Document Knowledge Transfer (DKT) Solution
It's a very common business situation. A company issues a new policy to employees. Maybe it's a Human Resources update for everyone on the new company policy regarding vacation accrual. Perhaps it's a notification to all the employees on one floor of the building that the water will be shut off at a given time one day. Or, more urgently, perhaps the policy is regarding a safety procedure for a piece of equipment that is imperative to communicate.
What are the procedures currently used by companies to accomplish this? Often times it's as low-tech as posting a notification on a clipboard for employees to read when they arrive for their shift. Sometimes an email is sent. But can the company really know who read and understood the email when it was sent out? Ensuring and documenting that employees have read a specific document may be critical to safety, legal liability or compliance with internal or external regulations.
Naviant's OnBase Document Knowledge Transfer (DKT) module's ability to manage and quickly distribute content guarantees that groups central to the business are continually provided with up-to-date information critical to their jobs. The Document Knowledge Transfer module is architected to facilitate the creation and management of "Reading" and "Approval" groups. These groups exist as the cornerstone for the distribution, management and approval of reading content across the organization.
The Reading Group consists of users and attributes that combine to define the users who will receive documents for reading. Policies governing the reading and acknowledgement of the documents and the method of approval for each document are defined per Reading Group. New users added to Reading Groups are immediately assigned all required documents regardless of when the documents were assigned to the group. Users will be presented a queue of outstanding new documents to view, sort, and prioritize. Once the employee views the required document, the employee will be required to acknowledge they have read and understood the document.
Managers have the ability to see outstanding unread work, who has opened but not signed off on the work and who has completed the tasks. Reminders and deadlines can be set up to ensure timely response.
Approval Groups help ensure that all documents marked for distribution are reviewed and approved by the appropriate resources within the organization. Approval groups can be assigned to approve documents using a number of models, including approval by individual, group or a combination of both. Approval users are able to view all documents. Their input is required along with the status of all documents in the approval cycle.
Application
The Document Knowledge Transfer module enables organizations to rapidly distribute content to multiple parties across the enterprise, helping to ensure that written materials critical to job roles, procedures and protocols are read and acknowledged by all affected individuals. Because of this functionality, it can provide a central platform on which to build compliance strategies targeted towards industry regulators and quality organizations. As a compliance component, the Document Knowledge Transfer module acts a vital mechanism for succinctly tracking and auditing document acknowledgement and acceptance of ongoing procedures, policies, safety information and role-specific reading resources.
Key Benefits
- Rapidly distribute documents to the workforce
- Ensure new users are automatically provided with all required documents
- Allow multiple users to access the document at the same time
- Ensure that users are reading the correct revision of a document
- Provide a solid foundation for knowledge transfer in compliance-oriented environments
OnBase Manufacturing Solutions are built using OnBase software, a configurable, scaleable application that can be deployed to meet your organization's specific content management and process requirements now and into the future. The open architecture of the system enables seamless integration with your ERP, SCM, e-business applications and other core business applications to fully leverage their capabilities and achieve rapid payback on your technology expenditures.
By digitizing your documents, controlling storage and delivery and interactively managing the business processes in which content is used, OnBase enables your organization to streamline operations, reduce costs, improve productivity and customer and partner relations.
