Client Stories

Ease Regulatory Compliance Burden

In many industries, regulatory compliance is already a major challenge and about to get worse.  Not only must you demonstrate you have adequate policies and procedures written down, you must also make sure employees are using them and operating accordingly.  An increasing number of P&P-related products have come onto the market addressing everything from document management to validation to electronic sign-off.  And still, in well-meaning attempts to comply, most organizations continue to waste hundreds if not thousands of hours, churning out documents that no one uses or understands!  Clearly the conventional methods for capturing, maintaining, and presenting P&P content aren’t working.

Zavanta software breaks through the limitations of conventional approaches. Our clients – as well as their auditors and regulators – love the user-friendly results.

Read some of our Client Success Stories:

Community Bank Overcomes Auditor Citations, Gets Rave Review

A community bank received numerous negative citations from auditors for gaps and deficiencies in their controls. The Compliance Director was faced with correcting these problems. Their existing policies and procedures were difficult to follow and full of inconsistencies and redundancies. Policies were often intermixed with procedures. Auditors wanted the bank to correct these deficiencies prior to a follow up review.

Their COMPROSE Coach helped them apply the principles of Operations Mapping to correct these problems and re-engineer their P&P content. Using Zavanta software, they were able to create a modular, user-friendly “system” that linked high-level processes, procedures, policies, and included regulatory nuances. Not only was this system easier to follow, it was much easier to change. Instead of re-inventing the wheel for every new regulation, they now had a flexible framework they could build on.

Zavanta’s built-in structure helped them avoid the mistakes of the past with their ad hoc approach. During the follow-up review, their auditors “loved” the results and praised the new approach. The bank plans to expand their implementation beyond Compliance and into the HR and Training departments.

E-Commerce Provider Reduces Audit Time and Costs for Clients

One of our clients, a Midwest E-commerce provider, is a recognized expert in IT security standards including CISP, HIPPA, and Sarbanes-Oxley. They were looking for ways to streamline compliance for their own operation as well as for their customers.  A major part of their business was developing compliance policies and procedures for their clients, so they wanted to make sure they were delivering this service in the most efficient way possible. They credit the Zavanta software system as instrumental in helping them to cut compliance costs by delivering high-quality policies and procedures for themselves and their clients.

In the words of their Director of Compliance Services:

“Zavanta’s structured knowledge capture interface helped us “think through” all our processes carefully so they don’t just look good—they are good.  Our policies and procedures pass all the tests of reasonableness and truly reflect ‘best practices’.  We recommend Zavanta to our clients and anyone needing to manage high-quality policies and procedures for compliance or internal operations.

. . . Our last audit was the easiest I’ve ever been through.  The auditors commented our P&Ps were “best implementation of Policy and Procedure documentation they had seen anywhere.”  They praised the thoroughness, clarity and conciseness of our P&Ps.  We received an excellent review with no negative comments.  The high-quality of our P&Ps went a long way to build the Audit team’s confidence.  They could easily see our commitment to compliance, the quality of our controls, and review our day to day compliance activity.  This made everything in the audit faster, smoother and easier for everyone.”

Transportation Company Helps Client Pass Shell Canada Audit

The General Manager for a full-service transportation company provides quality and safety training to their clients.  Utilizing our Zavanta software, they have created over 1200 procedures and position guides encompassing all facets of their operations. From this core material they were able to develop a complete Safety/Health Quality Program for transportation companies.  The Zavanta-generated documentation helped one client pass a critical Shell Canada audit.  At the time, they were only the 2nd bulk agency to pass this audit.

According to their General Manager: “Zavanta’s standardized format is particularly beneficial. Standardization increases the effectiveness of training and makes it easier for people to learn. The Zavanta system has helped us leverage our industry expertise and extend our Quality-consulting offering.”

Manufacturer Avoids Two Multi-Million Dollar Lawsuits

One of our manufacturing customers literally saved themselves from two separate multi-million dollar lawsuits using the Zavanta software to create and deploy a comprehensive and easy-to-understand “Safety System.”  Their operation involved high-liability equipment, and they had strict OSHA compliance standards to meet. Because the company could demonstrate that they not only had strict safety procedures in place, but also that everyone understood and was USING the procedures, they were twice exonerated from liability lawsuits—literally saving the company millions of dollars in fines and legal fees.

 

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