Using OWL and Jira for Compliance Training in Regulated Industries

Compliance training is a critical component for companies operating in regulated industries. Ensuring that employees complete mandatory training on time and maintaining proof of completion are essential for meeting regulatory requirements. OWL and Jira provide a powerful combination that can streamline compliance training processes, offering a robust solution for tracking, logging, and reporting training completion.

Setting Up Compliance Training in Jira

To effectively manage compliance training, companies can set up a dedicated Jira project space. This space will serve as the central hub for all compliance training activities. Here’s how to get started:

1. Create a Jira Project for Compliance Training
   • Set up a new project in Jira specifically for compliance training.
   • Define project parameters such as project name, key, and project lead.
2. Develop Training Tasks
   • Create tasks in Jira for each compliance training module that employees need to complete.
   • Assign due dates to each task to ensure timely completion.
   • Include detailed descriptions and requirements for each training module.
3. Assign Tasks to Employees
   • Use Jira’s assignment features to allocate training tasks to the relevant employees.
   • Set up notifications and reminders to keep employees informed of upcoming due dates and requirements.

Tracking and Logging Training with OWL

Once the compliance training tasks are set up in Jira, employees can use OWL to track and log their completion of the training modules. Here’s how OWL enhances this process:

1. Automatic Time Tracking
   • OWL automatically tracks the time employees spend on each training task, providing accurate data on training duration.
   • Real-time tracking ensures that all time spent on training is logged without manual intervention.
2. Activity Logs and Screenshots
   • OWL generates detailed activity logs that capture employees’ interactions during the training sessions.
   • Screenshots can be taken and logged as proof of training completion, providing visual evidence that the training was carried out.
3. Proof of Work Reports
   • OWL produces proof of work reports that compile all tracked data, including time spent, activity logs, and screenshots.
   • These reports offer comprehensive documentation that employees have completed their training tasks as required.

Exporting Data from Jira for Compliance Reporting

Once the training is completed and logged in OWL, companies can export the data from Jira for compliance reporting. Here’s how:

1. Generate Reports in Jira
   • Use Jira’s reporting features to generate reports on task completion, due dates, and employee progress.
   • Filter the reports to focus on compliance training tasks and their status.
2. Combine OWL and Jira Data
   • Integrate OWL’s proof of work reports with Jira’s task completion reports to create a comprehensive compliance report.
   • Include all relevant data, such as time spent on training, activity logs, and screenshots, to meet regulatory requirements.
3. Submit Proof of Compliance
   • Export the combined reports from Jira and submit them to regulatory bodies as proof of compliance.
   • Ensure that all documentation is complete and accurate to satisfy regulatory standards.

Case Study: Compliance Training with OWL and Jira

Consider a financial services company that needs to ensure all employees complete mandatory cybersecurity training. By using OWL and Jira, the company can:

• Set Up a Compliance Training Project in Jira: Create tasks for each training module and assign them to employees with specific due dates.
• Track Training Completion with OWL: Employees use OWL to log their training activities, including time spent and screenshots as proof.
• Generate Comprehensive Compliance Reports: Combine OWL’s proof of work reports with Jira’s task completion reports to create detailed compliance documentation.
• Submit Proof to Regulators: Export the reports from Jira and submit them as proof of compliance with cybersecurity training requirements.

Conclusion

Using OWL and Jira for compliance training offers a streamlined and efficient solution for companies in regulated industries. By setting up a dedicated Jira project, tracking training completion with OWL, and generating comprehensive reports, organizations can ensure they meet regulatory requirements with ease. This powerful combination enhances accountability, provides detailed proof of work, and simplifies the compliance reporting process.