Advanced Search: Value for users at all levels in all organizations

Advanced Search is a scaled down version of the Reports module that is available in every module of policyIQ.  In version 6.6, we made improvements that allow any Standard or Advanced User to save Advanced Searches in their left navigation for easy access in the future.

Wait…don’t stop reading.  I know you might not use Reports right now – but let me tell you a little bit about why Advanced Search is different.  When you create an Advanced Search, not only do you decide how you want to filter the list of pages (such as “Policies Published in the last 30 Days”) – but you decide what columns you want to see in the results.

Have you ever wished that your Checked Out To Me table displayed a column for Viewers?  Create an Advanced Search of pages with the stage of “Checked Out to Me” and include the Viewers in your result set.  Want to know what Policies have been updated in the last 30 days?  You can create the list in your Home module and check that first every time you log into policyIQ!

Still not convinced that this feature is helpful for you?  Here are some more ideas:

advsearchtesterSOX, Audit or Compliance Tester

For a compliance or audit Tester, your policyIQ world often boils down to the Test pages that are assigned to you.  Sure, those are likely to be “Checked Out to Me” – but is the information in that table ideal for seeing – at a quick glance – what you need to be working on?  Some of you have told us that it’s not, so we have some suggestions for you:

  • Test Pages Assigned to Me
    for pages from the Test Template that are checked out to you. Rather than relying on our standard columns, add columns for the Folders (to tell you what Location or Process you might be testing), the Testing Status (you might even filter for just those that are In Progress or Not Yet Started), the Sample Size and the Test Steps.
  • Testing Completed So Far
    Is it just me or do you also like to be able to see what you have accomplished so far? Create a list of Test pages for which you are the Editor (or Administrator, depending on your process) with a status of “Complete” for this quarter. If they require approval, you can stay on top of the approval status – or just review your work so far to make sure that everything is on track.
  • Open Action Plans
    Are you responsible for following up on Action Plans in certain processes? Retesting based on the status of such a plan? Create an Advanced Search of Action Plans in business processes for which you are responsible, and add columns for Status and Next Milestone Date (or Due Date).
  • Remediation Testing Required
    You might have testing for the current quarter and remediation testing due at the same time. Create separate lists for each – and add columns that help you to stay on top of your remediation testing and the due dates.

Policy Manager

Some organizations have a specific point person to keep policies and procedures updated and available.  This individual needs to stay on top of all policies – and make sure updates are made, approved and correctly documented for all employees.

  • All Unpublished Policies
    Know what isn’t currently published to stay on top of updates. Add columns for Editor, Administrator and Last Edit Date to make sure that the updating process continues to move forward.
  • Policies Expiring in the Next 30 Days
    Policies stay current when they are reviewed and updated frequently. Remind users who haven’t looked at policies in awhile that the expiration date is approaching – and they should review the content to be sure it remains valid.
  • Policies Published in the Last 30 Days
    What has been updated recently? Add columns for the Publish Reason to make sure that users are correctly noting the reason for updates in a short description. Add columns for each Policy Template Field to confirm that all fields are correctly filled out, or export to a Narrative Report to make sure that the formatting is standard.

advsearchhrdirectorHuman Resources Director

The HR Director needs to stay on top of the corporate HR policies – and have easy access to review and send off copies to employees in the event of possible violations or questions.

  • All Code of Conduct Policies
    Some policies are essential for new hires or must be reviewed when disputes arise. Keep those policies handy in a list – complete with the last published date, who updated the policy most recently, and who signed off on the most recent update.
  • Policies Published in the Last 30 Days
    Know immediately what has changed in the last 30 days at a glance – and like the previous list, add columns to know exactly who made those changes and who approved them. You can even add columns to know exactly what fields changed – was it an attachment? Or perhaps just a non-critical spelling or grammar error corrected?
  • HR Policies currently unpublished
    If a policy is unpublished, it is not currently available to employees. Keep track of what is unpublished and being updated – and remind those editors to make their changes in a timely manner and have the changes approved.

Contract Owner

If you are using policyIQ to track contracts or other agreements, you need to have an easy way to keep track of agreements still in progress or those whose next milestones dates are approaching.

  • Contracts in draft
    Make a list of those contracts that you currently have in draft – probably the same list as you would see in Checked Out to Me. Add columns for critical information such as the current status of the contract, the contact value and any milestone dates you might be tracking.
  • Contracts waiting approval
    Once a contract has been sent on to approval, you need to make sure it keeps moving through the process. Create an Advanced Search of those contracts waiting for approval – and keep an eye on the status.
  • All Contracts I Own
    For those contracts that you are responsible for, your job doesn’t end when the contract is executed. Make a list of all contracts you own and keep columns in your list for the milestone dates, key contacts, values and expiration dates.

Director of IT

An IT director needs to stay on top of policies, procedures and any open action plans or audit deficiencies.  That might be a lot of information to keep track of, but with a few well created Advanced Searches, it’s all available at his/her fingertips.

  • Open Action Plans
    If there are Action Plans open for the IT processes, the IT Director can create a list, with fields to keep track of the responsible individuals, next steps, due dates, and pertinent details. During status meetings, this list becomes an easy agenda item to confirm that things continue to move forward.
  • Deficiencies Noted in Last Quarter Testing
    If deficiencies are noted in any area of the IT processes, these areas should be managed more closely and remediation may be required. Know exactly where the weak spots are with a simple search of all deficiencies, and show details of the deficiencies identified.
  • Procedures Updated in the Last 30 Days
    Procedures change – and in the best circumstances, the IT staff is keeping that information updated as changes are made. Review the changes regularly, and know exactly what has changed and who authorized the changes.

STILL not convinced?  Contact our support team or speak with your policyIQ account partner and we’ll help you brainstorm ways to make Advanced Searches a powerful part of your policyIQ application!

This entry was posted in Features by Chris Burd. Bookmark the permalink.

About Chris Burd

Chris is the Vice President of the policyIQ group at RGP. She gets geeky about compliance and technology, and gets to spend every day working at the crossroads of the two. With policyIQ since 2005, Chris has worked with hundreds of policyIQ clients to implement technology and enhance their internal compliance environment. In past lives, Chris worked as a system implementation consultant, a e-commerce specialist, a customer service call center manager, and - for one short but memorable summer during high school - a machine operator on midnight shift in a plastics factory. In her free time, she spoils her nieces, reads too many books, and spends more time than she should taking photos of her cats. She's on a mission to visit the hometown of every US President - so far managing to get to 14. She would like to be a rock star when she grows up.

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