05 Sep Devesys Technologies begins shipping browser-based tracking solution
Madison, Wis. – Devesys Technologies, Inc. announced today that the company has begun shipping TrakWeb 3.0, the newest version of their browser-based case tracking and investigation solution. Intended for large organizations with users scattered widely across the country or around the globe, TrakWeb 3.0 makes efficient use of the corporate IT infrastructure and its personnel. An optional integration of the new semantic search engine, Cluuz, provides expanded insights into risk mitigation and investigative paths.
Hub of a GRC system
TrakWeb serves as the hub of a Governance, Risk, and Compliance (GRC) system. It provides a single, central database for all participating departments to retain records and derive metrics. Typically, departments such as Ethics and Compliance, Human Resources, Equal Employment Opportunity, Legal, Security, and Internal Audit join into the TrakWeb system. Users are divided into workgroups to prevent general dissemination of confidential departmental data. When collaboration is needed, a particular case may be assigned to an individual user in another workgroup. Managers may be assigned to more than one workgroup if they need to coordinate the activities of several workgroups. By storing all GRC case records together, TrakWeb creates a constantly growing, unified database that becomes increasingly more valuable.
At the same time, TrakWeb can collect information from various internal and external databases. For example, an optional import tool brings hotline reports into the system and uses the data to start a new case, ready for investigation. Using the optional Lookup feature, TrakWeb can lookup information in other databases in the company, such as an HR database, so that entering an employee ID number will automatically populate the appropriate fields in TrakWeb with the employee’s name and contact information.
Hotlines not enough
Designed to overcome the limitations of anonymous hotline reporting services (which less than 3% of employees typically use), TrakWeb 3.0 captures information from a wide variety of sources. According to various studies (such as the Ethics Resource Center and Ethos International), most employees prefer to discuss violations with their managers or other corporate officers such as those in Compliance, Human Resources, Legal, or Security.
From initial report to case resolution
TrakWeb captures reports from many other sources who may not even know of the existence of a hotline, such as customers, vendors, and subcontractors. By storing initial reports from emails, plus electronic versions of letters, faxes, security reports, and phone interviews, TrakWeb preserves the recordable history of each case from its beginning. Once a case has been started, the case management tools help to push the case forward to a timely resolution. Corrective actions after the case has been closed may also be tracked and documented as they unfold. Comprehensive statistical reporting tools provide enterprise-wide metrics or focus on narrow slices of data about the company. TrakWeb encourages people to report violations through any channel they feel comfortable using. As the company’s record of acting on these reports grows over time, people begin to trust the system and use it more often, helping to build a culture of compliance.
TrakWeb presents the essential case data in a clear and easy to understand single-page format for each case. More information is one step away, and full details are just one more step away. TrakWeb helps case managers stay organized and up to date with a Dashboard control center. It displays lists of cases (open cases, open investigations, hot cases, overdue cases) and provides immediate access to any case assigned to that person. An Alerts list gathers all the tasks and reminders a case manager has created from his or her cases and presents them in a handy action list on the Dashboard. Personally selected default entries speed up data entry for new cases. The search tool allows instant cross-references from the search results list. All of these tools help to keep case managers focused on their cases and help them move cases to resolution.
Managerial tools adapt TrakWeb
Administrative tools (for those with appropriate access privileges), are available on the Dashboard. Administrators may manage user accounts, access the audit utility, change field labels and edit drop down lists. Changing field labels and drop down lists plays a major role in adapting TrakWeb to a company’s particular corporate culture and the terminology of its industry. They may also be changed as laws and regulations change in the future. In addition, various optional fields (including check boxes, date fields, text fields, and drop down lists) are available throughout the application to allow customers to add new functionalities. A new graphic tool uses simple drag and drop operations to manage complicated hierarchical drop down lists. TrakWeb adapts readily to most companies and can change over time, with minimal effort from managers.
IT considerations save time, conserve resources
With only a single application to maintain, instead of multiple copies on workstations around the world, IT’s job is easier. For optimal performance and utilization of resources, the application can be distributed on a webfarm, and the database can share space on the SQL Server.
Import tools for most major hotlines will acquire data from hotline reports and start new cases, ready for investigation. A database lookup feature fetches selected data from another internal database and populates the fields in TrakWeb with current information. Database encryption at the column level protects confidential data stored in the database as well as on backup copies. Legacy data migration brings a body of existing cases from another system into TrakWeb, ready for use in searches, reports and historical analyses. Custom modifications and specialized reports fine-tune the system to a particular company’s needs. On-site and remote training services provide everyone with a comprehensive knowledge of the system’s operation. Integration with the new Cluuz semantic search engine allows users to gain new perspectives on the social environments of violators.
Comprehensive GRC solution
TrakWeb 3.0 integrates multiple departments, encouraging an enterprise-wide approach to managing Governance, Risk, and Compliance issues. As well, it generates metrics based on enterprise-wide performance and comparative metrics to show differences among particular parts of the company, employees, issues, and so on. TrakWeb collects data from external vendors, such as hotlines and initiates new cases. Since TrakWeb stores all collected data in a database within the firewall, the company has the option to change vendors of ancillary services when desirable, without losing any data or familiar report formats. The unique Cluuz semantic search engine technology now available as an integrated optional feature opens many doors for investigators needing to see the social environments of people presenting risks to the company. The TrakWeb solution offers a truly outstanding range of tools for GRC users.