What are the basic compliance goals organisations go for, when using a compliance management system?
Organizations today have definite compliance programmes to keep track of how compliant things are. To make things easier, most sensible organizations ensure compliance with a compliance management tool.
A CMS makes it simple to have an overall view of compliance, pan-organization. A CMS is all about ensuring the occurrence of a compliance breach than about recovering from a compliance breach. So, a wide lens is necessary. And to make things effective, the segments must include risk assessment, ethics and compliance. The process of compliance begins with the implementation of appropriate controls, which should be tested and ultimately monitored and audited on a regular basis.
Testing and monitoring are one of the important functions of a CMS. Without testing, it is not easy to understand what needs critical elements of an effective ethics and compliance program and is a required program component in certain industries. Why? Because without testing, it is difficult or impossible to understand what is working and what needs enhancement. Is there a certification that needs renewal? Does the CMS alert the concerned officials about it? Is everything linked to the CMS? Constant monitoring is an early warning system that allows compliance officers to seek potential compliance issues. A CMS implements all this while not burdening other resources with anything but approvals and such.
CMSs further include training modules for employees, risk assessment practices and periodic drills. Every organization is different. Their core practice is well defined while other departments are seldom given the same importance as the core department is. And similarly, the compliance activities associated with these fringe departments. To overcome this, a CMS ensures complete supervision throughout the organization.
Furthermore, for some industries like financial services, compliance metrics are laid down by the governments are sometimes outsourced. For example, money transactions need several financial compliance rules. Transactions are subject to regulations from all countries and states that are part of the system. A simple mistake can result in a huge backlash. A CMS can direct the entire flow of transactions in a compliant path and prevent mishaps. As we saw earlier, a proactive approach is what works well.
With industries, there are safety measures associated with every function of the organization. There are separate mining laws, separate shop floor regulations and such. A CMS is generally custom made to suit every function and industry. What works for a payroll processing organization may not work for a mining organization.
As an end goal, zero non-compliance is expected out of any CMS. The CMS has to be custom made, zero-tolerant and include training modules as well. Without a doubt, organizations would look for well-established Compliance Management Systems that match the expected features.
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