To ensure compliance with the constantly changing government contracts requirements, a big 3 defense contractor collaborated with Bayen Group to implement a digital compliance system as part of their Digital Transformation movement to help streamline and increase process efficiency. This cloud-based platform allows Buyer Subcontracting Administrator and all employees access to critical information pertaining to compliance which broadens clarity and minimizes repetitive questions regarding contract terms and conditions.

• A global aerospace and defense technology company with over 90,000 employees
• Compliance Team tasked with ensuring adherence to all legal agreements/requirements associated with current contracts
  • Responsible for $35 billion portfolio of contracts from all major branches of U.S government
• A global workforce requires compliance team to manage domestic and international compliance regulations

The company required an efficient and secure tool for submitting and addressing procurement guidelines and contract terms. The platform needed to allow compliance team members to respond to inquiries, ensuring information was accessible as needed, while permitting permission-based access for proprietary questions. Additionally, a digital repository for FAQs was essential to bridge the gap between process and technology transformation.

Our team utilized the client’s current investment in SharePoint to develop a centralized platform for all contract compliance questions and answers. As such, the system is available 24/7 and provides critical information and insights into a wide array of questions, inquiries, and advice on sensitive matters. This system was designed as a home base for the Compliance Team to collaborate, deliberate and come to agreement on responses to compliance-based questions and concerns. It provides access to frequently asked questions, assigned questions, announcements, and a spotlight on hot topics.

This platform also provides prebuilt dashboards for various users including compliance team, compliance managers, and general employees, as well as the capacity to create custom dashboards as needed.

The Compliance Knowledge Management System serves as a central hub for employees to submit questions to Compliance Subject Matter Experts, search through wide repository of answers to ensure compliance to contracts and other legal agreements, and access compliance information at any time without reaching out to compliance team directly and waiting for a response.

Leveraging Power Automate, we established a system for Compliance Managers to receive and review all submitted inquiries and assign questions to appropriate compliance team members. For Compliance Subject Matter Experts, we developed a streamlined system for responding to questions submitted by employees within the company pertaining to compliance matters bridging the gap between process transformation and technology. These users have access to list of tasks to complete under “My Assignments” heading.

This system uses automated notifications to alert compliance managers to new questions in need of assignment, SMEs of new assigned questions, and employees who submitted questions that their inquiries were answered via email. It also provides a self-service repository with the introduction of propriety search logic to connect the user’s questions to existing answers. Lastly, it features built-in feedback functionality to provide comments on questions, favorite relevant content, and share useful information with colleagues.