Our Framework

 

ISO compliance

Polonious is compliant with ISO:27001:2013 and ISO:9001:2015. Our framework has been proven over fifteen years and matured to use the latest technologies to enhance interaction and security.

S.A.M.E. Methodology

Our unique and simple approach to defining a process using our Status, Action, Metrics and Evidence methodology has proven its worth in many industries already.

Status

 Statuses indicate the current stage of a case. They can escalate based on elapsed time. Customisable status colours allow users to easily identify key statuses.

Action

The types of actions available depend on the current status of a case. Actions can collect metrics. They can simply push to new statuses or they can be be used to build advanced process flows. E.g. they can be linked to other actions so if certain actions do or don’t occur automated status changes or notification can be triggered. Actions can also be used to trigger integration points with external systems.

Metrics

Different metrics appear on different actions. Metrics may be expenses, time or any additional data fields required. Metrics may also collect case features, key dates or person / entity attributes.

Evidence

Evidence is not just the collection of all forms of digital documents; it is a record of the case inception, key decisions, all the actions taken, all metrics collected, the timelines of those including case disposition, quality assurance, risk and compliance. It is evidence of the process, participants and results.

Secure

Polonious is a highly secure application that can be hosted in the cloud or on premises depending on your requirements. We are regularly penetration tested by independent external security exports. A copy of our latest penetration test report can be provided on enquiry.

Access Controlled

Everything a participant can do within the system can be configured. This includes enabling/disabling certain system functionality, only providing view access to certain areas and data element, and even separating cases, case diaries, and other case data access by business units and user types.

Collaborative

With one single place to record all cases, case data, manage compliance and collect evidence, documents and record all actions taken, including integrated email capability, Polonious truly is one central system allowing all your users, clients and suppliers to perform their tasks and share their progress.

API integration

Polonious comes with a comprehensive REST API for easy integration with other external systems.

Key Features

 

Dashboards

Polonious has many comprehensive dashboards available out of the box. Our operational dashboard immediately gives managers an overview of all cases, their statuses and timeliness. This can be further dissected by lines of business, participants, case type or even custom case attributes as required.

Our charts dashboard allows users to break the cases up into visual representations such as pie, line or bar graphs with drill-down capability. These graphs can be used to group and filter by represent people, organisations, case types, or lines of business to name a few.

Role based access and views

In Polonious you can define user security roles that will filter access to all parts of the system, cases, data on cases, available documents and features. B simply allocating those roles to users you can control every aspect of what they can see and do. To make this even easier to manage you can switch to their view to ensure your configurations are working as expected

Mobile updates from the field

Polonious has a minimal requirement on data so can be easily accessed directly when in the field via a mobile connection to ensure updates are delivered asap. Optionally, our Polonious Mobile app can be used to work on cases when offline and will update the host system when you are back online.

Instant updates

All updates immediately reflect on the dashboard and are available to other users and clients to ensure real time delivery and decision capability. For extra due dilligence we can enable our ‘proofing’ feature to ensure all updates are reviewed by a second person prior to release.

Real-time decision making

The ability to make real time decisions based on the best evidence available is more critical than ever before and Polonious makes this possible. In addition the reasons for all decisions can be recorded for future reference.

Digital evidence with preview capability

Polonious can handle all forms of digital artifacts including video, images, and other documents. Most can be reviewed directly from the case view.

Secure sharing of documents with external parties

Our multi-factor enabled permalink feature can be used to securely share videos, images, and other documents with clients and other external parties.

Captured key metrics can be used for reporting

Every interaction, metric, reminder, milestone and action is stored against the case and can be used to calculate budgets, risk factors or timeliness.

Milestones and reminders ensure compliance

Milestones and reminders ensure compliance

Powerful text search capability

All the data entered as text as well as the contents of all uploaded documents such as word, excel, powerpoint and even PDF documents are reverse indexed and their contents added to a global search capability. So even if an address, name, or phone number is hidden in data or documents they can be easily searched for and discovered directly form the user interface.

Integration with third party solutions

Polonious has partnered with leading solutions in the social media, open source intelligence and analysis systems as well as AI, rules, predictive analytics and claims solutions. All those integrations add powerful specialist features to your workforce and reduce admin time by avoiding double handling case data.

Mapping capability gives you insight into cases

Our mapping capability gives you the capability to visualise cases on a global map. It supports capacity planning, keeping track of internal resources and enhances case allocation based on specialist and case locations.

You benefit from using Polonious in so many ways…

More than any other factor, the ability to configure a case management solution to reflect your business process gives you a competitive and organizational advantage.

R

Faster turnaround times. By allowing users to focus on their core responsibilities and not administration and reporting, they are freed up to work the case and complete it in a timely manner.

R

Ease of navigation, offering easy to use person, organisation and entity searching, case filtering and deep data and document search functionality users can easily find critical information or cases and take action.

R

Instant overview of case statuses. Via the dashboard, users immediately get a view of their cases with statuses and key dates identified.

R

Instant updates. Managers in the office can access the newly added data at the press of a button and share it with internal or external clients.

R

Reduced administrative effort. Typically Polonious reduces case administration from 10 to 25%.

R

Guided behaviour via configuration of available actions makes it easy for users to understand what they should do next. Users can easily add updates and enter text, change statuses, upload documents or media, check off completed actions, record relevant metrics like case time, travel time, expenses or mileage traveled, proof entries made by others, record complaints or use the log entry as a basis to create a report.

R

Available anywhere, anytime, online or offline. Users in the field can update case information directly with any device that can run a browser or the ios or android application then sync back to Polonious when they next have access to the Internet.

R

Automated case reports. In many cases the reports can be completely automated using data, documents and images added during the investigation process.

R

Less is more. Users only see the parts of the system relevant to their involvement and only cases that they need to see. Once logged in, the user’s view of the world is dependent on many factors including their role in relation to a case such as as a specialist, supplier/vendor, staff member, manager or auditor, the current status of the case and the business units or organisations they are attached to.

R

Automated updates keep interested parties aware of the progress of their cases via status updates, emails or text (SMS) messages.

GICOP changes 2021Download the GICOP whitepaper and stay compliant.

Our whitepaper covers all aspects you need to know to stay compliant with the latest GICOP changes coming into effect in 2021. Submit below form to receive the download link.