SOP Tracker- Document Management

1. Introduction To SOP Tracker For Developmental Services Financial Group (DSFG) SOP Tracker- Document Management

2. 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 SOP Tracker- Document Management

3. 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. SOP Tracker- Document Management

4. 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! SOP Tracker- Document Management

5. 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 SOP Tracker- Document Management

6. Insert username and password Click “Log In” SOP Tracker- Document Management

7. Everything NEW shows up here The stuff you’ve already read shows up here

8. To read a document, click on the name • Check off “read” • Click “Complete”

9. Input your login information • Click “Okay”

10. The SOP you read leaves this list • …and appears in this list • That’s all you need to do each day

11. Click on the “All SOPs” tab to Access any of New Leaf’s SOPs

12. Click on your name to change Your password

13. Enter your new password to change it… *Administrators cannot see your new Password but can assign a new one at Your request.

14. 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 SOP Tracker- Document Management

15. 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 SOP Tracker- Document Management

16. 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 SOP Tracker- Document Management

17. 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 SOP Tracker- Document Management

18. Questions? The project coordinator for New Leaf is Brandon Pottie Manager: Residential Services Brandon@NewLeaf.ca Please feel free to contact for further details SOP Tracker- Document Management