Case study

Streamlined policy management for a non-profit organization

• Amber Oakes
• 13 January 2025

Children International is a global nonprofit humanitarian organisation focused on breaking the cycle of generational poverty for the children they serve. It addresses children’s critical needs through early intervention and regular interaction in community centres.

Children International is headquartered in Kansas City, USA, Missouri and has operations in North & Central America, South America, Africa and Asia. It delivers high impact programs in four crucial areas: health, education, empowerment, and employment.

Minimising compliance risks

As a busy nonprofit with global operations, Children International works within a regulated sector and has complex information needs. Establishing easy employee access to core policies and processes is essential to support compliance, operations and more.

However, there was no central, easy-to-access place where employees at Children International’s HQ could find all active policies. Policies were not only hard to find, but often out of date - many did not have either set review dates or clear owners.

This led to a lack of clarity and awareness among employees about which policies were actually active. This both wasted huge amounts of time and presented a compliance risk.

Using Xoralia to establish a common, user-friendly policy library

Children International turned to Xoralia for a policy management solution that would establish a common, trusted place to easily find the very latest policies.

With Xoralia in place, Children International employees now have one user-friendly place to go to quickly find policies and procedures. Employees no longer have to search through multiple sites or ask their colleagues. Version control ensures that only up-to-date documents are accessible.

Xoralia’s seamless integration with Microsoft 365 also means policies are conveniently accessed through Microsoft Teams.

Keeping everyone updated with policy changes

In a fast-changing regulatory environment, policies are often subject to change, but it is hard to make employees aware of important updates.

Xoralia’s targeted notifications in real-time now ensure that employees can track new or updated policies, helping keep everyone informed to support compliance. Notifications can also be received through Teams.

A consistent approach to compliance

Children International was also seeking a solution that would help policy owners keep their documents current more easily, and finally establish a consistent process to develop, publish, and track compliance across different departments.

Xoralia’s lifecycle management features including automated review notifications and personalised overviews that remind policy owners when updates are due.

Compliance and accountability are also supported by establishing exactly who has the right to create particular policies within Xoralia. The ability to assign “mandatory reads” to employees is also now driving compliance across Children International’s different departments.

Keeping costs down

As a nonprofit, Children International always seeks to keep costs down so as much funding as possible can support their inspiring projects around the world.

The team have told us that part of Xoralia’s appeal was our affordability, competitive pricing structure and offer to provide a discount for a three-year contract.

Looking to the future

Xoralia is already a feature-rich platform but has a strong product roadmap that keeps up to date with Microsoft 365 and regularly introduces new enhancements and features.

This active roadmap means Children International’s approach to policy management is future-proofed as their needs evolve.

The team are already looking to unlock more of Xoralia’s features, particularly to start to increase the use attestation rates where employees must acknowledge they have read and understood polices. This will further improve compliance in the areas that Children International are audited against.

Streamlining project management

Reflecting on her experiences to date with Xoralia, Linda MacKenzie, Executive Assistant to the COO at Children International comments:

“Implementing Xoralia was a breeze! The integration into our existing systems was seamless, and the user-friendly interface made it incredibly easy for our team to get up and running quickly. The real-time updates and notifications ensure that we are always compliant with the latest policies. Xoralia has truly streamlined our policy management process, making it more efficient and accessible for everyone in our organization. We couldn’t be happier with our choice!”

Praise for the Xoralia team

The client has also told us that they have also been very happy with the support they’ve received from the Xoralia team.

We’re thrilled that the client feels we are “very customer-focused” and that we “really care” about the product and the services we provide.