Review, Revisit and Revise: Let us help.  For Free. For Real.

If this blog post sounds familiar, it is because you have likely heard us say this before.  However, we think it bears repeating.

We want to help you make the most of policyIQ.

As with any product that is continuously evolving, it can be difficult to keep up with all of the new possibilities that are available within the policyIQ application.  Maybe you didn’t even know that every upgrade and every new feature developed is rolled out to all of our clients automatically at no additional cost.

If you implemented policyIQ last year, there are already new features that might save time or allow you to create a solution for your team that you haven’t thought about yet.

If you implemented policyIQ more than five years ago and have not revisited the way that the application is configured, we need to talk.

What does that expert review and guidance cost you?  An hour of your time.  That’s it.  For real.  We know your time is valuable, but an hour of your time with one of our policyIQ implementation specialists can save you far more time in the long run.

Contact us today – and ask to set up a meeting with a policyIQ implementation specialist to talk about the way that you are using policyIQ!

Enterprise-wide GRC made more powerful *and* simple with our new list fields!

By now, you likely are aware that policyIQ is a flexible GRC platform that can be easily configured and customized into various GRC and other solutions. One of policyIQ’s strengths is the ability to tailor security at a broad and granular level allowing organizations to implement policyIQ in many areas without stepping on each other’s toes, so to speak. Because of this security capability, with our user-based pricing (rather than the common software model of pushing multiple products or add-on modules), our clients have long been able to leverage policyIQ throughout the organization for multiple initiatives at a reasonable cost.

The latest release of policyIQ includes features that support robust enterprise-wide applications of policyIQ for a range of initiatives. In the past, users in different areas of the organization would create a folder, manual, dropdown or multi-select list to track different critical pieces of information pertinent for their documentation. And while this setup could have been perfect for the audit team’s testing documentation, the same location list, for example, would have to be recreated by the technical accountants performing ASC 606 contract reviews. That was then. Clients leveraging policyIQ’s version 7.8 are able to create and manage Global Lists that can be shared across the organization. If your list of Field Offices is leveraged in various types of content throughout the organization, it can now be centrally maintained and updated rather than having to be updated in several department-specific templates.

Similarly, clients historically had to create independent dropdown fields to track people or responsibilities in their content (i.e. Control Owners, testers, contract reviewers). Now, the lists of users created under Groups and Users and established as a part of user profiles can be leveraged as fields within templates. Once and done.

Here are more examples of where this might be pertinent to you. If you have fields or folders tracking these things and would like to save time and sanity managing them, we recommend looking into the new shared fields (Global Lists, Users Lists):

  • Currency
  • Location
  • Revenue Stream
  • Process Area
  • Business Unit
  • Control Owners
  • Significant Accounts
  • System Applications
  • Relevant Compliance Area
  • Prepared By

Of course, reach out to us if you have questions on how to make the adjustments to your policyIQ site.

Policies Provide Foundation through Changing Regulatory Environment

Regulatory environments are constantly changing, influenced by economic, political and environmental factors beyond your company’s control.  It might seem like a daily battle to deal with the push and pull of complying with changing regulations.  So how do you stay focused, prepared and sane in the world of regulatory compliance?

One critical step is to ensure that you have well documented, well communicated and well understood corporate policies.  

Policies provide the foundation, governing the way in which your employees will work and how they will meet new regulatory requirements.  When the foundation is strong, with clear policies that are followed and enforced consistently, additional external expectations and requirements are much easier to incorporate.  

Here are just a few best practices to consider:

  1. Ensure that policies are written clearly.  Avoid company jargon or acronyms that may be unclear to new employees or external regulators.

  2. Make policies easily accessible to all employees.  If you are already using policyIQ, ensure that a policyIQ link is posted or communicated regularly.

  3. Clarify whether any exceptions might be approved to the policy, and communicate the process for approval for exceptions.  If it is not clear, employees may be more likely to decide it will be easier to ask for forgiveness than permission.

  4. Document how policy violations will be addressed or how policies will be enforced.

  5. Revisit, review and revised policies regularly.  Do not allow policies to become outdated or appear to be outdated.  Even if no changes are made, regularly note that content has been reviewed, so that employees

  6. Map policies to your regulatory requirements or other compliance programs.  As regulations change, you can more easily identify any changes that must be made in your policies to address those changes.  

What other best practices would you highlight for a clear corporate policy platform?  Add yours in the comments and share ideas! Learn more about how to utilize policyIQ’s various read-only options by checking out a recent blog post by policyIQ Product Manager, Travis Whalen.

Our policies have been created…now what?

Many organizations have used policyIQ for their Policy Management needs, and each client of ours has their own unique needs and for providing transparent and accessible policies to their users, public website, auditors, or other audience type.  However, the process is largely the same, regardless of the unique needs.

In nearly all cases, the policy content is created in policyIQ, reviewed, approved, and then published.  Making that content available is where the differences come in to play.  There are a few options for doing so:

A shared, Read-only account:

Create a Read-only user account in your policyIQ site (which is free, by the way), and apply the Read-only account as a viewer only on all applicable policy pages in your site.  Be sure to make sure that this account also has view access to the necessary folders, as well.

Then, share the Read-only account credentials with your user base.  Once logged in, the policyIQ view this user will have is a scaled down look – just folders and policy content, in this case.  Because the very nature of the account is Read-only, there is minimal risk in sharing the credentials with a large group of people.

A shared, Read-only account accessed via policyIQ Reader:

A similar process to the one above, but with a different look to the program and no login needs.

After creating the Read-only user profile and applying the user to security where necessary, edit the user profile.  Under the “required” tab of the Edit User window, scroll to the bottom to find a unique link called “policyIQ Reader“.  This hyperlink can be placed anywhere you like: bookmarked in your browser, stored on your desktop, placed in a shared network drive, or even on your intranet.  Once a location is selected, users anyone that clicks the link will gain instant, Read-only access to your policyIQ site.  No login required, and the “reader” look – a straightforward, no nonsense look at content, which is displayed in the table area to the right instead of a separate window, as seen below.

pIQ_Reader

Individual Read-only accounts:

Create an individual Read-only account per-user, which allows for greater flexibility in terms of seeing policies that are applicable to certain divisions, but not others.  Perhaps your finance and accounting folks have policies and procedures that apply to them, but not to the vast majority of other employees.  Creating separate accounts for everyone ensures the user experience in the product is directly related to their role.

 Individual policies accessed from an outside source:

Some of our clients choose to have their policies accessed from their primary company website.  In this case, the policyIQ pass-through link is ideal: eliminate login needs, access individual policies, and don’t display the main policyIQ site from which the policies were created.  Instead, display only the pages themselves.

Create a primary Read-only user account, and again add it to the view security on all applicable pages.  Now, view a page of your choice that is published.  A the very bottom, the page ID sits, and contains a link.  Click the link to open a small window that contains the policyIQ Passthrough link .  Copy and paste this link to the destination of your choice.  Selecting this link from an outside source will open the policy page only, and not require a login to the system.

Next steps:

Did you know policyIQ also handles Policy Sign-offs, as well?  It’s a simple process at a minimal cost.  Add Standard Users to your site in bulk (50 to over 10,000+) to completely revamp the way your organization automates creating, approving and storing certifications and sign-offs.

Does something here sound like it might be right for you?  If so, let’s talk about it!  Scheduling a half hour with a policyIQ expert on our team is not only free of charge, but will pay dividends moving forward as the management of your processes becomes easier by the day.  Many adjustments to existing sites take minutes to change, and new sites are even simpler!  Contact us at Support@policyIQ.com or 412-263-3330 to begin.

 

Executive Oversight in policyIQ: Dashboards, Charts and Graphs

Does management want or need oversight of your policyIQ work?  Perhaps YOU want a quick way to check the progress your team has made on SOX work, audit prep, policy updates, or the like.

Simplify the sometimes chaotic world of GRC documentation with policyIQ’s arrangement of Custom Charts and Graphs – all available to be placed on any Advanced user’s Dashboard.

Charts and Graphs are a visual version of your reports in the system.  Simply create a new Page Report, and then choose a chart or graph as your Report Layout. Perhaps control owners are updating controls for the new SOX year – or maybe even performing testing on financial controls.   Set the report filter to any of these types of content.

As usual, pick the display filters/columns that you want to see in the results, with the first or top selection being the chart parameter (how you’d like the chart divided up).  In the case of many site administrators, they’re going to want to set the chart parameter to something like Stage – which will show which pages are in draft, are checked out, or are finished and published.

Save and run the report/chart, and see your results!  Because it is built in the same spirit as a report, the chart can be accessed (with proper security setup) by other users in the site, and even stored on their Dashboards.

Thinking about automating administrator oversight of your policyIQ site?  Look no further than Custom Charts and Graphs, available on every policyIQ site!

Do you consider your organization to be agile?

  • Has your organization recently engaged in merger or acquisition activity?
  • Was a valid and somewhat likely risk of financial statement misstatement discovered?
  • Has your organization recently become subject to Sarbanes Oxley requirements?
  • Did your auditor advise you to formalize your FCPA program?

If faced with one of these (or another) critical governance, risk, and compliance issue, are you prepared with appropriate subject matter expertise and systems to respond? Because you are here and these are examples of circumstances where RGP and our GRC Technology (policyIQ) excel, you are prepared, now!

With more than 70 wholly owned offices around the globe and professionals with 10-20 years’ experience and expertise in a range of subject matters, RGP is prepared to hit the ground running. What our clients quickly learn is different about us is that we build long-term, trusted partnerships by engaging top talent to impart knowledge and expertise—leaving our clients’ employees better equipped while meeting the business’ objectives. Rather than a binder, we leave you with a job well-done and a reliable contact for future reference.


 

 

 

Dictionary.com defines agility as “the power of moving quickly and easily; nimbleness”. GRC Analyst, Michael Rasmussen, says that agility in a GRC technology provider also means being “adaptable to a changing business environment.” Here are some of the characteristics of policyIQ that allow our clients the flexibility to quickly adapt to changing needs:

  • Easy to setup and implement (average 4-6 weeks—rather than months or years)
  • Familiar look and feel means little to no training required for users
  • Flexibility to customize configuration as needs change (in your hands)
  • Security control allows multiple entities, departments and priorities in one platform
  • Affordable to implement enterprise-wide for a variety of solutions

The greatest testimony we have to policyIQ’s flexibility is our clients! While policyIQ started in Policy Management and Risk and Compliance plus certifications fifteen years ago, our clients began applying the easy-to-employ technology for things like Account Reconciliation Management and Capital Appropriations Approvals.

Click to zoom in and check out a sample of our clients’ policyIQ applications:

Are you tasked with having to respond to changing business needs? Are you interested in seeing solid improvements and results in about a month? Of course, you are! Reach out today: Info@policyIQ.com, 866-753-1231.

Need help getting a handle on your lease data?

The consensus is that the task of data collection to implement the new accounting standards is a daunting one.

Where are you at in your leases project? Have you settled on a lease accounting system? Do you have a plan for how you will gather all of your leases and begin pulling the critical data together? How confident are you that you’ve identified all of hiding places in your organization for the lease information including shared folders, binders, SharePoint sites, filing cabinets, spreadsheets, George’s desk, and even camouflaged within other agreements?

One thing we can be confident about—if the new accounting standards have highlighted your organization’s critical need to better manage all of your contracts and agreements, you’re not alone.

Of course, I’m about to tell you that we can help!

  • policyIQ is centrally accessible and easy to populate—helping you to bring order to all of your decentralized structured and unstructured lease data.
  • Easily customize templates and standardize the approach to capturing lease data (and complement your lease accounting tool).
  • Use reports within/across leases to examine data and identify gaps.
  • Customize workflow and leverage policyIQ’s secure platform to request specific data from specific individuals and fill gaps.
  • Attach reference materials or supporting documentation, as needed.
  • Customize policyIQ for each area to store executed leases and track lease data on an ongoing basis.
  • Simplify oversight for management review at a high level.
  • Implement controls and data governance providing evidence of entire data collection process and resulting data.

And if you’re not sure that you have adequate leasing talent on staff, RGP can support you with subject matter expertise to lead and/or support your team and ensure successful implementation of the new standards. If you haven’t worked with us in the past, what you will experience is a different level of professional partnership. We will transfer knowledge and leave your team better equipped to address challenges that arise in the future.

Contact us to learn more about our talent and technology to support your data collection, contract review, compliance, audit, policy management and other initiatives. We’re looking forward to working with you!