register records and compliance in rto knowhow (from webinar on 09-10-13)
DESCRIPTION
Includes an overview of the following topics : Benefits of using RTO KnowHow register records Overview of RTO KnowHow registers Accessing more information/user instructions (our knowledge base) Customising User Access and other relevant account settings Creating , Editing and Accessing Register Records Linking to other records and Continuous Improvement Registers Implementation Plans Reports Tips for Quality and Compliance management in RTO KnowHowTRANSCRIPT
Register Records and Compliance in RTO KnowHow
How to use registers in RTO KnowHow to monitor your RTO compliance
October 9th 2013
Contents:The webinar will include an overview of the following topics followed by a brief question and answer session:
• Benefits of using RTO KnowHow register records• Overview of RTO KnowHow registers• Accessing more information/user instructions (our knowledge base)• Customising User Access and other relevant account settings• Creating , Editing and Accessing Register Records• Linking to other records and Continuous Improvement Registers• Implementation Plans• Reports• Tips for Quality and Compliance management in RTO KnowHow
Benefits of using RTO KnowHow register records
• Involve more staff in gathering audit evidence• Access your records from anywhere• Keep your records more organised• Extract reports based on date range and other
details• Use existing forms to capture relevant
information easily (guide staff in collecting audit evidence on a regular basis – be ready to go at audit time)
• Control access and notifications based on staff responsibilities
Overview of Registers in RTO KnowHow
Find this Icon:
Overview of Registers
There are a total of 14 register types
Overview of Registers in RTO KnowHow
Other capabilities: Linking: Meetings, Projects, Documents, Tasks, Notes, CI Registers.Other: Implementation Plans (CI Register)
Other notes:• Surveys can be used to automate data
collection that relates to some register areas such as: Moderation & Validation, Feedback, Industry
• Professional Development has different capabilities and is stored under ‘My Staff Record’ For more information please see this article:
https://rtoknowhow.uservoice.com/knowledgebase/articles/233101-adding-a-professional-development-record-or-pd-fun
Customising User Access for register records
• Role Settings According to Responsibility
To review these go to Management > Roles
o Departmento Locationo View/Edit and Notify settings
• Relevant Master ListsTo review these go to Management > Master Lists
o Departmentso Industry Consultation Typeso Locationso Standards
Creating , Editing and Accessing Register Records
• Add• Edit• Delete• Search & Sort
• View• Print• Linking
Linking: Meetings, Projects, Documents, Tasks, Notes, CI RegistersOther: Implementation Plans (CI Register)
More information (our knowledge base)
• Click the ‘Help’ button to search our knowledge base
Specific information about colour coding and each register type is available here:https://rtoknowhow.uservoice.com/knowledgebase/articles/226191-types-of-registers
(click this link and then click on the name of the register type for more information)
Relevant Reports
• Register o Search by Type and Date Range
• Moderation & Validation (schedule)
• Exporting (word/excel/pdf)
Tips for Quality and Compliance management in RTO KnowHow
• PlanningAdding records for a planned event (marketing activities, moderation & validation, professional development, continuous improvement)
• Recording & Automationo Ensure relevant staff (admin, trainers or customer service
officers) have access to record details of activities with stakeholders such as feedback registers, complaints, student disciplinary incidents etc.
o Easy to record a wide range of details and link relevant information together.
o Use surveys to automate important feedback processes from a wide range of stakeholders
o Capture mapping and other key information.
• Accountability & Reviewingo Make sure that you not only plan for but complete
activities and have evidence of this. o Review plans and records and assign implementation plans,
projects, tasks and operational schedule. o You can assign staff to complete these tasks and monitor
their completion. o This relates to continuous improvement and
implementation of changes according to data and feedback received.
• Reportingo Ready to go at audit time.o Generate PDF, word and excel Reports at the
click of a button.o Print details of each particular register as
required using code
Tips for Quality and Compliance management in RTO KnowHow