the draft back to initiators for modifying that or approve it with or without editing it. There is an option to either edit the document (if reviewer has edit rights) or simply approve it with comments against that file.

4. Approval

Present the final draft to the executive team or the highest authority for approval. This could be one or multiple approvers. These stakeholders can also have rights to either add comments against a document or edit it and then approve it. Approvers can revert the document to either initiator or reviewer with comments.

5. Policy Distribution

Communicate the approved policy to all employees and post approved file in a policy repository that is accessible to employees. These are not editable, but employees can read then or download then if they have permissions. This file repository can part of an existing Intranet that is working independently. Additionally, Titan Workspace has a Policy repository page where all approved policies are posted as well.

6. Compliance (Acknowledgement/Attestation)

Acknowledgement from employees or stakeholders for a policy document along with its acknowledgement history. There is a dashboard available to policy management stakeholders to track which employees have still not read and accepted any policy. Automated reminders will go to employees asking them to read and accept the policy.

7. Policy Retention

Apply a date up to which a policy is valid.

8. Policy Revision

Workflow triggers a review process prior to the policy expiry date. This will notify all stakeholders that a policy is up for revision. This workflow can be scheduled as per number of days needed for revision process. Once revised policy is approved, it will update existing policy with latest copy with latest version. Old policy will be available as archived.

9. Notifications

System will send notifications at every step to relevant stakeholders.

Microsoft 365 Government Community Cloud (GCC) Compliant

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From drafting and approving policies to tracking employee attestations, Titan Workspace streamlines and automates your entire policy management program.

Solution Policy Management System
Licensing Software as a Service
No. of Users Unlimited per M365 Tenant
No. of Policies Unlimited
No. of Approvals/Revisions Unlimited
No. of Departments Unlimited
Framework needed SharePoint Online, Power Automate, M365
Solution Deployment As a SharePoint solution within customer’s M365 tenant. Solution does not run from any third-party cloud. Client’s data is stored within their M365 cloud and inherits client’s tenant-level security.

Examples: Organizational Functions Those Can Potentially Reduce Policy Management Chaos.

By leveraging policy and procedure management software, these organizational functions can enhance efficiency, ensure compliance, and maintain consistency across their operations.

Department Policies Managed (Examples)
Human Resources Employee Handbooks, Employee Onboarding and Offboarding, Code of Conduct, Performance Management, Leave and Attendance, Employee Benefits and Compensation, Travel
Legal and Finance Compliance Policies, Financial Reporting Procedures, Contract Management, Risk Management, Internal Controls and Audits
Quality Quality Management System (QMS), Document Control Procedures, Non-conformance Management, Corrective and Preventive Actions (CAPA), Quality Assurance and Quality Control (QA/QC) Procedures
Audit Internal Audit Charter, Audit Planning and Scheduling, Audit Reporting and Documentation, Follow-up on Audit Findings, Risk Assessment and Management
Procurement Supplier Selection and Evaluation, Procurement Process, Purchase Order Management, Inventory Management, Supplier Relationship Management
IT and Security Information Security Policy, Data Backup and Recovery Procedures, Access Control and User Management, Incident Response and Reporting, Software Development Lifecycle (SDLC) Processes
Operations Standard Operating Procedures (SOPs), Operational Planning and Control, Production Scheduling, Maintenance Procedures, Health and Safety Policies, Environmental Management
Sales and Marketing Brand Guidelines, Sales Compliance, Sales Strategy and Planning, Customer Relationship Management (CRM), Marketing Campaign Management, Pricing and Discount Policies, Sales Reporting and Analytics