policyIQ is designed to be a complete, enterprise-wide content management tool for a company’s policies, procedures and internal controls. Whether used for simple policy and procedure management or complete Sarbanes-Oxley compliance, every department can use Resources Global Professionals’ policyIQ for all of its reference information, improving the overall corporate governance structure by ensuring that updated information is communicated and acknowledged by the employees that need to comply.
policyIQ is designed to be a complete, enterprise-wide content management tool for a company’s policies, procedures and internal controls. Whether used for simple policy and procedure management or complete Sarbanes-Oxley compliance, every department can use Resources Global Professionals’ policyIQ for all of its reference information, improving the overall corporate governance structure by ensuring that updated information is communicated and acknowledged by the employees that need to comply.
Companies ranging from small private enterprises to public Global 250 organisations use policyIQ in all of their departments.
The software was designed around the Policy Management Cycle and Effective Policy Management best practice, a published methodology for managing policies, procedures and internal control information.
The methodology is a six-step cycle in which every element is critical to managing information, whether for the accounting department, IT, HR or operations. If any element of the cycle is broken, the cycle will fail. policyIQ was designed to follow this cycle, and, unlike many corporate intranet sites, includes automated functions for every step in the cycle.
Including an online content editor to author directly in the system, users can also upload files such as Word, Excel and Visio as attachments. The online editor includes customisable templates for different document types.
policyIQ uses a content management workflow to control who is authoring or reviewing a document at any point in time, and allows managers to assign documents to others to edit. Review comments are tracked and made a part of the document’s history.
Authority levels determine who can publish documents, and once published, only the document’s owner can make changes. Users can easily find documents by navigating through departments and online manuals, or perform full-text searches through both documents created in the system and any attached files.
Each policyIQ user has a dashboard that displays his or her to-do list as well as an inbox of new or changed documents that impact that person’s job responsibility. Each document can be restricted so that a user only sees information they are allowed to see.
Companies verify that their procedures and controls are being followed using assessment pages, which document specific audit tests performed on controls, and online compliance questions used to record employee acknowledgements with various company rules. Online compliance questions can replace hardcopy signoffs for many policies, increasing both efficiency and the number of signoffs a company can request from employees.
Expiration dates are assigned to every document published in the system, which force the owner to re-read and reset the document before it expires. A detailed audit trail records a date and time for each action taken to the page, and the revision history keeps an archive copy of each published document.
Users include a national healthcare and hospital network, which uses the software to manage policies and procedures for all its departments. HR policies, procedures, benefits information, and the employee handbook are easily communicated to all of its 50,000 employees. Job descriptions, and new hire checklists, and orientation information are restricted for viewing by only authorised employees within the human resources department.
Electronic questions are issued to employees – to poll groups of employees regarding compliance with company codes of conduct and compliance with laws and regulations – on a periodic basis.
Even the most non-technical staff became adept with documenting using policyIQ.
Contact: Resources Global Professionals 1800 006 939; www.resourcesglobal.com.au
