Resolution #114: Clean-up and manage content more optimally in policyIQ!

Visualize it…

all of your policies, procedures, training materials, regulations, controls, validations, reference materials and so on are up to date and capturing the variables that are most important to you. They are neatly organized in a simple to navigate folder structure. You’re aware of contract milestones coming up in the next quarter and you’re beginning to receive responses to your Q1 compliance questions.

Doesn’t that sound wonderful?!

We want to help you to keep this resolution and, in this season of top ten lists, thought it might be helpful to have a list of the top ten things you can do to clean up and manage content more optimally in policyIQ:

10. Perform routine maintenance on your site including updating your password rules, your login screen text and your snapshot schedule within the Setup module and the System Setup menu.

9. Automate your manual processes such as 302 certifications, corporate policy sign-offs, account reconciliations, and many requests using policyIQ’s Forms functionality. This automation will save a significant amount of time that you have previously spent taking an inventory of the responses that you have received versus those unanswered questions, certifications or forms. You can easily compile a list of the email addresses for those who have not yet responded.

8. Is your process for creating content, sharing the development with others, linking to relevant policyIQ content, filing it into appropriate folders, and getting the content approved and published working well and efficiently for your organization? Do you wish that the content workflow was managed a bit differently? This is a good time to make adjustments to your content hand-offs or to break the bad habit of over-linking pages so that your content lands as you wish and where you wish with powerful reporting capability.

7. Speaking of powerful reporting capability, are you utilizing policyIQ Reports to see a list of procedures for a particular process, controls linked to risks in a certain location, users by Role and Group assignment, and Form responses where users disagreed with the policy? Are you exporting significant amounts of data to Excel for further manipulation? Explore policyIQ Reports to find up-to-date answers to your questions by choosing the appropriate filters to either narrow down to specific information or to oversee and analyze the distribution of information.

6. One of the most common pitfalls of any document or content management system is that content is not maintained or becomes out of date and, therefore, unreliable. policyIQ allows you to set Expiration parameters for your content so that Administrators will be reminded when it’s time to update content. Look to your list of Expired and Expiring Items and ensure that you are keeping content up to date and reliable to your end users.

5. Be sure to review a complete list of your users periodically and take care to minimize the number of Site or Global Administrators. These users have the ability to make adjustments to any content and the Setup of your site, so you want to take care to not have too many cooks in the kitchen! Do your users have the appropriate access? Are you sure what “appropriate access” means? Feel free to contact us if you’d like to talk about the best profile for various users. If one of the standard Roles is not a good fit, we’ll recommend a set of permissions that you can enable in a new Role.

4. Review the hierarchy and arrangement in your Groups and Users structure. Be sure that you have enough Groups to accurately represent all of the “hats” that your users wear. Effective use of Groups includes using group names, instead of individuals’ names, as the responsible parties for various policyIQ properties. This will simplify long term maintenance of policyIQ as users move into, out of and within the organization. Be sure to delete old users as they leave the organization. Do you have any Read Only Access accounts? You can create these accounts to grant users free read-only access to your policyIQ content.

3. Clean up your Folder structure(s) and ensure that the appropriate people have the ability to make changes—or are necessarily restricted from being able to make changes—to your Folder structure. Eliminate redundant folders. Create a hierarchy to bring more logic to your Folder structure or, in some cases, you may need to pull some folders out of the hierarchy and make them main level folders so that you can more easily report on content that is housed in multiple folders.

2. Review your Templates in the Setup module and ensure that they are capturing the attributes that are important to you. If there are questions about your information that you are not currently able to answer, consider whether you are capturing the information in a way that allows you to report on it.

1. If you haven’t yet done so, we recommend that you create a data dictionary or a manual which captures and documents your decisions, definitions, procedures, etc. related to your policyIQ work.  We also recommend that you develop and maintain this manual within policyIQ.  This helps to ensure sustainability of your content and processes over time. We’ve created a sample for you within Help titled a policyIQ Reference Guide.

You may look to policyIQ’s training page for help with all sorts of policyIQ functionality. If you would like help with a personalized review of your policyIQ site and recommendations for how to optimize your configuration, workflow, use of reports and so on, please contact us at support@policyIQ.com.

Cheers! Here’s to a successful and prosperous 2010!

This entry was posted in Solutions by Stephenie Buehrle. Bookmark the permalink.

About Stephenie Buehrle

Stephenie is the “solutions” expert on the policyIQ team. With RGP since 2004, she designs and develops solutions that capitalize on the best practices of the hundreds of companies that she has touched, while tailoring each configuration to meet the unique needs of each client. Before joining RGP and the policyIQ team, Stephenie enjoyed working as an independent consultant in the non-profit sector. Stephenie also previously performed analyst services for a major brewer ranging from roles in biological and chemical services to analytical roles in business process improvement and innovation. Stephenie quips that she still doesn’t know what she wants to be when she grows up, but hopes to spend her days helping others (companies, individuals, and communities) to realize their full potential.

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