Defence Compliance Management Software

Obligation register capturing every compliance requirement from every applicable source, defence standards, regulatory frameworks, prime contract clauses, and internal policy requirements, in a single searchable register. Each obligation record captures the requirement source and clause reference, the specific obligation in plain language, the responsible owner, the evidence type required to demonstrate compliance, the review frequency, and the current compliance status. Obligation hierarchy management grouping obligations by source standard, by programme, by business unit, and by responsible function so the compliance manager can view the obligation landscape from multiple dimensions without maintaining separate registers. Obligation change management tracks when an obligation changes, because a contract is amended, a standard is revised, or a regulation is updated, with the change recorded, the previous obligation retained, and the responsible owner notified to review whether the existing evidence still meets the revised requirement. Compliance status dashboard shows the overall compliance position across all obligations, the number assessed compliant, the number with open findings, the number overdue for review, as a single management view without requiring the compliance manager to aggregate status from multiple sources.

Audit preparation workflow triggered when an audit is scheduled: the audit type, scope, and scheduled date are recorded, and the relevant obligations are automatically identified from the obligation register based on the audit standard and scope. Evidence package assembly drawing together the records, documents, and quality data linked to each in-scope obligation from within the system, presented as a structured evidence package organised by obligation clause. Gap identification flags obligations within the audit scope that have no current evidence record, are outside their review cycle, or have an open finding, so the gaps are visible to the compliance team before the audit rather than surfaced by the auditor on the day. Audit access management provides the audit team with read-only access to the relevant portions of the evidence package through a secure portal, reducing the volume of document extraction requests during the audit. Pre-audit checklist for the compliance team covers the preparation steps required for each obligation within the scope: who needs to be available, what documentation needs to be printed or prepared in physical form, and what access arrangements need to be made.

Finding register capturing every finding raised by an external auditor or an internal review: the finding description, the audit or review in which it was raised, the obligation or clause to which it relates, the finding category, and the initial assessment of severity. Corrective action plan management for each finding covers the root cause analysis, the corrective actions required, the responsible owner for each action, the target completion date, and the evidence that will demonstrate closure. Progress tracking for each corrective action with interim status updates recorded by the responsible owner and visible to the compliance manager without requiring a status meeting. Closure verification workflow requires the compliance manager to review the evidence of correction before marking a finding as closed, preventing findings from being closed administratively without the corrective action having been completed and verified. Finding recurrence tracking identifying where the same or substantially similar findings recur across audit cycles, flagging systemic issues that have not been genuinely addressed by previous corrective actions.

Compliance risk register linked to the obligation register: each risk record captures the obligation or group of obligations affected, the risk description, the likelihood, the potential consequence, and the current risk score. Risk owner assignment with periodic review cycles configured for each risk prompts the risk owner to review and update the risk at the required interval, with overdue reviews flagged to the compliance manager. Mitigation action tracking for each risk covers the planned mitigations, the responsible owner, the target completion date, and the current status, so the risk register reflects the actual risk position including credit for mitigations in progress. Risk trend reporting shows whether the compliance risk profile is improving or deteriorating over time, broken down by the number of risks at each severity level by review period. Programme risk reporting aggregates the compliance risk position for a specific programme or contract for reporting to the programme manager or the customer as required by the contract.

Quality record register linking every quality record, inspection reports, test certificates, calibration records, training records, supplier qualification documents, to the obligation it evidences. Record retention management enforces the retention period required for each record type, defined by the contract, the standard, or the regulation, with records approaching the end of their retention period flagged for disposition decision rather than automatically deleted. Controlled access to quality records uses role-based permissions to determine which individuals can view, upload, or supersede records for each obligation and programme. Record request management for customer and third-party requests logs the request, retrieves the records from the system, records the disclosure, and notifies the requestor when the records are available. Document revision management for quality records that are periodically updated keeps the current version accessible to authorised users, the previous versions retained in archive, and the revision history visible to the compliance manager.

Regulatory submission register tracks each submission required under the applicable regulations, export licence applications, environmental incident reports, security incident notifications, safety case submissions, with the submission type, the responsible owner, the submission deadline, and the current status. Submission preparation workflow assembling the data and documentation required for each submission type from the records held in the system, with a checklist of additional information required from outside the system. Submission tracking from preparation through internal review and approval to submission to the regulatory authority and receipt of the authority's response. Response management for regulatory authority decisions, approvals, rejections, requests for further information, is recorded against the submission with any required follow-up actions assigned and tracked. Submission history for each regulatory authority and submission type, providing the compliance manager with a complete record of all submissions, their outcomes, and the timelines involved for reporting and programme planning purposes.