>We are so happy to hear stories of policyIQ continuing to serve organizations across various teams, over time and even outlasting seasons of turnover.
What’s almost inevitable is that some of you likely inherited people, processes and products and even problems that were in place long before you arrived. That’s the beauty of a flexible and configurable product like policyIQ—it can be easily adjusted to better meet the current times and your team’s current needs.
To help you establish more solid footing, we have some housekeeping tips that will give you a fresh start in policyIQ:
Review and delete old users.
Use the Standard Report showing Users, their Groups, Roles and Last Login Date to help you analyze whether users can be removed from policyIQ—and you can edit users directly from the report results! If you have a huge list of users to comb through and want to take the work offline, you might opt for the Print/Export option in the upper right corner of the table.
Review the users’ Roles (security for your users) to ensure that users have appropriate access.
While you’re there (in the Standard Users Report mentioned above), sort by the Role and see if you have users with Site Administrator or Project Manager roles who would fit more appropriately as a Manager or maybe as a Standard user. It is always better to avoid too many cooks in the kitchen—as they say.
Review your Templates.
Maybe your predecessor’s process didn’t exactly represent a top-down approach and the Risk pages are more operations-oriented than focused on financial statement line items. Do you wish that you could follow the process through issues and reporting? Take a look at the Page Templates that you inherited and the fields that you’re tracking—it is very simple to add new Templates and to edit the fields to make your configuration more accurately represent your current needs.
Review Groups and Users hierarchies to ensure that they are being used effectively.
Look over the structure to see if it is well organized and makes sense—is it a good representation of your organization and the users who need access to your content? Assigning responsibilities (including simple read access) to well defined groups makes for simplified use and maintenance in the long run.
Review your Folders to ensure that they are being used effectively.
The ease or difficulty of navigating your folder structure has significant bearing on whether your employees will embrace or reject following the processes that you have worked to automate in your tool. Maybe it’s time to archive the old structure and start with a fresh approach to organizing your policies, procedures, tests or training materials. Remember that you have access to free snapshots and can easily copy or move folders around.
Determine the proper schedule for snapshots.
Speaking of snapshots, do you have a plan for routinely capturing snapshots and purging old content from your site? You can schedule up to 5 each year at no charge and can access any one of them in a calendar year for up to 30 days—also at no charge. Many policyIQ clients keep approximately 2 years’ data in their live production site and refer to snapshots on the occasional-as-needed basis.
While you’re at it, do you have a Reference Manual for policyIQ?
If one hasn’t yet been developed, we recommend that you create a data dictionary or policyIQ Reference 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 have included an example and a Word document to use as a template within your online policyIQ Help guide.
Giving some consideration to each of these maintenance tips on an annual basis can help you to keep policyIQ working for you instead of feeling hand-cuffed by decisions of the past. Let us know if you have any questions about how to carry out any of these tasks!