Presently, businesses are facing tremendous challenges maintaining complete compliance in relation to their workforce due to the increasing complexity of regulatory requirements. Businesses can no longer rely solely on paper-based records as a means of ensuring compliance with all applicable laws and regulations. Managing a manual employee-based compliance process causes strain on an organization's resources, which puts both their reputation and profitability at risk.
Enter Workforce Compliance Automation.
Automating compliance processes means putting compliance activities into an electronic format that is easy to manage and access, eliminating human error from the compliance process and supporting compliance with all regulatory requirements on a continuous basis. Compliance processes have traditionally been reactive and dependent upon paper; however, by automating compliance activities, businesses will ultimately shift toward a proactive and integrated process.
For businesses that continue to have a significant struggle with manual employee compliance tracking, this article explains what compliance automation entails, why businesses need compliance automation, and how a solution like TrackDek provides an easy way for businesses to automate their compliance processes.
What Is Workforce Compliance Automation?
Workforce Compliance Automation is simply, as the name implies, the application of computerized solutions or software, such as compliance automation software, that automatically manages, tracks, and reports against all the various regulatory requirements imposed on your workforce by your state, federal, and other government authorities, regardless of whether your company is a single location or has multiple sites around the world.
In simple terms, Workforce Compliance Automation takes all those traditional methods of managing compliance-related tasks (i.e., Excel spreadsheets, email, and paper filing) and runs those tasks inside an intelligent system that runs 24 hours a day, 7 days a week.
Key Areas of Automation:
- Training Management: Automation of mandatory training assignments (i.e., safety, harassment prevention, etc.) and tracking of training completions.
- Licensing/Certification: Monitoring the renewal dates of the professional certifications and licenses of your employees and sending automatic renewal reminders.
- Policy Acknowledgment: Confirming that every employee has read and agreed to company policies (i.e., Code of Conduct, Acceptable Use Policy, etc.) in order to comply with the requirements.
- Activity Monitoring: For industries that require employees to strictly adhere to regulations during their daily work activities, such as finance and healthcare, workforce compliance automation will automatically verify that the employees are executing the tasks required by the regulations.
The Importance of Automation for Compliance at Present
The use of manual processes for compliance is extremely risky; if anything goes wrong, it could potentially cause irreparable damage to the company.
How TrackDek Makes Compliance Easy for Businesses
TrackDeck has an all-in-one approach when it comes to managing compliance within the business and integrates everything into one easy-to-use online tool. This means that rather than having a series of individual tools or processes to manage workforce compliance, TrackDek provides everything from employee activity monitoring to automated reporting.
1. Centralized Compliance Tracking
TrackDeck serves as the central source of information for all compliance-related activities taking place within the company.
- Ability to Customize Frameworks: Create a framework for your industry (example: HIPAA, OSHA). The platform will take care of all the mapping from employee roles to policy requirements and training modules based on this framework.
- Ability to Click and Verify: Employees can acknowledge or complete training or policy changes with the click of a button, and this will immediately generate a record that can be audited at a later time.
2. Scheduled Notifications and Deadlines
Your organization doesn't have to manage your staff's schedules and deadlines; you already have a tool that does it for you.
- Expire Notification System: TrackDek sends an e-mail notification before a worker's certification or training expires.
- Automatic Sequencing of Workflow: For complicated compliance workflows (e.g., new employee onboarding with seven sequential compliance tasks), TrackDek automatically completes each task in the appropriate order before a new employee obtains their access rights and privileges.
3. Complete, Documented Reports
When TrackDek keeps your records and creates documentation automatically, audits are simplified.
- Electronic Audit Log: TrackDek maintains a secure, date/time-stamped log of all employee actions, acknowledgements of company policy, completion of training, etc. When an auditor requests an audit, TrackDek can generate a report showing complete records of an employee's compliance status.
- Compliance Dashboard: TrackDek's compliance dashboard visually displays areas of non-compliance so that organizations can immediately identify and take corrective actions when necessary, for example, if there are "five employees who need safety training."
