PolicyHub Solution Guide
Published on: Mar 4, 2016
Transcripts - PolicyHub Solution Guide
+44 (0)1628 600900 | + 1 (508) 620 5372 | www.hiteclabs.com/policyhub
Policy & Procedure Management
“Policies only have value if they are managed,
communicated and understood.”
PolicyHub Solution Guide
Policy Management Software
Compliance with the relentless increase in Regulation and Legislation and the requirement for improved Corporate
Governance, is high on the agenda of all businesses. Failure to comply may expose an organisation to increased
risk, and result in dramatically increased costs and reputational damage.
Policies, Procedures, Codes of Conduct and Standards articulate the governance culture and objectives of
the business and define how an organisation intends to meet its commitments, obligations and performance
objectives. These should ensure that the enterprise remains within the prescribed legal, regulatory, contractual
and ethical boundaries.
Well written Policies & Procedures are clearly the cornerstone of any compliance programme. However, if they are
not periodically reviewed, professionally communicated, managed and easily accessed for reference 24/7, they are
almost worthless, exposing the business to unnecessary increased risk.
Policies scattered throughout the enterprise in various print and electronic formats, without version control and
possibly out of date, result in inconsistent messaging and widespread boundary confusion, which in turn generates
• Easy to use branded portal for employees
and other Stakeholders.
• Single secure library available 24/7 with
• Respond dynamically to regulatory changes,
communicating consistent and clear Policies
• Automatically target relevant Policies at
individuals, groups or geographies, and
• Link Policies to Risks, Controls and Owners.
• Detailed Audit Trail and reporting ensures
all Stakeholders have received, read,
understood and agreed to sign up to the
Policies, bringing certainty to the process.
• Reduce risk of regulatory fines and
• Reduce compliance costs and improve
efficiency and accuracy.
PolicyHub is a built-for-purpose enterprise-wide
Policy Management solution designed to manage
the entire process lifecycle, from version controlled
Policy development and consistent creation; to
internal review and approval; to automated targeted
e-communication and knowledge assessment – with
escalation, full audit and reporting available at every
PolicyHub provides a centralised Policy & Procedure
library with web-based universal 24/7 access to only
the latest versions of the documents. Older versions
are automatically archived as Regulators might want
to see the version that was in force at the time of an
The comprehensive Audit Trail provides evidence
that approved Policies have been actively
communicated; and by using the configurable
knowledge assessments, surveys and questionnaires
functionality, there is evidence to establish that the
content has been understood. This demonstrates
Best Practice and Good Corporate Governance to the
Board, Auditors and Regulators alike.
Policies if not periodically reviewed, professionally communicated, managed and easily
accessed for reference 24/7 are almost worthless.
PolicyHub ensures that the right Policies & Procedures get to the right people, that they
become accountable by signing up to them and that the entire process is audited.
Learn more about how PolicyHub can enhance your Compliance Programme by visiting
Integration with Microsoft Office makes it simple to
develop new or upload existing version controlled
Policies & Procedures. Those authorised are able to
create or amend Policies.
An email is sent to a review team inviting them to
review the draft and respond with comments. Suggested
amendments are tracked and automatically collated
for review. Once approved, all drafts and associated
comments are securely archived for audit purposes.
Integration with Active Directory/HR systems makes
it simple to notify targeted individuals, departments,
groups or regions by email that a Policy requires their
attention. The email contains a URL which automatically
takes them to their personal PolicyHub Inbox.
Employees and other Stakeholders are presented with a
Policy, asked to read it and, on completion, confirm their
acceptance. Once complete, a link to this document
transfers to their own library for easy future reference.
5. Knowledge Assessment
On key compliance issues, complete assurance that
staff understand the contents of Policies is needed.
Automated knowledge assessments may be attached to
a Policy to ensure complete understanding.
Audit trails ensure that every action or inactionis
recorded. In addition, exception reports quickly pinpoint
users that have not yet accepted a Policy or taken a
knowledge assessment so that remedial action may be
PolicyHub Language Support
Compliance is a global challenge. Delivering key Policies
to staff, irrespective of language or location, is critical if
consistency throughout the enterprise is to be achieved.
PolicyHub may be licensed and deployed in a wide
variety of ways, ranging from traditional on premise
licensing/subscription, to hosted SaaS or Managed
Service, depending on customer requirements.
Policies play a fundamental role
in a wider Risk Management
strategy as they communicate
the risk culture, appetite and risk
Risk Policy Management
PolicyHub integrates seamlessly with
OpRiskControl, our enterprise risk management
Once a risk is identified and assessed, one of the
controls likely to be implemented to mitigate the
risk is the creation and distribution of a Policy or a
Procedure, or a change to a Code of Conduct.
Organisations implementing both OpRiskControl
and PolicyHub have complete visibility of the
process, including immediate access to the
relevant version controlled Policy, and details
of who has and has not received, read and
An integrated approach to Risk and Policy
Management is the foundation of an enterprise
wide Governance, Risk Compliance programme.
USA, Canada Caribbean
Hitec (Laboratories) Ltd
945 Concord Street
Framingham, MA 01701-4613
United States of America
Tel: +1 (508) 620 5372
Hitec Deutschland GmbH
An der Trift 65
D-63303 Dreieich, Frankfurt
Tel: +49 (0)6103 3769690
Hitec (Laboratories) Ltd
430 Bath Road
Slough, Berkshire, SL1 6BB
Tel: +44 (0)1628 600900
About Hitec (Laboratories) Ltd
Hitec develop, implement and support software solutions
assisting organisations to reduce cost, improve efficiency,
reduce risk and ensure compliance with regulations.
Our solutions span Enterprise Content Management
(ECM) through to Governance, Risk Compliance (GRC).
We have been supporting Customers address business
and operational challenges for over 20 years.
Professional Services Support
The Hitec team prides itself on the close and
long-lasting relationships we create with customers. We
are focused on understanding the challenges faced, and
finding the solutions needed.
We employ agile methodologies to ensure timely, well-
managed projects to deliver exactly what is required all
within budget delivering clear ROI.
The optional PolicyHub Language Pack provides
Stakeholders with the opportunity to view Policies in
the User Interface language of their choice. PolicyHub
detects the language settings within the recipient’s
browser and automatically loads the relevant language
interface. This ensures that the recipient is fully aware
of their responsibilities in relation to the Policy.
More than 20 languages are available out-of-the-box,
and any additional language can be added.