Policy Management Software on Microsoft 365 SharePoint Online streamlines policy creation, review, attestation, and audit, ensuring compliance and efficiency.
Vendor
Ideagen ConvergePoint
Company Website
Policy Management Software, built on Microsoft 365 SharePoint Online, empowers organizations to easily incorporate industry best practices and artificial intelligence into their policy and procedure management lifecycle. It streamlines the entire process through dedicated modules for policy and procedures creation, a comprehensive policy library, and robust policy attestation capabilities. Designed for user-friendliness, it serves employees, compliance managers, risk management officers, and IT teams, enabling organizations to scale their policy management efforts effectively. The software installs directly as an app on Microsoft 365 SharePoint Online, extending the platform employees already use. It leverages Microsoft Word Online for document drafting, change tracking, and version control, with a Word Plugin for content automation. Integrations with Outlook and Teams facilitate easy employee notifications and task assignments. Connectivity with Active Directory enables Single Sign-On, roles-based access, and automated user management. The system supports drafting, reviewing, and approving policy documents with standardized templates and pre-approved content, ensuring audit readiness with version history and detailed audit trails. Automated workflows, email alerts, and structured review processes ensure efficient policy approval, tracking all comments and approvals in a central location. It also manages policy renewals and expirations with automated alerts, revision history, and clear indications of active vs. expired documents. A central policy library allows employees to easily find, search, and view relevant documents with roles-based access. Furthermore, the software facilitates policy certification and acknowledgement, allowing assignment of documents, optional quizzes, automated reminders, and generation of audit-ready compliance reports. Implementation is streamlined as an easy-to-install SharePoint App, supported by dedicated specialists for deployment, training, and document migration, with ongoing access to support and resources.
Features & Benefits
- Microsoft 365 SharePoint Integration
- Installs as an App on Microsoft 365 SharePoint Online, extending the platform employees are already on.
- Utilizes Word Online for document drafting, change tracking, and version control, with a Word Plugin for content automation.
- Provides plugins for Outlook and Teams for easy employee notifications and task assignments.
- Connects to Active Directory for Single Sign-On, roles-based access, and automated user management.
- Policy & Procedure Drafting & Creation
- Enables creation of new or use of existing standardized templates with pre-approved content, all stored within the Microsoft 365 SharePoint platform.
- Drafters work on the latest document versions using Microsoft Word Online and ConvergePoint Word plug-ins.
- Ensures audit readiness with comprehensive version history and audit trails.
- Allows integration of policy management metadata and task approval data within document content.
- Policy Workflows & Approval
- Offers structured, pre-defined rules for policy review and approval, with clear identification of drafters, reviewers, and approvers, and automated notifications.
- Automatically assigns policy documents to designated reviewers and approvers.
- Manages rejection or change requests through structured processes following industry best practices.
- Tracks all comments and approvals in one central location, maintaining a complete audit trail.
- Policy Renewals & Expirations
- Provides automated alerts when documents are due for renewal, with options to revise or renew at a click of a button.
- Maintains a clear audit trail of revision and renewal history for long-term compliance.
- Clearly indicates which documents are currently active versus expired.
- Sends automated notifications to relevant employees when revised documents are published.
- Comprehensive Audit Trails & Activity History
- Facilitates easy tracking of all activity during the drafting, reviewing, and approving of policies and procedures.
- Generates structured audit trails with comments from each reviewer and approver for easy reporting during audits.
- Retains a clear history of document versions available to employees for historical access and tracking.
- Central Policy Library
- Serves as the central repository for employees to find all policies and procedures, enabling quick search and viewing of relevant documents.
- Implements roles-based access based on employee function, region, or department.
- Provides automatic alerts to employees when new versions of policies or procedures are available.
- Policy Certification & Acknowledgement
- Enables easy assignment of documents to employees for reading and acknowledgement, leveraging Microsoft 365 SharePoint and email address books.
- Offers the option for employees to take quizzes on policy content to confirm understanding.
- Sends automated email alerts to remind employees to complete tasks.
- Allows Department Managers to quickly monitor employee compliance status.
- Generates audit-ready reports quickly and easily.
- Implementation & Onboarding
- Ensures a smooth start with an easy-to-install SharePoint App and dedicated implementation specialists.
- Specialists assist with software deployment, user training, and migration of existing documents.
- Enables organizations to go live in a matter of weeks.
- Provides unlimited access to the support team, user documentation, how-to videos, and on-demand training post-launch.