Track Subject Matter Experts (Auditors, and the like) in policyIQ

Are you managing a number of auditors and working to track all of your resources so that you can more efficiently assign tests to the appropriate tester? What tool are you using to keep track of your auditors? Generally speaking, I look for opportunities to move the work that I’m tracking in the two dimensional world of Excel, Word or Email into a database like policyIQ. By moving this content into the database, I can not only easily report on all auditors that fit a certain criteria or profile, but I can also see whether I have them fully utilized and when they will become available.

Remember that you can customize Templates, Fields, Folders, Groups and so on in policyIQ and you can link pages to one another. One way that a client has used this flexibility to their advantage is by creating a “Subject Matter Expert” Template with fields that allow them to track the areas of expertise that their auditors have, as well as other fields that help them to know when the appropriate resources will be available. Here is a sample of a Page Template for tracking your Subject Matter Experts in policyIQ:

SME

Remember that all of the fields are customizable—you can amend any of the fields that you see, add additional choices, change the type of field, rearrange, and so on.

Your SME pages can be linked to test pages as each SME is assigned. This will allow you to run a report on tests with associated SMEs (Detail Link Report) so that you can visually see who is deployed.

Another method that our clients have employed is the addition of Hours Budgeted and Actual Hours fields directly on the Test pages. The combination of these Templates and Fields can help the administrators of the audit process to better oversee and manage resources while in the thick of testing and can help with budgeting and managing costs.

Have you taken advantage of the flexibility of policyIQ in a related way? What suggestions would you share with other users on how to better track resources or other key attributes? Let us know in “Comments” or email the policyIQ team directly—we’ll spread the word!

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!