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

The Problem to Solve… SOP Tracker- Document Management 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

What’s an “SOP?” SOP Tracker- Document Management 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

Will My Staff Like This? SOP Tracker- Document Management … 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

How do I use it? SOP Tracker- Document Management 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

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

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

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

Input your login information Click “Okay”

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

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

Click on your name to change Your password

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

System SOP Tracker- Document Management 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

Cost SOP Tracker- Document Management 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

Benefits SOP Tracker- Document Management 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

Application SOP Tracker- Document Management 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

Questions? SOP Tracker- Document Management 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