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