Singletrack Case

SingleTrack

To:

SingleTrack Management Team

From:

[Your name]

Date:

3/30/2015

Re:

Compliance System and Policies

Project description

As SingleTrack continues to expand, the organization’s information systems must evolve to ensure compliance across the company. In an effort to mitigate and manage risk across the business, the SingleTrack management team has decided to implement a companywide compliance system.  The new software program, Auditware,  will act as the standard program for document control, corrective action/preventive action, nonconformance, consumer complaints, and audits. Prior to implementation, all SingleTrack manager will be required to attend a one day training. To ensure conformity across the organization, the company will provide this training at a central location. The training will be coordinated by the compliance system project team.

Stakeholders

The implementation of the Auditware compliance software will have an effect, directly and indirectly, at every level of the organization. The nationwide management team will be most directly affected  by this change. Managers will required to attend the companywide training and will also maintain the responsibility to cascade the information to their respective locations. The location managers will also be responsible for implementing and maintaining the new system and procedures at their sites. At the frontline level, employees are expected to conform to the new reporting practices that are described in the training. SingleTrack shareholders will be indirectly affected. The organization’s shareholders currently receive quarterly and annual reports; however their report structure will be slightly modified to align with the new system reporting tools. A letter will be sent to all shareholders form the executive office describing the changes to shareholders to ensure understanding of the material, as well as maintain a high level of transparency in regards to firm’s reporting practices.

Objectives and Outcomes

The primary goal of the Auditware training project is to ensure a successful onboarding of the new compliance reporting software and implementation of SingleTrack’s new reporting practices.  To achieve this goal, SingleTrack will host a one day training for all managers at a central location.  The training will be “hands-on” with the new system; and will be instructed by the Auditware national training team. The training will cover a system overview, basic operation, reporting functions, and a general overview of the auditing software. Managers will have the opportunity to test the software with mock data, run reports, and troubleshoot common data entry issues.  At the conclusion of the training managers will be given mock data to enter into the system and report examples with errors to test knowledge. Upon completion of the tests, managers will be given a data package which includes training documentation and software, technical assistance information, and implementation timelines and expectations to share with their facilities upon return.

Evaluation

The success of the training project will be determined by the following performance goals:  

• 96% manager attendance at the initial training, with 100% attendance after scheduled make-up training.
• 100% completion of site specific training within two weeks of initial training.
• 100% completion of site employee training.
• Less than 4% data entry error upon software installation.
• Less than 1% data entry error within two weeks of implementation.

The facility mangers will be responsible for reporting progress weekly to regional managers throughout the training process. Regional weekly meetings will be held via conference calls with all managers. Regional managers will provide executive management and the Auditware project team status reports to ensure Auditware system training is on schedule.

Measureable Organizational Value

The Auditware training project will provide the foundation to successfully train the Singletrack management team on the new compliance software and reporting practices. The success of this training project will allow the SingleTrack organization to more effectively maintain and report data, while ensuring legal compliance across the organization.