What is a “PBC” Request?
As auditors comb through information gathered in their audit processes, they need to take care to separate and distinguish between those items prepared by the auditors and those items provided by the client; hence, the label “PBC” (a.k.a. Provided by Client). A recent request from a new policyIQ client for help to streamline this process of receiving and fulfilling auditor requests led us to notice that a number of other clients have moved ahead and automated this process in policyIQ on their own! (You never cease to impress us.)
Still managing Evidence Requests via email?
For those of you who are still exchanging critical documentation via email and then combing through your inbox and trying to keep lists and spreadsheets up to date to monitor who you’ve heard from, who still has materials outstanding, etc. read on to learn how you can ensure that this process is more efficient going forward.
So, essentially, you need a vehicle to
- share the request for information with all of the appropriate business owners
- collect and organize the submitted information and
- pass the requested information back to the auditors.
Those users who are accustomed to tracking their risks, controls and account reconciliations using policyIQ’s “Pages” can likely imagine how Page Templates and associated workflow could be applied for this process. Likewise, those familiar with the use of policyIQ’s “Forms” for 302 certification, control self-assessment, and account reconciliations are also picturing how the Form functionality can be used to automate the PBC process.
How to Get Started
Set up a Form or Page Template (if you have a range of different approvers and want to simplify their process for identifying what content requires their approval, set up a different template for each Approver). Add fields to capture and track information that you may wish to report on such as control owner’s name, confirmation that necessary steps have been taken, or relative comments.
Pages or Forms: Is one better than the other?
Those submitting Forms can be Standard Users (lower license fee) and Form Administrators can use “Activities’ to monitor submissions in real time. Alternatively, Pages can be unpublished and amended making it simpler to track all materials associated with a particular request. For both Forms and Pages, you can grant auditors secure access to specified content (you can ensure that Viewers see only what you intend for them to view).
The big takeaway here is…
If it hadn’t occurred to you previously to bring greater efficiency and monitoring ability to this process before, you now recognize that you have this capability within easy reach and can run back and put the templates together. Let us know if you have any questions (support@policyIQ.com)—we’re happy to help!