myLegal – Online Register

Scatec, a leading renewable power producer has an established global portfolio to oversee solar, wind and hydro power plants. The organization previously managed its legislation in Excel databases, and struggled to track the various laws applicable to each of its operations. They began searching for a unified solution to streamline this process.

To maintain its ISO 45001 & ISO 14001 accreditation, Scatec also needed to implement a scalable solution that enabled accurate, up-to-date tracking of its applicable regulations across 5 countries. Senior management also needed clear sight of their overall compliance status and risk level across their operations.

Audits also posed a large challenge to the business in terms of management, resource and risk. Being physically present during the Coronavirus pandemic to complete the audits was a particular pain point. Scatec required support to conduct audits for 20 sites safely and responsibly.

myLegal implemented its regulatory tracking and compliance tool across their operations in Egypt, Brazil, Ukraine, Malaysia and South Africa. The unified solution has enabled Scatec to maintain its ISO 45001 and ISO 14001 certification, and streamlines the whole process from knowing their law, taking any required action and showing their compliance status. Users can drill down into specific legislation relevant to individual sites, saving employees copious amounts of time which would have normally been spent researching for legal updates.

Scatec was also the first myLegal customer to start using the self-assessment module (myLegal Assess) whereby users can review specific assessment items against a category of law and update their compliance status; adding evidence and notes along the way. This has made it easier to see their current compliance status as well as risk levels in relation to certain obligations. Now, action can be taken quicker to ensure compliance across all areas of the business.

During the Coronavirus pandemic, Scatec required support with their auditing process. myLegal Professional Services had recently launched its remote audit service, which enabled safe, remote processes to complete the audits for their operations in Egypt, Brazil, Ukraine, Malaysia and South Africa. Each audit took the team (which included a local auditor) around 3 days to complete and were planned and executed entirely remotely. A remote site inspection was possible at the Ukraine solar power plants using their drone cameras and photographs were requested to provide visuals, where needed, at the other sites. The process included online interviews, share screen and an online document platform to upload and demonstrate the audit evidence.

The myLegal Tasks module was used in some instances to track actions and tasks during the audit process.

Once the Audit Report had been finalised for each site, the audit results were uploaded to the myLegal Assess module, by the Professional Services team, as a baseline for Scatec to start managing their compliance status.

myLegal’s platform has enabled each of Scatec’s operational sites to know and understand their applicable legal requirements, stay informed of legal updates and show their compliance status all within a centralized solution.

This has saved their global teams masses of time and given clarity to more complex operations about what their legal obligations are on a local, national and global scale.

The remote audits protected their employees from the pandemic and enabled Scatec to maintain their ISO certification levels. myLegal Professional Services continue to complete audits for Scatec operations both on-site and remotely.

“Now with myLegal, we can demonstrate our compliance as well as drill down to check the legal requirements for each location in seconds, rather than days and hours.”

“myLegal professional services have provided us with a much more efficient way to identify our compliance gaps and know how to cover them. There are huge benefits of having an audit conducted and then the results updated within the myLegal platform, which is all handled by the same team.”

David Rodríguez, O&M HSSEQ Coordinator at Scatec

Unilever, headquartered in the UK is a global consumer goods business, selling products in around 190 countries. They own over 400 brands and have operations spanning across all continents that specialize in the manufacturing of these goods – from food and beverages to home care and beauty care.

In South Africa alone, Unilever has 8 individual sites operating, and at each of these locations, they were using different regulatory tracking methods, some were manual e.g. spreadsheets, some were digital and some had nothing in place.

They needed a single solution that could be broken down by individual site and legal register, but also required help with tracking these laws for ongoing changes.

Senior management also wanted the ability to see an overview of each site’s activities. Initially this solution needed to service the 8 sites in South Africa, however ultimately, they wanted a global solution that could be rolled out to other locations and standardize their processes.

Unilever was also looking for a platform that was ISO aligned, and offered additional services such as live chat and auditing support.

After trialing myLegal against another solution for 12 months, Unilever awarded the full contract to myLegal and phased rolling this out to the 8 different sites. myLegal was chosen thanks to its trustworthy tracking, ease of use and the platform made it financially efficient for Unilever by minimizing the time spent on legal research.

The myLegal platform delivers each site its relevant EHS and food safety legal requirements and standards at a municipal and national level. Individual myLegal Streams are created for the sites and configured to their exact business activities, jurisdiction and location – so they know with precision what their law is and what is needed to comply.

Automated tracking technology ensures that every regulation is updated within the platform whenever changes are made at the source level (e.g. government). The system then notifies each user both on the platform and via email about the legal update.

To avoid reading the entire piece of legislation again, myLegal summarizes the update, making it quick and easy to take action if needed.

Users are also able to set tasks for themselves or others, create reminders and upload applicable documents, enabling a single place for collaboration and tracking information.

The team also benefit from myLegal’s live chat support who can help direct them to certain legislation or navigate their compliance tasks, as well as professional services such as remote audits.

The implementation of myLegal took one month to complete, including the configuration of each myLegal Stream and the onboarding and training of 140 users.

Each site’s reporting is now uniform and accessible to senior management for an overview of their compliance and platform activities.

myLegal has revolutionised the way the teams interact, record and track their legal requirements. Every user knows their specific regulations and have the peace of mind that if anything changes, they will be notified promptly.

Overall, myLegal has saved the organisation many hours of legal research and juggling multiple systems and processes. This streamlining of activities and elimination of legal research is saving costs for Unilever year upon year.

“The myLegal Platform has been very useful in my workday and the system’s ease of use has given us the legal information required when needed. The myLegal customer success team is very quick to respond to our queries and have always provided a clear understanding to the questions asked. They always find time to do ongoing training sessions to keep all users updated on new & existing innovations in their program updates.

We have also seen that myLegal’s tools have provided us with ways to do self- assessments with the myLegal Assess module, enabling us to check our site’s compliance status. It is also possible to request external legal support to do a validation exercise on your compliance levels. myLegal’s legal team provides exemplary feedback and recommendations on how to close any gaps identified.

The myLegal Tasks module is another useful tool, used to assign tasks to individuals and set up reminders. This has been used to update permits and legal requirements for our sites that are due for renewal or as an action reminder, helping teams to keep up to date with each site’s requirements.” – Roberta Ceriani, SNA Safety Coordinator, Unilever