Administering Staff Compliance Policy Packs
An introduction to Policy Packs
Policy Packs allow you to elegantly publish relevant parts of your work in a ‘kindle like fashion’ to others and easily enable them to demonstrate their compliance to it.
This work includes policies, controls, processes and procedures, or other guidance (for ease we consider all that content as ‘Policies’). Your audience simply demonstrates they have read their Policies and you can optionally set tasks for more formal compliance too.
With fast moving threats and changes to business regulation, dynamically updating your Policies and ensuring compliance to amendments very quickly is essential – ISMS.online Policy Packs makes that very easy!
Note: You must be an administrator to carry out these actions.
Navigating to Policy Packs
Find ‘Policy Packs’ in the Work menu on your main navigation bar. This will bring you to the ‘Policy Packs Administration Dashboard’.
How to create a policy pack
From the ‘Policy Packs Administration Dashboard’, click on the ‘Policy Packs’ tab. This navigates to the ‘Policy Packs Administration’ page. Then, click ‘New Policy Pack’.
Give your policy pack an appropriate name and then click ‘Create Policy Pack’.
To edit a Policy Pack’s name, click ‘Edit Pack name’ in the ‘Actions’ dropdown menu. Give your Policy Pack an appropriate name and then click ‘Create Policy Pack’.
Add Policies to a Policy Pack
By default, you can add policies from your ISO 27001 project, to add policies from a different project, see here.
Select Policies that are ‘default’ to all Policy Packs
On the ‘Policy Packs Administration’ page, see the column titled ‘Select Policies everyone needs to know’.
Click the boxes for the policies that you would like to apply to all projects.
Add or remove Policies to a specific Policy Pack.
On the ‘Policy Packs Administration’ page, identify the column for the project that you would like to edit.
Click the boxes, to enable or disable for the policies that you would like to the individual policy pack.
Publishing to an audience
Please note, if you’re looking to assign a user to multiple policy packs, it may be worthwhile reading our guide on adding users to multiple policy packs.
Most policy pack interactions can be accessed by clicking the ‘Actions’ link, which can be found underneath the title of the relevant policy pack.
View Policy Pack
Prior to publishing your policy pack, you may want to view it from the point of view of a user, to do so, follow the instructions below.
To view a policy pack, from the perspective of a user, click ‘View Policy Pack’ in the ‘Actions’ dropdown menu.
You will then be presented to the front page of the policy pack. Click ‘Read the policies’.
View the Policy list to the left to select a policy.
Note: ‘Mark as read’ is for completion by people who are added individually or through a Group membership during your publishing process.
Add or remove users
To add users to a policy pack, click ‘Audience and Publish’ in the ‘Actions’ dropdown menu. This will open the ‘Audience and Publish’ window.
To add a user or Group:
Click ‘Add Groups or individuals…’.
Enter the name of the individual or Group that you would like to add to a policy pack.
Select the individual or Group that you would like to add to a policy pack from the dropdown menu.
Click ‘Add to Policy Pack’.
Note: It is possible to add users to multiple policy packs using this feature.
To remove a user or Group:
Click ‘Remove’, by the user or Group that you would like to remove from the policy pack.
Publish a Policy Pack
To publish a policy pack, click ‘Audience and Publish’ in the ‘Actions’ dropdown menu.
This will open the ‘Audience and Publish’ window.
Within this window, you have the options to post a Note regarding the policy pack and/or create a To-do.
To enable or disable posting a Note, click the box next to ‘Post a Note’.
You can use the editor below ‘Post a Note’ to make changes to the Note.
To enable or disable the To-do, click the box next to ‘Create a To-do’.
You can complete the fields below ‘Create a To-do’ to adjust the title of the to-do, and the Due time.
Selecting the audience that you want to notify
You can send out a note to accompany a policy pack, this note can be used to inform existing audience members, new audience members and new users.
If a new user has been added to the audience, it is possible to notify only new members.
Click the ‘new audience members only’ radio button.
You can also click the box, as in the image below, to use the Note and To-do as default for new users.
Once you have finished making changes within the ‘Audience and Publish’ window, click ‘Post Note and To-Do’.
Adding or removing Projects
You can add or remove projects to make them visible to the audience you select for a policy pack.
On the ‘Policy Packs Administration’ page of ISMS.online, click ‘Add or remove Projects’.
The ‘Add or remove Projects from Alpha City’s Policy Packs’ will open. You can use the dropdown list to select other projects to add to the policy pack.
Be sure to understand that content from this Project will become visible to the audience you select for a Policy Pack, even if they are not a normal team member of the Project.
Click ‘Add Project to Policy Pack’.
Monitoring and compliance
You can monitor the % of policies read and the % of compliance tasks completed. This can be accessed via the Policy Packs Administration Dashboard.
You can click into a specific policy pack to view details for the specified policy pack. You are able to view two key areas:
- Audience marked as read progress – Directs to the user progress page
- Compliance tasks completed – Directs to the to-do compliance page
Or, alternatively, you can click on ‘View detail…’ to view user read progress or compliance tasks for all policy packs.
Note: If a user is an audience member of multiple policy packs, a row will display for each individual policy pack that the user is assigned to.
The ‘view’ buttons on the top right of the user progress page can be used to display:
- Current – Read progress for current audience members
- Historic – Read progress for users that were previously audience members (but have since been removed or de-activated)
Clicking ‘More details…’ allows you to view the specific policies that an individual has read, as well as the last time that policies have been read by the specified user.
You can apply filters to the user progress page. This can be used to view user progress for a specific policy pack or to view user progress within a specified progress range.
Similarly to the user progress page, you can apply filters to to-do compliance. This can be used to view user progress for a specific policy pack or to view user progress within a specified progress range.
A to-do can be flagged as urgent. This will display to the user as an ‘Urgent to-do’.
Note: At present, to-do compliance only displays for those that are currently members of the policy pack. We have an open development task to show historical data for policy pack compliance. When this feature is released, this guide will be updated accordingly.
Print or produce a PDF of your Policy Pack
To print a Policy Pack as a PDF, click ‘Print Pack as PDF’ in the ‘Actions’ dropdown menu. This will open the Policy Pack within your browser’s printing settings.
Want to brand your Policy Pack?
We’ve made it simple to export a Policy Pack so that you can add your own branding / template formatting in your chosen application.
Click ‘Export Policy Pack’ in the ‘Actions’ dropdown menu.
The policy pack will open in a separate window.
Follow the instructions within the window to complete exporting the Policy Pack, and access it within your chosen application.