What is Business Process Governance?

Business Process Governance is the practice of defining ownership, controls, and oversight to ensure business processes are executed, changed, and maintained in a controlled, compliant, and auditable manner.

Why is Business Process Governance important for regulated organizations?

Business Process Governance is important for regulated organizations because it ensures traceability, accountability, and controlled change across processes, helping organizations meet regulatory, quality, and audit requirements.

How does Business Process Governance support collaboration?

Business Process Governance supports collaboration by providing structured communication, defined ownership, and approval workflows that allow teams to work together while maintaining control, visibility, and compliance.

How does Business Process Governance help manage process changes?

Business Process Governance helps manage process changes by enforcing review, approval, and version control workflows that ensure updates are evaluated, documented, and communicated before being implemented.

What role does traceability play in Business Process Governance?

Traceability ensures that every process change, decision, and approval can be tracked to responsible roles, supporting audit readiness, accountability, and compliance across the organization.

How does Business Process Governance fit within an Integrated Management System?

Within an Integrated Management System, Business Process Governance connects operational execution with quality, risk, compliance, and performance management by providing a controlled structure for how processes are managed and improved.

Collaboration & Governance

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Interfacing empowers your organization with efficient governance through process-based solutions for quality, performance, and business process governance.

Business Process Governance & Business Process Collaboration

Business Process Governance ensures that processes are designed, executed, and changed in a controlled, compliant, and auditable manner. It provides the structure needed to align business operations, cross-functional collaboration, and decision-making with policies, regulations, and organizational objectives.

Interfacing’s Business Process Governance capabilities enable organizations to define ownership, support structured collaboration, enforce controls, manage change, and maintain traceability across processes, supporting regulatory compliance and operational accountability within an Integrated Management System (IMS).

Employees are notified of newly published versions, need to confirm they read and understand changes, and have a user-friendly forum to raise improvement requests or discuss issues as they arise. Empowering employees with tools to collaborate is of great importance for success; and as much so is enforcing ongoing accountability and governance.

EPC simplifies this need with automated control measures such as review and approval cycles and draft vs. published version read/ write and delete security access rights on all content. Additionally the EPC platform tracks and stores all historical details of a modification, from request through to implementation, including all specifics of a change for detailed audit reporting.

Discover the

The EPC Toolkit provides organization with:

Communication & Notifications

Multi-User Collaboration

Microsoft Teams Collaboration

Change Lifecycle Management

Ownership & Accountability Assignment

Security Access Management

Internationalization Management

Detailed Analytics for EPC Usage

Versioning & Audit Trails

Communication and Notifications for Governed Collaboration

Enable governed communication around processes, policies, and operational content through discussion threads, targeted notifications, and structured feedback. Teams can raise questions, propose improvements, and route actions to accountable owners without losing traceability.

This supports collaboration at scale while maintaining visibility into what changed, who was notified, and what actions were taken, which helps with audit readiness and ongoing process improvement.

Employees can ask questions, suggest improvements or raise incidents on all content managed within the system (processes, application, documents, business rules, etc.) with colleagues across different sites, locations or regions. Posts will notify all those subscribed to contribute to the conversation and assign tasks to those that are accountable to take action. Sharing challenges, solutions and best practices with experts across locations bolsters collaboration and continuous improvement.

EPC highlights the number of new notifications since last logged in directly within the header and at all times so employees know new versions are available or actions need to be taken. Additionally, the best way to reach many employees is by pushing information to their inboxes so that there is no excuse as to why they may be using an outdated version. The EPC integrates with all email servers to automatically notify users of discussion postings and tasks to be completed such as upcoming or overdue reviews, required approvals, or newly published versions to confirm. Emails contain direct URLs to the posting or action so users can quickly navigate to content or actions with a single click.

Stakeholders can provide feedback and vote for a change request so the accountable can make a well-informed decision whether to approve or reject an adjustment. Voting gives everyone a voice and ensures that “single source” recommendations are not applied before collecting input from other stakeholder because a change that may be an improvement to some but detriment to others (eg. improve efficiency but risk non-compliance, or reduces manual activities but causes downstream information gaps or customer satisfaction).

Employees can track their own requests and management monitor the progress of all questions, incidents and change requests by applying filters according to their status (e.g. Open, Approved, Work in Progress, Waiting for Publish, Closed), deadline or priority.

The EPC inspires individuals to speak their mind: it encourages critical thinking through well thought out responses, makes key employees more accessible and motivates individuals to communicate transparently with one another. In turn, a community will be formed and a process culture will grow homogeneously across the organization.

Microsoft Teams Collaboration with Process Context

Bring collaboration into the flow of work by connecting process discussions and notifications with Microsoft Teams. Stakeholders can review updates, respond to questions, and participate in approvals without switching tools.

This improves responsiveness while keeping collaboration structured and traceable across governed process content.

Multi-User Collaboration with Controlled Updates

Support parallel contributions without duplicating work or overwriting content. Multi-user collaboration enables teams to develop and improve governed process content while maintaining consistency, accountability, and a single source of truth.

Subscriptions and automated updates help keep the right stakeholders informed as processes evolve.

Many users can be granted access to create maps and perform changes on objects. This allows them to collaborate together. Observing each others’ activities at a bird’s eye view helps them think critically and spot the areas where they can potentially improve their work.

Roles, risks, processes and other objects can be reused as many times as needed. This eliminates the redundancies and inconsistencies that lead to a loss in efficiency and unnecessary monitoring.

Users are instantly informed of matters involving them from their portals. The EPC also sends automatic e-mail notifications with direct URLs to ensure the transmission’s was received.

Users can also stay informed on objects that may impact them indirectly by subscribing to them. They would thus receive notifications if changes would take place.

Assign Ownership and Accountability Across Processes

Define who owns each process and who is accountable for reviews, approvals, and updates. Clear ownership supports governance by ensuring responsibilities are explicit, visible, and consistently applied.

Recurring notifications, subscriptions, and read confirmations help ensure the right people act on changes and acknowledge updates, supporting compliance and audit readiness.

By using the RASCI-VS matrix to assign responsibilities, they can better understand what is expected from them and see which assets have been made available to them. This increases employee accountability.

Employees are continuously informed on corporate standards & policies once new versions are published, whether there are incoming review cycles, or if they have required actions through their portal dashboards and Email notifications.

Even if employees aren’t directly associated to objects, they may still want to monitor them. For instance, a marketing employee may want to know if the employee assigned to a role she interacts with changes from one day to the other. She can thus subscribe to the existing role to be updated once the adjustment takes place.

Management can detect when their staff have seen information that was directed to them. They can therefore ensure that information was adequately transmitted, and make sure that changes are adopted and actions are performed.

Organizations can be ensured that information is kept up to date at all times through prompts requiring responsible employees to validate information’s currency. This mitigates the risk of having to reassess processes for new project launches such as ERP implementations.

Manage the Full Change Lifecycle from Request to Publish

Control how process changes move from improvement requests to review, approval, and publication. A structured change lifecycle reduces inconsistency and helps teams prevent unmanaged updates in regulated or high-risk workflows.

Support serial or parallel approvals, task assignment, and confirmation steps to ensure updates are implemented correctly and communicated to impacted teams.

Analysts can schedule recurrent review cycles to confirm that their processes are up to date. Process owners are automatically informed of these well ahead of process expiration dates, and must either confirm or reject requests.

Employees of all levels can request improvements to processes. Colleagues can then discuss the proposal and vote on it.

If processes are marked as outdated or if a improvement request is filed and approved, a notification can be sent to a dedicated employee with a instruction to perform the changes.

Once the changes have been made, they must be approved. The approval path can be set to either escalate from bottom-up or to notify all approvers simultaneously. If the parallel path is selected and one of the required approvers rejects the changes, the request is sent back to the dedicated employee along with feedback.

Once the changes have been approved, all affected employees receive a new version notification. They must then examine it and confirm that they are aware of the changes. This ensures that operations are consistently aligned.

Users benefit from a detailed historic of the changes, rejections and approvals that were involved in the improvement of any given object throughout its life cycle.

Version Control and Audit Trails for Process Governance

Maintain a complete history of changes with controlled versioning, comparisons, and approval records. Versioning and audit trails support traceability by documenting what changed, when it changed, and who approved it.

This helps organizations demonstrate governance controls during audits and inspections, especially in compliance-driven environments.

The EPC preserves a historic of every change (when, who, what) that has taken place throughout an object’s existence. These can be either viewed within the suite or can be exported into Excel or PDF format for reporting purposes.

While audit trails detail every change within a single form, analysts can also compare a version of a given object against a previous one. Besides, in the process map, users have the right to compare current version of a process against any previous one. This enables management to visualize the object’s and the process’s changes through time and helps replicate some of the older version’s characteristics. Additionally, previous versions are visible and restorable, whether they have been published or only saved.

Analysts can indicate the degree of a change through its version’s stamp. Major changes can be demonstrated by rounding up to the closest integer (e.g. 1.03 to 2), while minor changes can be depicted by rounding up decimals.

The full history, including comments, revised documents, digital signatures, etc can be tracked and viewed for any given modification on any object requiring an approval cycle.

Role-Based Security Access for Governed Content

Protect governed content with role-based access controls and permissions for read, write, delete, and approval actions. Security access management ensures only authorized users can modify or approve controlled process content.

Authentication, user grouping, and security inheritance help scale governance across teams and sites while supporting consistent access policies.

When analysts apply changes, they have the option to either publish the changes or mark them in progress. End-users can only see published content to avoid confusion. If analysts need to consult, engage and inform certain end-users of the changes, they can also set “show latest allow” security for those end-users who don’t have edit right to see changes made within the draft of the process.

Users are given unique credentials that are based on their roles. This ensures that each role has the same permissions and access rights, which facilitates system maintenance.

EPC Administrators can manage user authentication with Active Directory. The EPC supports Single Sign-on (SSO), NTLM2 and SAML 2.0; this flexibility ensures that login credentials are held and managed centrally within a single system.

The EPC keeps network communications private through HTTPS (port 443) encryption.

Aside from granting viewing access, administrators can also permit certain users to write, delete and/or approve.

Users access rights can be pooled by creating groups. This simplifies maintenance as quick changes can be made to a set of users rather than having to modify them individually. In exceptional circumstances, specific users within these groups can be given special access rights to some information.

New objects inherit the permissions granted to their parents, which significantly facilitates system maintenance efforts. If users cannot access certain folders or objects within the EPC, they cannot access anything (including other objects) held within them either.

Internationalization for Global Process Standardization

Support global process governance by managing localization and alignment across regions, languages, and standards. Internationalization helps teams maintain consistent execution while adapting content to local requirements where needed.

This is especially useful for organizations operating across multiple jurisdictions, sites, or regulatory contexts.

The number and concentration of localized processes per country is now available in this new widget and can be visualized directly on a world map.

The EPC enables users to tweak a process’s certain properties and characteristics, create localized copies of the process, then designate those copies by location or product and service in order to accommodate regional differences of a process. Users don’t need to re-map localized processes for each country since localization inherits the source process. This advanced new feature will help you better monitor and improve your processes around the globe, or across product and service.

Localized content will benefit global users to better understand a process in their mother tongues. The EPC has augmented multilingual capabilities to give dynamic translation suggestions, allowing users to create multilingual copies of a process without translating from scratch or leaving the EPC. Users are capable of reviewing the proposed translation before confirming it, or adjusting the proposed translation based on users’ language expertise.

Faced with different regulations, rules and requirements in different regions, users might need to implement different templates to generate local documents. Using the EPC, users have the ability to leverage their existing content and generate various documents, including SOP (standard operating procedure), process workbook, policy & analysis workbook, and any type of documentation from an existing template, making standardizing documents quick and effortless.

The “Sync” button within the process map allows multiple users (global users) to view changes of a map as they are made in real time by another user (process mapper). By using this new feature, users can visualize, understand, and collaborate on a process in real time, which will further prevent unnecessary process modifications due to misunderstanding or lack of communication.

Adoption and Usage Analytics for Governance Outcomes

Measure engagement and adoption with usage analytics that show how teams interact with governed content. Track activity, behaviors, and event patterns to identify where adoption is strong, where training may be needed, and where compliance risks may emerge.

Analytics help governance leaders validate that controlled updates are being used, acknowledged, and followed across the organization.

With real-time data, you can dynamically view and get reports to monitor usage of the EPC, including number of active users, most viewed pages, number of users on each page, geographic locations of users, and which objects users are interacting with. It is worth mentioning that you have full control over your users’ data privacy by keeping your users anonymous in the Google Analytics for your information security.

The more you know about your users, the better you know how to invest, personalize, and deploy the EPC. Through user behavior tracking, you can monitor the EPC’s performance under comprehensive metrics including number of total visits, unique page views, number of sessions per country, average session duration, number of downloads per object, average time spent per object… Understanding user behavior will help you improve configuration to boost user adoption rates, daily usage and loyalty of the EPC.

The event tracking records user interactions with elements of the EPC, such as downloads of PDF and other media, time spent watching a video, numbers of approval cycles and confirmations, frequency of collaboration posts on the forum, etc., to help you estimate user engagement throughout your organization.

Process Map Creation

Generate a Process Map in a Few Clicks
Discover the power of our feature as it effortlessly generates detailed end-to-end process map.

What do we mean by “end-to-end”? The A.I. takes care of automatically creating processes that include:

Flow objects
Materials
Annotations
Assigned responsible roles
Flow Object Descriptions

This streamlined process ensures a comprehensive representation of your workflow, saving you time and effort.

Process Optimization

Elevate Your Operations: Bridging Gaps, Enhancing Efficiency
Immerse your organization in the transformative capabilities of our AI system. It delves deep into your existing processes, unveiling previously unnoticed gaps, inefficiencies, and errors.

With the power of AI, your documentation takes on a dynamic life, consistently evolving and adapting to the ever-changing business landscape. It’s not just documentation; it’s a living entity that grows with your business.

Documentation Creation

Quick and Tailored Content on Demand

Imagine effortlessly obtaining fresh, tailor-made documentation to meet your specific needs, infused with your unique best practices, operating systems, and country-specific requirements.

Organizations can automate the creation of:

Step-by-step guides
Rule and System descriptions
Policies
Documentation templates

Step into a new standard in documentation creation, where customization converges with automation.

Documentation Optimization

Elevate Your Documentation: AI’s Seamless Upgrade from Outdated Content

Explore the incredible capability of our AI to smartly enhance your outdated content, creating a strong foundation for fresh and improved documentation.

Our AI ensures you don’t need to reinvest when making the move from the old to the new, saving time and resources without compromising quality.

Regulatory Compliance Management

Precision Automation for Regulatory Compliance

Extend the capabilities of Interfacing’s AI system beyond process creation to ensure precision automation in regulatory compliance, risk management, and control libraries.

Automatically identify regional and industry-specific compliance needs, create comprehensive risk registries for assessment, and generate dynamic control libraries for enhanced governance.

With precision and automation, our AI system paves the way for a robust and resilient business environment.

Risk & Control

Empowering Proactive Risk Management

Unlock the power of Interfacing’s AI system as a proactive shield for risks and controls. In a world where manual procedures often lead to non-compliance risks, our AI acts as a shield against such issues.

By proactively advising users of potential compliance conflicts, it ensures your processes adhere to regulatory standards.

The AI not only digitizes activities, eliminating redundancies but also becomes a guiding force in risk management and control libraries.

Why Choose Interfacing?

With over two decades of AI, Quality, Process, and Compliance software expertise, Interfacing continues to be a leader in the industry. To-date, it has served over 500+ world-class enterprises and management consulting firms from all industries and sectors. We continue to provide digital, cloud & AI solutions that enable organizations to enhance, control and streamline their processes while easing the burden of regulatory compliance and quality management programs.

To explore further or discuss how Interfacing can assist your organization, please complete the form below.

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• Ensure seamless alignment with regulatory standards.

eQMS: Automating Quality & Compliance Workflows & Reporting

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• Turn documentation into actionable insights for Quality 4.0

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AI to Transform your Business!

The AI-powered tools are designed to streamline operations, enhance compliance, and drive sustainable growth. Check out how AI can:
• Respond to employee inquiries
• Transform videos into processes
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• Generate forms, processes, risks, regulations, KPIs & more
• Parse regulatory standards into requirements

Learn more about EPC's AI Use Cases

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