Free orientation call for new Site Administrators!

We know that the trend in business is to provide so many self-service options for customers that they never have to speak with their provider.  Answering services, online Q&A portals and hidden phone numbers are the norm, rather than the exception.

phonehand

The policyIQ team wants to hear from you!

Our policyIQ team at RGP is, truly, a different kind of software provider.  We want to talk with our clients and connect with users on a regular basis.  Our support phone (866-753-1231) is answered virtually every time by one of our representatives.  Don’t get us wrong, we will continue to add great material to our online help and recorded training – and we’ll continue to make the product so user friendly that users will have few questions.  That will leave us even more time to talk with you one-on-one to help you to apply policyIQ to new areas of your business or improve your efficiency!

If we haven’t talked lately, we may not have been able to communicate all of the evolutions happening in policyIQ.  Did you know that policyIQ offers…

  • Single Sign-On Capability
  • Bulk Content Update via Excel Import
  • Calculated Fields
  • Free Read-Only Access
  • Low-Cost Forms-Only Access
  • Phone and Email Support with a 99% Satisfaction Rating?

We’d like to connect. 

Particularly if you are a new Site Administrator or have recently taken on new responsibility in policyIQ, contact us and ask to schedule a short orientation call at no charge!  Or join our live Q&A webinar held bi-weekly on Thursdays (coming up next on January 28) to ask any questions you might have.

Not a policyIQ client yet?  We’d love to have you join our community!

policyIQ creates Efficient ERM

We want to thank everyone who joined us this week for our latest training session, Enterprise Risk Management in policyIQ.  In this 60 minute webinar, we highlighted how to apply the policyIQ technology to your ERM program.

Check out the recording of the session, download the slides, or keep reading for a brief summary.

ERM – A Six Phase Approach

RGP’s Governance, Risk and Compliance practice has developed a six phase approach based on years of working with companies around the world to implement effective Enterprise Risk Management.  In policyIQ, we use the same six phases to organize and structure ERM.

Enterprise Risk Management Sustainable Process

Enterprise Risk Management Sustainable Process

Use policyIQ Technology to add Efficiency Every Step of the Way

In this training session, we covered ways that clients use policyIQ within each phase of the ERM process.  For more information, reach out and schedule some time to talk about your ERM needs!

Preparation: Corporate Goals & Objectives and Cultural Evaluation

ERM should be implemented to support corporate goals and objectives, so ensure that you have those goals clearly documented and made available to all employees.  Remember – policyIQ provides free read-only access, allowing you to easily make that information available to all at no additional cost!

And if you aren’t certain whether your organization is ready for ERM, use policyIQ to survey your employees and better understand the current risk environment.  Perhaps you’ll find that most employees are risk adverse, while you may later find that your corporate goals require an aggressive risk approach.  Knowing that there is a disconnect allows your team to provide additional training, tailored mentoring or even to think about some new hires in key positions.

Phase 1: Risk Inventory

Before you can start prioritizing your risk, you need to really understand all of the risks that impact your business.  We discussed two possible approaches:

a. Use a standard list of risks and ask employees to tell you if the risks apply

b. Start with a blank slate and ask employees to think of all of the risks that keep them up at night.

In either case, policyIQ aggregates all of the responses, including aggregating the contents of Excel files that might be sent out to capture risks in that “blank slate” approach.  And remember – don’t just survey your executives and senior management!  Employees at all levels of the organization will provide different insight into risk, and asking a cross-section of individuals will help to identify risks that you may otherwise not be aware of.

Enterprise Risk Management - Risk Gathering

Ask employees to tell you what “keeps them up at night” – and aggregate responses from multiple spreadsheets into a single report.

Phase 2: Consistent and Specific Risk Measures

When prioritizing risks, be sure that the measurements used are specific and consistently applied.  Ranges of dollar amounts, for example, represent the impact of a risk.

Phases 3 & 4: Clear Risk Appetite Statement and measurable Risk Tolerance

Effective ERM requires a clearly articulated Risk Appetite Statement, describing the amount of risk and kinds of risks that the company is willing to accept.  Are you risk adverse?  Risk Aggressive?  Do you accept some risk, but have zero tolerance for others?

High level Risk Appetite Statements can then be broken down into specific and measurable Risk Tolerance statements.  Risk Tolerance is something that can be measured, tested and adjusted for a certain type of risk.

Enterprise Risk Management - Risk Appetite and Risk Tolerance

Define your Risk Appetite and break down specific and auditable Risk Tolerance measurements.

Phase 5: Reviewing Risk KPIs / Auditing Risk Tolerance

Regularly review actual performance against those Risk Tolerance measures.   Document your audit results in policyIQ, remembering to include the data that was tested as attachments to your test results.

Enterprise Risk Management - Audit Risk Tolerance

Document the testing and conclusions.  Be sure to upload the data tested.  If risk is not being managed appropriately – too little or too much risk being taken – document your remediation plan and assign it with deadlines, reminders and follow-up directly in policyIQ!

Phase 6: Incorporate ERM into the rest of your business 

Finally, it is critical that your ERM program doesn’t exist in a silo.  Risk management is happening all around your business, and the results are feeding your ERM program.  Link those lower level process risks and mitigation procedures to your ERM program, giving full visibility into all levels of risk management.

 

We are looking forward to working with many of you to implement Enterprise Risk Management into policyIQ!  Contact us to schedule a meeting – no cost and no obligation – so that we can discuss the specific aspects of your ERM program that can be improved through technology.

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.

Time and Expense Reporting – What do you need to know about your projects?

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Copyright: pratyaksa / 123RF Stock Photo

policyIQ version 7.4 first introduced the Time and Expense reporting features.  Teams can now track projects and tasks, and enter the hours and dollars that are spent on any task.  Project managers can track their budget against actuals, and assign tasks to users.

After releasing 7.4, we listened to our clients’ feedback.  While the data around projects was being tracked, some questions about that information weren’t easily answered. With policyIQ version 7.5, the T&E tracking has been further enhanced with more reporting options to answer those questions.

Project progress details at your fingertips!

With these new reporting options, you can have progress details on your projects available at your fingertips.  Reporting options include…

  • Project Detail
  • Task Detail
  • Time/Expense Detail

By selecting the option that you want to focus on, you choose the level of detail that you’ll be drilling down into.  Time/Expense Detail report types, for example, will bring up results listing individual time or expense records that meet your filter criteria.

Take a quick look at some of these possible reports – and consider how YOU might benefit from managing projects in policyIQ!

  • All Open (Incomplete) Tasks related to Audit Testing
    • Task Detail Report Type
    • Filters would include:
      • Properties = Not Completed
      • Links to Templates = Audit Test
  • Budget vs Actuals Comparison of 2015 Projects
    • Project Detail Report Type
    • Filters would include:
      • Dates between 01/01/2015 – 12/31/2015 (or filtered by Category if categorized by year)
    • Columns would include:
      • Estimated Hours
      • Actual Hours
      • Estimated Cost
      • Actual Cost
  • My Hours So Far This Year
    • Time/Expense Detail Report
    • Filters would include:
      • Assigned To (Me)
      • Submitted after 01/01/2015

 

If you haven’t yet explored the Time and Expense features of policyIQ, drop us an email and we’d be happy to connect and discuss further!  Or join our upcoming policyIQ Q&A sessions via live webinar

Revenue Recognition – Are you ready? RGP and policyIQ can help.

RGPnewlogoSmall.pngIf you are in the finance or accounting departments – or if you are a regular reader of our blog – you already know that the IASB and the FASB issued updated standards with regards to revenue recognition in May of last year.  These new revenue recognition standards impact virtually every company across the globe – and while standards are not effective until 2018, companies must start preparing now.

Are you ready?

SWquoteRGP has invested a great deal of time and intellectual capital to prepare our clients for the new “rev rec” standards.  Our industry experts have created assessment and implementation tools that they are using in companies across the world to help prepare for compliance with the new standards.  The impact can be significant and involves people, processes and technology!  Check out our RGP website for an overview of the revenue recognition services offered, and let us connect you with an expert in your area.

policyIQ can help to organize your data!

One of the key aspects of preparation of the new revenue recognition standards requires an evaluation of all existing contracts.  For many companies, simply locating all contracts and pulling the data into a central place can require a huge investment of resources.

Companies have been using policyIQ as a centralized database to capture contracts for many years, and coupled with new rev rec contract evaluation tools developed by RGP, policyIQ can be a powerful tool for revenue recognition preparedness!

Reach out and let us talk about the services that RGP can offer and the value that policyIQ can add!

Enterprise Risk Management: Technology, Expertise and Tactical Support with RGP

If you haven’t explored how you can use policyIQ to implement or enhance your Enterprise Risk Management (ERM) program, we need to talk!  policyIQ’s Governance, Risk and Compliance (GRC) platform provides the flexible infrastructure that you need to…

  • conduct risk surveys and assessments,
  • document your risk tolerance and metrics, and
  • capture activities that take advantage of risk opportunities or that mitigate excessive risk, or
  • take action on organizational issues.

RGP’s Enterprise Risk Management Expertise!

RGP’s GRC practice works with companies around the world to implement ERM programs.  In some cases, starting with a complete cultural survey to better understand the real appetite (or perception of appetite) for risk across the organization.  RGP recently presented a webinar, “Enterprise Risk Management: Are you optimizing your ERM program?”  The webinar drew hundreds of attendees from companies around the world, anxious to learn how they could improve their ERM program and confidently answer that question with a solid “YES!”

Alongside GRC Practice Leader Les Sussman, risk management expert and Washington DC office Managing Director, Eric Gerner, provided an overview of a successful, efficient and sustainable ERM process – as well as practical keys to ERM success.

View the recording of that webinar at any time – or share with your colleagues.

Sustainable ERM Process

In that webinar, Mr. Sussman and Mr. Gerner walk through a six phase ERM cycle that provides a sustainable framework in which a company can identify, prioritize, implement and monitor ERM activities.

Enterprise Risk Management Sustainable Process

We have integrated the use of policyIQ into these six phases, ensuring that ERM practices are efficient every step of the way!

Are you working on Enterprise Risk Management initiatives?  Contact us and let’s talk about how RGP and policyIQ can help you to be more efficient, provide visibility into enterprise risk and risk appetite throughout the company, and create an on-going, sustainable ERM process.

Make policyIQ part of your budget for next year!

For many companies, October means 2016 BUDGET TIME!  While there is plenty to consider in terms of adding or trimming from your budget, policyIQ should always be part of your business.  In fact, we’ve found that many of our clients have chose to expand their policyIQ site into new areas of their business!

While some products charge “an arm and a leg” for their software, policyIQ continues to keep costs affordable–meaning a relatively large implementation can be purchased for under half the cost of our competitors.  

Just take a look at all of the business needs that policyIQ has solved over the years:policyIQ_uses

policyIQ saves you money by automating various processes and streamlining documentation.  Many of our clients use policyIQ Pages house audit documentation.  Pages come with complete customized security, meaning some users can have exclusive access to edit and create new content, while others have read-only access to all the essential documents.

Forms make certifications and sign-offs a breeze, as Administrators can deploy hundreds, even thousands of forms in just the click of a mouse.  Responses are organized and aggregated in simple reports, allowing Approvers to quickly scan through answers and find problem areas that require follow up.  Have employees need some nudging to get their forms in by a certain date?  Automate the follow-up with email reminders that keep after your users until their work is complete.

policyIQ can handle many business needs at once.  Do you see an area in your business that could use the help of policyIQ?  Send us a message, and we can give you an open and honest assessment for FREE.

So why pay for multiple tools when policyIQ can handle them all?  Save money on next years budget and let policyIQ handle many of your processes.

policyIQ on Tour – Will we be hitting your city?

tourThis spring, we will be getting out from behind the desk and going on tour!  Managing Director, Chris Burd, and Product Director, Stephenie Buehrle will be visiting a number of cities across the United States* to meet with clients, prospective clients and industry experts.  We’ll be joining forces with our RGP colleagues across the country to host roundtable events and participate in national and regional conferences.

We’d love to meet with YOU!

The multi-city tour already includes confirmed stops in…

  • Las Vegas (March 9 – 11, GAM Conference)
  • Detroit (March 10, Detroit IIA Conference)
  • Detroit (April 10, RGP / policyIQ Internal Audit Roundtable)
  • Houston (April 13, Houston IIA Conference)
  • Houston (April 14, RGP / policyIQ Internal Audit Roundtable)
  • Orange County (April 21, RGP / policyIQ Internal Audit Roundtable)
  • San Diego (April 22, RGP / policyIQ Internal Audit Roundtable)
  • Los Angeles (April 24, RGP / policyIQ Internal Audit Roundtable)

We have a number of other locations that we’re working on, as well, but if you don’t see your location on the list and would really like to suggest a stop in your city, let us know!

If we are coming to your city, we’d love to meet you!  Let us know if you would be interested in attending one of our events or roundtables, and we’ll be sure to include you on the invitation list.  We’ll provide more details on the specific topic of roundtable events when sending invitations.  (If there is a specific topic of interest that you’d like us to consider, send along your ideas!)

* We do not yet have any international trips planned, but would love to come to your corner of the world!  Hong Kong?  London?  Singapore?  Let us know if you think there is a great event we should be attending or if there is local interest – and we’ll be happy to consider a trip!

RGP and policyIQ can help get the most from your Merger or Acquisition!

mergerCost reduction due to improved efficiencies is just one of the ways that an acquisition or a merger can translate into a new company that is more valuable than the sum of its original parts.  However, there is no doubt that the process of bringing two companies together into one is a difficult and sensitive process.  The gains that are expected as a result of the M&A transaction are not guaranteed and a few bad decisions along the way can spell disaster.

RGP has been helping companies tackle those issues, with a focus on creating value from mergers and acquisitions.  RGP’s Acquisition Integration Services brings some of the most experienced acquisition specialists from around the world to help organizations navigate the delicate process of bringing two unique companies together as one.

Join RGP’s CPE event on M&A Readiness!

Join George Chin, RGP’s Managing Director of Transaction Services, on Thursday, February 26th at Noon ET for a one hour CPE event that will provide guidance on how to assess your organization’s readiness for an M&A transaction.  Register today – and even if you can’t attend, you will be given access to the recording of the session just a few days following the event.

policyIQ can help from both sides of the transaction!

Whether you are in the middle of an M&A transaction, preparing for the possibility of one, or you just want to make sure that you would be ready if the opportunity presents itself – policyIQ can help your organization.

For an organization that is to be merged or is being acquired, policyIQ offers an easily accessible, secure location to gather and review internal documentation, and to make it available to the other party.  If you are already using policyIQ, you can extend your use to ensure that you have a single place of record for policies, procedures, controls, audit testing, job descriptions, organizational charts and much more.

If your organization is acquiring an additional business entity, policyIQ can be an extremely effective way to communicate, streamline policies and procedures, and capture all necessary documentation.  The flexible nature of the policyIQ application allows you to easily extend your current structure to bring in a new entity.  While it may take time to bring the new entity fully into alignment with existing company structures, policyIQ allows for the subtle differences and can be shifted over time.

Let us know! 

The best way that we can help you to make the most of policyIQ through your M&A transaction is to let us know when it is happening.  We know that these transactions are often extremely sensitive.  RGP and the policyIQ team already have a confidentiality obligation to all of our clients, and we’ll be happy to sign additional non-disclosures if deemed necessary in order to help.  We also recommend that you reach out to your local RGP office (or let us connect you) to talk about your challenges and learn how RGP’s Integration / Transaction Services can help!

Job Descriptions and the Goldilocks Dilemma

BaliPostCardYour procurement manager just won the MegaMillions lottery. She handed you her resignation this morning, with a forwarding address for her new beach house in Bali. You need to start recruiting for a new procurement director immediately. Do you know where to go to find the job description?

It’s likely that your HR department has a catalog of job descriptions. There is probably a standard format that is designed to capture all of the detailed responsibilities and job requirements. But do you know where to go to find it? When you do find it, is it going to be updated to match your real needs in the procurement department? Will you end up writing a new job description before you can start the recruiting process?

Why might you want to capture job descriptions in an application like policyIQ?

Central access to current and complete job descriptions has become a hot topic over the past couple of months. Even on our own policyIQ team, we recognized a need earlier this year to better manage our job descriptions not because of recruiting, but because we needed a simpler way to look up what applications, licenses, hardware and systems access are required by each position on the team.

Here are some other popular reasons for using policyIQ to manage job descriptions:

  • Ensure consistent use of updated job descriptions throughout the organization by housing in a centrally available application.
  • Save time by providing easy search ability across existing job descriptions.
  • Version control and audit trail for any changes to job descriptions.
  • Simple reporting to find all positions that meet certain criteria, such as all positions that require a Master’s Degree or all positions in our IT department that are non-exempt.
  • Alerts and workflow to ensure that job descriptions are updated regularly, so that they are current when they are needed.
  • Advanced process intelligence by linking job descriptions to procedures (or controls) performed and applications used, allowing a new employee to easily look up documentation related to his/her job functions.

 

porridgeThe Goldilocks Dilemma – Which way is right for you?

For documentation like job descriptions, there are several different approaches in policyIQ. Which one is right for you?

The Baby Bear approach: Attach your Job Description as a Word (or PDF) file attachment

For the simplest solution, you can simply create a folder structure to organized your job descriptions and upload each job description as a file.

The pros: You can still assign security in policyIQ to limit who can read or update specific job descriptions, you will be able to retain a version history, and you can send out alerts to keep job descriptions current. When searching in policyIQ, users will find those job descriptions where their search term appears in the attached file.

The cons: You are not able to take advantage of advanced reporting or filtering. While you can keep various versions of job descriptions, policyIQ will not inherently track changes in specific fields.

For many clients, this approach is too narrow.

The Papa Bear Approach: Complete Job Description Written in policyIQ

If you want to maximize your use of policyIQ, we would recommend that you choose to write the entire job description in a policyIQ page, taking any file attachments out of the picture. This means creating a Job Description page template, with fields for all of those standard elements of a job description. Your template might include fields for:

  • Position Title
  • To whom does this position report?
  • Exempt / Non-Exempt?
  • Summary
  • Detailed Responsibilities
  • Education Required
  • Required Skills / Attributes
  • Preferred Skills / Attributes

The pros: This allows you to do advanced reporting on any aspect of your job descriptions, track detailed changes in every part of your job descriptions, and allows you to easily create and print a single PDF file of all (or selected) job descriptions on demand.

The cons: For many organizations, this represents the biggest shift in the way things are managed today, and can require more training. It may also require that more users have Advanced User licenses to policyIQ, as any changes to job descriptions are made directly within the application.

For a lot of clients, this approach is too far reaching.

The Mama Bear Approach: Minimal Job Description Details Captured, with Attachment uploaded

For many, the right solution will be right in the middle. Job descriptions may still be created (and even approved) in Word documents, however those finalized job descriptions are uploaded as an attachment to a corresponding policyIQ page. This page includes some key pieces of data that can be reported on, such as:

  • Position Title
  • To whom does this position report?
  • Exempt / Non-Exempt?
  • Summary

The pros: Advanced reporting can be done based on those fields that are captured on the template, while the full job description can remain in the more familiar format. This is typically the easiest method of implementation, as it allows the majority of your job descriptions to remain in their current state. This method also makes it simple to transition to either a straight file attachment approach, or the more complete policyIQ page approach.

The cons: You are managing some details both in the policyIQ page and on the file attachment, and may need to ensure that those stay in sync with each other.

 

Regardless of your primary reason for managing job descriptions or the approach that you think works best, better management of your job descriptions will improve your overall efficiency. Contact us today to help you to get started!