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policyIQ Blog

July 2011 - Posts

  • Viva Las Vegas! Visit with local users shines a light on possibilities.

    I had the privilege of shaking hands and chatting with a couple of policyIQ clients in Las Vegas this week. They are currently using policyIQ for SOX (surprise, surprise-- we have a whole bunch of SOX clients!). What really is a bit surprising is that after nearly 10 years and 20+ feature-rich releases we still have a number of policyIQ clients who are only using policyIQ for their SOX documentation. In Las Vegas, we enjoyed a great conversation about the core features and capabilities of policyIQ that make it possible to realize true gains in effectiveness and efficiency in all areas of an organization.

    I kind-of tricked everyone. While we suggested that we would explore the use of policyIQ for more than SOX and would discuss the application for contract management, I knew going in to the conversation that I planned to talk about much more than contract management. I wanted to help others see that there’s no mystery or magic behind policyIQ that makes it scalable to all areas of the business.

    policyIQ as a Contract Management Data Room

    I described one contract management client’s use of policyIQ and, specifically, how they are using policyIQ as a data room. The client needed a place to manage their due diligence. They wanted to share a wide range of information with an equally wide range of associates and needed to ensure that each organization only saw certain materials while no two associations should be able to see each other.

    Phew! At first blush, this sounds like a tall order. In truth, when you have a content management application like policyIQ that also comes with built in organization structures, search, reporting and several customizable layers of security, it’s really just par for the course! 

    We went on to discuss how this description of the data room and a platform for managing due diligence is useful for so much more than contract management. Any organization negotiating a range of agreements, mergers, acquisitions, divestitures, bankruptcy and so on would benefit and save a significant amount of time (and, therefore, expense) by employing such a platform!

    Other Contract Management Uses that are Transferrable

    Our data room discussion set the stage for the rest of the conversation. Other clients asking us about the use of policyIQ for contract management have expressed different priorities or needs including the need for a repository, a platform for review and approval, a tool for simplified monitoring, and a means for automating and tracking associated communications.

    I know that I have the gift of gab and recognize that I need to make this a blog post—not a dissertation. So, I’ll try to summarize the discussion in a table that allows you to see how the features that make policyIQ a terrific solution for these contract management needs also make it a great option for so many other initiatives!

     


    policyIQ and Resources Consultants – a powerful combination!

    In addition to meeting with policyIQ users, I enjoyed chatting with some of our Resources Consultants who are learning more about the various uses of policyIQ. Our application and partnership with project professionals is undoubtedly a great combination for our clients. In case they weren’t already aware, I let the clients and consultants know that consultants on policyIQ engagements certainly have the full support of the policyIQ team. We recognize that sometimes the client will be best served by a consultant with specialized experience in information management, supply chain management, legal, accounting/finance, project management or some other specialty. When a client hires one of our consultants, it’s like hiring multiple people for the price of one—they benefit by the expertise and focus of a dedicated consultant backed by the expertise and support of the policyIQ team. And, we’re all passionate about this great company that we work for! 

    Did I mention that policyIQ clients are not charged for RGP Consultants’ access to their policyIQ sites?

    No, I forgot! I didn’t get around to mentioning that you don’t have to pay for a Resources Consultant’s seat or user license in policyIQ. Just ask any member of the policyIQ team to set them up and we’ll be sure to mark them as “unlicensed” so that you are not charged for their access to your site. Yet another feather in your cap!

    Help your colleagues to take advantage of this tool that you already own!

    Soooooooo…if your colleagues are in the midst of various RFP processes, demo’ing different applications, paying for custom developers for home-grown sites, or still manually chasing all sorts of processes down in shared drives or email, please stop the madness and give us a call! It never hurts to ask the question. It’s true that I am biased and believe that policyIQ is simply a highly configurable relational database that can be used virtually everywhere, but it is also true that any member of the policyIQ team (including me) will be completely honest with you and tell you where we are strong and where you might rather pay the higher premium for an application with bells and whistles dedicated to a particular discipline. Looking forward to hearing from you!

    Some resources that might interest you:

  • Practical Application: How do I really use policyIQ for multiple purposes?

    Wait. What? policyIQ can be used for “multiple purposes”—more than just SOX or policies and procedures?

    To some, this sounds absurd, but we’ve heard different versions of this epiphany several times from clients that have used policyIQ for years! The answer, in case you’re still waiting is, “yes! policyIQ can be applied in nearly every function of the business.”

     

    If you want more information about solutions, you can:


    What's keeping you from expanding?
    We have also heard from some clients that, while they recognize that they are only tapping into a tiny portion of what is possible in their policyIQ application, they hesitate to expand to other uses.
     
    The most common reservations?
    1) They don't know, in practice, how to fold in another complete solution (task seems daunting).
    2) They are concerned about security and whether it is really possible.
    3) They are busy! They don’t have time for another system implementation.
     
    We want to help you to more fully utilize policyIQ and to leverage its power and capabilities for your pressing initiatives. We’ll walk through three options for utilizing policyIQ for multiple uses below (you could also watch our related session recording where we presented these options).

    If you are one of those policyIQ users who struggles with finding the time to become more efficient (what a crazy and common problem, huh?), we can help with that, too! We have project professionals all over the world prepared to lead or supplement your team and your streamlining effort.
     

    Three options for applying policyIQ to multiple initiatives
    1) One policyIQ site - share administration: 

    Whether rolling administration up to a select small number of Site Administrators or welcoming representatives from each major function to administer their own area, you can make some simple adjustments to the Setup that facilitate expansion of your system to other areas.
     
    Shared Administration Steps

    1. Set up Group called “policyIQ Administrators”
    2. Use Reports to verify suitable profiles for users (to identify those users than need to have their Role or Groups changed to something more appropriate).
    3. Add administrators for new process to policyIQ (Edit Users' Profiles)
      1. Account Type: Advanced
      2. Role: Site Administrators
      3. Groups: add to "policyIQ Administrators" and additional Groups, as necessary
    4. Administrators set up new Groups, Templates, Folders (Users, if needed) for the new process
      1. Assign “policyIQ Administrators” Group to be the administrator of new Groups, Templates, Folders
      2. Add suitable Group to Template > Content Creators, Default Administrators, and Default Viewers field
    5. Adjust Login Screen Text to direct users questions to correct contact. For example:

     

    2) One policyIQ site - separate/exclusive administration:

    When some clients have expressed a concern about sharing their site, it is because they do not want administrators from other areas to be able to see everything and to be able to change anything as a "Site Administrator" Role permits. The steps outlined below are very similar to those for "Shared Administration" above, with some adjustments on roles.
     
    Exclusive Administration Steps

    1. Current Site Administrator will create new Roles (see attached Excel spreadsheet to identify which permissions we recommend enabling for new Roles, and read note regarding Roles below)
      1. Solution Administrator – the same permissions as a “Group Administrator”, plus Add Root Group, Add Root Folder, Add Root Template.
      2. System Administrator – This Role only has “System Setup” permissions enabled, plus the permission to Administer Any User.
    2. Use Reports to verify suitable profiles for users (to identify those users than need to have their Role or Groups changed to something more appropriate).
    3. Add administrators for new process to policyIQ (Edit Users' Profiles)
      1. Account Type: Advanced
      2. Role: Solution Administrators
      3. Groups: add to proper administrator Group (i.e. Internal Audit Administrator or Internal Audit Approvers / Sr. Management) and other groups, as necessary
    4. Administrators set up new Groups, Templates, Folders (Users, if needed) for the new process
      1. Assign appropriate administrator Group to be the administrator of new Groups, Templates, Folders
      2. Add suitable Group to Template > Content Creators, Default Administrators, and Default Viewers field
    5. Adjust Login Screen Text to direct users’ questions to correct contact.

    Note regarding new roles:

    Solution Administrator: Add this role (add a NEW role, do not change any existing Roles, please) so that each respective organization (SOX group and IT group) can manage their own respective areas in policyIQ. This same role could be given to the administrators for each area and each will be able to manage his/her own division without worrying about the other overseeing or changing Setup. (The proposal for the permissions for this new role is captured in the attached Excel spreadsheet.) Basically, this is a Group Administrator Role with “Add Root Folder”, “Add Root Group” and “Add Template” also enabled. Then, each respective area will need its own Group hierarchy and Folder hierarchy.

    System Administrator: The second new role proposed in the spreadsheet might be nice to have so that someone in their organization can address system related issues/tasks such as scheduling snapshots. This “System Administrator” could be an IT person who has permission to make adjustments to the System Setup items in Setup. It might also be beneficial to give this person permission to Administer Any User so that he/she could remove users when someone leaves the organization.

    Re-assign Roles: Ensure that there are NO Project Administrators or Site Administrators—that is, no users with either of these Roles that permit broad viewing and administration. 
     

    3) Multiple policyIQ sites:

    By utilizing a separate policyIQ site for each Solution or area, various work groups can "own" their own policyIQ site and all decision-making that goes along with it. This freedom might also lead to transferring the common inconsistency of content from shared directories on to your policyIQ sites--multiple sites means multiple platforms for enforcing an information management plan.
     
    It is important to note that separate policyIQ sites cannot "talk" to one another. We caution clients that managing separate policyIQ sites may limit the power of linking and reporting on content, processes, users, etc across multiple sites at once. 
     

    Additional Resources
    Visit our training page to review our complete list of recorded sessions available on-demand or launch the recording of our one-hour session “Multiple Uses, How To” directly from here.
     
    Check out the online Help page to access the PowerPoint slides from our related session (lots of great screenshots).
     
    Contact support@policyIQ.com if you would like to begin leveraging policyIQ for multiple uses and need some additional support (help with policyIQ configuration, a project consultant to supplement your team, etc.).

     

  • Sometimes that mountain is really just a molehill

    Have you ever taken on an enormous task and toiled for hours (or days or months), only to find that there was a much easier way?  I've found myself in this predicament several times - having sunk way more time into a task than necessary, because I just didn't think to ask an expert if there was a better way.  I spent several hours once copying and pasting content from one column in a several thousand record Excel spreadsheet into two separate columns, because I didn't know about the "Text to Columns" feature.   What took me hours could have been accomplished in about 20 seconds.  I'm not proud of that - and I'd like to assure you that it was very early in my career, but I wouldn't be being entirely honest - but I'm sure many of you can relate.  (If you've never heard of "Text to Columns" and you work with Excel frequently, your life will be easier if you click here and check it out.  Promise!)

    This lesson hit home again recently - and prompted me to share it with all of you - when I was talking with a client about a huge project she has been tasked with in policyIQ.  Her organization is using policyIQ for their Sarbanes-Oxley work, and they are going through some major changes.  With those changes come brand new Risk Assessments, totally rewritten Controls and Test Plans.  They've essentially wiped the SOX slate clean and started from the ground up.

    The idea of having to go into every business process and edit or create new Risk and Control pages in policyIQ was overwhelming - as it would be for anyone.  After a short chat, I discovered that my client's company really was starting from scratch - with no reason to link to the older documentation.  I asked why she wasn't considering using the Import feature to create brand new pages in a brand new set of Folders.   The response surprised me.

    "I can import from Excel?!"

    There was a part of me that felt like I had let my client down for the past year that we've been working together.  She really didn't know that it was possible to import brand new content into policyIQ from spreadsheets.  After having taken over the reins from another team member, it just wasn't a feature that she ever needed - and so we had never talked about it.

    There was another part of me that was so grateful that I had an answer that made her life a little easier.  Instead of spending large amounts of time on re-entering the documentation into policyIQ, she could now focus her limited time and resources on better streamlining those controls and processes!

    I promise you that it never hurts to ask.

    In addition to reminding you all about the Import feature of policyIQ, I'm sharing this story to remind you that it never hurts to talk to the policyIQ team when you are facing what might seem like a huge task in the product.  We might be able to tell you about a feature that you just didn't know about - and instantly your life will be that much easier!  We may have an alternative that will save you a little bit of time, or we may be able to complete the work using custom development or support for an hourly rate that will be more cost efficient than sinking your own valuable time into the project. 

    Or we might only be able to sympathize with your tedious task, and take note of possible efficiency improvements that will make your life easier in a future version of policyIQ.

    But I promise you that it will never hurt to ask.

  • Great consultants don't stop when the project ends

    I started off my career in consulting with one of the Big 4 consulting firms.  I was fresh out of college and still absorbing everything that I could.  One of the lessons that sticks with me is that the very best consultants are the ones who truly care about the client and don't stop adding value after their project hours end.   When I interviewed with Resources (almost six years ago!), I was impressed that the concept of caring about your clients beyond the hours that are billable is not just a great idea - it's a part of the cultural fabric.  Okay - it sounds cheesy, but I have examples. 

    Allow me to introduce you to Paul Brauweiler, just one of those consultants who is applying that principle every day.

    I've had the pleasure of working with Paul Brauweiler on three policyIQ implementation projects in the Chicago area over the past year or so.  Paul is a Resources Global consultant and a CPA with more than 20 years of experience in accounting and finance. Paul has worked with public companies, private companies, and even owned his own business.  Paul has been with Resources for just over six years now, and I've had the pleasure of working with him directly on three policyIQ projects.

    The first time that Paul and I worked on together was the implementation of the Great Lakes Dredge and Dock (GLDD) SOX program in policyIQ.  After a single week, the GLDD implementation was virtually complete, leaving me incredibly impressed with both Paul and our client, Travis Heyer.  I also remember thinking, "Boy, I hope Paul realizes that not all policyIQ implementations are quite so smooth!"

    Almost immediately, Paul had an opportunity to learn that some implementations are more complex.  He was engaged to lead an implementation for a client who was moving their internal audit process off of another product and into policyIQ.  Because the client was moving from another large audit automation product, this project required additional work to assess the existing data and to determine what would be moved into policyIQ.  The process was also evaluated to be sure that users remained comfortable, while creating efficiencies that the flexibility of policyIQ now allowed.

    Some people never stop being "policyIQ consultants"

    After this second project wrapped up, Paul was moved to another organization who was not using policyIQ - but that didn't mean that I didn't still hear from him.  I could count on getting a call from Paul every few weeks with a question from one of his policyIQ clients - or to just check in and ask how they were doing if he hadn't heard anything recently.  He was no longer engaged with those organizations officially, but he checked in and made sure that any of their questions were addressed.  Working side-by-side with his clients meant that Paul had earned a level of trust, and although he could have easily simply directed those questions to our policyIQ support team, he never failed to follow-up personally to be sure that the answers were received.

    Helping a client to expand and become a part of the policyIQ community

    Just this past spring, I was thrilled to have another opportunity to work with Paul.  An organization who already used policyIQ for their internal audit documentation needed to add more automation, workflow and control to their SOX documentation - and with policyIQ already in place, the expansion was a natural decision. 

    As it happened, while Paul was engaged on this last project, I had the opportunity to be in the Chicago area for another business meeting - and I suggested that perhaps I could take him and our client to lunch while I was there.  Paul had a better idea.  Travis Heyer, the GLDD Internal Audit Director, with whom Paul worked the summer before, was nearby; Paul was sure that Travis would have some great insights for his current client.  He suggested getting the two of them together for lunch instead.

    In just about an hour, our two policyIQ clients hit it off and shared a lot of great ideas - not just about policyIQ, but about SOX, Audit and favorite local lunch spots.  (You can't discount the value of a great lunch recommendation!)  Paul, Jim Giroux (our Client Service Director in Chicago) and myself were able to just sit back and relax as they shared their experiences.

    But wait!  There's more.

    Just last month, another policyIQ client was reviewing their site and looking to better organize their SOX content to align with their changing business structure.  Knowing that their business was similar to that of one of Paul's previous policyIQ clients, we asked him to join a webinar to talk to this client about his experiences - being able to talk through the projects that he has worked on and how he would approach their re-organization.

    Want to have a Paul Brauweiler of your very own?

    I asked Paul to comment on what it was that he liked about working on policyIQ projects.

    It provides a great opportunity to work directly with each client's audit team, and get them thinking about the best ways to implement not only the tool but also their approach to implementing the solution.  The business partnering is key, and each client has unique aspects that require the coordinated input of key stakeholders, consultants, and the pIQ team.  The tool is standard enough to provide a consistent look and feel that can be leveraged across multiple clients, and yet flexible enough to deliver the functionality that meets the specific/unique requirements of each new client.  It's like putting together a puzzle, and the end product is something that the client is really excited to put into use! 

    Trust me, he's a guy that you want to have on your team when you are implementing policyIQ - or doing any accounting, finance or audit projects in your organization.  But don't expect to see the last of him when the project ends.  That's just not his style!

    If you are interested in learning more about consultants like Paul, contact us and we'll put you in touch with your local office.   Whether you have a need in Accounting and Finance, Information Management, Supply Chain, Legal & Regulatory, Risk & Compliance, or Human Capital - there are thousands of consultants like Paul available worldwide, and we'd love to introduce you!

  • 6.7.7 Patch Release Feature Highlights

    Our development team has recently released a new patch release for version 6.7 into production.  Included in this patch release are two seemingly minor features that could have a significant impact on your everyday usage of policyIQ.

     

    Read Only Account Type "Change Password" Feature

    Previously, only Standard and Advanced User Types in policyIQ had the ability to customize and change their password after creation.  This ability has been extended to Read Only users as well, as more and more clients are using these accounts for specific users (such as an External Auditor). 

    To enable a Read Only user to change their password, use a new checkbox called "Can Change Password?" that appears when adding or editing a Read Only user.  When this setting has been checked, a Read Only user will be able to change their password upon initial login, after a password reset, or via the "Change Profile" window.

     

    Form Approver E-mail Option

    Since version 6.6 Form Templates could have multiple approvals required in order for a Form to enter Approved status (i.e. the "All" approval designation on the Form Template).  However, a Form Approver was only able to send an e-mail to the submitting user, and what had been missing was the ability for this Approver to e-mail the next Approver in line during the "All" approval process. 

    In this recent patch release for version 6.7, we've adjusted the Form Approval window when additional approval is required.  When an Approver chooses to notify the next Approver(s) in line, they'll be provided with an option to send an e-mail notification with a custom message.  The option to e-mail the submitting user now appears only when the approval type is "Any" on the Form Template, or when the final approval is being made on an "All" approval Form Template. 

     

  • Become more efficient, earn CPE and win a free GB of policyIQ storage space for a full year!

    The policyIQ Team has worked to help many companies develop content management solutions for their business initiatives:

    • We have helped some to implement tools to manage their review and approval processes.
    • Others were looking for more automated means to communicate and alert employees and vendors that a deliverable had changed or an agreement had been approved. 
    • We helped some organizations to gain greater oversight and to more efficiently and confidently analyze information by better utilizing the reporting capability. 
    • Other organizations have asked for guidance to bring automation to their processes that involve employee certification or sign-off and to routine gathering of information in processes such as account reconciliations. 
    • Some have simply employed policyIQ to wrangle in the various directories, SharePoint sites, contributors, and so on to bring governance to their organization’s information.


    Can we really multi-task in policyIQ?

    A number of policyIQ users have expressed interest in leveraging the application’s capabilities for multiple initiatives in their organizations such as those described above, but aren’t sure exactly how to make it happen. Some of you have told us that you need some help utilizing the security features to create appropriate segregation of duties. Others have admitted that you simply don’t want to share your site and allow other cooks in your kitchen! In our CPE session this month, the policyIQ team will demonstrate how policyIQ can be applied for multiple initiatives—for real!

    Your partners on the policyIQ team sincerely enjoy working with you!

    We encourage you to join us at this month’s training session (and at others in the coming months) and to engage with us on our blog. Comment on our blog, email us, call us (1.866.753.1231) and let us know how we can support you with your initiatives.


    Join us to be entered in the policyIQ Sweepstakes

    We know that you’re busy and that you might have put off plans to revisit your policyIQ optimization, configuration or even simply attending one of our sessions, so we want to make it even more worth your while…

    Join us in our CPE session on July 21st and respond to the 3rd polling question to be entered to win a full GB of storage and associated maintenance for a year (value of $1000)!

    Keep your eyes peeled

    Stay tuned! We will use our blog to introduce other opportunities for giveaways in the near future.

    See you on Thursday, July 21st!

  • Revisit our list of policyIQ Solutions

    policyIQ solutionsCapital Expenditure Projects, Model Audit Rule Compliance, and Mergers & Acquisitions Due Diligence. What do all of these things have in common? policyIQ. That's right; policyIQ users have implemented policyIQ for many different content management, process streamlining, automation, and oversight or approval management purposes.  The list doesn't end there; click on and bookmark this link to check out the list of policyIQ solutions. Plan to revisit as we will continue to update this page with Solutions as we hear of our clients' creative applications of policyIQ. 

    As you may know, we've also been conducting solution-focused training sessions over the last couple of years. We encourage you to visit our training page to see the list of our solution-session recordings and to launch those that may benefit your organization. There is also a link at the top of our training page to access and register for our upcoming live solution sessions.

    If you are interested in implementing policyIQ for any of these solutions, contact us and let us show you how to get started saving time and money by using policyIQ for multiple solutions.  Or maybe your company is using policyIQ for a solution that isn't even on this list; we would like to hear about it.  If you are struggling with finding the right solution for any of your business initiatives, let us know, we love to brainstorm and problem solve and might be able to work with you to create a new solution in policyIQ!

© 2011 Resources Global Professionals