Welcome to Inverifi! We are thrilled that you have taken the decision to come onboard and start optimising your organisation. This onboarding guide is designed to walk you through the steps that will need to be taken in getting started with our platform, and ensuring that all of your users get full value from their experience.
At Inverifi, we understand not only the complexities and challenges associated with compliance, but with onboarding to a new tool – from the resource required from your side, through to the ideal structure for you have your documentation in, this guide is intended to assure you that we are here to support every step of the way, making this process as smooth and simple as possible.
This guide will cover the following steps which will need to be followed:
This section plays a pivotal role in the onboarding process as it focuses on establishing a core team, identifying key pain points, and setting essential goals for your organisation’s compliance journey with our SaaS platform. By carefully considering these aspects, you can unlock the full value of our platform and ensure a successful and impactful implementation.
Establishing the core team responsible for the onboarding is critical to success as these are the stakeholders who will take responsibility for the platform and decisions required – this will most likely include both people from your organisation, as well as Inverifi employees who will serve as platform experts, and provide guidance and expertise to help move the project forward.
Key considerations:
The people involved in this core team are going to differ from organisation to organisation – however, the following tips will help you to ensure that you have the correct advocates for optimising your organisation.
Identifying your key pain points is a critical step as it will provide context for the onboarding to Inverifi, and will enable you guide your activities based on solving actual problems for your users.
Key considerations when establishing your pain points:
Identifying your key goals will enable you to determine whether your onboarding has been successful, as well as providing vital guidance for the teams involved on the approach which should be taken, and what should be prioritised. As with above, we have provided some key considerations to support you in building this out.
Key considerations:
Phase two enables you to establish a view of the actual work involved in the onboarding process, as well as defining the improvements which will enable your organisations to gain full value from the Inverifi platform. It consists of two segments: Identification and Solution design.
This phase is about identifying the actual work which will be required in order to successfully migrate to Inverifi – by identifying the key documents policies etc. which need to be migrated, and performing analysis on any content which you are missing, you will be able to ensure that your compliance documentation is accurate, comprehensive and fit for purpose.
This stage will naturally be highly personal to your organisation, however, in general you should look to complete the following steps:
Identify key documents, policies etc. for migration
Work closely with your compliance team and subject matter experts to identify all relevant documents, policies, and other compliance-related materials that need to be migrated into Inverifi. This may include internal policies, procedures, standards, regulatory documents, and any other necessary information which will help you to establish a governance structure which will fulfil the goals set out above.
Identify key workflows
Work to gain an understanding of the existing workflows and processes related to compliance and operations for your business. Identify the different stages, stakeholders, and dependencies involved in each workflow. This will help us map out the required functionalities and features in Inverifi.
Identify key dates / deadlines / resources required
Determine any critical dates or deadlines associated with compliance activities, such as regulatory reporting deadlines or audit timelines. Additionally, identify the resources (personnel, tools, or external support) required to facilitate a successful migration and implementation – with our support this shouldn’t be a large strain on your business but it is still important to ensure you have a team available when required.
GAP analysis
Conduct a thorough analysis to identify any gaps or discrepancies between your current compliance practices and the desired state. This analysis will help us understand the areas where our software can add value and bridge any existing gaps.
Risk analysis
Evaluate the potential risks and challenges that may arise during the migration and implementation process. Identify any compliance risks that need to be mitigated and devise strategies to address them effectively (this section may already be largely covered by your existing risk register).
The solution design phase translates your compliance requirements and current documentation into an ideal initial state for migration. By thoroughly reviewing your existing documentation, workflows and risk – we can lay the groundwork for optimising your compliance processes.
Review All Documentation and Structures:
Carefully review all the identified documents, policies, workflows, and analysis results from Step 1. Ensure you track all actions related to documents which may need to be created, updated or which are now no longer fit for purpose.
Begin Designing the Desired State:
Based on the analysis and review, start designing the desired state of compliance for your organisation. Our team at Inverifi will work with you to ensure that your plan fully utilises the features & functionalities of our software.
Ensure that the desired state is achievable and aligned with regulatory requirements.
Define High-Level Flows:
Map out the high-level workflows and processes that will be migrated to Inverifi. Identify the sequence of activities, responsible parties, and any necessary approvals or notifications within each workflow. This will help streamline your processes and ensure efficient collaboration.
Define Policies:
Establish the list of policies that will be needed – both existing policies and which those which need to be created.
Define Risks:
Establish and finalise your risk register – both existing risks and risks which need to be created.
Define Answers:
Our team will work with you to define the list of Answers which should be created – these will be any reusable snippets of information used throughout your business, and will help your organisation become more efficient and create easily verifiable sources of truth.
Define Roles & Responsibilities:
Assign roles and responsibilities to individuals involved in compliance activities. Clearly define who is responsible for each task, ensuring accountability and effective coordination throughout the compliance journey.
Draft Project Plan:
Create a project plan that outlines the necessary tasks, milestones, timelines, and dependencies for successful implementation. Consider the identified key dates and resources required during Step 1 to ensure a realistic and achievable project plan.
Define Desired Rollout:
Specify the desired rollout strategy for implementing Inverifi across your organisation. Determine whether a phased approach, pilot program, or full-scale deployment will best suit your organisation’s needs and circumstances. Consider factors such as the size of your organisation, complexity of compliance requirements, availability of resources, and the level of readiness among your stakeholders.
a) Phased Approach: This strategy involves implementing Inverifi in stages, focusing on specific departments, teams, or compliance areas at a time. It allows for a controlled and gradual transition, providing an opportunity to address any issues or challenges before expanding to other areas. This approach is often recommended for larger organisations with diverse compliance needs.
b) Pilot Program: A pilot program involves selecting a small group or department within your organisation to test Inverifi in a real-world environment. Feedback gathered from the pilot program can be used to fine-tune the software and address any potential concerns before scaling up to the entire organisation.
c) Full-Scale Deployment: If your organisation has a well-defined compliance structure, established processes, and a high level of readiness, a full-scale deployment may be appropriate. With this approach, Inverifi is implemented across the entire organisation simultaneously. It enables consistent adoption of the software and ensures uniformity in compliance practices.
Consider the advantages and challenges associated with each rollout strategy, and select the approach that best aligns with your organisation’s goals, resources, and risk tolerance.
Phase three of the onboarding process involves a full buildout of your documentation in Inverifi. The following steps will walk you through the work required to getting your organisation ready to go.
Define Management Structures:
Establish the management structures for the implementation project. Identify key project leads, stakeholders, and decision-makers who will be responsible for overseeing and guiding the build process. Define their roles, responsibilities, and reporting lines to ensure effective communication and coordination throughout the project.
Inform Key Stakeholders of Their Workload and Responsibilities:
Clearly communicate the workload and responsibilities of key stakeholders involved in the build phase. This includes compliance teams, IT personnel, and any other relevant parties. Ensure that each stakeholder understands their role in the project, as well as the expected deliverables and timelines.
Define Deadlines:
Set clear deadlines for the different stages of the build phase. Establish milestones and target dates to keep the project on track and ensure timely completion. Communicate these deadlines to the relevant stakeholders and monitor progress against them.
Define Communications Channels:
Establish effective communication channels for the project. Determine the primary means of communication, such as email, project management tools, or dedicated collaboration platforms. Ensure that all stakeholders are aware of the designated channels and encourage open and transparent communication throughout the build phase.
Enable Standard(s) as Appropriate:
Our team will support with this stage, but it simply involves enabling the required standards in Inverifi’s admin panel.
Flowcharts:
Create clear and detailed flowcharts that represent your compliance processes within Inverifi.
Policies, Procedures, and Guidelines:
Develop and input your organisation’s policies, procedures, and guidelines into Inverifi. Include any supporting information, templates, answers etc.
Risks:
Input your risks into Inverifi’s risk register.
Core Team Review:
Engage your core team once the above is complete to ensure that you are happy with the quality and coverage of your content.
Communications to Wider Business:
Clearly articulate to your wider business what is happening with the Inverifi implementation, what it means for them in their roles and any work they will need to do (if any).
Establish Feedback Channels for Any Issues:
Create feedback channels, such as designated email addresses or support tickets, to capture and address any issues or feedback related to the software rollout. Encourage users to report any difficulties, suggestions, or bugs they encounter during their initial interactions with the software. Our team can be closely engaged during this process, as the feedback gained may allow for improvements to Inverifi’s platform.
Congratulate Team Involved:
Acknowledge and appreciate the efforts of the team involved in the successful implementation of the compliance software!
Core Team Retrospective:
Conduct a retrospective meeting with the core implementation team to reflect on the build phase. Evaluate the overall process, identify successes, challenges, and lessons learned.
Set up Quarterly Reviews:
Establish a schedule for quarterly reviews to evaluate the effectiveness of the compliance software and identify opportunities for enhancement. These reviews will provide valuable insights into user experiences, system performance, and evolving compliance requirements. Again, Inverifi’s team can be engaged in these, if it suits your needs.
The time required for implementation can vary significantly from one organisation to another, ranging anywhere north of 10 minutes depending on your bespoke requirements.
To better understand your business needs and provide an accurate estimate, we highly recommend scheduling a free consultation with us.
This consultation will allow us to assess your requirements accurately and provide you with estimates.
