4policies™ enables you to educate your employees on your company policies and procedures, identify levels of awareness and record their acceptance of these policies. In addition, 4policies™ can be used to demonstrate compliance with employer obligations under various regulations and legislation. Your policies (for example, covering confidentially, safeguarding, financial crime etc.) can easily be displayed to your employees and their understanding of them monitored through the extensive reporting facilities built into the software.
Your company policies are deployed to your staff through a web based interface. These policies can be grouped into convenient categories, and a simple ‘traffic light’ system shows your staff which policies they need to review and accept. Employees can be automatically alerted via email of any new or overdue policies.
A policy can be comprised of just a single document or it can have other associated documentation displayed alongside it so that all related information is available in one place. In addition, training videos can be uploaded, appendices attached and forms can be linked to.
Prior to accepting a policy there is an option for an employee to be asked a series of questions related to it. Failing to correctly answer the required number of questions (or even failing to pass the quiz a set number of times if the option is given) will result in the policy administration team being alerted and the employee unable to accept the policy.
The 4policies module has been used very extensively to complement our governance approaches and provides a highly automated and systematic way of ensuring awareness and understanding of our policies, as well as ensuring they are kept up to date.
Dudley Building Society
Managers can see the levels of policy acceptance firm-wide, and drill right down to the individual user level for greater insight in order that appropriate management action can be taken. A comprehensive report engine can generate information in both tabular and graphical format for inclusion in management reports.
A comprehensive review mechanism is built into the system to ensure policy owners keep their policies up to date. Alerts are sent out allowing the policy owner to review and make changes to it. Version control then ensures users are provided with the latest version of the policy as well as a comprehensive audit trail of acceptance.
4policies™ can be utilised to not only advise employees on company policies but can also be used to collate user provided information for policy related information. These customisable questionnaires offers a high degree of flexibility. Submissions can be risk graded and escalated as appropriate for review or for further action.
We use 4policies to systematically disseminate key policies to all staff and give an audit trail of acceptance of policies, replacing the ad-hoc system previously in place. When we use the support team, we find them
responsive and helpful.
Gareth Jones, Director of Finance
RSM is one of the largest providers of risk management advisory services in the UK. We work with over 650 clients across all sectors and understand, and can address, the challenges that organisations face.
The 4policies™ software includes consultancy support to set up your system and to ensure that it meets your organisational needs. We also provide full training, all software upgrades and access to our dedicated help desk.
We are here to support you and to ensure you get the most value from our software. We are dedicated to providing an accessible, friendly and experienced contact to engage with during the year, whether it be through six monthly review meetings or when meeting other user of the platform.
We engaged Insight4GRC to help us track and manage our organisational risks, and also to calibrate ourselves against ISO 27001, using 4risk and 4policies we were able to demonstrate our commitment to the standard through the management of our risks, controls and actions, and also able to demonstrate our employees acceptance and understanding of our ISMS and other internal policies.
Slough Borough council
Phil Brown, Risk and Insurance Officer
Insight4GRC™ is a cost effective governance, risk and compliance software (GRC) suite in use by over 250 clients across the private, public and third sectors as well as a large number of central government departments and agencies.
The suite of modules provides management teams with the tools needed to monitor and control performance, assess organisational risks, track assigned actions, enable employee awareness and facilitate company policy acceptance.
Our other Insight4GRC™ modules:
4risk™ : Risk management system – Find out more >
4action™ : Action tracking and recommendation system – Find out more >