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.

1. How Do I Find
Out If My Policy
Management
Software Is Being
Used?

2. IntroductionAs 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.

3. After You Have Purchased
Policy Management Software
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.
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.

4. 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.

5. The Transition To
Policy Management Software
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.

6. The Transition To
Policy Management Software
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.

7. The Transition To
Policy Management Software
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.

8. 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.

9. Policy Management Software
For System Administrators
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.

10. 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.

11. 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 by visting
policymedical.com/demo

12. policymedical.com