ICYMI: Assessments and Scoping in policyIQ

Did you miss our recent training session on completing our SOX Risk Assessments and scoping exercises in policyIQ?  Not to worry – we have you covered!

How Can I Catch Up?

If you want to get into the details, we have the training session and materials available for download!

  • You can access the slides here.
  • You can also view the recording from our policyIQ training page.
    The training page is linked from your policyIQ login page – and available from within the online Help Guide.  If you don’t have access to the training page, please reach out and we’ll send you the link!

Just the Highlights, Please!

This training session aimed to ensure that participants are able to…

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We discussed common SOX risk assessments at the financial statement line item level, targeting risk factors like…

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In addition to illustrating how to create the calculation directly in policyIQ, we also acknowledged that some folks love their MS Excel process.  policyIQ can handle that, too, through the import option!

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Then we took a close look at the relationships between the content that allows for the most effective scoping options.

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And finally, we walked through the reports that provide the final step in the scoping process.

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We would love to help YOU get started on your risk assessments in policyIQ, so that we can link into your SOX work for ease of annual scoping.  Contact us today and we’ll meet with you at no cost to help you get on your way!

policyIQ 7.8: Saving Clicks – One Rule at a Time

In the GRC world (like most others), time is money.  Finding a tool like policyIQ that keeps your organization’s critical documentation accessible, updated and organized is key.  But even within our own tool, we’re always looking to make our software simpler for users to interact with, and improve the experience for our users.

policyIQ 7.8 (available this summer) will feature Field Rules for the very first time.  Field Rules will allow Administrators to set up behind-the-scenes triggers on user selections of List Fields that change other fields on the same page or form.  For example, Field 1 may have a rule built that electing “Yes” on that field will prompt the following 3 fields to be required.  Or, that same field could have a response of “No” trigger all remaining fields to be skipped (and the user wouldn’t have the option to fill them in).  Alternatively, you could also set up fields to be auto-filled with an answer.

Talk about a game-changer!  A feature like this will likely cause our clients to want to rethink the way they have their templates set up, and what kinds of questions they ask for Controls, Testing, Policies, or and type of sign-off or certification.

Other features Global and User List Fields are going to make our users happy, as well.  Gone are the days of spending lots of time building a List Field only to have to replicate that work throughout in other templates.  Now, Administrators can create a List Field outside of the template area in the Global List Management area.  Once the list is created, access it from any Template!  Think of it as a “shared list”.  Need to make updates to the list?  Make the change in the Global List Management area, and those changes are reflected on all pages new and old – saving a ton of “maintenance” type work.

User Lists are List Fields made up from user accounts in the policyIQ system.  Rather than typing out user names in a list field, select a group in your groups and users tree to make up your List Field options. Done!

Other features will allow you to:

  • Create a page that is pre-linked and indexed to a folder
  • Delete and replace an attachment in one click
  • Use field prompts on Forms and Pages
  • Toggle Linked Field properties on/off
  • Add company logos when printing pages

7.8 is all about saving clicks, increasing productivity, and making the management of content and data easier.

To be first in line for policyIQ 7.8, or to get an early demonstration of how these features will work, contact us at 412-263-3330 to set up some time with a policyIQ expert.

Pinned Items on Dashboards: A 7.7 Feature that Flew Under the Radar

While the release of policyIQ version 7.7 brought some big features to the software, there were a few smaller ones that didn’t gain as much attention as they deserved.  One of those is called Pinned Items.

Pinned Items

Pinned Items is a feature available to Site Administrators under the Tools & Settings menu on the left hand navigation.  This tool is used to “pin” items (Pages, Files, Public Form Templates, or Reports) to their user’s dashboard item “Pinned Items”.  Think of it as “universal favorites” for your site.  The appearance of the Dashboard item is not in the individual user’s control.  Instead, it appears automatically at the top of Dashboards, and only if an item has been pinned.  Moreover, the security settings of that item still apply even if the item has been pinned.  When all pinned items have been removed, the Dashboard item will be automatically removed from the dashboards on which it appeared.

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Finally, and most importantly, local security (security at the content level) still applies to items that are pinned.  For example, suppose you have a published page and you’d like to pin it.  The security settings on the page itself are set up to allow 5 our of 10 total users to see it.  If this page is pinned, it will appear automatically on the Dashboard for those 5 users.  Users who do not have viewership of the page will be unaffected, and wont see the page or Pinned Items Dashboard item.

Common uses of Pinned Items:

So far, clients have applied Pinned Items in several ways.  The three most common?

  1. Instructional content -Some Site Administrators have wanted a way to put instructional content (either related to their pIQ content, business practices, or
    pIQ-specific instructions) in front of their users that is ultra easy to find.
  2. Favorite Reports – Each user has the option to add reports to their favorites (which is another Dashboard item).  The problem is that each user has to individually add these themselves.  Pinning a report solves that problem, and opens it up to anyone with proper access.
  3. Others – ANYTHING that you want to put in front of your users.  Specific content, a reminder of a corporate policy, etc.

Let us know if you have questions about this feature, others, or best practices!  We are always happy to help.  policyIQ: 866-753-1231

 

2016 went by fast…here’s some features you may have missed!

As last year came to a close, our policyIQ team was discussing all the new ways customers could now use our product – and we managed to surpass our expectations for the year!  While some features simply add small functionality to the software, policyIQ’s 2016 releases contained HUGE improvements to visually displaying content, content history and increasing content efficiency.  And the great news is that 2017 is looking to perhaps even surpass last year’s features!

Linked Fields

Highly anticipated and incredibly useful, Linked Fields are going to change the way content in displayed in policyIQ forever.  A common need from our user base is to be able to view a Control page, but also see some information from the Risk it is mitigating.  Linked Fields make this a reality!

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Insert a Linked Field on your Control Template, and point it to a Risk template field of your choice.  In the example here, I’m just pulling in the field “Risk Description”.  The field is shown and the properties of which are displayed just above the field content.   You can add as many Linked Fields as you’d like!

Because the fields are linked, any changes made to the Risk Page description will be reflected and displayed on the Control Page.  This saves you time, and ultimately ensures that your content is consistent without having to think about it!

Custom Charts and Graphs

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Super simple to create, Custom Charts and Graphs can be used to provide oversight to a process within your policyIQ site, project manage, or any other number of uses.  Simply build a new Page Report and choose a chart or graph as the report layout.  That’s it!  When selecting items to display (columns), keep in mind that the top or first item selected will be used as the chart parameter (the way the chart or graph will be divided up).  That’s it!  Save your chart and even add it to your Dashboard for review.

HTML Field History

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Users can now have access to the history of their HTML fields in policyIQ.  Upon each save of data within an HTML field, version and change records are kept.  After a history is established, click the blue “History” link button just above the field when viewing a page to view the Field History.

On the right, select a version of the page to view.  Changes made within that version can be toggled on and off using the “Show Markup” toggle in the toolbar at the top.  If at at point you’d like to revert to an old version of the field, select the version to display, and then click “Restore” in the toolbar.  The history window will close, and your HTML field will show the reverted version.

Other Features

There are a whole lot of features that have been added over the last year!

Form Bundle Imports 

This tool allows a user to create their Form Bundles in Excel outside the system, and then import them into policyIQ.  This helps users work offline, and in some cases, much faster.

Sum/Average Report Results 

These rows can be added within the report builder to page detail reports by clicking the checkbox on the report builder screen.  Within the results of a report, two additional rows-sum and average- will be displayed as a calculation of numerical fields across all pages in the results.

Delete Open Forms

Form Administrators will love us for this one.  Those outstanding open forms that you just couldn’t get rid of?  Now you can delete them, and keep your form results perfectly right.

 

Earn free CPE: Introduction to policyIQ-October 20th

Please join us for our quarterly “Introduction to policyIQ” CPE event on Thursday, October 20th.

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Our quarterly training sessions are developed to provide general training on how policyIQ works, how content is created and stored in the site, and other basic functions of the software.  Based on feedback we’ve received in prior sessions, we’ll showcase our Reports feature a bit more fully this time around.

1 CPE is given to all attendees that participate in all polling questions, stay online for the full duration of the training, and complete the survey that follows the session.

We look forward to hearing from you!

Efficiency Throughout the SOX Process

In a number of blog posts, we’ve highlighted the ways that policyIQ can be used throughout the entire SOX process – from risk assessments through issue remediation.  This past Thursday, July 28th, we took an hour to walk through the entire process in a CPE webinar to highlight ways to create efficiency at each step.

Did you miss it?

Before we hit the highlights below, we want to point you to the session recording and the slides, both of which are available for download.

The Big Picture

We highlighted a number of big picture advantages of using policyIQ not just for SOX, but for all of your compliance initiatives.  We talked about…

  • Simplicity of rolling out and managing a cloud-based
  • Advantages of being able to assign security and access
  • And the efficiency of a single source of information through the entire compliance and audit environment.

A single source means that when you make a change in one place, that change feeds all of the different perspectives on the data.

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Efficiency at Every Step

We also dug into the efficiency that can be gained at every step of the process.  Just some of those ideas are presented below.  We also mentioned additional training available for some steps, and have linked those training sessions.

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  1. Risk Assessments
    • Tie risk assessments at the 10K line item level to your risks and controls for ease of scoping.
  2. Control Updates & Review
    • Allow your control owners to make updates directly in policyIQ as things change, or require regular reviews of control documentation.
  3. Walkthroughs & Testing
    • Collaborate early (and often) with external auditors to ensure that your testing is capturing all of the detail expected.
  4. Issue Tracking & Remediation
    • Assign remediation plans to owners and use automated reminders to ensure responses are provided.
  5. Conclusions & Reporting
    • Utilize flexible reporting capabilities to trace issues back to the vulnerable risks and compensating controls to make a final determination about significant deficiencies or material weaknesses.

 

We also included the supporting functions that feed the process.

 

We’re ready to help you build more efficiency into your SOX program.  Contact us today and ask to speak with our client service team to walk you through implementing some new ideas!  Not yet a policyIQ client?  Contact us and ask us for a personalized demonstration!

Imports: Create content in mass, in minutes!

Clients that are looking to use a GRC product like policyIQ are often intimidated by the typically long process of uploading all of their data to the software.  policyIQ helps make this process easier by allowing users with the appropriate permissions to mass upload data to policyIQ pages.  While organizing your own data is often a tedious process, the end result is a pain-free upload to policyIQ.  Here’s how you can get started.

  1.  Decide what kind of page or data you’d like to create in bulk, and create a Page Template for it
    For many, this first step can be the most challenging.  It’s one thing to say, “We’d like to capture Control documentation in policyIQ.”  It’s another to have a very clear understanding of what types of data you want to capture, the order you’d like them to be in, and many other aspects of the data gathering process.  Having a clear vision for what you’d like to capture makes the rest of the data import process that much easier.
  2. Where will your new pages of data sit?
    Content in policyIQ sits in a folder structure much like any other PC or disk drive you might store electronic files in.  Many clients choose to store files in folders that are organized by department name, division, geographical location, or other such easy to understand structure.  Each client and company are unique, so decide what is going to make the most sense for your users.
  3. Who is going to have access to these newly created pages?
    We always suggest using the import process to “fill out” as many aspects of your new pages as possible, including security.  Yes, even security measures can be included in your spreadsheet, with page-by-page adjustments possible.  While you may not have the exact individual user accounts created prior to conducting the import, you certainly can and should create the groups.  Perhaps a group called “Policy Administrators” will have administrative rights to all new policy pages.  This group can be added to page security via import, and the have the users added to the group at a later, more convenient time.
  4. Comb through and organize your data in the spreadsheet
    Massaging your data can be a tedious process-but making sure you have the right data associated with the right page is essential.  Take your time making sure that your data is in the right place.
  5. Import!
    With just a few clicks, begin the Import process in policyIQ!  Hundreds or even thousands of pages can be created in just minutes.  Refresh the table to check the import progress, or go grab a cup of coffee.  By the time you return, you can refresh the site to find all of your newly created pages neatly indexed into the folders that you selected.
  6. Continue making changes in bulk.
    With the right permissions, users conducting the import can continue to make adjustments to their data.  Want to add a group to the security?  No problem.  Other, more “complicated” changes such as adding an additional field, field selection, or other change to the content of your import can be done as well, with a feature called Import to Update.

Sound too good to be true?  It really is that easy.  Contact a policyIQ expert today, and we can help you get started with your new policyIQ endeavor.  The last thing anyone wants to do is create pages one at a time.  The Import function makes that process lightning quick.

7.6 is here! Learn the details in an upcoming Release Notes training session!

Join us for our upcoming training session where we’ll review the Release Notes of the latest version of policyIQ, 7.6.  

Click the link and select “Register” to sign up for the session.  During this time, we’ll review all new features of policyIQ, and discuss the best practices around using them.  Our team is super excited to announce the development of a complete Approval Workflow for 7.6, which allows users to set up, edit an apply a step-by-step process for approving content in the site.  These workflows dictate the path a document takes during it approval process, and includes step to step email and dashboard communication.

We’ve also developed new Charts and Graphs for dashboards, giving an executive look to users desiring a visual way of displaying certain aspects of their content.

Security has been simplified in certain areas of the application, with the removal of older and outdated page security technology.  Content can now have its security edited in a couple quick clicks of the mouse, with fewer, more simplified options. As we often find in the technology world, and certainly in the case of policyIQ security, less is often more.

Be sure to join us for this demonstration of our new features!  Contact our support team at Support@policyIQ.com with any questions!

Look for policyIQ Mobile Improvements in 7.6

Users looking for an improvement in policyIQ mobile technology should be excited to learn that version 7.6 will feature the ability to respond to forms. Complete with a brand new skin and home buttons, the mobile user interface will be a welcome sight to users working on cell phones, iPads, and other mobile devices.

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To access the policyIQ mobile application, simply log into your policyIQ site from a mobile device.  The software will detect that you’re entering the site from a mobile device, and switch you to the mobile interface.

Immediately, you’ll see the updated skin and interface of the mobile application.  The big news and newest mobile feature is that users can now fill out and respond to forms, as seen below.

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When your site is upgraded to 7.6, be sure to check out the new mobile application!

New for 7.6: Dashboard Charts and Graphs

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New to policyIQ 7.6 is the ability for users to create custom charts and graphs, and have them displayed on their Dashboard.  Many users enjoy having some portion of their data displayed in a visual way, and the Custom Charts and Graphs feature of policyIQ 7.6 answers that call.

Our vision for these custom items allows users to build a custom pie chart or bar graph containing policyIQ data of their choice.  These will each be built in the same manner that a report would be, but with a limitation on the number of columns of the report. Let’s take a look at how to make one.

Create a New Chart or Graph

Creating one of these is easy as pie…no, really!  Begin by creating a new Page report, and then selecting the “Layout” as Pie Chart.  For filters, think of what data you are looking to display in the chart. I ultimately want to see visual progress of my team’s work on updating the policies in my Employee Handbook folder.  For this example, I selected my Policy Template, which is going to give me Policy Pages only in my results. I also want to make sure that I am picking up only policies that sit within my general Employee Handbook, so I’ll add an additional filter that contains the folder that these policies sit within.

For Columns, we need to understand that this will be “how the pie is cut up”.  In other words, what is going to decide how my pie is sliced?  I chose Stage as my column, because  this will show me the progress of my pages becoming published.  When my project started, all existing policy pages were checked out to individuals throughout my department for review.  As they become edited, reviewed and approved (Published) again, I’ll know where our progress is at by their status within this chart.

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Save the report you’ve built, being sure to have named the report and selected the layout of your choice (in this example, Pie Chart).  Once saved, close the report builder window.  Back on your Dashboard, go to the toolbar and select Add > Chart to Dashboard.  Select the created chart, and click Save.  The chart will display on the Dashboard.

Moving Forward

Each time that you login, the newly created chart will display on your Dashboard.  To update the chart with the most up-to-date data, click the Refresh within the chart window. In an effort to keep policyIQ running quickly for our clients, our charts are set up to refresh only when the client elects to do so.  So, be sure to click the refresh or look at the time stamp (located under your chart image) of the most recent update to the chart in question.

There you go!  That’s all there is to it.  Think about the types of data you may want to capture in chart or graph form on your Dashboard.  If you need any help pulling it together, contact policyIQ Support–and you’ll be up and running in minutes.

Support@policyIQ.com