IT Compliance Tracking Application | Case Study

Client Overview

The client is the leading end-to-end outsourcing service provider in the pharmaceutical industry. It is a customer oriented company and established as centre of excellence for specialized services to support a wide variety of business requirements. Thus, Arcolab is a customer-driven organization that can provide you with all of your Pharma-related services, including technical support.

Client Requirements

Client had difficulties managing IT compliance tasks manually. The manual processes were difficult to track down and it was time consuming. There was a need for a comprehensive solution to automate task creation, tracking and reporting in addition to being able to maintain regulatory compliance.

This Portal offers efficient, accurate and suitable application for completion of tasks for IT compliance and tracking of task completion
This portal will save the time for manual updating of task completion and also track the ageing of the entry created
The Portal will have an Audit Trail to track all the activities of each User
This application will track the status and holder of the task at any given point of time
Initiating and assigning the tasks to Executor
Auto update and alerts on the system against each task completion or nearing task completion dates

Project Summary

Compliance with IT and Operational Standards is critical in the Pharmaceutical Industry. Therefore, our client required a very efficient system for managing the compliance tasks, SOPs, and compliance monitoring of their facilities.

Enaviya has created a very advanced Compliance Tracking System for Arcolab, which will allow them to automate and simplify their IT and Operational Compliance Activities.

Our main goal is to reduce manual workload, improve the ability to track compliance and provide an easy way to see compliance status across departments. A system can create tasks automatically from SOPs. Users receive notification of when they need to complete their assigned tasks in a timely manner. And, the system will also give them a report showing whether they have completed their work as scheduled. If a task is falling behind schedule or is at risk of not being completed, it will be highlighted so that appropriate action can be taken.

Challenges

In the absence of proper compliance, employees can make mistakes. The sensitive data might be compromised. The efforts to complete the task will be taking more time than expected. To reduce these challenges, the IT team will support with compliance.

Manual task creation

Manual task creation led to increased workload and a higher risk of errors, reducing overall team efficiency and productivity.

Task update

There was no appropriate system to track the task status, whether it is being completed or not.The compliance will help us and understand the problem in missing application.

Task Assignment

Difficulty in assigning the tasks to the right resources

Frequent follow-up with users to ensure that all tasks are completed.

Lack of visibility resulted in non-compliance risk.

Overall, the process is time consuming and ineffective.

Solution Implemented

Automated period task creation

The system is automatically generating IT compliance tasks based on a specific set time interval. This means that users will not need to create these tasks manually, and they will not miss out on any significant compliance activity.

Automated Time Reminders

Task executers will receive automated reminders before deadline. These reminders allow users to ensure that they are able to finish their tasks within due date.

SOP Based Task Generation

All tasks can be auto generated from SOPs that were configured by the system administrator. Using SOPs to build compliance tasks automatically, ensures that all of the requirements are followed consistently

Ad Hoc Task Creation

Team Leads will have the ability to create ad-hoc tasks , when additional compliance-related tasks are necessary. This offers the flexibility for a team lead to handle the priority tasks when the organization needs.

Task Completion Status

Once users complete a task, they can use the accountability feature to track their task's status. This provides a clear visibility to make sure the task the completed within a deadline

Real Time Compliance Tracking

Compliance tracking enables organizations to track the status of their tasks in real time through the application of automated processes.

Early Non-Compliance Alerts

Any approaching non-compliance or missed deadlines are highlighted early. This allows corrective action before issues turn into deviations.

Improved IT Compliance Management

With centralized tracking, automated workflows, and clear reporting, the system maintain consistent IT compliance while reducing manual effort and operational risk.

Core Modules Implemented

The core modules of the IT compliance tracking system have been designed and developed by Enaviya:

Custom Masters

The custom master module enables users to create and manage their compliance categories and task templates.

SOP Creation

This enables users to create and manage their Sop items easily

SOP Renewal and Obsolete Management

This module ensures that the most current and updated Sop items are followed by employees

Task Assignment

This facilitates easy assignment of tasks to users or teams.

Planned Vs Actual Tracking

Provides the ability to monitor timelines so that delays can be determined easily.

Dashboards

Gives the organization a visual representation of compliance across multiple departments and in real-time.

Reports

Gives the organization the ability to generate simple and audit-ready reports for review purpose.

Final Result

Here are the Benefits of Automating Your IT Compliance Tracking for new automated systems:

Increased Efficiency

60% Increased Operational Efficiency due to increased productivity

Better Compliance

Increased Compliance due to the ability to track Activities in real-time through the Task Automation functionality

Less Errors

Increased Accuracy as a result of fewer errors and a lower Non-Compliance risk

Better Visibility

Automated process tracking provides a clear view of how well the organization met their overall compliance goals through reporting and dashboards.

Ease of Auditing

Teams will now have access to all Task information in one location for review and easy access to identify documentation for audits.

Tools & Technologies Used

Microsoft 365

Industries We Serve

Energy & Utilities
Logistics & Transportation
Manufacturing
Mining