SOP Tracker- Document Management
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Transcript of SOP Tracker- Document Management
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SOP Tracker- Document Management
Introduction ToSOP Tracker
For Developmental Services Financial Group (DSFG)
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SOP Tracker- Document Management
The Problem to Solve…• Company needs to communicate documents to employees (memos, protocols, meeting minutes, etc)
• We need to be sure everyone reads the items they are assigned
• We want to be able to prove the employee read a specific document
• The user interface needs to be easy to use and highly customizable
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SOP Tracker- Document Management
What’s an “SOP?”• SOP = Standard Operating Procedure
• A web-based system to track and sign documents
• Tracks memos, plans of care, BSPs, protocols, meeting minutes, house check, job postings, etc.
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SOP Tracker- Document Management
Will My Staff Like This?… There are lots of benefits for your staff!
• No more paper-based auditing tools
• Staff only get assigned SOPs that are meant for them
• No more signing the same memo at every home where you work
• Organized, streamlined, easy!
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SOP Tracker- Document Management
How do I use it?• Web-based software with pre-loaded link on desktop
• Unique login ID for each employee
• Employees sign in each morning and read any newly assigned SOPs
• Revisit to view any of the company’s SOPs at any time
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SOP Tracker- Document Management
Insert username and password
Click “Log In”
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Everything NEW shows up here
The stuff you’ve already read shows up here
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• To read a document, click on the name• Check off “read”• Click “Complete”
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• Input your login information• Click “Okay”
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• The SOP you read leaves this list• …and appears in this list• That’s all you need to do each day
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Click on the “All SOPs” tab to Access any of New Leaf’s SOPs
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Click on your name to change Your password
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Enter your new password to change it…
*Administrators cannot see your new Password but can assign a new one atYour request.
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SOP Tracker- Document Management
System• SOP Tracker is a user interface only. Files are hosted elsewhere (your server or a paid server)
• New Leaf was able to setup a system where files are only able to be loaded from company IP addresses
• SOP Tracker has redundant servers in separate states in order to maximize uptime and secure the service against threats, including natural disasters
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SOP Tracker- Document Management
Cost• The cost of SOP Tracker for New Leaf is a couple thousand dollars per year
• New Leaf was able to purchase hosting for our files for about $100/year. We are able to upload an unlimited number of .PDF files
• The cost of customer service was included for the first year; we have not had to access it to date
• Custom add-ons were created at reasonable fees
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SOP Tracker- Document Management
Benefits• Managers can audit by a number of criteria, including a quick glance view: How many outstanding SOPs per staff.
• Managers can audit history of employee use: who, what, when
• Audit when SOPs were assigned and when they were read
• Audit what has not been read, by employee, by site, by SOP
• Automatically issue alerts to remind employees to read SOPs
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SOP Tracker- Document Management
Application• New Leaf has used information from the SOP audit trail to augment its position in the grievance process in some cases
• Use the quiz feature to ensure competency before the employee is able to sign an SOP
• Basic training and testing could be transferred to SOP Tracker to reduce the cost of traditional courses
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SOP Tracker- Document Management
Questions?
The project coordinator for New Leaf is
Brandon PottieManager: Residential [email protected]
Please feel free to contact for further details