As an implementation specialist I am often asked by those in charge of policy management software, “How do I find out if my policy management software is being used?” This is logical concern because there is no point on spending the time, effort and money on policy management software if your staff are not using it. The universal rule is to utilize whichever software you are using, regardless of whether you use our software, or not.
If you have decided to purchase policy management software (it may be that ours was selected, or another vendors was a better fit) you should now be confident that all the issues that your company has recently experienced, due to policy management chaos, will not happen again. Your organization is now ready to manage the policies and procedures, improve governance, risk and compliance, and reach accreditation goals. This being done through a customizable, user friendly, cloud-based policy management software solution, that provides a new and robust way of collaborating with your colleagues on policy management
Having policy management software will allow you to build your organization’s process within the policy management system, in order to establish a streamlined process to create, approve, and review policies. In addition to that, you are able to establish ownership of each policy and create an audit trail to keep users engaged and current on updates and changes.
The Transition To Policy Management Software
The transition to policy management software may take place in three phases. First, the vendor works with your IT team to ensure that all technical requirements are in place. Next, your system administrators will build your policy, and procedure library, as well as customize your interface. Finally, all users receive training in order to become fully competent in using the policy management software. The question that then often comes to mind is, How do I find out if my new policy management software is being used or not?
The answer to this question is reports functionality. It is part of most policy management software platforms and that is where you will find all the data, numbers and charts, according to your needs.
Most policy management software vendors offer dozens of different types of reports that can be used to garner all sorts of detailed information . Many of them have several filter options, which allow you to retrieve a specific and detailed report. For instance, you can filter by document or user, by folder or department, committees, specific roles, time frames, etc.
There are three level of reports in the application: P&P Reports, Management Reports and System Administrator Reports. The first level provides the users with information in regards to the documents. For example, in the option, List of Policies & Procedures Documents that are PAST Due for Review, where selecting the time period provides a breakdown of the number of documents that are past due within specific months and for how long. From the listing you can also access the document in the document viewer.
For the Compliance topic, there are more than 10 reports. For instance, there is a report called Policies & Procedures Document With Staff that have not Attested for attestation periods setup, this report provides a listing of staff that have not yet Attested to a document requiring their Attestation. The drill down from a specific Attestation provides a listing of all staff that HAVE NOT Attested to that Policies & Procedures document.
Policy Management Software For System Administrators
These are only some examples of the many others that an individual can run. If you would like to hear more information about other examples I would be only too happy to answer any questions you may have. The System Administrators can have even more specific reports regarding the users, where they can get an overview of the number of registered users logging into the Application within a specified period. Clicking on a row provides access to the login history for a specific Registered User.
System administrators can also pull up a report with a list of all Policies & Procedures documents that have never had an Attestation period setup for them. In addition, it can also pull up a listing of registered active users that have NOT LOGGED in to the application within a selected time period. Also included is the number of days since the users last logged in.
The Functionality of A Policy Management System
A policy management system is not only there for housing your company’s policies, but to also ensure that users comply to the company’s policies and procedures in order to provide the best service to the community, keep the high quality of work, and make the best out of the product.
If you are currently thinking about instigating new policy management software I would strongly advise doing some thorough research so that you select the right product for your organization. It may be that our software is right for your, or it may not be, but we would be happy to help you make that choice. If you would like to find out more about utilizing the usability of policy management software please contact us. Or if you would like to see our software in action please request a free, no obligation, demonstration.