We are talking a lot about using policyIQ to “automate” your quarterly certification processes this month. policyIQ forms allow your organization to easily distribute, track and report on responses for a variety of regular processes – monthly or quarterly – and can save a great deal of administrative time.
But are you as efficient as you could be with your quarterly processes?
In the past year, we’ve made a critical improvement to policyIQ forms that might have slipped by you.
Prior to this improvement, when you chose to Run a Form (or Form List), it immediately looked at the Groups to which the forms were assigned and created the Forms for the users in that Group. You may have set an Open Date sometime in the future – and therefore the forms wouldn’t appear to the users until that date arrived, but they were created some time ago.
But now, when you choose to Run a Form (or Form List), policyIQ logs that request and waits until the Open Date arrives. On that date, policyIQ looks at the Groups to which the forms are assigned and creates the forms for the users in that Group.
It sounds like a very technical and insignificant change – but it makes a WORLD of difference in allowing to do some work in advance, and save yourself the extra step at quarter end.
Why does that change matter?
Let’s say that you set up your quarterly process for the entire next year today, April 12th. If you have a Group called “302 Certification Respondents”, for example – you can set up your SOX 302 Quarterly Certification forms to go out at the beginning of each new quarter to the assigned group of “302 Certification Respondents”.
On the Open Date – July 1st, for example – policyIQ will look at the Group named “302 Certification Respondents” and send a form to every member of the group. Joe Smith was just promoted to a Director in the company on June 20th, but he’s now responsible for signing off as a part of that process. He wasn’t a member of the Group on April 12th, but by the time the Open Date rolls around, he’s there. And automatically, policyIQ knows to send him a form.
This doesn’t just apply to 302 Certifications – although because of the upcoming training, we are focusing a bit on that area right now. Consider SOX Control Self-Assessments, Account Reconciliations, Policy Sign-Offs… the possibilities are endless.
Okay, I’m convinced. What do I need to do?
There are a few things you need to be sure that you have in place in order to take advantage of this feature.
1.) Be sure that you have Groups defined for all of your respondents. Even if the form gets assigned to a single person, create a Group (under Setup à Groups and Users) to define the position that person holds. That way, if the individual changes, you can simply swap out the user(s) under the Group.
2.) Assign the Forms or Form Lists based on those Groups, not out to individuals.
3.) Run your Forms or Form Lists today, and assign an Open Date for the day that you would like the forms to be created and sent out to your users.
We know that quarter end is a hectic time. You have better ways to spend your time than worrying about pushing out forms. Take a few minutes during your slow time and get your quarterly processes ready to roll for the upcoming year. And don’t worry – if you need to change the process or adjust the Templates, you can always delete the Activity before the Open Date and the forms are never created.
There’s no downside. Honest.
Need help? Reach out and let us help you!