ROPARC product · Compliance & management
Integrated Management System
Your way of working, where the work happens.
The IMS turns governing documents into a live, auditable system in ROPARC: processes, roles, training and evidence in one place, and the right instruction shown to the person who needs it, at the moment they need it.
An add-on product, licensed separately from your ROPARC subscription. Contact us for pricing.
Why it exists
A management system nobody reads isn't a management system
Most organisations already have the documents. They sit in a folder, they are reviewed once a year, and the people doing the work have never opened them. The IMS keeps the documents and makes them operational.
Documents on a shelf
- Policies, standards and procedures as files, versioned by filename
- Reviews chased over email; approval is a signature nobody can find later
- No link between a rule and the work it governs
- Training records in a separate spreadsheet
- Audit preparation is a project of its own
A system in ROPARC
- Governing documents with review, approval and full version history
- Every process, deliverable and rule an item: searchable, linkable, traceable
- Instructions attached to the context they belong to, not to a folder
- Training and attendance recorded against the process that requires it
- Evidence accumulates as a by-product of doing the work
ROPARC documents already come with reviews, approvals and a history where every change is a commit. The IMS adds the layer above: the items inside those documents become the structure of your organisation, so the system supports both structural readiness (you can show what you do) and operational readiness (people actually do it).
How to adopt it
Three levels. Start where the pain is.
The IMS is one product, adopted in three steps. Each level is a complete, useful system on its own, and each one contains everything below it, so moving up is a configuration and a content exercise, never a migration.
Level one
Embedded Instructions
Show people the process where they are standing: the relevant checklist beside the document or item they have open, instead of a portal they have to remember to visit.
- Instructions authored as documents Checklists and process instructions live in one central workarea and are written, structured and maintained like any other controlled document.
- Review and approval that leaves a record Instructions go through a ROPARC review workflow. Readers can be shown the latest revision or only the last approved one, their choice or yours.
- Context-aware display An instruction is mapped to the situation it belongs to (document type and status, item type and status, a dashboard, a plan) and appears only there. No mapping, no noise.
- Everywhere the work is The same panel opens in the document editor, in table and tree views, and on dashboards, so the instruction follows the reader rather than the other way round.
Right for you if your procedures are sound but people don't follow them, and you need the process visible at the point of work without asking anyone to learn a new tool.
Level two
Role-Based Instructions
The same system, filtered to the person reading it. Model the processes, define the roles, map who is Responsible and Accountable, and everyone sees their own management system.
- Graphical process modelling Processes and deliverables drawn in UPN (Universal Process Notation) and generated from the items themselves, so the diagram and the system can never drift apart.
- Process viewer and instruction book Walk the process tree from the top down, or open the whole thing as a navigable book with search, print and a breadcrumb back to where you were.
- Roles and RASCI Define process roles once, then map Responsible, Accountable, Supporting, Consulted and Informed onto every process. Assign real users to roles and the mapping becomes personal.
- Role-based filtering One click hides everything the reader holds no role on. A new joiner sees their job, not the whole corporation.
- Training management Training material attached to the process that requires it, mandatory trainings tracked per role, and attendance captured as evidence in auditable form.
Right for you if different functions need different things from the same system, onboarding takes too long, or you have to demonstrate that the people doing the work were trained to do it.
Level three
The Complete IMS
Everything a certification audit asks for, kept current by the organisation's own day-to-day work rather than assembled in the weeks before the auditor arrives.
- Internal audit support Plan and run internal audits against the processes as modelled, record findings, and drive corrective actions to closure, all linked back to the process that produced them.
- Process modeller Build and rearrange the process model directly (processes, deliverables, the links between them and the roles on each) without editing items one at a time.
- Management review The standing agenda (context analysis, measures, audit results, improvement actions) prepared from live data and minuted in the system itself.
- Change control Change requests against the management system itself, with a change control board decision, an owner and a trail from request to approved revision.
- Tool mapping and measures Record which tool supports which process, and attach the measures that show the process is working, from ROPARC or collected from the systems that hold the numbers.
Right for you if you are certified, going for certification, or carrying several standards at once and cannot afford a separate management system for each.
None of these are reports somebody writes for the audit. Each one is the system's ordinary state, queried on the day.
At a glance
What you get at each level
| Capability | Embedded Level 1 | Role-Based Level 2 | Complete IMS Level 3 |
|---|---|---|---|
| Instructions in context | |||
| Instructions and checklists as documents | |||
| Review and approval support | |||
| Context-embedded views | |||
| Process and people | |||
| Graphical process modelling (UPN) | — | ||
| Process viewer and instruction book | — | ||
| Role definitions and RASCI mapping | — | ||
| User-to-role assignment and filtering | — | ||
| Training management and attendance | — | ||
| Governance and evidence | |||
| Internal audit support | — | — | |
| Process modeller | — | — | |
| Management review | — | — | |
| Change control | — | — | |
| Tool mapping and measures | — | — | |
Every level includes viewer access for everyone in your organisation.
What changes
Benefits your organisation will notice
A management system earns its keep in daily work, not in the certificate on the wall.
Less noise, faster decisions
Tailored views cut the irrelevant information away and give each stakeholder quick access to the data they actually decide on. People stop searching and start working.
Coordination across departments
One model of who does what, visible to everyone. Handovers between functions stop being a matter of who happens to know the right person.
Onboarding measured in days
A new colleague opens the system, sees their own processes and their mandatory training, and works from the approved instruction instead of from a colleague's memory.
Compliance as a by-product
Performance, compliance and training evidence are tracked as the work happens, so an audit is a query rather than a project.
Continuous improvement that sticks
Change requests, corrective actions and measures live against the processes they concern, so an improvement lands in the way of working rather than in a slide deck.
One system, several standards
Quality, environment, information security and safety share one process model and one set of evidence, viewed through whichever framework the audit calls for.
Frameworks
Built on the vocabulary the standards share
ISO 9000 defines the concepts and terms every management system standard builds on. The IMS is modelled on those concepts, which is why one system can answer to several frameworks at once rather than duplicating itself per certificate.
Template content for ISO 27001 ships today as the Information Security Toolkit; content for further standards is developed with the customer as part of the roll-out.
What you buy
A product, and the help to make it yours
The IMS is licensed as a product and delivered with services, because a management system that isn't your way of working is just more documentation.
The IMS product
The configured workarea (types, workflows, views and dashboards) plus access to every update and release while the licence runs.
Content
Template content is included at installation. Shaping it to how your organisation actually works is delivered as a service.
Training
Introduction and ongoing training for the administrators and the users of the system.
Support
Product support is part of the licence, for the IMS and the ROPARC platform beneath it.
A roll-out that starts with your system, not ours
Extended packages cover the Fundamentals template and management system content development workshops. For ISO 27001, pair the IMS with Operational Risk Assessment.
Platform
Runs on ROPARC
Ready to make your management system the way you work?
Tell us which level fits where you are today. We will show you the system running, and map what it would take to get your own content into it.