COMPLIANCE MANAGEMENT SYSTEMS: Definition, Examples and Software Options

Compliance management systems
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In order to ensure that organizations comply with legal and regulatory requirements, some bodies -the OCC, FDIC, and CFPB-came up with systems that we now know as the compliance management systems. These systems consist of integrated documents and tools that help organizations to meet their requirements. We’ll discuss them in detail in this chapter.

What Are the Compliance Management Systems?

Compliance management systems (CMS), which make it simpler for organizations to comply with legal and regulatory requirements, consist of an integrated system of documents, processes, tools, internal controls, and functions. Because it promotes legal compliance, a CMS also lessens harm to consumers.

Furthermore, a CMS aids organizations in better managing risk by ensuring that policies and procedures adhere to relevant laws and regulatory requirements. It also makes managing employee training, communication, and monitoring easier.

An organization can identify, comprehend, and carry out its compliance obligations with the aid of a CMS. More specifically, a CMS aids in ensuring that employees are aware of their obligations and that business procedures take compliance requirements into account.

Additionally, an organization can use a CMS to assess how it runs. The compliance management systems include:

  • MyeasyISO
  • compliance locker
  • Compucal
  • Donesafe
  • paradigm 3
  • Bloomberg vault

What is Compliance Management?

The term “compliance management” refers to business systems that centralize, consolidate, automate, and streamline processes, files, and communications related to an organization’s adherence to meeting governmental and professional standards, as well as laws and regulations necessary in their sector.

Moreover, it is necessary to implement compliance management to prevent your company from paying expensive fines.

FDIC Compliance Management System

Using an FDIC management system, a bank can make sure that employees are aware of their roles in consumer compliance. This means that these roles are integrated into processes and implemented and that corrective action is taken when necessary.

What Is FDIC and What Do They Do?

The Federal Deposit Insurance Corporation (FDIC) and the National Credit Union Administration regulate compliance management systems in organizations. But they also oversee and insured credit unions that provide deposit insurance to depositors in American depository institutions.

However, the FDIC anticipates that a bank’s management and board of directors will use a compliance management system (CMS) customized to its business strategy to manage compliance risk. Therefore, it ought to be in keeping with the scope and complexity of the company’s markets, goods, and services. The FDIC also evaluates compliance management system risk.

Compliance risk is the possibility of breaking any of the rules and laws governing credit union operations. They also include those pertaining to the FDIC’s federal consumer financial protection laws and compliance management system. It attempts to evaluate how well a bank is managing the risk of compliance violations under various laws, such as the Bank Secrecy Act and the SAFE Act.

The foundation of the FFIEC’s Consumer Compliance management Rating System serves as the basis for the CMS strategy used by the FDIC. Therefore, the FDIC Compliance Management System consists of two components:

  • Board & management oversight
  • Consumer compliance program

Board and Management Oversight

According to the FDIC, the board and management’s decisions determine whether a Compliance Management System succeeds or fails. The management and board must:

#1. Hire a Compliance Officer

The FDIC advises that the board should appoint a compliance officer as its first action when establishing a compliance management system program. This person may work full-or part-time, be shared with another organization, or be outsourced.
This person must comprehend all relevant consumer laws and regulations as well as how the bank operates. He/she is in charge of

  • Creating compliance policies and procedures,
  • Educating management and staff about consumer protection laws and regulations
  • Reviewing policies and procedures for compliance.
  • Identifying emerging issues or potential liabilities
  • coordinating the handling of consumer complaints
  • Informing the board of compliance activities and audit/review findings
  • While Ensuring to take corrective actions promptly and that findings do not recur.

However, he must receive the necessary training, time, and resources to complete their work. The board and management still have compliance responsibilities even in the presence of a compliance officer. Moreover, the board and management are still ultimately in charge of ensuring compliance, even though the compliance officer has the authority to do so.

#2. Display Leadership.

The board and management should discuss compliance in their meetings and make it abundantly clear to employees and outside service providers (vendors) that compliance is a top priority and an integral part of daily operations. In other words, a compliance culture is essential.

#3. Implement Policy Statements.

These outline the bank’s philosophy and act as guidelines for the various steps in the process.

#4. Invest Resources in Ensuring Compliance

The complexity of the operations at the bank should be appropriate for them.

#5. Keep an Eye on Outsiders.

because the compliance of external partners and vendors is the board’s and management’s responsibility. Risk evaluation, due diligence, contract structuring and review, and adequate oversight of third-party activities should all be part of the compliance risk management process.

CFPB Compliance Management System

When you’re researching your compliance management system for the CFPB, you need to make certain that the tools available meet standards, current, and future, and help your team monitor and manage actual practices.

What Is CFPB and What Do They Do?

The Consumer Finance Protection Bureau (CFPB) is one of the main government organizations that issue compliance management systems in an organization. Moreover, its creation is exclusive to protect consumers. This is an agency of the United States government that is in charge of consumer protection in the financial sector.

According to the CFPB, an institution must have a compliance management system that is integrated into its framework. However, to continue to be compliant, the system must follow certain requirements.

The CMS system you choose should not only streamline the process of maintaining compliance with current standards or just with federal regulations. But it should also give you peace of mind that it is capable of addressing future scenarios and can synthesize the myriad of federal, state, and local regulations into a rule set that ensures your adherence.

The CFPB is looking for the following in your compliance management system:

#1. Policies, Procedures, and Practices

There are requirements that must be met in order to sustain a compliance management system. Additionally, you must confirm that your policies comply with CFPB-mandated rules. Internally, you ought to be aware of these indicators. However, you should also check with your CMS vendor to make sure that they routinely update it for all facets of your sector, in addition to making sure compliance is currently addressed.

Your policies must match the techniques you employ. In order to quickly identify any errors or problems and address them, the procedures you create must be required and recorded. Finally, operationalizing your compliance approach will ensure that your actual actions align with the established policies and procedures.

For instance, implementing a manual process that only checks a particular percentage of devices or relying on password security to be random are inferior approaches. If you didn’t verify each machine separately, your organization couldn’t be guaranteed that the numbers would hold up in an audit.

Read also: Compliance Officer: Is Compliance Officer a Good Job (+Detailed Guide)

#2. Board and Management Oversight

With board management oversight, the main concern is the creation and management of a compliance system with CFPB. This includes the creation of compliance functionality, approval of compliance policies, the selection of compliance officers, and the routine review of the company’s compliance status.

#3. Compliance Program

The compliance program needs to be a formal, written program. This includes detailed written policies and procedures. The procedures need to be organized in a flexible structure so that revisions can be made as needed. This also allows companies to update and revise their policies as risks evolve or if new data is identified to signal risks.

#4. Training

Training includes regular, specific, and comprehensive instruction for all officers and directors. The training initiatives must address all aspects of financial protection laws.

#5. Response to Consumer Complaints

A procedure for handling customer complaints is required. For instance, the way complaints are reported, how they are handled, and how the information obtained from complaints is incorporated into compliance program revisions and oversight must all be mandated by this procedure.

#6. Compliance Audit

Internal controls for your system need to be well-organized and risk-focused. These safeguards ought to permit continuous internal observation, impartial testing, and compliance auditing. To ensure that compliance issues are recognized internally and promptly fixed, you should also have oversight, a record of all results, and the ability to share these reports with the management and board.

Your compliance audit is a tool to help proactively create better processes when data reveals an area that needs improvement, in addition to helping you keep good records, which is a big part of what it’s all about.

#7. Record Keeping and Review

The process’s intricate record-keeping component. Accurate records are crucial for compliance because they demonstrate the organization’s dedication to following rules and taking all necessary steps to evaluate and strengthen its commitment to customers.

The documentation will serve as your proof of compliance procedures should you be subject to an audit. In addition to providing written records of all policies to demonstrate compliance, it demonstrates the effort your company has put into maintaining and monitoring the policies you’ve developed.

What Happens When You Fail to Comply?

When it comes to the fining process, the CFPB has a lot of discretion, so it can be challenging for businesses to predict the kind of fines or sanctions they may encounter. The CFPB could impose a fine for each day you were out of compliance. However, the costs can add up quickly, and the fines themselves may be astronomically high.

OCC Compliance Management System

The Office of the Comptroller of the Currency (OCC) is an independent bureau of the U.S. Department of the Treasury.

A compliance management system (CMS), according to the Office of the Comptroller of the Currency (OCC), is “the approach by which a bank manages consumer compliance risk, supports compliance with consumer protection-related laws and regulations, and prevents consumer harm.”

Managing compliance risk is just one function of a CMS. According to the OCC, a compliance management system also addresses reputation risk, strategic risk, and operational risk. As risks are interconnected, it also points out that this list isn’t exhaustive. Learn more about OCC software.

What Does an OCC Need in a Compliance Management System?

The OCC mandates that each bank it oversees “develop and maintain an effective Compliance Management System that is appropriate for the size, complexity, and risk profile of its operations.”

That includes 3 key components:

  • Board & management oversight
  • A compliance program
  • Violation of law and consumer harm

Board & Management Oversight

The board and management need to understand the importance of compliance and the potential consequences of falling short of regulatory expectations. Four key areas to address include:

#1. Oversight of and a commitment to the bank’s CMS.

The OCC desires adequate funding for compliance (including control over outside vendors) as well as competent personnel who are held responsible for the compliance management system.
The board’s responsibility is to promote compliance, monitor management’s use of the CMS, and hold management responsible. Board meeting minutes must also show that compliance-related data has been reviewed.

They are all part of management’s daily responsibilities for the Compliance Management System according to OCC: For instance,

  • Monitoring third-party risk management
  • change management
  • compliance risk management,
  • identifying and fixing flaws.

It should define clear compliance roles and assign committees to oversee compliance. In addition, this could involve appointing a compliance officer who possesses the skills, power, resources, and independence necessary to efficiently manage compliance.

It is important to provide the compliance officer and bank staff with training opportunities. On the other hand, the OCC places special emphasis on third-party risk management and emphasizes that banks are in charge of making sure that contractors acting on their behalf adhere to all relevant laws, rules, and policies. According to the agency, it should contain the following, citing OCC third-party risk management guidance:

  • vigilance and compliance monitoring
  • monitoring of internal controls,
  • compliance-related policies,
  • training

#2. Effective Change Management Processes

Banks ought to have procedures in place for locating, assessing, and putting new consumer protection laws into effect. When introducing new goods or services or altering current ones, it should take compliance into account. For instance:
Understanding, identifying, and managing risks resulting from the activities, goods, or services of the bank.
Risk needs to be continuously identified, measured, watched over, and managed.
evaluation of potential risks.

To reduce current and future risks, banks should conduct risk assessments using both quantitative and qualitative data. It ought to cover all lines of business, goods, and services. While more complex institutions may combine the findings of multiple assessments for an enterprise-level view, less complex institutions might only conduct one routine risk assessment..
However, Management should identify problems on their own and take swift action to resolve them.

#3. Identification of Issues.

 Management needs to recognize problems and take quick action. Issue tracking, escalation, and resolution procedures ought to exist. It is important to pinpoint the underlying causes of problems, including whether they are systemic or one-off, and whether they are related to a specific product, service, or business line.

When there are problems, the board needs to be kept in the loop and held responsible for any necessary correctives or systemic problems. The board should also be made aware of significant issues and resolution plans, and it should hold management accountable for resolving problems and validating corrective actions.

Why Is a Compliance Management System Important?

As the world becomes more dependent on technology, industry standards and legal requirements are tightening. Because non-compliance can result in fines, security lapses, and harm to your company’s reputation, compliance management is crucial.

Systems for comprehensive compliance management (CMS) make sure your company stays in compliance with the most recent regulations and assist in preventing business disruption.

What Are the 7 Elements of Compliance?

  1. Implementing written policies and procedures
  2. Designating a compliance officer and compliance committee
  3. Conducting effective training and education
  4. Developing effective lines of communication
  5. Conducting internal monitoring and auditing
  6. Enforcing standards through well-publicized disciplinary guidelines
  7. Responding promptly to detected problems and undertaking corrective action


How Do You Implement a Compliance Management System?

  1. Establish and adopt written policies, procedures, and standards of conduct.
  2. Create program oversight.
  3. Provide compliance training and education.
  4. Establish two-way communication at all levels.
  5. Implement a monitoring and auditing system.
  6. Enforce consistent discipline


What Is the Function of Compliance Management?

Compliance management is the ongoing process of monitoring and evaluating organizational systems to make sure they abide by security standards, governing laws, and other sector standards.

Who Is Responsible for Compliance Management?

In an organization, compliance with laws and regulations is ultimately the duty of the board.

What Are Examples of Compliance Controls?

  • Published Standards and Policies.
  • Documented Procedures.
  • Training.
  • Monitoring.
  • Internal audit.

What Are Compliance Tools?

Compliance tools are software products that automate or simplify the processes and procedures that businesses must implement to comply with industry standards such as legal, security, and regulatory requirements.

What Are the Three Phases of Managing Compliance?

The three stages of this process include:

  • List and identify the risks to your organization.
  • Regular compliance checks and audits.
  • Guidelines for SOD implementation.

Conclusion

Compliance management systems act as a hub for the storage, management, and sharing of all data among stakeholders. Organizations have the power to control and limit employee access to data, ensuring that only the authorized individuals within the organization have access to the information that is intended for them.

FAQs

What is risk assessments

To ascertain the likelihood of loss on an asset, loan, or investment, risk assessment is a general term used across a wide range of industries. Finding the most effective process(es) to mitigate risk and evaluating the value of a particular investment both depend on risk assessment. Identifying and analyzing potential events that could negatively affect people, property, and/or the environment; and making decisions are all combined into a risk assessment, broadly speaking.

what is Consumer Compliance

Consumer compliance is concerned primarily with the application and observance of consumer protection laws and regulations. The FDIC encourages adherence to federal consumer protection laws, fair lending laws and regulations, and the Community Reinvestment Act through oversight activities and outreach programs.

what is Compliance Audits

An evaluation of a company’s compliance with the law is done through a CA compliance audit. An organization’s policies, procedures, processes, files, and documentation are examined as part of a compliance audit to see if they comply with the rules that are currently in effect for that industry.

 References

  1. Compliance Officer: Is Compliance Officer a Good Job (+Detailed Guide)
  2. COMPLIANCE MANAGEMENT SYSTEM: Definition and Importance
  3. BEST POLICY MANAGEMENT SOFTWARE: 2022 Reviews
  4. INTERNAL CONTROLS: Meaning and Examples
  5. CONTENT MANAGEMENT TOOLS: 17 Best Content Management Tools [2022]
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