Practical Application: How do I really use policyIQ for multiple purposes?

Wait. What? policyIQ can be used for “multiple purposes”—more than just SOX or policies and procedures?

To some, this sounds absurd, but we’ve heard different versions of this epiphany several times from clients that have used policyIQ for years! The answer, in case you’re still waiting is, “yes! policyIQ can be applied in nearly every function of the business.”

1107-Solutions-by-Department

If you want more information about solutions, you can:

What’s keeping you from expanding?
We have also heard from some clients that, while they recognize that they are only tapping into a tiny portion of what is possible in their policyIQ application, they hesitate to expand to other uses.

The most common reservations?

  1. They don’t know, in practice, how to fold in another complete solution (task seems daunting).
  2. They are concerned about security and whether it is really possible.
  3. They are busy! They don’t have time for another system implementation.

We want to help you to more fully utilize policyIQ and to leverage its power and capabilities for your pressing initiatives. We’ll walk through three options for utilizing policyIQ for multiple uses below (you could also watch our related session recording where we presented these options).

If you are one of those policyIQ users who struggles with finding the time to become more efficient (what a crazy and common problem, huh?), we can help with that, too! We have project professionals all over the world prepared to lead or supplement your team and your streamlining effort.

Three options for applying policyIQ to multiple initiatives:

1) One policyIQ site – share administration:

Whether rolling administration up to a select small number of Site Administrators or welcoming representatives from each major function to administer their own area, you can make some simple adjustments to the Setup that facilitate expansion of your system to other areas.

Shared Administration Steps:

  1. Set up Group called “policyIQ Administrators”
  2. Use Reports to verify suitable profiles for users (to identify those users than need to have their Role or Groups changed to something more appropriate).
  3. Add administrators for new process to policyIQ (Edit Users’ Profiles)
    1. Account Type: Advanced
    2. Role: Site Administrators
    3. Groups: add to “policyIQ Administrators” and additional Groups, as necessary
  4. Administrators set up new Groups, Templates, Folders (Users, if needed) for the new process
    1. Assign “policyIQ Administrators” Group to be the administrator of new Groups, Templates, Folders
    2. Add suitable Group to Template > Content Creators, Default Administrators, and Default Viewers field:
  5. Adjust Login Screen Text to direct users questions to correct contact. For example:

1107-Sample-Login-Screen

2) One policyIQ site – separate/exclusive administration:

When some clients have expressed a concern about sharing their site, it is because they do not want administrators from other areas to be able to see everything and to be able to change anything as a “Site Administrator” Role permits. The steps outlined below are very similar to those for “Shared Administration” above, with some adjustments on roles.

Exclusive Administration Steps

  1. Current Site Administrator will create new Roles (see the Separate Security – Roles and Permissions Table to identify which permissions we recommend enabling for new Roles, and read note regarding Roles below)
    1. Solution Administrator – the same permissions as a “Group Administrator”, plus Add Root Group, Add Root Folder, Add Root Template.
    2. System Administrator – This Role only has “System Setup” permissions enabled, plus the permission to Administer Any User.
  2. Use Reports to verify suitable profiles for users (to identify those users than need to have their Role or Groups changed to something more appropriate).
  3. Add administrators for new process to policyIQ (Edit Users’ Profiles)
    1. Account Type: Advanced
    2. Role: Solution Administrators
    3. Groups: add to proper administrator Group (i.e. Internal Audit Administrator or Internal Audit Approvers / Sr. Management) and other groups, as necessary
  4. Administrators set up new Groups, Templates, Folders (Users, if needed) for the new process
    1. Assign appropriate administrator Group to be the administrator of new Groups, Templates, Folders
    2. Add suitable Group to Template > Content Creators, Default Administrators, and Default Viewers field
  5. Adjust Login Screen Text to direct users’ questions to correct contact.

Note regarding new roles:

Solution Administrator: Add this role (add a NEW role, do not change any existing Roles, please) so that each respective organization (SOX group and IT group) can manage their own respective areas in policyIQ. This same role could be given to the administrators for each area and each will be able to manage his/her own division without worrying about the other overseeing or changing Setup. (The proposal for the permissions for this new role is captured in the attached Excel spreadsheet.) Basically, this is a Group Administrator Role with “Add Root Folder”, “Add Root Group” and “Add Template” also enabled. Then, each respective area will need its own Group hierarchy and Folder hierarchy.

System Administrator: The second new role proposed in the spreadsheet might be nice to have so that someone in their organization can address system related issues/tasks such as scheduling snapshots. This “System Administrator” could be an IT person who has permission to make adjustments to the System Setup items in Setup. It might also be beneficial to give this person permission to Administer Any User so that he/she could remove users when someone leaves the organization.

Re-assign Roles: Ensure that there are NO Project Administrators or Site Administrators—that is, no users with either of these Roles that permit broad viewing and administration.

3) Multiple policyIQ sites:

By utilizing a separate policyIQ site for each Solution or area, various work groups can “own” their own policyIQ site and all decision-making that goes along with it. This freedom might also lead to transferring the common inconsistency of content from shared directories on to your policyIQ sites–multiple sites means multiple platforms for enforcing an information management plan.

It is important to note that separate policyIQ sites cannot “talk” to one another. We caution clients that managing separate policyIQ sites may limit the power of linking and reporting on content, processes, users, etc across multiple sites at once.

Additional Resources
Visit our training page to review our complete list of recorded sessions available on-demand or launch the recording of our one-hour session “Multiple Uses, How To” directly from here.

Check out the online Help page to access the PowerPoint slides from our related session (lots of great screenshots).

Contact support@policyIQ.com if you would like to begin leveraging policyIQ for multiple uses and need some additional support (help with policyIQ configuration, a project consultant to supplement your team, etc.).

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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