Managing consents with online management systems
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Transcript of Managing consents with online management systems
Drivers for Compliance Management
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• Corporate risk management and responsibility
• RMA Penalties
• Health and Safety Reform Bill
• International drivers
• National Monitoring System
https://www.mfe.govt.nz/rma/rma-monitoring/national-monitoring-system
Current Situation
• Paper based systems
• Excel spreadsheets
• Microsoft Word
• Calendars
• Not at all
Risks of managing legal requirements in this way
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• High in management time
• Not a management tool
• Deadlines missed
• Responsibility confusion
• Non-compliance
• Enforcement
Online Management Systems
• Cloud based systems
• Manage and maintain consents and conditions
• Access anywhere
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Benefits of online management systems
• One place for all legal requirements, documents, and compliance information
• No missed deadlines
• Responsibility of actions clearly defined
• Multiple users
• Compliance status easily visible
• Auditing
• Cost savings – management time and non-compliances
• Integrated approach to consent management, health & safety, incident management, and sustainability
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Who can use it
• Regulatory Authorities
Database of consents granted
Tracking compliance with consent conditions
Notification of due dates
• Consent holders with a number of consents
Manage consents and conditions
Alerts of due dates
Ability to track compliance
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Key functionalities
• Holds all legal requirements and associated documentation
• Phased conditions
• Setting actions
• Roles and responsibilities
• Links consents
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Key functionalities cont.
• Reporting
• Manage projects
• Manage expiring and lapsing consents
• Incidents
• Links to GIS
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Key functionalities –Setting actions
• Ensures condition requirements are met
• One-off or recurring
• An alert is sent via email of upcoming actions
• Assigns responsibility
• Escalation if not completed
Key functionalities –Managing expiring and lapsing consents
• Alerts
• Forward planning
• Financial implications
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Key functionalities –Reporting
• Snap shot of compliance status
• Project reports
• Consent reports
• Actions due and outstanding
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Case Study - Auckland Council Infrastructure and Environmental Services – Stormwater Unit
• Amalgamation of district councils to the Auckland Council led to all stormwater capital and operational projects being managed by one team.
• Believed there was around 800 consents, but actually over 2000.
• CS-VUE used as the management system.
• Rationalisation of consents.
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Summary
• Online Management Systems are an effective tool for managing legal requirements
• Used by consent holders and regulatory authorities
• Multiple systems available
• Multiple functionalities
• Easy management of legal requirements
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