EXAMPLE TRAINING SLIDES

/ HANDOUT

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Note to policyIQ Trainer

Dear policyIQ Trainer:

There are a number of slides included in this presentation that you can copy directly and use in your training program. There are other slides which have been added as “placeholders”. We have highlighted some text using a green font so that you can easily identify what needs to be amended for your particular organization. Also, there are slides which include a “footer” which also directs the trainer to make adjustments to that particular slide. So, keep your eyes pealed for the green text and the white footer and update your organization’s training presentation accordingly.

We hope that this slide deck is helpful to you!

Sincerely,

The policyIQ Team

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Agenda

1. What is policyIQ?

2. Why are we using policyIQ?

3. Overview of policyIQ Training and Support

4. How does policyIQ work?1. Access to policyIQ2. Setup3. Management4. Reports5. Home6. Compliance Questions

5. What types of content are we tracking in policyIQ?

6. What is the flow of our content (relationships) in policyIQ?

7. How have we organized our policyIQ content?

8. What are our policyIQ procedures?

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What is policyIQ?

SOX and other compliance (HIPAA, FDICIA, SEC, ISO)

Policies and Procedures (Enterprise-wide)

Document Management (Contracts, Files, Checklists)

Process Automation (automate Forms Management)

Web-based content management system used to create, organize, update, communicate and report on documentation related to:

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What is policyIQ?

Managed hosting through Vericenter (www.vericenter.com)

Access over Internet using plain vanilla IE browser SAS70 certified datacenters with redundancy, offsite backups, data

protection You manage password rules, user accounts Client data is not co-mingled with other clients

Microsoft-centric application IE 5.5+ access from Windows desktop Uses SQL Server 2000 as the relational database

Security and Audit trail Page level security: only the appropriate parties have access to the

data Attribute changes in policyIQ are recorded in a change history audit

trail with date and time stamp

Technology and Security Overview

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Why are we using policyIQ?

For what purpose(s) are we using policyIQ?

SOX and other compliance (HIPAA, FDICIA, SEC, ISO)

Policies & Procedures (Departmental to Enterprise-wide)

Document Management (Contracts, Files, Checklists)

Process Automation (various uses of Forms Management)

What are our goals / expectations of this implementation?

Manage one version of any document

Improve integrity of the information we are tracking

Easily share information with appropriate parties

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Overview of policyIQ Training and Support

policyIQ’s Help

Live Instructor-led Training Over the Web

Offered each Tuesday, 1:00 p.m. Eastern Time

Register at: https://policyIQ.webex.com

Recorded Sessions

See “Recorded Demonstrations and Links”

within policyIQ’s Help

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How does policyIQ work?

User Groups Location (structure defined by your database administrators)

Position (structure defined by your database administrators)

Authority Levels Guest

User

Author

Manager

Location Administrator

Project Manager

Global Administrator

Each user has a profile; they are added to the appropriate

Groups and given the appropriate Authority Level

Access to policyIQ

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How does policyIQ work?

The Authority Level of the individual attempting to gain access to

the page (Authority Level determines which modules of the

application they are able to access)

The Restrictions on the Page to particular Locations and/or

Positions

The Workflow Stage of the page In Development

In Review

Published

Whether the individual is the Owner/Author of the page

4 key influences on Accessing Content:

Access to policyIQ

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How does policyIQ work?

The four core modules of policyIQ are:

1. Setup

2. Management

3. Reports

4. Home

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How does policyIQ work?

1. Setup: Where your Global Administrators go to configure policyIQ with user groups, types of content, and organization structure for content

2. Management: Where your Author and higher authority levels can create content and move it through the workflow stages

3. Reports: Where the User and higher authority levels can create queries or outputs to review the data or information from different perspectives

4. Home: Where all policyIQ users have read-only access to the published content that they are permitted to see (based on Page Restrictions), plus Dashboard access to Favorites and other tasks for users at higher authority levels

Core Module Review – High Level

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How does policyIQ work?

Locations: business segments, entities, regions

Positions: departments, project teams

Authority levels

1. Create groups and users

2. Setup Page Types, fields

3. Setup Topic folders/ Manuals

Business cycles

Departments

Procedure Guides

RiskRisk ControlControl TestTest DeficiencyDeficiency NarrativeNarrative

PolicyPolicy ProcedureProcedure TrainingTraining ContractContract ReferenceReference

Setup

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How does policyIQ work?

Setup

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How does policyIQ work?

SetupOption 1: Launch to policyIQ and describe secondary menu for your organization. Show:

Location and Position – Groups for organizing users

Topic and Manual Group – Structures for organizing content

Template and Page Type – Design layout of content types

Option 2: Refer to Help Guide

Replace with slide matching the option you chose

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How does policyIQ work?

RiskRisk ControlControl DeficiencyDeficiencyTestTest

PolicyPolicy ProcedureProcedure

TrainingTraining

ReferenceReference

Create, and link content

Management

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How does policyIQ work?

Management

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How does policyIQ work?

Management

Add a New Page and Move through the Workflow

Option 1: Launch to policyIQ and describe secondary menu for your organization. Show:

Workflow Stages: In Development, In Review, Published

Walk through simple creation of a Page, Submit for Review, Publish

Option 2: Refer to other training and support materials

Help Guide

Live Tuesday Training

Recorded Training Sessions

Replace with slide matching the option you chose

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How does policyIQ work?

ProcedureProcedure

ProcedureProcedure

Review information from several perspectives

AP Procedures

H RI T Acct.

ProcedureProcedure

ProcedureProcedure

ProcedureProcedure

ProcedureProcedureProcedureProcedure

Simple Lists: Distribution across units:

Procedures by Owner and Department IT Policies, Procedures and Work Instructions

Relationships:

PolicyPolicy ProcedureProcedure

ProcedureProcedure

ProcedureProcedure

ProcedureProcedure

W IW I

W IW I

W IW I

W IW I

ProcedureProcedure

ProcedureProcedure

ProcedureProcedure

Reports

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How does policyIQ work?

Reports

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How does policyIQ work?

ReportsShow key report types and examples

Option 1: Launch to policyIQ and describe each of the report types.

Global Administrator Reports: User Reports, WhistleBlower Reports

Other Report Types:

Compliance Reports

Page Reports

Grid Reports

Page Matrix Reports

Option 2: Refer to other training and support materials

Help Guide

Recorded Training Sessions: See “Key policyIQ Reports”

Replace with slide matching the option you chose

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How does policyIQ work?

Read-only access to published content that you are allowed to see:

Topics: Manuals: Search:

Dashboard = Read access to questions and favorites, write access to assigned tasks:

Dashboard Examples:Favorite Reports

Pages Assigned to Me

Pages in Audit (due for review)

Home

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How does policyIQ work?

Home

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How does policyIQ work?

Home

Show how to navigate to find content in Home

Option 1: Launch to policyIQ and describe:

Main Menu

Dashboard

Topics

Manuals

Search

Option 2: Refer to other training and support materials

Help Guide

Live Tuesday Training

Recorded Training Sessions

Replace with slide matching the option you chose

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Compliance Questions

What are Compliance Questions?

ProcedureProcedure????

Direct questions (surveys, policy sign-offs, questionnaires, certifications, etc) to a specified audience.

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Compliance Questions

What are Compliance Questions?

ProcedureProcedure????

Those people may respond electronically

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Compliance Questions

What are Compliance Questions?

You will be able to run reports on their responses (or lack of response)

Answered Favorably Answered Unfavorably Has not Answered

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Compliance Questions

Adding Compliance Questions

Adding a question is a function of adding or

editing a Page

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Compliance Questions

Answering Compliance Questions

Questions that need to be answered

can always be found in the

“Open Questions”

window pane in the

Dashboard of the Home module.

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How does policyIQ work?

Compliance Questions

Depending on your audience, highlight how to add a question, how to answer a question, or how to report on compliance questions

Option 1: Launch to policyIQ and demonstrate within your database

Option 2: Refer to other training and support materials

Help Guide

Thursday Q&A Session

Replace with slide matching the option you chose

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What types of content are we tracking in policyIQ?

List the Page Types configured in your database followed by a brief definition. For example:

Our policyIQ Page Types and Definitions

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What is the flow of our content in policyIQ?

Pages should be linked using the following directional flow:

Create a flow diagram illustrating how various Page Types should be linked together.

Gap or Issue

Test

Document

Narrative Risk

Control

Standards, Policies &

Procedures

Missing or Remediated Control (as appropriate)

Question (note: a question may be independent of a

SOX control)

Update this slide

Document Linking Guide

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How have we organized our policyIQ content?

Show how content should be filed or indexed in Topics (this is an example Topic Structure)

Update this slide

Topic Structure

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How have we organized our policyIQ content?

Show how content should be filed or attached to Manuals (these are examples of Manuals)

Update this slide

Manual Structure

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What are our policyIQ procedures?

Departmental “Procedure” Process (could use flow diagram)

1. Department Managers – Add Pages for each of your department’s procedures. Index Pages to appropriate Topic and Manual, restrict to appropriate viewers. Delegate procedures to appropriate line staff for further development (department manager is “owner” of Page, line staff person becomes “author” of Page).

2. Line Staff – Update procedure; attach forms and files as needed. “Submit for Review” to Department Manager.

3. Department Managers – Review procedure. Complete “Effective Date” field. Forward to Department Director for final review and publishing (use “Change Ownership).

4. Department Director – Review procedure. Use “Publish Page” to acknowledge approval or “Send Back to Development” to withhold approval and send back to Department Manager with comments.

Use this slide to highlight some of the key handoffs in your documentation management processes. For example:

Update this slide

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Overview of policyIQ Training and Support

See policyIQ’s “Help”

Drill into Help guides or use the Help Search to find and read about how to use policyIQ

Review Online Recorded Training Sessions

See “Recorded Demonstrations and Links” within policyIQ’s Help

Attend Live Instructor-led Training Over the Web

Offered each Tuesday, 1:00 p.m. Eastern Time

Register at: https://policyIQ.webex.com

Attend Live Q&A Session Over the Web

Offered each Thursday, 1:00 p.m. Eastern Time

Register at: https://policyIQ.webex.com

Ask policyIQ Support for help

Submit a Support Question within policyIQ’s “Help”

Call toll-free 1- 866-753-1231