CHALLENGES

The compliance maze: How complex can IT get?

Achieving and maintaining IT compliance is a complex challenge. Here are some of the key obstacles IT teams face when ensuring compliance:

 

Overwhelming data collection

Collecting and organizing data from multiple systems can be a tedious and labor-intensive process, often resulting in incomplete or inaccurate information.

 

Human error in manual processes

Manually managing compliance tasks increases the risk of errors, leading to missed deadlines or inaccurate reports, ultimately putting your organization at risk.

 

The pressure of tight deadlines

Compliance reporting requires fast action, and delays in gathering data or generating reports can result in penalties and compliance gaps.

 

The challenge of managing secure audit trails

Maintaining thorough, secure audit logs across systems is crucial for compliance, but doing it manually is both tedious and prone to errors.

FEATURES

Untangling the compliance maze with Zoho RPA

Here's how Zoho RPA can help you simplify and automate compliance processes in your IT infrastructure:

Triggers for timely compliance actions

Teams set up triggers in RPA to automatically initiate compliance tasks when specific conditions are met, whether it's a regulatory change, data breach, or audit deadline. This ensures compliance actions are taken proactively and on time.

Overwhelming data collection

Recorder-powered compliance workflows

IT managers use RPA recorders to capture the manual steps in compliance management workflows which will be replicated by bots moving forward. This eliminates the need for human intervention and reduces the risk of errors.

Human error in manual processescompilance recording progress

Smooth system integration for compliance

RPA integrates with your existing IT infrastructure, pulling data from multiple systems to streamline compliance reporting and ensure up-to-date, accurate records.

The pressure of tight deadlines

Smart UI automation for compliance

RPA bots mimic human actions in systems, navigating portals, entering data, copying and pasting information, and clicking through forms. This ensures consistent and accurate execution of compliance tasks.

The challenge of managing secure audit trailscompilance-action

USECASE

Automating vendor compliance management using Zoho RPA

Vendor compliance management ensures that suppliers adhere to regulatory and contractual requirements. It involves maintaining accurate records, managing supplier data, and keeping certifications up to date. Without automation, tracking expiration dates for multiple vendor certificates becomes challenging, increasing the risk of missed renewals, compliance violations, and operational disruptions.

How Zoho RPA optimizes IT vendor compliance

Vendor compliance management automation

  • Overview of the automation process

    The compliance manager sets a recurring trigger every three months to automate their vendor compliance workflow. Once scheduled, the manager records the process using the Zoho RPA recorder. Zoho RPA then converts this recording into a streamlined workflow and executes it at the designated time.

  • Step 1

    Opening vendor certification records

    The RPA bot opens an Excel sheet containing vendor details, including certifications and expiration dates.

  • Step 2

    Identifying expired or missing certifications

    The bot reviews the expiration dates from the spreadsheet to identify outdated or missing certifications.

  • Step 3

    Uploading valid certifications

    If the certifications are valid, the RPA bot uploads them to the compliance management system, ensuring records remain updated.

  • Step 4

    Notifying vendors of expired certifications

    Once outdated certifications are identified, the RPA bot automatically sends email notifications to vendors, requesting updated certifications.

  • Step 5

    Sending a reminder to the compliance manager

    Finally, the bot sends a reminder to the compliance manager, listing the specific vendors and the corresponding invalid certificates that are in action.

Benefits of automating vendor compliance with Zoho RPA

  •  

    Efficient certification tracking

    Zoho RPA automates the monitoring of vendor certifications, ensuring expiration dates are tracked accurately without manual effort.

  •  

    Reduced compliance risks

    By identifying and addressing expired or missing certifications on time, RPA minimizes the risk of missed renewals, regulatory penalties, and operational disruptions.

  •  

    Seamless vendor communication

    Automated notifications ensure vendors receive timely reminders for certification updates, reducing manual follow-ups and improving response rates.

  •  

    Improved compliance oversight

    The compliance manager receives automated reminders with a list of vendors and actioned certificates, ensuring visibility and control over the compliance process.

More compliance challenges? Let Zoho RPA handle them

Employee compliance & training
User access reviews
Incident response & logging

Employee compliance & training

Without RPA

  • IT compliance managers collect employee data from HR systems, track course completion, and send reminders.

  • Compliance staff manually synchronizes the course completion details between the LMS and HR systems.

With RPA

  • RPA integrates with HR and learning management systems (LMS) to track training progress automatically.

  • The organization uses the recorder feature to automate updates for employee certifications and compliance records in the HR systems.

User access reviews

Without RPA

  • HR or compliance staff tracks any team shift or role change updates made in HR systems like Zoho People.
  • The compliance staff updates roles and access permissions whenever an employee changes teams or departments.

With RPA

  • RPA bots integrate with Active Directory and HR systems like Workday or Zoho People for tracking team changes.
  • The RPA bot detects team changes and updates roles and access permissions in Active Directory and HR systems.

Incident response & logging

Without RPA

  • Logs are reviewed by IT security teams from firewalls, IDS/IPS, servers, and endpoints.
  • Security teams capture incident details in tools like ServiceNow and ServiceDesk Plus.
  • Analysts prioritize incidents, and they manually configure security tools for IP blocking.

With RPA

  • RPA collects incident logs and event data from security systems in real time.
  • RPA accesses management tools, creates tickets, categorizes incidents based on predefined rules, and assigns priority levels.
  • RPA prioritizes incidents and blocks malicious IPs without manual intervention.

Why IT leaders choose Zoho RPA for compliance

  • Streamlines compliance audits, providing accurate and timely reports without manual effort.
  • Ensures data security and privacy with built-in encryption and access controls, keeping you compliant with ISO,and SOC.
  • Automates tasks to reduce errors and boost efficiency.
  • Scales with your business, adapting to growing compliance needs without extra manual work.
  • Creates real-time, tamper-proof audit trails for transparency and accountability.
  • Integrates smoothly with existing IT systems, automating tasks without disrupting operations.

Get a personalized demo of Zoho RPA

Our product experts will reach out to you for a one-on-one demo.

Frequently asked questions

  • How can RPA make IT compliance management easier?

    RPA makes IT compliance management easier by integrating with HR and security systems to automate vendor compliance tracking, continuously monitoring security logs for anomalies, and updating audit records in real time. By eliminating manual effort in these tasks, RPA ensures timely compliance and simplifies regulatory adherence.

  • Can Zoho RPA work with the IT systems I already have in place?

    Yes. Zoho RPA integrates smoothly with a wide range of IT systems, whether it’s older legacy systems, cloud platforms, or third-party applications. This means you don’t need to overhaul everything; your existing infrastructure can work seamlessly with the automation bots.

  • How does RPA help with vendor compliance?

    In general, vendor compliance management involves a lot of manual, repetitive data processing work, which can be automated with RPA. RPA can automate tasks like tracking certification validity, monitoring expiration dates, and sending reminders for renewals. This keeps your vendor relationships in line with regulations without all the manual work of maintaining records and reports.

  • Can Zoho RPA help me with employee compliance and training?

    Yes, Zoho RPA integrates with HR and learning management systems (LMS) to automatically track training progress. Organizations can automate updates for employee certifications and compliance records within their HR systems. This helps ensure that all records stay current with minimal manual effort. For assistance with setup, feel free to contact our support team at support@zohorpa.com.