7.7 Feature: Custom Chart and Graph Data Output

In policyIQ version 7.6, we introduced our clients to custom charts and graphs for the very first time.  This feature lets users to show their data using the chart or graph output of the report builder that they use in other areas of the product.

chart

After its release this summer, many users provided feedback that they would like the ability to access pages directly from the chart or graph.

Great news-we listened!

Clicking the “Show All” link within your Dashboard chart or graph will now display all content that was generated.  The data will be displayed in the table row by row just as it would if it was generated using a typical Detail Report layout.  At this point, users can take action on items by selecting them and looking to the toolbar for their options.

The only part of this experience is the generation of the chart or graph itself.  Originally, we only allowed users to select one “column” for the chart, and this selection would dictate how the chart was divided up (in the example above and below, we divided by page Stage).  Because users wanted to interact with the data, we wanted to allow users to add more than one “column” of data so that clicking “Show All” would yield more than a single column worth of results.

chartcolumns

When generating the chart, select as many columns as you like, making sure that the selection you want to divide the char tor graph by is in the first position (above).  Click save, and then save and run your chart or graph.

The chart will generate, and you can then select “Show All”.  Here are the results for my example here:

chart_data

You can see that any typical action can now be taken on your results…not bad, huh?  We’re excited about it, too!  Think of all the ways you may want to use custom charts and graphs in your processes.

If  you’d like to provide us additional feedback, please do!  Support@policyIQ.com

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!

linked_fields_test_example2

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.

 

Save time with Audit Evidence Collection in policyIQ!

For many years, we have been encouraging our clients to utilize policyIQ for all aspects of their compliance programs – from the assessment of risk through the remediation of issues.  However, during a recent conversation with long-time client, Travis Heyer (Director of Internal Audit at Great Lakes Dredge and Dock), we realized that we had not yet clearly illustrated in a live training session how to effectively request and capture audit evidence within policyIQ.

Travis graciously agreed to work with us to create a training session – and brought his colleague, Amit Patel (Senior Auditor) along with him.  On Thursday, March 31, we presented this session to a large number of very active participants.  (You can check out the recording of the session, or download the slides for a quick overview.)

quoteHeyer

It’s really all about saving time

Automating the requests for audit evidence can allow your internal audit team to…

  • Avoid playing “Match the evidence to the request!”
  • Minimize risk of using an old version of a file
  • Waste time sending annoying follow-ups
  • Secure documentation more effectively

It comes down to a huge time savings, freeing up internal audit resources to do the real, value-add work that your organization needs.

Pages or Forms?

While the training presentation focused on an evidence collection process in policyIQ pages, a similar process can be built within policyIQ forms.

evidencerequest

Pages offer the advantage of a two-way link between the Evidence Request and the Test page, so that your internal auditors can simply leave the files attached to the Evidence Request.  Pages also allow more than one individual user to contribute directly to the same Request.  However, utilizing Pages requires that all users who participate in the process of providing evidence are Advanced Users, a more expensive license in policyIQ.

Forms offer their own advantages, allowing for a simple issuing and follow-up process.  However, the link between the Evidence Request form and the Test page is less visible.  Evidence files will need to be downloaded and re-uploaded to the Test page by the auditor.  The significant advantage of the Forms process is that any individual providing evidence needs only to have a Standard User license, a less expensive license that can keep costs low!

Getting started in 5 easy steps

Our training session focused on how to get started in just five easy steps:

  1. Create Evidence Request template
  2. Build list of evidence in Excel
  3. Import evidence request list
  4. Assign requests
  5. Track progress and follow-up

We encourage you to check out the recording or the slides for more details on these steps – and reach out to us to help you to get your bearings and get started!

Approval Workflow: Coming soon in policyIQ 7.6

Whoa…what’s that over in the left hand navigation?

approval_workflow

For many clients, Approval Workflow has been on their wishlist for some time…and with the holidays approaching, I thought I’d give you all a small gift:  Previews of what our development team has been hard at work on!

After receiving feedback from clients and users, it became apparent that a more complete process for approving content was needed. In a nutshell, Approval Workflow will bring some much needed automation and clarity for our users’ pages and forms that need to walk through a more thorough (or simple) approval process.  This module, featured on the left hand navigation, will give our customers just that.

Workflow

The Approval Workflows can be customized to an organization’s needs.   Various approval types can be selected, giving users the chance to have pages or forms move through a simple Single-Step Approval where ANYONE in the list can approve the item, or ALL users will have to approve before an item is finalized.

Separately, a Multi-Step Approval has been created to allow Administrators to have content move through a step by step approval, with each step being an ANY or ALL approval before the content moves on.

With huge increases in Approval Process flexibility, policyIQ 7.6 is sure to make quite an impression with our clients.

Thinking about something you like or something that makes you concerned?  Let us know!  We’re happy to talk about it!

Contact Support:  Support@policyIQ.com.

Next week: “An Introduction to policyIQ” Webinar

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Just before the holiday break, the policyIQ team would like to announce an upcoming quarterly training on Thursday, November 19th at 12:00 noon Eastern.  Continuing our ongoing “Introduction to policyIQ“ quarterly webinars, this session will again be focused on new and prospective users of policyIQ, touring various aspects of the product at a high level.

This session will use Policy and Procedure management as the basis for content, but understand that the features we’ll be working through (creating a page, sending forms, running reports) can easily be applied to nearly ALL uses of policyIQ—regardless of the business needs it happens to be fulfilling.

Keep in mind that all those in attendance will receive 1 CPE credit.  This is a terrific opportunity to learn more about the basics of policyIQ, and share the information with your company.  All attendees will also receive a recording of the webinar to share with their teams.

We hope to see you Thursday, November 19th!

Your Dashboard: Quick Access to Your Important Content!

New and prospective users of policyIQ often inquire about our dashboard, and how it is used to make everyone’s life easier.  Every time a user logs into policyIQ, the user’s Dashboard appears immediately, filled with various “buckets” of content that are automatically populated with content that fits the criteria of the particular bucket.

Some users feel that their dashboard lacks certain items–and this may be the case.  However, it is SO easy to add, rearrange, and save buckets to your dashboard. Keep in mind that every user has a Dashboard that is unique them–meaning it can be customized to your liking, and no one else has access to it.

Dashboard_buckets

When you decide to add a new bucket to your Dashboard, simply navigate up to the blue toolbar, and click “Add”.  The “Add Dashboard Items” menu will appear.  Check the box next to the items you would like to add to your Dashboard, and then click “Save“.  You Dashboard will refresh with all of the new buckets.  Each of these panels can be clicked and dragged to a different area of the screen, allowing the user to put more important items at the top of the screen, and lower priority items further down.

Removing buckets from the Dashboard is even easier than adding them.  Look in the heading of a given bucket for the small “X” that appears.  Click this to remove the bucket.  Oops!  Didn’t want to do that?  Just add it back in following the steps described earlier.

Within a given bucket, click the “Show All” link in blue to have all content within that bucket displayed.

Dashboard

Adding only essential buckets makes for easy and fast use of policyIQ.  For example, for users that primarily approve forms, they could add the “Approve Forms” bucket to their Dashboard, and remove others.  Other Advanced Users that regularly run the same reports can add the saved report to their favorites.  Then, the user could add the “Favorite Reports” bucket to  their Dashboard.  Clicking one of the reports within this bucket will immediately run the report automatically.

To see how the process of adding new buckets can be completed in just a few seconds, check out our video that specifically deals with the Dashboard.

Deleted Content & Snapshots

An often overlooked part of every policyIQ site is the Deleted Content menu within the left hand navigation.  Users can think of this area as very similar to how the Recycle Bin functions on a typical Windows PC.

Any time a Page, Form Template, Form Bundle or Issued Form is deleted, the deleted item is stored under its respective category in this menu. From here, the deleted items can be double clicked to be viewed.  Selecting any item(s) will activate two toolbar functions—Restore and Permanently Delete.  These items function just as you would expect.  Restoring items from here will automatically list the item as “Checked out to Me” as well as index the item to all folders it was originally indexed to.

Snapshot

Permanently deleting old data can help reduce a site’s database (db) size, particularly after a snapshot has been taken.  A Snapshot is a backup of your database, containing all of your data, at the time the Snapshot was captured.  All policyIQ clients can have up to 5 Snapshots taken for FREE each year.

For example, a Snapshot can be captured after work is completed for a given testing period.  As these testing periods continue and build up over time, old ones can be deleted off of the site.

Clients can rest easy knowing that they took Snapshots along the way. Snapshots can be restored and reviewed for free for a period of 30 days (once each year).

If you have questions about policyIQ Snapshots or Deleted Content, please contact the Support Team:  support@policyIQ.com.

New RGP Training Opportunities!

August better prepare:  it will have a hard time handling all the new training opportunities that policyIQ and RGP are throwing at it!  Be sure to follow proper procedures (included in the sign-up after the links) for CPE credit, if applicable.  Here is a quick glance at the upcoming events:

policyIQ Training:

August 20: policyIQ “Introduction to policyIQ” Training

It’s that time again!  As part of our ongoing quarterly training, this event will be hosted via WebEx and will include helpful notes, ideas and tips for new or prospective users of policyIQ.  Participants will learn the basic navigation of policyIQ, create and edit content, and even learn what is possible with our reporting module.  Even more experienced users will find valuable new tips to share with colleagues.  Plus, we’ll provide you with a recording of the session just for attending.  You won’t want to miss it!

RGP Training:

August 6: Third Party Oversight – Vendor Risk Management

Third Party Oversight is now a significant compliance initiative for many companies, and requires comprehensive controls and oversight.  In this webcast, RGP professionals will provide an overview of the compliance initiative, examine how companies are establishing and advancing their programs, and discuss RGP’s proven methodology used with our clients to achieve sustainable compliance with these important regulatory requirements.

August 13: FASB & IASB Update – Financial Instruments and Insurance Projects

Join RGP for an update on the status of projects currently being developed by the FASB and IASB. Although these are “joint projects”, we will also review the areas in which the FASB and IASB have diverged. We will also discuss the future of the IFRS in the United States.

August 27: Cyber Security Risk Assessment: A Practical Approach

RGP’s Rebecca Snevel and Ed Glover will present strategies and best practices to protect sensitive corporate data and provide a holistic approach to Cyber Security.  Among the items discussed will be Risk Assessments, Vendor/Business Partner Risk Assessments, and information security control design.  This session will not only demystify the complexities of Information Security but give you practical steps you can implement to better protect your organization from a security breach.

Be prepared, August.  There’s a lot on your plate.

User Imports: A quick way to set up or adjust your organization in policyIQ

Perhaps you are in the early steps of implementing policyIQ, and are beginning to add users to your site.  Sure, for small organizations or anyone adding just a couple of users, adding users through the left navigation menu in policyIQ is the fastest way to do so.  But shouldn’t there be a faster way to bulk-upload users into the site?

Good news alert…there is!

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You can now import credentials

Welcome to the world of policyIQ User Imports – A fast and convenient way to bulk upload new users and account credentials to policyIQ.  Within the policyIQ Help Guide, search for the User Import Layout Excel spreadsheet.  This document can be filled out with as many users as you’d like, and then uploaded into policyIQ like any other standard Import would.  On the first Import screen, select “users” rather than content to import.  From there, the Import process remains the same.

Make quick updates site-wide with Import to Update

Maybe you have an established site with thousands of users.  Suddenly, your company changes names for one reason or another, and your email address will be changed in the near future.  For many, this can be aggravating and time consuming to change.  With policyIQ, simply conduct an Import to Update all of your users’ email addresses with the most up to date information.  This saves a ton of time, and doesn’t stop or even slow down your organization’s use of policyIQ.

For updating existing users, policyIQ can also adjust names, passwords, and even enforce password resets on any number of users.  Just gather the user ID’s for the users you wish to adjust.  To gather ID’s, either run a report on users and include the User ID as a column, or to user the Print/Export option on the right side of the toolbar while viewing the Groups & Users structure in the table. “User ID’s” will be the only required field in the Excel spreadsheet—apart from the information you wish to update, of course.

Other great features of User Imports allow the Import utility to assign users Groups, Account Types, Roles, Phone numbers and many others.

If you would like to inquire about having policyIQ Support help you with conducting a User Import, let us know at Support@policyIQ.com.  We are always happy to help!

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.

reports

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.