Category Archives: Omnitrack

Stay up to date with the latest features of our centralised reporting portal, Omnitrack.

The Omnitrack appraisal solution: supercharge staff potential in 2022

As we approach the end of 2021, many organisations will be thinking about appraisals. Whilst employees and management alike may not always look forward to them, appraisals can significantly contribute to success, when done correctly. 

But why stop at reviewing employee performance? Why not consider overhauling your entire appraisal process too? VinciWorks has recently launched the new Omnitrack HR Suite, which includes an employee appraisal solution. The customisable workflow encourages employees to evaluate their performance against company values and goals. Its structure also guides in-person meetings and can be used to record areas for improvement. 

Before looking closer at the Omnitrack appraisal tool features, this blog will outline some objectives of the appraisal process and explain why static forms or spreadsheets are not the answer. 

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Signing documents made simple with Omnitrack’s new DocuSign integration

Omnitrack’s solution for easy eSignatures

DocuSign, the popular eSignature software that allows organisations to manage electronic agreements, allows users to sign documents anywhere from any device, with no need for overnighting, faxing or waiting. And with encryption and a complete audit trail, it’s more secure than paper!

In our recent update, we have now integrated Omnitrack with DocuSign. This valuable feature will enhance the compliance process in a wide variety of use cases, making signing documents with Omintrack extra smooth.

Add a ‘Sign and Submit’ button to your forms by integrating DocuSign
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Annual declaration tracking best practice – download our guide

The complications of declarations

Many organisations collect data from employees for compliance and regulatory purposes on a regular basis, but current processes and tools have major shortcomings. With current processes, it’s hard to track who has and hasn’t filled out forms, challenging to keep track of forms, especially in large firms, and regarding annual forms or declarations, it’s annoying to have to keep filling out the form again and again, when 95% of the data stays the same.

Our guide to Annual Declarations

Annual declarations dashboard
Our annual declarations tracking tracking dashboard allows admins to get a centralised view of every declaration.

If you are feeling confused about what the best way is to handle annual reporting, we’ve got your back. Our best practice guide to annual declarations tracking is based on our study of the process at tens of firms. The guide introduces readers to Omnitrack’s Annual Compliance Declaration Tracker, which allows compliance managers to easily get all staff on board with annual declarations, ensuring your organisation stays on top of its requirements. Key features of our tracker that are

Click here to access our best practice guide to annual declarations tracking.

Ongoing monitoring made easy with Omnitrack’s new automation feature

Omnitrack’s solution for ongoing monitoring

In our latest Omnitrack update, we have now built automated ongoing monitoring into the system. These automations can be based on the amount of time a submission has been in a specific status or based on the time since it was created or updated. This enables automated reviews of a submission after a period of time for ‘recertification’ or ‘ongoing monitoring’ of compliance.

In this post we will explain why this will be one of the most valuable tools in your customer due diligence (CDD) toolbox.

Are you conducting due diligence correctly?

Identification and Verification

Under the Anti-Money Laundering (AML) and Combating the Financing of Terrorism (CFT) regulations, a process of customer due diligence must be carried out. Fundamentally, this involves two steps: identification and verification. 

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How Omnitrack could have helped Apple: Employee surveys and a timely Omnitrack use case

Back to the office survey dashboard

What does a “return to normal” look like?

With the coronavirus vaccine roll-out gathering pace, individuals and businesses are cautiously looking to return to a life that feels akin to normal. But determining when and how to return to the office is no simple matter, especially since employers and employees might have differing opinions on the matter.

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Effective and ineffective complaints reporting: Stories, lessons, and best practice guidelines

Complaints and Incidents 

Complaints can vary radically in subject matter, intensity, and desired outcomes. For instance, a company can receive a complaint about a seemingly trivial matter, but from a particularly litigious customer. On the other hand, a complaint could relate to an incident of serious misconduct but may be expressed in an understated manner. In all instances, organisations should aim to deal with complaints adequately, however they arise. This could mean instructing a legal team to act in formal proceedings or simply using a customer’s feedback to identify training needs amongst staff.

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Omnitrack introduces custom statuses and automations

Note: The new features discussed here were released to demo/sandbox sites on Sunday 11 April, to production Omnitrack sites on Sunday 25 April and to on-premise installations shortly after.

We’re giving you full control of your workflows with custom statuses and automations

Omnitrack is a flexible data collection tool which can accommodate many workflows and use cases. We’re always assessing how we can make Omnitrack even more flexible, practical and effective, and are excited today to introduce ‘custom statuses and automations’.

The ‘Edit Form’ section of Omnitrack now features two new pages – Statuses and Automations – that allow you to define your own workflow statuses and automation rules. Like all Omnitrack settings, these settings are intuitive, flexible and easy to set up with no technical know-how required.

Statuses page

The statuses page allows you to view, edit, and delete statuses

You are no longer restricted to the default workflow statuses of ‘In Progress’, ‘Inbox’, ‘Register’ and ‘Archive’. Although these defaults work in some cases, they can be hard to understand and leave out critical steps in your workflow process. 

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Integrate your training with VinciWorks’ reporting and tracking tool

Ergonomics assessment results dashboard
The results of the ergonomics assessment in our health and safety training can be fully integrated with Omnitrack

How do you make online training an experience that actually makes a difference in real time? How do you measure what each user is gaining from the training?

All of our compliance courses come complete with an interactive element, be it quizzes, assessments or gamification. This is all very well, but how can administrators and compliance managers utilise these interactions to increase the impact of the training on the entire organisation?

We have just added a new feature to our reporting and tracking solution Omnitrack, allowing administrators and compliance managers to track all necessary data from each course completion. Below are four elements you can integrate and track with Omnitrack.

1. Assessments

The interactive ergonomics assessment in our health and safety course is just one of the many assessments that can be integrated with Omnitrack

Many of our courses include assessments to help establish an organisation’s level of risk. For example, in our health and safety course, which has been adapted for home workers, users undertake a number of assessments related to their workstation setup. These immersive assessments can be integrated. Administrators can then collect rich, actionable data from their users while they complete these assessments. Whether staff are working remotely or from an office, our tool will help businesses ensure all their staff have a comfortable and healthy space to work from home.

Similarly, our mental health course includes a self-assessment on work-related stress. To ensure that businesses can help staff who are struggling with work-related stress or anxiety, or to simply gain an overall understanding of how your staff are affected by stress, the assessment can easily be integrated with Omnitrack. This integration will allow administrators to play an important role in monitoring their staff’s mental wellbeing.

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DAC6 reporting with Omnitrack available across the EU and UK

As the initial reporting deadline for DAC6 approaches, VinciWorks’ DAC6 reporting tool is prepared for reporting across EU member states and the UK.

One of the complexities of DAC6 is in fact that each jurisdiction has implemented DAC6 differently with different reporting requirements and different XML schemas for automated reporting.

VinciWorks’ Omnitrack software adapts itself to the reporting requirements of each jurisdiction, collects all of the necessary information and can generate a valid XML file.

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AML risk assessment for law firms – Centralised reporting for on-boarding new clients

EU AML legislation requires law firms to conduct client due diligence before they are allowed to advise their clients. Firms are also required to keep such information up to date. 

Some firms are still conducting client due diligence (CDD) via lengthy Word, PDF and Excel forms. Entries are then stored in spreadsheets, making it difficult to keep track of such reports, ensure correct courses of action are taken, update details and ensure any red flags are either resolved or escalated. Spreadsheets are limited by their two-dimensional nature, lack of automation tools and lack of security. 

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