EXAMPLE TRAINING SLIDES / HANDOUT

2 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 organizations training presentation accordingly. We hope that this slide deck is helpful to you! Sincerely, The policyIQ Team

3 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 policyIQ 2.Setup 3.Management 4.Reports 5.Home 6.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?

4 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:

5 What is policyIQ? Managed hosting through Vericenter ( 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

6 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 Update this slide

7 Overview of policyIQ Training and Support policyIQs Help Live Instructor-led Training Over the Web Offered each Tuesday, 1:00 p.m. Eastern Time Register at: Recorded Sessions See Recorded Demonstrations and Links within policyIQs Help

8 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

9 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

10 How does policyIQ work? The four core modules of policyIQ are: 1.Setup 2.Management 3.Reports 4.Home

11 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

12 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 Risk Control Test Deficiency Narrative Policy Procedure Training Contract Reference Setup

13 How does policyIQ work? Setup

14 How does policyIQ work? Setup Option 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

15 How does policyIQ work? Risk Control Deficiency Test Policy Procedure Training Reference Create, and link content Management

16 How does policyIQ work? Management

17 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

18 How does policyIQ work? Procedure Review information from several perspectives AP Procedures H R I TAcct. Procedure Simple Lists:Distribution across units: Procedures by Owner and DepartmentIT Policies, Procedures and Work Instructions Relationships: Policy Procedure W I Procedure Reports

19 How does policyIQ work? Reports

20 How does policyIQ work? Reports Show 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

21 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

22 How does policyIQ work? Home

23 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

24 Compliance Questions What are Compliance Questions? Procedure ?? Direct questions (surveys, policy sign-offs, questionnaires, certifications, etc) to a specified audience.

25 Compliance Questions What are Compliance Questions? Procedure ?? Those people may respond electronically

26 Compliance Questions What are Compliance Questions? You will be able to run reports on their responses (or lack of response) Answered FavorablyAnswered UnfavorablyHas not Answered

27 Compliance Questions Adding Compliance Questions Adding a question is a function of adding or editing a Page

28 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.

29 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

30 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 Update this slide

31 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. Update this slide Document Linking Guide

32 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

33 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

34 What are our policyIQ procedures? Departmental Procedure Process (could use flow diagram) 1.Department Managers – Add Pages for each of your departments 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

35 Overview of policyIQ Training and Support See policyIQs 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 policyIQs Help Attend Live Instructor-led Training Over the Web Offered each Tuesday, 1:00 p.m. Eastern Time Register at: Attend Live Q&A Session Over the Web Offered each Thursday, 1:00 p.m. Eastern Time Register at: Ask policyIQ Support for help Submit a Support Question within policyIQs Help Call toll-free