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Compliance n. - 1. the act of yielding to a wish, request or demand.
Software n. -1. programs, routines and symbolic languages, essential to the operation of a computer.
Compliance to regulatory bodies and procedures is now prevalent in most industries. In addition to this larger organisations may feel obliged to place internal procedures and practices within written statements to its workforce, contractors and sub-contractors. Both these cases are adopted to either avoid litigation or to maintain service levels within the organisation.
DMA have developed an Auditing and Compliance solution suitable for any organisation that has clear directives and operating procedures laid down either by internal procedures or external regulatory bodies.
The TACT Smart Solution is a turn key auditing solution which includes all the elements of a successful compliance solution. This means that Data Management Associates are well placed to meet the highest service requirements for your auditing and compliance needs with a solution that works exceptionally well.
Designed alongside Audit Professionals, TACT uses the terms Process Objective, Control Objective, ICQ and Required Action Point (RAP). TACT customisation options include the ability to replace these terms, for example Process Objective may be termed The Audit Objective, ICQ may be termed Compliance Questions.
TACT's clean interface ensures users can navigate through the features with ease. The compliance module offers four selections, the Audit module, the Template Creation module, the Analysis module and finally the the Administration module.
The Audit templates (questionnaires) are created within the template section, these can be Auditor led or Self Assessment mode templates. New templates can be added and existing templates edited, templates no longer in use can be retired. Self Assessment templates are intended for use by non-auditors. Although the templates are constructed in the same way, when in use they will not offer the override flexibility built into the Auditor Mode. A simple change type option allows templates created for Auditor Mode to be made available for Self Assessment without the need to re-create the template.
Each Questionnaire has a single Process Objective, the Audit Key Risks can be identified as can the scope. Within a Questionnaire there are one or more Control Objectives, each of which can have one or more Internal Control Questions. This terminology may not suit all organisations and is therefore configurable on installation to terminology specific to your company. Manuals or Standards documents can also be attached to a Questionnaire and viewed later in order to assist in the completion of the Questionnaire.
The software can be used to 'run' an Audit. The solution will require each Control Objective question to be answered resulting in a Control Objective Summary. Any number of Control Objectives and Questions can be added to the system complete with answer history. Required Action Points can be set where the severity of non-compliance can be set and relevant notes made throughout. Severity levels can be set and trigger pre-determined target completion date set.
When all ICQ's and Objectives have been completed a Draft Audit stage will be reached. Audits and Draft Audits will be listed and can be sorted in any required order and easily found. Once selected the Audit can be reviewed and all Reports provided on-screen for final editing before a Final Audit Report is prepared.
When all RAPs in an Audit are completed, that Audit can be changed to Completed status.
Document Management - Talking Point
"Who's got that missing sales order?" - No more missing files. There is far more to document management than Word templates, amendable mail shots, and customised marketing although we do of course include these useful features as standard. The Data Management Associates solution provides backup to your administration processes and an easy to use enterprise wide filing system that means that 'lost files' are a thing of the past. We retain all created, sent and received files, including email, Word, Excel, pdf ... within an ordered filing system that takes minutes to learn. Sounds easy, but don't be fooled, behind this scalable software ( it can handle 75 users and thousands of documents) is a sophisticated data management system that users don't see, that protects your data, and reminds you when important actions need to be undertaken.
Work Flow - Talking Point
"Why do you do it that way?" - Everyone working to the same sheet. Every organisation is built on a number of work flow processes, from the prescribed method of greeting someone on the telephone to tracking the certification and accreditation of employees and sub contractors. In order that consistency can prevail Data Management Associates have developed an intuitive method of building processes in-house. It can be set up in a day and end users need very little training. Work Flow and Process management are the foundation of every successful organisation.