SOP Tracker- Document Management

Introduction ToSOP Tracker

For Developmental Services Financial Group (DSFG)

SOP Tracker- Document Management

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

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

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

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

Insert username and password

Click “Log In”

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 atYour request.

SOP Tracker- Document Management

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

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

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

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

Questions?

The project coordinator for New Leaf is

Brandon PottieManager: Residential ServicesBrandon@NewLeaf.ca

Please feel free to contact for further details