by Jenny Choban on June 13, 2018
“We don’t just have 65 different buckets of money,” my boss used to say. “We have 65 different sets of rules.” I worked at a social service agency. Our services were funded by grants and each grant did indeed come with its own set of rules. Rules about how the money could and couldn’t be spent. Rules about time. Rules about staff qualifications. Rules about notifications. With alarming regularity, rules from one of our large, government funders would contradict rules from another large, government funder. Program managers, our chief financial officer, and our HR director all struggled to ensure that we were compliant with various rules and regulations. Compliance seemed to me to be like one of those three dimensional jig-saw puzzles – with a good portion of the pieces missing. I suspected that there was no single person in the organization who did (or could) have their head around all of it.
So when I read this, “Lately, I have been helping a client and was wondering if Jira Service Desk could help in order to manage his Compliance department processes,” in the Atlassian Community forum, I thought, yes. Do it. Give him the best tool you have to manage compliance.
Mohammed goes on to describe how his client is currently managing compliance; all departments make frequent (weekly or monthly) checks, filling in excel sheets and submitting them to the Compliance departments for approval. Such a process could easily be built into Jira Service Desk, allowing each internal department to access and submit their reports via the JSD customer portal. Agents in the Compliance department could review, respond to and manage the reports in an organized queue rather than an overflowing inbox.
ProForma Custom Forms & Fields for Jira makes it easy to include all of the needed fields on the customer portal, without creating Jira custom fields. Thus, the Compliance team could build one portal form for Department A to complete and submit, and another form for Department B to use, thereby ensuring that everyone complies with their unique set of rules. Since adding, changing or deleting fields in ProForma doesn’t require complex Jira configurations, you can easily modify the forms when the rules change.
ProForma also makes it easy to help users submit the right information. ProForma forms can include as much instruction as needed. Each form field can be accompanied by a description, hint or example. Fields can be validated to require a response. They can also be validated to only allow responses that conform to pre-set business rules.
Moving processes (compliance reporting or any process) into Jira Service Desk and ProForma is a good way to improve compliance. The combination of process-specific data-collection and a tailored workflow make it possible bake compliance, and even best practices, into any process. Consider how these feature could be used to ensure better transparency, traceability, standardization and response times:
If you’re convinced that moving processes into Jira Service Desk could improve your organizations compliance, but are having trouble convincing business teams, why not install a ProForma process template as a quick proof of concept? We’ve created a library of JSD templates for common business processes. Each template includes a portal form, request type, workflow and any needed secondary forms – all in one install. The templates were created in consultation with business experts and can be easily modified to match your teams’ processes. Teams will see the potential for streamlining their work and you’ll see an easy way build compliance into every processes.