RGP Training Opportunities for September

Here are a couple of new training opportunities for the month of September from the team at RGP.  Be sure to sign up for 1 CPE credit during each event!

September 24: Are your Optimizing your ERM program?

While Enterprise Risk Management has been adopted by most organizations in some form, many still struggle to create effective programs. How do you create an ERM program that is effective without breaking the bank? In this webcast, RGP will lead you through the best practices to creating an effective and efficient ERM program, with a focus on distributed responsibility and long term sustainability.

September 30: Financial Reporting Update

Join us for a financial reporting and accounting review and analysis including the latest FASB pronouncements, and SEC and PCAOB standard setting. This session will provide you with what you need to know to comply with these changes and help you to stay a step ahead.

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.

Putting Critical Information at Your Fingertips

What questions do you find yourself asking and researching again and again? If you can’t find the answer in policyIQ, the solution might partly be in adjusting the configuration of policyIQ to include the critical information that you need to address your pressing questions. You might need to add a field, a dropdown choice or a folder.

Another powerful tool that you can use is policyIQ reporting. You can create a report to check on the status of testing, the progress of approving the project or the next wave of upcoming contract renewals. If you need any help creating a report to pull together your information in a meaningful way, reach out to us! We are happy to help you understand your reporting options, to pick the appropriate filters and to display the results in a way that is useful to you.

Featured Feature: Favorite Reports

Beyond creating the reports that get to the critical and helpful information, we hope that you also take advantage of “Favorite Reports” to give yourself quick access to this information within the Dashboard of policyIQ.

Favorite_Reports

While in the Reports menu, you can highlight any report that you have created and choose Add > Report to Favorites from the toolbar above the table. And just as you get used to having convenient access to this important information, we’re going to make it even better! Look for the ability to schedule reports and have the results emailed to you in the next release of policyIQ (version 7.4 is in testing now and will be released in the coming weeks).

Reach out to us if you have any questions about using policyIQ to help you stay on top of your deliverables.

Combine Search with Table Filters to focus on critical content

In previous posts on our policyIQ Blog, we have highlighted the new centralized Search capability and also directed your attention to the new Table Filter. Each feature makes it simpler for users to narrow your search for specific information in the table. Some recent conversations with clients left us wondering if policyIQ users realize the value of using these two features in conjunction with one another?!

In the past, many clients have guided their users (procedurally) to drill into the appropriate Folder to locate their test pages, contracts, or procedures. They might have used the Folder structure or, more likely, Reports to identify the subset of pages that they are responsible for updating: such as 2013 tests, Service agreements with Vendors or the procedures that are “checked out to me”. Some users might find themselves frustrated with their unfamiliarity with the Folder structure or they didn’t know how to build reports in policyIQ.

Since using search utilities on the internet has become second nature for many people, we have worked to make policyIQ more powerful and user friendly. Let’s talk through an example of how the Search and Table Filter features will help your users to quickly get to their desired set of content.

Notice in the image, a Search for the term “test” reveals 162 pages:

Search_for_Test

If I am responsible for reviewing the 2013 test pages, I can use the Table Filter to narrow down the original Search results to just the “control test” Type and those pages in the 2013 Folders. Notice in the following image that this reduced the displayed results to just 17 pages:

17-2013-tests

Using very common techniques, your users can home in on the work that is critical for them. Notice how a search for Contracts narrowed by the Table Filter to Vendor, Service Agreements would yield a specific set of pages. A search for Procedures narrowed by the Folder: Procurement Department and Stage: Checked Out to Me will also present a very specific set of content that is actionable for me!

Of course, there are benefits to learning about features like Advanced Search where searches can be saved for later use or learning about Reports where a report with a number of more complex filters can be saved to “Favorite Reports” in the Dashboard. Still, if you and your colleagues are jumping in and want to dig into a quick analysis or some quick changes, the use of policyIQ’s Search feature in combination with the Table Filter might be just the welcome set of tools that you were looking for!