Our next great feature: Linked Fields in policyIQ

Does the task of updating control documentation in more than one location seem redundant and a drag on your day?

Changing the description or general governing details of any page in policyIQ can create a wave of changes that need to be made in other places in the site.  Wouldn’t it be great to make the update once, and have that update be reflected everywhere?

It definitely would be.  Consider it done!

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The next update of policyIQ will include a new field type: Linked Fields.  This field will be a field that is auto-populated with the data from an existing field  on a linked page.  For our SOX and Audit clients, think about things like control descriptions.  These descriptions are periodically tweaked, and that change needs to be reflected anywhere the description appears.  We’ll create a linked field on our test result pages that are likely linked to this control page, and point it at the description of the control page.  Because of this setup, the control page can be updated, and the test page will automatically pick up those changes.

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Creating new linked fields is easy, and it’s coming to your policyIQ site in the next few months!  Please contact us with any questions or thoughts on how you may take advantage of this huge new feature.

 

The Challenge: Technical Memos; The Solution: policyIQ

takecontrolWhen we think about all of our compliance initiatives, policy requirements and technical accounting adjustments that companies have to deal with, we often focus on specific types of initiatives and content – risks, financial or operational controls, contract reviews, audit testing, etc.

Recently we were approached with a question that really took us back to the basics of “content management”.

The Challenge:  Technical Memos and more

“Technical Memos, Accounting Documents, Whitepapers, Footnotes, Position Statements…these things are not stored in a consistent manner.

“It is very difficult to locate documentation that is stored in various formats on hard drives and shared drives…and sometimes still in filing cabinets!”

Our audience – in this case a gathering of SEC professionals – had been sharing ideas to better manage the various documentation, technical memos, position statements and whitepapers that they needed to retain.  Network drives, paper formats, or email archives were just not the right solution.  They acknowledged that many of them struggled with ease of access, security of the documentation, version control and audit trails of changes.

The Solution: policyIQ

We were invited to speak to the group about policyIQ, and how the application – with its simple interface, cloud-based access and flexible structure – provided a perfect solution.   By implementing policyIQ, even with a small group of licensed users and a larger audience of free read-only access, their organizations could benefit from:

  • Centrally Accessible
  • Searchable
  • User Friendly
  • Customizable Folder Hierarchy
  • Version Control
  • Tailored Security
  • No IT Resources Required
  • Multiple Solutions in One Tool

 

Regardless of what type of information or content your organization needs to get a handle on, consider policyIQ’s flexible structure and simple interface to help organize, distribute and manage your critical business content.  Accounting, HR, Legal, IT, Operations – and even your Board of Directors!  All departments need a simple way to manage critical content.

Contact us to find out more.

Reports: Smart, efficient access to all of your policyIQ Data

One of the most useful parts of policyIQ is our built-in Reports module that allows users to report on various types of content within the site.  Three kinds of Reports can be run in policyIQ:  Reports on Users, Pages, or Forms.

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User Reports

Reports on Users are designed with Site Administrators in mind—they allow the user to quickly report on various aspects of users within the site. The Report can be run on roles or account types, user information, or even changes made to the user accounts.  For large organizations, there may be many users with changing account types or accounts that are no longer in use.  This Report will bring all users to the surface, and allow Site Administrators to clean up their site.

Page Reports

Pages can be reported on in a number of ways, including their stage, template used, fields on the pages, folders the pages are stored in, or changes made to certain pages.  This kind of Report is also great for users that need to make changes to a large number of pages.   A page Report can be run to bring up, for example, every Control page in the site.  With the pages displayed in the grid, select all of them and then take bulk action from the toolbar.

Form Reports

There are two different ways that Reports can be run on forms: Status and Detail.

Form Status Reports are great for a user that is responsible for administration of forms such as a policy sign-off.  The Report can be run to show the status of each individual form.  Filters can be added to single out Open Forms, Submitted Forms, and Approved Forms. One of the ways that Form Administrators can make best use of Form Status Reports by running a Report on Open Forms, selecting all of the results, and using the “Email Reminder” option in the toolbar to remind all users with open forms that they need to be completed.

Form Detail Reports are a bit different because they specifically allow Form Approvers to actually Report on responses to form fields.  For example, a business may want to find out how many users answered a question a certain way.  If a new policy has a sign-off asking users to agree or disagree in complying with the new policy, the Form Approver would likely be interested in knowing if there were users that disagreed.  A Report can be run on that specific field, and display the individual forms in the Report.

There are so many ways that Reports can be adjusted to provide users with the exact information they desire.  The Reports module can be intimidating to users who are not familiar with it—but have no fear!  Our Support Team has been helping many users build comprehensive Reports that fit their exact criteria.  Just contact Support, and they can help you with all of your Reporting questions.

Bank utilizes policyIQ to push out procedures, forms, step-by-step work instructions and more to their branch employees

coincountingWhen I was a kid, I wanted to work in banking.  Of course, at age six I thought that meant getting to count change and give out money all day.  (I loved to count change.  I was a human Coinstar™.)  It seemed so romantic and powerful to sit at a bank teller’s station and control the cash flow of my community.

Of course, the reality of banking is that of one of the most highly regulated industries in the world – even before the introduction of the Dodd-Frank Wall Street Reform and Consumer Protection Act (arguably the largest single piece of legislation to impact banking, with complex requirements impacting every aspect of the financial services industry).  It’s also one of the most dynamic environments, with mergers, acquisitions and expansions happening every day.

Banks and financial institutions around the world use policyIQ in a variety of ways.

A significant percentage of our policyIQ clients are in the banking or financial services industry.  Most of our clients are using policyIQ in ways that you might expect:

  • FDICIA Compliance
  • Anti-Money Laundering Compliance
  • Corporate Policies and Procedures

But at least one policyIQ client has gone a step further.

policyIQ is where it’s at.

In the case of one regional banking client, their management team was looking for a tool to make it easier for them to provide the entire range of procedures and documentation that the employees at their retail banking branches required.  After researching a number of tools, they decided to utilize policyIQ’s 24/7, cloud-based infrastructure to push out procedures, forms, step-by-step work instructions and more to their branch employees.  Every bank employee has easy access to a full range of instructions – accessible at their fingertips, via a well laid out navigation or via the simple search.

Need to know how to open a new account for a customer?  Look it up in policyIQ.  Aren’t sure how to cancel a check?  It’s in policyIQ.  Searching for the form that has to be submitted when changing the name on an account?  policyIQ is where it’s at.

Some of the advantages of utilizing policyIQ for these detailed instructions are:

  • Simplicity of roll-out across all branches, even if disparate IT systems or access rights apply.
  • Ease of on-boarding new branches when mergers or acquisitions occur.
  • Ability to create different profiles for each branch, to provide access to the documentation that applies to them.
  • Ability to notify employees when critical changes to procedures or policies occur.
  • Links between related documents, so that relevant follow-up steps are provided immediately.

Of course, these advantages don’t just apply to the banking industry.  Being able to easily push out detailed content to your employees across various locations is not a unique issue in banking.  If you need a way to easily provide access to detailed procedures, forms, and instructions to employees across multiple locations, contact us to discuss how policyIQ can meet this need.

Remember when having your head in the clouds was considered a bad thing?

12-11Cloud-imageI recently read an article published by the AIIM organization discussing the struggle that some companies are still having with the pressure to move business information to the cloud. It recaps some of the well-known advantages of incorporating cloud technology into your IT framework, such as centralized access to information, a movement toward easy collaboration among employees from different locations, the reduction (and, hopefully, elimination) of a dependence on email to track down information and updates, and—in the case of some of the more advanced applications like policyIQ—version control, tailored security, and workflow features that contribute to and support your information governance goals.

A point made in the post that we’ll likely hear more often going forward is that companies may not have control of whether or not they make a shift to the cloud for management of their information. By now you’ve probably heard the phrase: the consumerization of IT. People are past that phase where they were unsure of the security around online banking. The newest generation of e12-11nothing-less-in-the-workplacemployees has only known online bill-pay. Most have never had—and never will have—a checkbook. Likewise, consumers have found that going to the web to find their friends, their shopping lists, their music and their photographs is simply commonplace. They expect to have access to everything that is important to them from anywhere! They expect nothing less in the workplace.

The ramifications, then, of not investigating and communicating your strategy for using cloud technology in your organization, is that your employees will likely fill the void by making their own selections (I do mean selections—plural) that have not been properly vetted internally. If you haven’t made a move because you’re concerned about the security of cloud technology, then don’t leave the decision up to your employees who are likely more concerned about the utility of the apps and products that they are choosing.

When you do consider making information available for online collaboration, you’d be better served by also selecting a platform that affords you the opportunity to leverage that information. policyIQ makes it simple to distill the information in your procedures, contracts or regulations down to specific steps, deadlines, dollar amounts, responsible parties, and so on. Getting a handle on the details within your documentation will propel your organization forward with the ability to report on and analyze your information and to make nearly instant business decisions that previously took many man-hours and days to discover.

So, go ahead…let your head wander into the clouds a bit…and contact us to arrange a look at how policyIQ–our secure and affordable, web-based, content management application–can serve your needs.

 

policyIQ – Your Project and Process Management Tool

We recently shared tips for project managers and other leaders on developing a strong communication plan and in other posts have discussed how Custom Alerts can be used to notify employees, vendors, and other stakeholders of impending deadlines, deliverables and of milestones achieved and steps completed.

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We described how the Page Expiration feature can be utilized to help keep your content up to date by reminding content owners that it is due for review. Have you considered the fact that the Page Expiration Date can be set to any date within the specified range? This is another feature that project managers and leaders can use to trigger action, such as reaching out to a vendor, upon a specified date.

We also want to draw renewed attention to the intelligence of your documentation.

This summer, we worked with a number of organizations looking to more easily get to reliable information that they need to make decisions. A client looking to more readily identify contracts approaching their expiration and those over a certain dollar amount keyed in on the value of tracking these relative attributes in policyIQ, setting up related reports, and adding those reports to their Dashboard (in Favorite Reports). Another client shared their passion for populating as much of their organizations documentation as possible in policyIQ (starting with policies and procedures, contracts, risks and controls) so that the employees who work with that information can benefit by easily tracking down information using policyIQ’s “Search” feature and then knowing that they are looking at the most up to date content.

Consider how these same features serve anyone overseeing a process or project. If you are tracking the appropriate variables in your content, you can use policyIQ’s Search and Reporting capabilities to easily source critical information in with little time or effort. Look up applications touched by a particular process, all processes touched by a particular application, employee Roles that have responsibility to a changing process or all processes that will be impacted by a changing Role. Implementing a new system? If you track “Applications Used” in all of your procedures and look up those that may be replaced or touched by the new system, it will help you to pinpoint the audience that should be included in your change management and training plan.

Depending on how you came to know us, you might think of policyIQ as an Account Reconciliation Management application, a Contract Administration tool, an online authoring and workflow management tool or a repository for policies and procedures, or a system for testing controls…the fact is, policyIQ is all of these things. It is simply a content management application. Configure it to serve you and your organization’s needs well. If you find yourself still engaging in manual work or your employees or colleagues still struggle to find, share or manage information, give us a holler and let us give you some ideas about how you can better manage your projects or processes.