BUSINESS UNITS’ DOCUMENT TRACKING & MANAGEMENT TOOL

For Identifying, Tracking, & Managing The Updating of Business Units’ Documents for a Change Readiness

Updating Business Unit Documents

When getting ready for a transformational change, impacted business units (groups, teams, organizations, and departments) need to update their existing documents, and where needed to completely create new ones.

Examples of transformational changes include new business process changes, new system integration, mergers and acquisition integration, organizational restructuring and new company vision.

Tracking and managing this “document updating” process is generally the responsibility of the organizational change management team. But in some cases, project teams, program management, and training teams also assume this responsibility.

Increase change readiness and organizational preparation for Go-Live by identifying and documenting the universe of existing documents.

Get better and faster insights for intuitive assessment, planning, and reporting. Eliminate the guesswork on which documents need to be updated, and when.

Document Tracking & Management Tool

Airiodion Global Services’ Document Tracking & Management Tool provides you with a structured database, easy to follow processes, and samples for performing and documenting your document update activities. With real-time tracking analytics, you can quickly monitor, track and report the documentation updating process. 

Real-Time Analytics Dashboard

Your Documentation Matrix Tool Dashboard is continuously up-to-date with the progress you, your team, the Business Units and other resources are making as the list of documents are reviewed, updated, approved, and completed.

Get the latest insights on the number of documents that are impacted by the change and need to be updated, as well as the number of new documents that need to be created.

Holistic 360-Degree Dashboard View

Your Document Tracking & Management Tool Dashboard provides you with a holistic 360-degree view. Easily include screenshots of this documentation updating progress, insights, and tables on your presentation documents when you provide a status update to senior leaders, steering committee members and other project leads.

Progress on Documentation Updates

Easily track documents as they go through the updating process. Get a holistic view of which documents have been pending approval, which ones are delayed and which ones are past due.

Databases, Samples, & Templates

The Document Tracking & Management Tool includes a best-in-class database spreadsheet and a sample set data that provides you with a defined structure, columns and data fields for you to gather and document the needed document information, including a field for capturing the document name, status, owners, progress, timing, and other key variables.

Data entered into the matrix database spreadsheets will be reflected in real-time on your Tool’s reporting and tracking dashboard.

Training End Users

Groups have existing documents (procedures, job aids, process flows, policies, and other documents) that they follow in order to effectively perform their daily job functions. When organizations change, these documents need to be updated, and in lots of cases, some of these documents need to be created from scratch. And then end-users have to be educated or trained on the updated and/or new documents.

As such, it is very important that the change management or the program management team tracks and manages the identification of documents that need to be updated or created, as well as managing the process for updating, creating, getting approval and rolling out the new and updated documents.

Contact us to obtain this product: Contact AGS and Request this Tool.

External sources: https://pixabay.com/photos/business-colleagues-communication-3605367/, https://pixabay.com/photos/organization-chart-businessman-4045678/, https://pixabay.com/photos/document-agreement-documents-sign-428335/