PRODUCT GUIDE

Copyright (c) 2016 COMPROSE Inc. www.comprose.com 1-800-719-8964 e:info@comprose.com

CompleteLife Cycle

last updated 12/12/2016

Copyright (c) 2016 COMPROSE Inc. www.comprose.com 1-800-719-8964 e:info@comprose.com

BESTPRACTICES

POLICIES

SOPS

JOBDESCRIPTIONS

WORKINSTRUCTIONS

Zavanta is a web­based application

for capturing, managing, and

sharing work processes, SOPs,

policies and systems.

Zavanta gives you everything you

need to get know­how out of

experts' heads and into an easy­to­

maintain "system" that you can

manage with, train from, and that

regulators love.

This Product Guide providesdetails about Zavanta's features,starting with thefeatures included in all plans thenadvanced features. 

  

“We tried word processing-based solutions, but theywere far too work intensiveand time consuming. Zavantastandardized how we developprocedures."

I swear I love this software! Icould do this literally all day."

"We think Zavanta is greatbecause it lets us focus on whatwe should be DOING in our SOPsand not worrying about all theword processing stuff. Everyoneis saying: Wow! We should havedone this sooner!"

Maricela VolpePractice AdministratorSudarshan Eye Experts

Project Leader and TrainingManager, Anthem BCBS

Eric PiekarzDirector of OperationsThe Community Foundationfor Greater New Haven

ZAVANTA SOLVES THECLASSIC PROBLEMS

INHERENT IN WORD ANDDO-IT-YOURSELF METHODS

Our Policies and Procedures are ascattered mess of Word documents,PDFs, Excel and Visio files."

Every year organizations spendthousands of dollars writing, formatting,reviewing policy and proceduredocuments HOPING that people willread and understand them. [and they don't]

No standardization, everydocument "is a newexperience." Duplication & redundancies. Frustrating formatting andclerical tasks waste time. Static documents don't work onmultiple devices.Updating just doesn't happen

General-purpose tools have seriouslimitations for proceduredevelopment and maintenance.Because they lack structure,authors make mistakes that impactperformance and waste excessivetime.

“before Zavanta:

THIS IS NOT YOUR OLD-STYLE WORDDOCUMENTS OR MANUALS

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DECEMBER 2016 TRENDS

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SaaS PLATFORMZavanta is a Cloud-based (SaaS) product. We host everything onour secure servers. There’s nothing to install, no IT needed.Simply log in. Because you use our resources, not yours, yourtotal cost of ownership is low.

Whether you’re a small business owner needing a simple solution or an enterprise with thousands of employees, we canrecommend the plan that's the best fit for your situation. Pay for just what you need and not what you don’t need. Get startedand expand at your own pace.

Multi-user PlansDesigned for organizations or departments with multiple Admins, Authors, Managers. Ourplans are "concurrent" (simultaneous) users, which gives you flexibility in supporting a largenumber of people at a low cost. Plans include phone support, Coaching/On-Boarding.

EnterpriseFor large organizationsneeding all features. Includesadditional services andformal training classes.

Need to provide your employees 24/7 online access from any device with our hosted Online Portal?Add Readers to your plan. Readers have read-only access to the latest and greatest content but theycan't change anything.

Basic / Single Author PlanIdeal for startups or small business owners looking for a simple, low-cost solution. You getthe Basic features, print / MS Word / PDF outputs and the Manual Maker. Includes email support.

Login from any device, single sign-on is supportedFrequent updates and new featuresOperations Mapping methodTechnical supportBuilt in Policy and Procedure writing tips and examplesOnline help user guide and training videos

Plans for every size and budget

Our hosted portal includes: built-in search engine, Read-Verify so that employees acknowledge that theyhave read and understand critical policies and procedures, and security settings to confidentialinformation. Your Portal can be integrated into an existing intranet, MS SharePoint, or web-based LMSapplications. You can place links to any page within the site; Homepage, Index Page, or to a specificprocedure or policy. Zavanta supports single sign-on.

Add-On Option: Online Employee Portal

Small BusinessFor organizations needing2-4 Authors / Admins.

Business ProFor mid-size organizations,departments who have5+ Authors / Admins. Includesadvanced features such asReview / Approval Workflow.

Review / ApprovalWorkflow can be addedto this plan.

DECEMBER 2016

SERVICES & SUPPORT

TRENDS

Authoring, Reporting& Outputs

Content Management,Customization

Set Security / RestrictPermissions to:

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Zavanta supports single sign-on

FEATURES SUMMARY

Hourly Coaching / Consulting.

"Do it for you" Setup. If you'd like to off-load the setup and implementation, this option is for you. Our product experts can do all the system setup based on your specifications. We’ll get everythingready so that you can focus on the content.

Instructor-led Training Classes. We offer instructor-led training classes that cover specific areassuch as authoring, customizing your portal, and more. These classes are delivered as a customwebinar for each organization so that we can address your specific situation and questions.

Support: Multi-user plans include phone and email technical support. Basic plans include emailsupport.

Operations Mapping: All clients have access to our Operations Mapping methodology.

Multi-user plans include Expert Coaching and Onboarding.Learn our proven process that was developed over the years of working with hundreds oforganizations. Your Coach can step you through our Operations Mapping methodology, help youdecide what procedures and policies you need, and even review your content to make sure you'reon the right track. Business Pro and Enterprise plans include additional services.

ADD ON OPTIONS

Fill in the blanks, configurableauthoring wizards for any type ofcontentDrag and drop step engineBuilt-in writing advice, onscreen tipsto authorsRequired fieldsStarter text for for text fieldsStandardized Pick ListsAutomatic formatting for Print, MSWord, PDF, Online Portal Selectable report sectionsPictures, videos, links to forms andother web-based applicationsEasy cross-reference linkingDrag and drop Designers for entryscreens, reports, and portal themes

Employee Acknowledgement withexception reportingLife cycle Status CodesVersioning, ArchivalFilters for reporting and searchingcontent, export filter results to MSExcelSearch engineReview / Approval workflow, emailnotification, easy ReviewercommentingControl Central for easy monitoringof review and approval activity

Specific documents, documentfilters Confidential information onemployee portalEntry screens and fields (personalizeby role)Application functions (who can dowhat)

DECEMBER 2016 IMPRINTMAGAZINE .COM

Where do I start?

TRENDS

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BASIC FEATURES:ALL PLANS

Build a framework that's easy to use and update.

Our Operations Mapping method, applied withthe Zavanta tool, enables youto create the framework for any process,department, or area of your organization -- inminutes.

This is a proven method that has been used byhundreds of organizations, across all industries.

With this method, you systematically break downhigh-level processes into operating procedures anddetailed tasks. Define guiding policies, and voila!You're 75% there! Assign to subject experts to fill inthe screens.

Write one, link many. With this approach, youwrite each piece once and then simply LINK it towhere it goes. No more redundancies! Whensomething changes, you change just that piece andeverything it is linked to is automatically updated.

The result -- You have a modular, "living" systemthat is easy for everyone to understand, easy tochange.

Operations Mapping works for ANYindustry, any process

DECEMBER 2016BASIC FEATURES:ALL PLANS

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Zavanta's “smart” knowledgecapture interface has everythingneeded so that ANYONE can createhigh-quality content -- fast.

Writing experiencenot required

Zavanta helps you "think through" what yourpolicy or procedure actually is.

Zavanta prompts you for the rightinformation in the right order,ensuring you don't leave criticalinformation out.

Expert writing advice and a wordprocessor are built in.

Just like a wizard, subject expertsanswer questions by filling in theblanks. Content sections areorganized in a logical progression.

Map out steps using Zavanta's dragand drop step engine.

Personalize the entry screens byuser or user group. Keep subjectexperts focused by showing themjust the information they need tocomplete.

Standardized Pick Lists enableauthors to develop content quicklyand ensure that all terminology isstandardized no matter whowrites it.

Pick Lists for Job Titles, Department names, Pre-Knowledge, Regulations,When to Perform, Equipment and more

DECEMBER 2016BASIC FEATURES:ALL PLANS

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Zavanta's Content Overlay Designerlets you customize Zavanta'sknowledge capture (authoring)interface.

CUSTOMIZE!

Create newor change overlays in3 easy steps:

Add / Edit a Section(screen)

Drag objects onto thescreen. Arrange asneeded.

Click on the object todefine it's properties.

A Content Overlay is the "knowledgecapture" interface that subject expertsuse to create content.

Zavanta comes with several pre-builtContent Overlays: Process, Procedure,Policy, Work Instruction, Job Descriptionand Glossary. You can customize them orbuild new overlays using the drag anddrop Content Overlay Designer.

Below are just a few things you can dowith the Content Overlay Designer:

Build new overlaysAdd new screens, change screenorderAdd onscreen instructions for authorsSize and reorder text boxes Give your authors a leg up by definingtext that pre-fills text boxes when anew document is created.Add lines to separate sections on ascreenAttach Pick Lists to fieldsMake certain fields RequiredCreate customer report sections

DECEMBER 2016BASIC FEATURES:ALL PLANS

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AUTOMATICFORMATTING

Produce a 300 page manual in under 2 minutes?You bet! With Zavanta’s Manual Maker, you cansetup and generate a formatted manual with a tableof contents for any category you want: by job title,department, regulation, division.

Zavanta automatically assembles the latest andgreatest document versions, applies a standardformat and voila -- instant manual.

Manual Maker

Want to see more? Sign up to watch the Tour: www.comprose.com/zavanta-software/zavanta-demo-signup/

DisasterRecover Manual

CustomerService

Representative

Professionally formatteddocuments for Print / MSWord / PDFs.

Content is re-purposedto create multiple reportsand formats.

Deliver content any way your audience needs it. With the press of a button, Zavanta auto-formats well-structured documents for print, MS Word, or PDF.

Zavanta applies a standardized format so that all procedures look the same, all policieslook the same – no matter who the author is.

Use Zavanta's drag and drop Report Designer to create multiple report layouts andformats. For example each department can have its own look.

Employee Handbook

DECEMBER 2016BASIC FEATURES:ALL PLANS

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Zavanta's selection filters let you"slice and dice" content any way youwant. Categorize content byprocess, department, regulation,job title -- any way you want.

You can create simple filters orcomplex filters that combine severalconditions. Once defined, you cansave they filter to a library.

Filtered lists can be exported to MSExcel.

Filters

Larger organizations often need additional control andsecurity. Zavanta's security and permissions makes iteasy to implement Zavanta across functional groupsand departments.

You can set permissions to specific content, programfunctions, and entry screens and fields.

Security / user permissions

Content Management

Versioning Zavanta provides complete revisionmanagement, including Revision History for eachdocument. Every change made to a document isstored in the system.

If you have Zavanta's Review and Approvalautomation, reviewer comments and approvals arealso stored with each document version.

Example: Order Processing

Organized Central Repository Easier Updating Built-in Search

Zavanta's database approach is why development and ongoing maintenance is so much easier thanconventional document methods. Content that is well-structured and "chunked" is easier to search,maintain, and re-purpose.

When your operation changes, its easy to pinpointwhat content you need to update.

DECEMBER 2016 ADD ON FEATURE

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ONLINE PORTALAny organization can have aprofessionally-designed,branded employee portal --without a high-priced developer!

With the press of a button, thelatest updates go out to yourworkforce.

You portal comes with a home page, indexpage, and document page designs.

Customize our pre-fab samples or buildyour own. If you are short on resources,our experts can do it for you.

Use our easy wizard: pick your colors,page layout and GO! Even a novice can dothis!

If you want to do more, Zavanta's dragand drop Theme Designer gives you allthe tools you need.

Employees have questions, your onlineknowledge base (portal) gives theanswers. Employees can log in fromanywhere, any time. Site navigation andsearch is built in.

Ensure employees have READ contentwith Zavanta's Read Verify. Managerscan access reporting to see who has andwho hasn't signed off.

Easy Wizard

I certify that I have read this document andunderstand it's contents. 

Advanced Theme Designer

EMPLOYEE PORTAL EXAMPLESEngaging Presentation. Searchable. Always up-to-date.

Home Page and Index Page examples

Document pages with built­in navigation, search, easy print

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ADD ON FEATURE

Display step­by­step or videos with accordiansor in a slideshow format

DECEMBER 2016 IMPRINTMAGAZINE .COM TRENDS

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ADVANCED FEATUREMULTI-USER SYSTEMS

Is your review and sign-off process a out ofcontrol? If so, then Zavanta’s Review/Approvalworkflow automation is for you.

Zavanta's workflow designer lets you definemultiple workflows — simple, or complex. Youdon't have to be a techie to do it! Write out yourworkflow steps in plain English, re-organize themwith drag and drop.

WORKFLOWAUTOMATION

A workflow step can perform any number ofautomations, below are common examples:

Reviewers and Approvers have a simple documentpreview to make their comments.

Comments are color-coded by user so its easy forreviewers to see each others’ comments and forauthors to reconcile comments later.

Zavanta's review process is collaborative, (multiplepeople can be in a document at the same time), soreview cycles don’t get bogged down.

Create custom email templates that merge data from thedocument. Save email templates in a library to use in otherworkflow steps.

Once the workflow starts, Reviewers or Approverscan click on the link in the email, or log into Zavantato see a list of documents that need their attention.

send email notifications to reviewersnotify an author when an approver declines a documentset deadlinescreate a new versionset a periodic Review Datechange the document’s Status Codeset a text or date field to a specific value

DECEMBER 2016 IMPRINTMAGAZINE .COM TRENDS

Zavanta's reporting tools help authorsreview and reconcile comments.

Every comment for any document versionis tracked in the system.

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ADVANCED FEATUREMULTI-USER SYSTEMS

“Control Central” is a feature in Review Approval automation. From a central dashboard,authorized users can manage and monitor review and approval activity for all documents.

At a glance, you can see what documents are in a workflow including those that have beendeclined, % complete, and more. You can also start a workflow or cancel a workflow.

CONTROL CENTRAL

Click on a any document to seethe details — who has completedtheir review and who hasn’t, whatworkflow stage its in, when it wassubmitted for review and more.

If someone seems to be abottleneck, click on the email linknext to their name and send thema friendly reminder!

Do you have a free trial?  Yes. We can set you up in your own trial so that

you can give Zavanta a test drive and show it to

others in your organization. Just contact us. 

 

What if I don't renew my plan? Your account will be deactivated, however,

we retain you data for 6 months. This means you

will be able to restore your data by subscribing to

a new paid plan. 

What about security?All of your data is encrypted with SSL and

stored in secure data centers across regions

with the following certifications and practices:

ISO/IEC 27001:2005

SSAE 16/ISAE 3402 (Service Organization

Control [SOC] 1, SOC 2, SOC 3)

FISMA

PCI data security standard

Physical Access is controlled by a two­tier

authentication system including proxy card

access readers and biometric readers.

How can we get our data / documents?  At any time you can export all of your documents to

MS Word or to PDF.  

Expert Coaching and Onboarding"Do it for you" ImplementationInstructor­led Training ClassesHourly consulting

COMPROSE Inc. www.comprose.com        1­800­719­8964     e:info@comprose.com

What about training and on­boarding?We offer several options:

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ZAVANTA FAQS

What is a "reader" user?In addition to Authors, Admins, and Reviewers,

you can add Readers to any plan. Readers are

typically the employees, those who need 24/7

access to your online Portal. They can view

content that they have permissions to and certify

they've read documents but they can't change

anything.

How much does it cost?We have plans for every size organization

and budget. Call 1­800­719­8964 or email us:info@comprose.com

 

Is there anything to install? No. Just login!  There's nothing to install, no IT

required. You use our resources not your own.

Updates will automatically appear in your

application as we roll them out. As a result your

total cost of ownership (TCO) is very low.   

How do enhancements, new features work? You get improvements and new features often

and automatically. Just log in and they are there.

Do you backup our data?For each active database, we maintain a secure

backup that includes:

A weekly full backup

Multiple daily differential backups

Transaction logs backed up every five minutes.

Files and Images: Once uploaded to Zavanta, files

and images are backed up every five minutes.

What if I need to restore my data to a previousbackup?We can restore your database to a point in time

within the last 25 days. There is a small fee for

database restores. 

Can I change my plan? Yes. You can upgrade your plan (add users or

modules) at any time. You can downsize your

plan at renewal time. 

Want to see more? Sign up to watch the Tour: www.comprose.com/zavanta-software/zavanta-demo-signup/