Our policies have been created…now what?

Many organizations have used policyIQ for their Policy Management needs, and each client of ours has their own unique needs and for providing transparent and accessible policies to their users, public website, auditors, or other audience type.  However, the process is largely the same, regardless of the unique needs.

In nearly all cases, the policy content is created in policyIQ, reviewed, approved, and then published.  Making that content available is where the differences come in to play.  There are a few options for doing so:

A shared, Read-only account:

Create a Read-only user account in your policyIQ site (which is free, by the way), and apply the Read-only account as a viewer only on all applicable policy pages in your site.  Be sure to make sure that this account also has view access to the necessary folders, as well.

Then, share the Read-only account credentials with your user base.  Once logged in, the policyIQ view this user will have is a scaled down look – just folders and policy content, in this case.  Because the very nature of the account is Read-only, there is minimal risk in sharing the credentials with a large group of people.

A shared, Read-only account accessed via policyIQ Reader:

A similar process to the one above, but with a different look to the program and no login needs.

After creating the Read-only user profile and applying the user to security where necessary, edit the user profile.  Under the “required” tab of the Edit User window, scroll to the bottom to find a unique link called “policyIQ Reader“.  This hyperlink can be placed anywhere you like: bookmarked in your browser, stored on your desktop, placed in a shared network drive, or even on your intranet.  Once a location is selected, users anyone that clicks the link will gain instant, Read-only access to your policyIQ site.  No login required, and the “reader” look – a straightforward, no nonsense look at content, which is displayed in the table area to the right instead of a separate window, as seen below.

pIQ_Reader

Individual Read-only accounts:

Create an individual Read-only account per-user, which allows for greater flexibility in terms of seeing policies that are applicable to certain divisions, but not others.  Perhaps your finance and accounting folks have policies and procedures that apply to them, but not to the vast majority of other employees.  Creating separate accounts for everyone ensures the user experience in the product is directly related to their role.

 Individual policies accessed from an outside source:

Some of our clients choose to have their policies accessed from their primary company website.  In this case, the policyIQ pass-through link is ideal: eliminate login needs, access individual policies, and don’t display the main policyIQ site from which the policies were created.  Instead, display only the pages themselves.

Create a primary Read-only user account, and again add it to the view security on all applicable pages.  Now, view a page of your choice that is published.  A the very bottom, the page ID sits, and contains a link.  Click the link to open a small window that contains the policyIQ Passthrough link .  Copy and paste this link to the destination of your choice.  Selecting this link from an outside source will open the policy page only, and not require a login to the system.

Next steps:

Did you know policyIQ also handles Policy Sign-offs, as well?  It’s a simple process at a minimal cost.  Add Standard Users to your site in bulk (50 to over 10,000+) to completely revamp the way your organization automates creating, approving and storing certifications and sign-offs.

Does something here sound like it might be right for you?  If so, let’s talk about it!  Scheduling a half hour with a policyIQ expert on our team is not only free of charge, but will pay dividends moving forward as the management of your processes becomes easier by the day.  Many adjustments to existing sites take minutes to change, and new sites are even simpler!  Contact us at Support@policyIQ.com or 412-263-3330 to begin.

 

Which part of your SOX program do you want to improve this year? This list of resources will help.

Soup to nuts—or Risk Assessment to Review of Evidence, we are ready to help you make your 2016 Sarbanes Oxley compliance work more efficient than ever! You will notice that we have another post this month that talks about rolling forward last year’s SOX work to create the baseline for your 2016 work. Some of you might not want to repeat last year’s work. Maybe you didn’t use policyIQ last year or you’d like to make improvements on what was done in previous years and take advantage of all that policyIQ has to offer. We have some tips and tools to help you:

chart1

  • Risk Assessment – We previously shared a sample template with you that you might want to implement for 2016. If you already have your Financial Statement Risk Assessment complete, we can help you with your plan to import and tie the results of that assessment to relevant assertions and controls. Capturing the full cycle in one place will not only help your organization to be much more efficient, it will also save time and money when your external auditors are looking to connect.
  • PCAOB’s Auditing Standard No. 5 – Are you looking to make improvements to your process and work more efficiently this year? Check out this visual summary or watch the full recording of the webinar that walks through the application of AS5.
  • chart2Link related compliance elements and utilize various reports to monitor progress, analyze performance, and stay on top of your program. We have lots of ideas about SOX reporting. Check out you online Help manual and this post for some ideas.
  • Automate supporting processes – are you still using Word, Excel, and email to manage your 302 Certifications, Control Self Assessments and Narrative Reviews? One of the most frustrating parts of this work is having to inventory the responses and pester people to get their work done. You can literally perform the setup of these tasks one time and then consider it complete forever after using policyIQ’s Forms functionality to automate the inventory and reminders.
  • consultantsGrant External Auditors access to only that content which you want them to see! Have you done this yet? I recall being scolded by a client who told me that we don’t brag about this benefit enough. He felt that he could have saved a significant amount of time and money over the years and wished he had granted their external auditors access much sooner. It’s really easy to bring them into the fold and show them only what you want them to be able to review. Here’s how.
  • Evidence gathering – If you find that a lot of time is spent by auditors, managers—everyone—rounding up information, perhaps it is time to commit to one main holding place for your evidence. You can even use policyIQ to help automate and monitor the collection of evidence. We have some posts discussing what has been done in the past and we’ll be taking a fresh look at options surrounding the Evidence Collection effort in an upcoming training session—please join us!

E012649We hope that this list of resources is helpful to you or at least has you thinking about things that you’d like to manage more efficiently. We often work with people who feel like they just don’t have time to figure out how to save time! We get it. That’s what we’re here for! If you don’t have time to read posts and play around in policyIQ, but want to realize the benefits sooner than later, reach out to us and we’ll walk you through some simple adjustments that you can make to gain relief and command over your information right away!

What can you look forward to with policyIQ’s version 7.2?

Happy New Year, policyIQ Friends! As we turned over to the 2014 calendar, we introduced policyIQ’s version 7.2 to the first wave of clients. This latest release includes features that serve a wide range of policyIQ users. If you’d like to get right to the technical details, follow this link to the release notes. Read on for a peek at the highlights.

More easily populate content using the Import utility

If you are one of those clients who take advantage of the Import utility, you can now easily toggle back and forth between the table where you are analyzing the results of your Import and the table listing your Imports using the “Back to Imports” option that was added to the toolbar.

New time savers in Roles

If you recently began using policyIQ or are expanding your use of policyIQ to new areas, you may find some new options related to Roles to be helpful.

First, you can now copy one of the existing standard policyIQ Roles as a starting place for a new role that you would like to create. For example, to give different teams mutually exclusive access to policyIQ, you can copy the Group Administrator role and enable the “Add Root Folder”, “Add Root Group” and “Add Template” permissions to create a new role for the different team leaders. For more information, check out our related post “Practical Application: How do I really use policyIQ for multiple purposes?”

Another enhancement introduced with 7.2 and related to Roles is that the core Roles in any new policyIQ site have been locked down. That is, the permissions of your standard policyIQ Roles cannot be changed. Coupled with the ability to Copy a Role, this is an advantage or improvement because it helps the administrators of your site and the policyIQ Support team to better support your users while simplifying your ability to create custom roles. One of the fundamental items to check when users are not seeing what they expect, or do not have the access that they expected, is the user’s Role. If someone had changed the permissions of a client’s standard roles, it would not have been initially apparent to the troubleshooter and could have prolonged the time to arrive at a resolution.

policyIQ has learned to do math!

We’ve had clients using policyIQ for Account Reconciliations, monitoring of leases and vendors, tracking of Risk Assessment conclusions—and a whole slew of other things—for quite some time. Maybe you’ve heard us say that policyIQ is used for “administration” of these processes. We always want to err on the side of being honest…and until recently, clients were really not using policyIQ to perform the reconciliation. They were using policyIQ for the administration of the process around reconciliations, contract approval, and so on. With policyIQ’s version 7.2, clients can now use the “Calculated Fields” to actually calculate and display the balance, variance, contract amount, lease payment, etc. We’re very excited about this long awaited development!

Ongoing development to support Conflict Minerals compliance

We are proud to have partnered with experts around the U.S. to be among the first of firms and technology developers to offer comprehensive support for compliance with the Dodd-Frank Conflict Mineral Provision. With version 7, we have continued to make performance improvements on the application and to add features that better support the Reasonable Country of Origin Inquiry (RCOI) supplier survey process. Check out our Release Notes to learn how we are supporting analysis of supplier and part-level surveys.

Babysitting—policyIQ is even doing that now

A couple of years ago we presented a webinar on how policyIQ is used to help manage, collect and report on questionnaires for things like 302 Certification. We talked about that pesky human condition called procrastination that was really out of reach of policyIQ. Turns out we were wrong!

Back then, we told you that you could go to Activities/Issued Forms and take advantage of the instant inventory of responses to easily send email reminders to those who still had outstanding or “open” forms. Now, with version 7.2, policyIQ offers you the option to prescribe the reminders for open forms, including the

  • Frequency of reminders
  • Day of the week that you’d like reminders to go out
  • Start and end date of reminders for any given Form Bundle
  • And customized email Subject and Message

So, we can make easy work of chasing down those people who tend to need ongoing reminders. Nice!

Exciting times!

We are thrilled to be starting 2014 with such momentum! The policyIQ Team is committed to listening to our clients, getting you the functionality that you need—fast—and continuously improving this tool that you rely on to make you more effective and more efficient.

Cheers to 2014! We are looking forward to our ongoing partnership with you. Thank you for all of your feedback!