Governance Center

Governance Center Solution

The Governance Center makes it easy for organizations to adhere to corporate and regulatory requirements by centralizing business critical information, processes, and owners within the digital workplace. This includes legal, regulatory, and reporting documentation, compliance reporting data (issues and risks), workflow and compliance activities (deadlines), and other regulatory changes.

Solution Overview


Business challenges

  • Knowledge Management (Primary)
  • Communications (Secondary)

Owners and audiences 

  • Governance Committee (Owners)
  • Departmental leaders (Audience)
  • All employees (Audience)

Business value

Your company is regulated by laws and guidelines. The Governance Center provides tools to help track compliance, maintain the accuracy of information over time, notify employees of any changes, and empower the governance team to constantly develop and protect the company’s standards. With moderation controls, notifications, and task reminders, you can control how and when policies are published and updated, ensuring that employees are being notified of changes and acknowledging business-critical information. 

Employees need easy access to policies, procedures, and documentation to protect themselves and the company. The Governance Center Solution allows you to store, disseminate, and manage important information to eliminate any confusion and ensure everyone is accountable. It also improves risk management and mitigation and provides a single source of truth for all processes to enable employees to play a role in managing and mitigating risk. The Governance Center provides one-click access to messaging and procedures, allowing employees to react to situations quickly, effectively, and according to the approved procedures.

Key features

  • Version control 
  • Broadcasting 
  • Moderated comments 
  • Approval workflows
  • Audit trail through activity tracking 
  • Microblog communication for Governance teams 
  • Shared calendar 
  • Forum discussions 

Business Outcomes

Measuring success

The Governance Center is designed to solve business challenges related to managing corporate knowledge that's focused on implementing policies and procedures. Ensure your Governance Center Solution delivers the results you need by measuring its success using key performance indicators (KPIs). 

Key outcomes

Measuring against KPIs specific to the Governance Center allows you to determine: 

  • Which areas are successful at improving knowledge management of governance information? 
  • Which areas need improvement to better support the management of governance documentation?
  • What additional goals and objectives are needed to continue to address the challenges related to managing corporate policies and procedures?
  • What people-focused goals and objectives have helped ensure that corporate policies and procedures are accessible to all employees? 
  • What information-focused goals will continue to ensure effective management of governance documentation?
  • What process-focused goals will support governance teams as they work to ensure compliance with corporate policies and procedures?

Key goals and objectives 

Some key goals and objectives to keep in mind when determining KPIs for your Governance Center include: 

  • Improving risk management and mitigation 
  • Auditing control and efficiencies 
  • Regulating compliance

Business processes

You should incorporate your Governance Center Solution into your existing internal business processes. Think about what processes, policies or procedures might have to change or be updated.

  • Do SOPs need to be updated? (e.g. updating or changing corporate policies or procedural documents)
  • Are there processes that need to change? (e.g. getting approvals of changes to governance documentation)

Key areas 

Key areas to pay close attention to when measuring the success of your Governance Center include: 

  • Policy Center 
  • Governance Committee Team Room 
  • Governance News & Updates Center 
  • Legislation area

Recommended KPIs

Below are recommended KPIs for measuring the success of your Governance Center Solution. Keep in mind that some of these recommended KPIs will align with your organization's goals and objectives, while others may not. It's critical to align KPIs with your unique goals and objectives to accurately measure success. 

  • X% Agree to Completely Agree Rating for "I have a good understanding of corporate policies and procedures" (through Onboarding Survey)
  • X% decrease in the number of emails about where to find departmental policies
  • X% increase in page traffic coming from email subscriptions
  • Minimum of one new version (update) of each policy annually
  • X% decrease in the number of incomplete employee records (missing policy acknowledgment)
  • Average of X to X minutes spent on Policy Index articles (are employees actually consuming policies?)
  • X% increase in the number of Followers of the Files and Resources area of the Governance Center
  • X% increase in the number of Followers of the Policy Index area of the Governance Center
  • 100% Read Tracking completed for all company-wide policies in the Policy Index
  • X% decrease in the number of emails received by senior management regarding policies and procedures found in the Governance Center
  • X% decrease in time spent maintaining/updating policies and procedures
  • X% decrease in approval time for draft policies 

Note: KPIs are generally time-based and should be evaluated and/or modified on a specific cadence (e.g. quarterly).

Solution Roadmap

Implement

The Governance Center Solution comes with a pre-configured template. Our Consultants and Configuration Specialists use this template as the baseline for your implementation. The focus of the implementation is on design, configuration, content, and training.

These are the major implementation initiatives for the Governance Center Solution:

  • Site architecture: Review the Solution architecture. 
  • Homepage: Surface the most important content and areas within the Solution on the homepage to provide an at-a-glance view and easy access to relevant content. 
  • Site map: Update the site map based on mutually agreed to modifications (e.g. moving, deleting, adding pages and/or applications).
  • Configuration: Update the Solution configuration settings.
  • Users & Groups: Add groups and users to the Solution. 
  • Content: Add content (e.g. corporate policies, governance procedures, operational guidelines) and apply permissions.
  • Design: Apply the visual design to the Solution (e.g. global CSS changes, header, footer, banners, icons).
  • Testing: Do a quality assurance sweep of the Solution (e.g. broken links, navigation, permissions).
  • Training: Train key stakeholders on the Solution (e.g. Governance Committee members).

Drive engagement and adoption

Best practices and expert tips from Igloo Solution Consultants will help you get the most out of your Governance Center. Use the recommended tactics below to complete an effective launch of your Solution, engage users and drive adoption, and think about how to expand the Governance Center as your digital workplace evolves.

Launch

  • Prepare content for consumption: Ensure your policies are all in place at launch, including any read tracking you want to capture. 
  • Subscribe members: Subscribe your employees to key Channels to receive instant notifications of added or changed information.
  • Direct users to key content: Leverage your "Quick Links" or CTAs to encourage people to view specific content that's new or information that's important for them to know. Using CTAs provides a visual hierarchy and draws the users' attention.
  • Showcase committee members: Use the Members Widget to target members on various committees, so employees can see who to contact if they have questions.

Engage

  • Broadcast updates: When you update or add a new policy, meeting, or file, use the broadcast feature to send a reminder to relevant groups of people in your digital workplace. In your broadcast message, be sure to share the action you'd like employees to complete.
  • Feature activity: Give users a quick view of updates by leveraging the Recent Activity Widget. This delivers an easy overview which draws users back into the Solution to review.
  • Tie process to action: Link activities/actions to their related policies and procedures by making reviewing the relevant governance documents a part of the workflow/process (e.g. reporting an incident)
  • Include in onboarding: Make this area part of your onboarding process for new employees. Introducing them early will allow them to learn about this area and reference it later. 

Govern 

This Solution should be managed by the Governance Committee, HR team, and/or any compliance-related roles. 

  • Ensure compliance: Set up a steering committee to review and set corporate policies and procedures and to ensure adherence to corporate/regulatory compliance (e.g. HIPPA, PHI, ISO). 
  • Update content regularly: Update policies and procedures within the Solution, as they are updated and/or created for your organization.  
  • Broadcast changes: Communicate all changes to appropriate employees and use read receipts where applicable. 
  • Maintain a certification calendar: Set up a calendar for all upcoming corporate certifications that need to be renewed on a regular basis, per the certification requirements.  
  • Assign ownership: Assign a Chief Security Officer (CSO) who is responsible for all governance activities at a strategic level. 

Evolve

  • Communicate impact: Show employees how their adherence to policies and procedures impacts performance and the business. Consider using the Status Widget to display data such as "Days Since Last Accident".
  • Schedule regular reviews: Schedule annual/quarterly reviews of corporate policies and procedures to ensure information continues to be relevant.  
  • Test understanding and retention: Incorporate a quiz at the end of vital corporate policies to test employee understanding of processes, policies, and procedures and to confirm whether or not employees who complete read tracking actions are actually consuming and retaining information. This is also a great way to assess whether your documentation is written in a way that makes sense to your employees—is it easy to follow, understand, and remember? 
  • Leverage feedback: Review and incorporate feedback from frequent users of the Solution to include updates and changes that have an impact. 
  • Reassess metrics: Review objectives and KPIs to refine them and continue to mature and maximize the business value of the Solution.

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