Clients have applied policyIQ's flexible framework to solve a variety of content management challenges and needs. Below are just a few of those additional, and often creative, solutions that policyIQ offers.
Account Reconciliations – efficiently distribute account reconciliation forms to the reconcilers with questions specific to their accounts. Easily monitor the progress of a monthly or quarterly account reconciliation cycle, even across multiple locations.
Anti Money Laundering, Title 31 – Document money-laundering risks, your response to those risks (procedures or controls) and your validations that those procedures are performing as intended (tests) using policyIQ while ensuring all applicable portions of the law have been addressed. Simplify audits with real-time reporting on your compliance efforts. File content appropriately in electronic and printable audit, operations and training manuals. Create online and printable department-specific presentations.
Board of Directors Repository – capture key documentation and reference materials in a centralized and secure location. Also store meeting minutes, discussion notes or recordings with conclusions for a searchable and reportable historical reference and archive.
Capital Expenditures Projects – customizable templates, fields and workflow facilitate the entire process including introduction, evaluation, approval, and completion of capital expenditures projects.
Compliance Library – streamline and consolidate the testing, audit and oversight effort of your decentralized or diverse organization by centralizing access to regulations, requirements, checklists, risks and controls for your various entities and divisions. Each can adopt those that are applicable while maintaining the relationship and, therefore, the integrity of the documentation library.
Contract Management – easily report on contract status, key contract dates and provide contract owners with an easy process for complying with contract milestones; reviewable by all contracted parties, if appropriate.
Corporate Policy Sign-offs – automate the process of gathering employees’ annual certifications to company policies. Link the sign-off forms to the related policies, making it easy for employees to review. Easily see who has or has not yet submitted their certifications and who responded negatively to the certifications.
Data Room for Due Diligence – Need a secure place to exchange information with a variety of organizations or associates that must remain mutually exclusive? Whether positioning your organization for sale; facing a merger, divestiture, bankruptcy, or acquisition; or managing the negotiation of a variety of contracts and agreements, policyIQ’s centralized access, customizable security, search and reporting capabilities make it an ideal platform capturing due diligence and sharing necessary documentation with internal and external parties.
Electronic Health Records Meaningful Use Compliance –More easily track your organization’s compliance with the EHR Meaningful Use standards to qualify for Medicare and Medicaid incentive payments. Use electronic forms to issue attestations to various providers or key personnel within the organization, asking for the documentation and proof you need to qualify. Communicate the status to all stakeholders at any time, and use reports to compile results, including any noted gaps. Document deficiencies, and quickly create, assign and track the status of remediation plans.
Enterprise Risk Management – following the COSO for ERM framework, document your assessment of your Internal Control Environment; set your objectives, including strategic, operations, reporting and/or compliance; perform event identification, risk assessment and document risk response; capture control documentation and relate to appropriate risks and organize all of this neatly by subsidiary, business unit, division or entity level folders.
Environmental Health and Safety (EH&S) – Document and maintain your EH&S Manual in a centrally accessible and secure platform including EH&S policies, legal requirements, objectives and targets, training manuals, safety manuals, emergency planning and response documentation, and your plan for documenting incidents and corrective action plans. Similar to other compliance initiatives, capture your risk assessment, control procedures, audit documentation, as well as compliance checklists, self-assessments and certification forms. Secure some documentation for specified audiences while broadly distributing other material via free read-only access.
Help Desk Tickets – make common request forms available and easily visible to employees immediately upon logging in to policyIQ. Customize forms with fields to capture necessary information and route through appropriate approvers so that requests are actionable upon receipt.
Information Governance – use policyIQ to launch and enforce your organization’s policy and rules regarding the assessment, development, storage, security, use, archival and deletion of information. Document the policy in your site, set up appropriate administrators who can, in turn, establish Templates for content, Folder structures to organize the content, Groups and Users who will have read, write or approver access to content.
Information Technology (IT) Security Compliance – document any regulations affecting your organization, perform IT security risk assessments, document risks, procedures, validations and other content related to the protection of your information and your stakeholders’ information.
Internal Audit Testing – use policyIQ to perform risk assessments, plan your audits, reuse test templates, assign audit tests, report on results, and communicate audit findings.
International Classification of Diseases (ICD) 10 – Manage your organization’s transition from ICD 9 to ICD 10 methodology using policyIQ. Assess your current status, what more must be done to employ the larger set of diagnosis codes and to more clearly represent a patient’s medical issue. Ensure that all health systems, records, etc are able to handle the ICD 10 methodology and that all providers are trained to use the right codes.
International Financial Reporting Standards (IFRS) – each standard is pre-loaded into your site and updated as IFRS continues to evolve. Use policyIQ during both the assessment phase (“what effort will it take to achieve IFRS compliance and what will the financial impact be?”) as well as the implementation phase (moving your organization’s procedures from GAAP-focused to IFRS-compliant). Document all phases of the project in policyIQ and share with users across the globe.
IT, Management of Software Development Projects – Capture and share project documentation while maintaining appropriate segregation and security for both internal and out-sourced project team members. Create and store System Development Life Cycle policy, design, development, testing, roll-out and user documentation in policyIQ.
Lease Accounting – As GAAP and IFRS converge, new rules in lease accounting means that tracking all lease agreements and understanding the terms and conditions is critical. Use policyIQ to collect all lease agreements, build templates to track critical details, and easily compile reports of all leases across the corporation.
Leases and Agreements – share editing responsibilities to ensure that all relevant parties are able to review and give input prior to finalizing and approving leases and agreements.
Legal and Regulatory Compliance – link your documents to internal and external items, including regulatory articles and websites. Capture laws and regulations pertinent for your organization or business unit and document compliance procedures and validations.
Mergers and Acquisitions – use policyIQ for your due diligence; to capture, share and report on the merger, acquisition or spin-off process. Share information with only necessary parties involved in the process throughout the transition. Leverage prior documentation and content workflow to smoothly integrate or make the final adjustments to documentation.
Model Audit Rule – assess and document definitions, standards, risks and internal controls as well as testing documentation and the policies and procedures related to your insurance industry compliance efforts.
Operational Audits – Document operational objectives in areas such as customer service, quality, effectiveness, productivity and safeguarding of assets. Follow a top-down risk-based approach to prioritization of risks, controls and testing.
Payment Card Industry (PCI) Compliance – document all applicable requirements, then capture, track, and validate procedures designed to meet the requirements. Leverage existing templates (e.g., a SOX Control Template) and workflow to reduce time and effort required for successful PCI compliance.
Policies and Procedures – grant employees (and others as appropriate) free read-only and centralized access to your policies and procedures. Version control ensures that your employees are reading the most up to date version of your documents. Expiration dates prompt the appropriate authors when it is time to update these items. Previous versions of documents are automatically archived.
Project Management – use policyIQ to capture and share documentation among project team members. Easily report on project progress and track key milestone goals and dates. Take advantage of policyIQ’s user friendly navigation and exporting capability to report back to key stakeholders and present progress to project champions.
Quality System Documentation – capture your quality manual in policyIQ making it centrally accessible, simple to update and share the latest information in real time online. Document policies, procedures, work instructions, related training documentation, specifications and manage certifications in policyIQ. Utilize viewing security features to also capture audit procedures, perform audits and to document management responses.
Reference Materials - make items available in multiple folders within an easy to navigate (customizable) folder structure, while maintaining a single version of each document.
Safety Compliance Documentation – document and capture safety requirements, procedures, certifications, audits, violations and responses. Provide free read-only access to safety manuals maintained and distributed electronically (minimizing production and distribution costs while sharing the most up-to-date information).
Sarbanes-Oxley Documentation – customize templates to track desired variables in your risks, control objectives, control activities, gaps, control assessments or tests, deficiencies, issues and so on with powerful reporting capabilities by process, location, testing period and any number of other attributes.
Software and other Vendor License Tracking – bring your endless searching for various software and vendor licenses to a close. Store all of them in policyIQ and organize them by department, process or other key parameter. Locate specified licenses easily with search and reporting capabilities. Use reporting and custom alerts to stay on top of versions and renewal dates.
SOX Risk Assessment – Start with your 10K line items and implement the PCAOB’s AS5 approach to focus on the Risks underlying relevant financial statement assertions and their associated Controls. Follow Resources Global Professionals’ methodology to perform your Control Rationalization, thereby focusing on the critical controls and saving time and effort spent testing.
System Access Requests – collect the information you specify and route through appropriate approvers, guaranteeing requests are complete and actionable upon receipt.
System Implementation Project – document all areas of a new system implementation including training materials, data conversion guidelines, testing bugs, feature requests, and all project management documents. Share access online with the vendor and implementation partner.
Training Documentation and Certification - put the latest guidance at your employees’ fingertips by capturing training manuals for all areas of your business in policyIQ. House training materials, procedures, certifications—even training videos—in your centrally accessible system.
Vacation Requests – route request forms straight from the employee to the appropriate approver. Required fields ensure that necessary information is provided.
Vendor Management – start with the documentation and communication of your policies regarding vendor bidding, qualification of new vendors, vendor relationships, etc. Roll in related processes and procedures. Track vendors, relative contracts and agreements including milestones or deliverables, start and end dates and monitor relative performance for more effective renegotiation.
WhistleBlower, Issue Management System –integrated into the company’s policies and procedures system, WhistleBlower is easily visible and accessible to all employees. With policyIQ’s unique design, a random alphanumeric “key” generated for each case serves to encrypt the contents of the issue and allows the manager and submitting employee to ask and respond to questions without ever identifying the employee.