Compliance Software Implementation: An 8-Step Short Guide
Introduction
Navigating the intricate landscape of Indian regulations can be daunting for businesses. Maintaining legal compliance requires a robust system but traditional solutions often involve complex implementations resulting in project delays and cost escalation. Complinity, India’s leading Compliance Software, after thousands of successful implementations has mastered the art of setting up world class compliance framework for its customers.
This implementation guide will help you visualize the seamless implementation of a compliance software, empowering you to achieve compliance with ease. Good Compliance Software come with pre-configured with statutory and regulatory compliances woven into its core. All changes to compliances are shared in the form of Legal Updates in near real time basis. This translates to a faster, smoother implementation process that saves you time, resources, and stress.
1. Assessment & Planning
- Identify your organization’s specific Compliance requirements and objectives.
- Assess the current state of your organization’s governance, risk, and compliance processes. Analyze the financial and non-financial risks on account of non-compliance.
- Define key stakeholders and their roles in the Compliance Software implementation.
2. Kick off call
- Hold Kick off call with the Compliance Software Implementation team which helps to build rapport between the stakeholders and brings everybody on the same page.
- Post Kick off Call, a detailed project plan should be shared by the service provider with deliverables and timelines.
- Ask for contact details of project managers and roles of different implementation team members.
3. Account Set up & Configuration
- Software account is created for the new customer.
- Customize the account set up to align with your organization’s processes by configuring masters, setting alert frequency, integration Single Sign On (SSO) etc.
- Admins and super-admins are created in the application.
- Entities, departments, locations etc. are identified and mapped based on company operations.
- Users are created and mapped to different roles and modules.
4. Compliance Data Mapping & Upload
- Software will identify all applicable Acts, Rules and Compliances.
- This may include identifying Central, State, Municipal and Industry Specific compliances applicable to different entities, locations and departments.
- Customer will share list of owners, managers and escalation hierarchy to be mapped to the respective compliances.
- Mapped compliances will be uploaded to create compliance schedules on the application and populate the dashboards.
5. User Training
- Get users trained on how to use the compliance software and how it will benefit them.
- Ask for customized training for Admins, Senior Management and Users. Monthly training for review and new users.
- Get documentation, videos, and training materials to facilitate user adoption.
6. Go – Live
- Plan the Go-Live date and communicate it to all relevant stakeholders.
- Monitor the system closely during the initial period after go-live and address any issues promptly.
7. Ongoing Maintenance and Support
- Regularly review Legal Updates based on changing regulations or organizational needs.
- Monitor system performance and discuss any issues that arise.
- Get ongoing support for users through online ticket monitoring system.
8. Continuous Improvement
- Solicit feedback from users and stakeholders to identify areas for improvement and discuss with the service provider.
- Track software version upgrades for new features and functionalities.
- Do refresher trainings.
- Explore add-on modules offered by the service provider on Governance, Risk management and Compliance for a phased implementation.
Note
The steps above provide a high-level overview, and the specific details will depend on your organization’s unique requirements. Remember a well-planned and well-executed implementation can significantly enhance your organization’s governance, risk management, and compliance capabilities.
About Complinity
Complinity is a cloud-based, comprehensive, integrated, scalable, and secure governance, risk & compliance management software that also helps manage Contracts, Registrations, Litigations, Assessments, Legal Updates, Audits, Internal Controls, Insurance, Documents, Secretarial, Tasks, and much more !!!
Complinity provides a comprehensive Governance, Risk and Compliance (GRC) solution to 1000+ companies from 75+ industries by giving access to 26,000+ compliances across 2000+ laws. We published more than 4500+ real time Legal Updates last year alone. Some of our customers include Amaron Battery, Hindware, Airtel Payment Bank, Canara HSBC life insurance and many others.
If you manage a Listed Company, a Funded Start-up, MNC or an SME with at least Rs. 100 cr turnover, and are looking for digitizing and automating your Compliance processes then click the link to book a FREE demo