1. For Developmental Services Financial Group (DSFG)
Introduction To
SOP Tracker
For Developmental Services Financial Group (DSFG)
SOP Tracker- Document Management

2. The Problem to Solve… SOP Tracker- Document Management
Company needs to communicate documents to
employees (memos, protocols, meeting minutes, etc)
We need to be sure everyone reads the items they
are assigned
We want to be able to prove the employee read
a specific document
The user interface needs to be easy to use and highly
customizable
SOP Tracker- Document Management

3. What’s an “SOP?” SOP Tracker- Document Management
SOP = Standard Operating Procedure
A web-based system to track and sign documents
Tracks memos, plans of care, BSPs, protocols,
meeting minutes, house check, job postings, etc.
SOP Tracker- Document Management

4. Will My Staff Like This? SOP Tracker- Document Management
… There are lots of benefits for your staff!
No more paper-based auditing tools
Staff only get assigned SOPs that are meant for them
No more signing the same memo at every home
where you work
Organized, streamlined, easy!
SOP Tracker- Document Management

5. How do I use it? SOP Tracker- Document Management
Web-based software with pre-loaded link on desktop
Unique login ID for each employee
Employees sign in each morning and read any newly
assigned SOPs
Revisit to view any of the company’s SOPs at any time
SOP Tracker- Document Management

6. SOP Tracker- Document Management
Insert username and password
Click “Log In”
SOP Tracker- Document Management

7. Everything NEW shows up here
The stuff you’ve already read shows up here

8. To read a document, click on the name
Check off “read”
Click “Complete”

9. Input your login information
Click “Okay”

10. The SOP you read leaves this list
…and appears in this list
That’s all you need to do each day

11. Click on the “All SOPs” tab to
Access any of New Leaf’s SOPs

12. Click on your name to change
Your password

13. Enter your new password to change it…
*Administrators cannot see your new
Password but can assign a new one at
Your request.

14. System SOP Tracker- Document Management
SOP Tracker is a user interface only. Files are hosted
elsewhere (your server or a paid server)
New Leaf was able to setup a system where files are only
able to be loaded from company IP addresses
SOP Tracker has redundant servers in separate states in
order to maximize uptime and secure the service against
threats, including natural disasters
SOP Tracker- Document Management

15. Cost SOP Tracker- Document Management
The cost of SOP Tracker for New Leaf is a
couple thousand dollars per year
New Leaf was able to purchase hosting for our files for
about $100/year. We are able to upload an unlimited
number of .PDF files
The cost of customer service was included for the first
year; we have not had to access it to date
Custom add-ons were created at reasonable fees
SOP Tracker- Document Management

16. Benefits SOP Tracker- Document Management
Managers can audit by a number of criteria, including a
quick glance view: How many outstanding SOPs per staff.
Managers can audit history of employee use: who, what,
when
Audit when SOPs were assigned and when they were read
Audit what has not been read, by employee, by site, by SOP
Automatically issue alerts to remind employees to read SOPs
SOP Tracker- Document Management

17. Application SOP Tracker- Document Management
New Leaf has used information from the SOP audit trail to
augment its position in the grievance process in some cases
Use the quiz feature to ensure competency before the
employee is able to sign an SOP
Basic training and testing could be transferred to SOP
Tracker to reduce the cost of traditional courses
SOP Tracker- Document Management

18. Questions? SOP Tracker- Document Management
The project coordinator for New Leaf is
Brandon Pottie
Manager: Residential Services
Please feel free to contact for further details
SOP Tracker- Document Management