In this article, you'll learn how to streamline compliance items assignments for your employees
In compliance, employees are often required to complete various compliance items, such as acknowledging they have read the company’s policies and completing annual training.
Managing compliance just got easier with the People Compliance feature. Now, you can automate compliance items like policy acknowledgments and training assignments for your different teams. You can assign these items to specific groups that you have defined or to the default group. With simplified tracking, you’ll ensure everyone completes their compliance items on time, enhancing both regulatory adherence and the enforcement of your organizational policies.
Groups and their purpose
Groups are designed to simplify the management of compliance items by allowing you to categorize employees and assign relevant items based on their roles, departments or the same business purpose.
For example, you can create groups for different departments like engineering, or a group that includes all employees.
By using groups, you ensure that each employee receives the appropriate compliance items, making tracking and management more efficient.
You will find the 'Groups' tab on the 'People Management' page, where you can create groups and assign specific compliance items, starting with training and policies.
How to create and manage groups
On the 'People Management' screen, under the 'Groups' tab you will be able to see all groups in the company.
To create a new group:
- In the 'Groups' tab, select 'Create a new group'.
- Decide a name and description for the group and select 'Create'.
- You will now see the new group under the 'Groups' tab. Click on the group and then select 'Edit Group' to start adding employees and assigning compliance items.
- Assign training or policies under the 'Compliance Group' tab.
- Assign employees to the group under the 'People' tab.
Default group for all employees
By default, you will find the group 'All People' containing every employee in your company. This setup, managed by Scytale, ensures that everyone starts with essential training promptly.
By default, the 'All People' group is assigned Security Awareness Training to ensure that everyone is equipped with the knowledge and skills to recognize and respond to security threats.
Note: the 'All People' group cannot be removed and its members cannot be edited.
Additionally, we offer the option for companies not using Scytale training to opt for a default group without enforced compliance items. This flexibility allows you to tailor compliance management to fit your company's unique requirements.
Employee flyout - Compliance tab
On the 'People Management' screen, under the 'People' tab, click on an employee, and a panel will flyout from the right. You will see two tabs - 'Compliance' and 'Groups'.
Compliance tab
This area allows you to track and manage the compliance items of each employee. It provides an overview of assigned compliance items.
You can assign compliance items to groups that you have defined or to the default group. This group-based assignment streamlines the process, ensuring that each employee receives the appropriate training and policy acknowledgments tailored to their specific group.
Training and Policies
Training: The 'Training' section displays each employee's training status. When a user belongs to a group with specific training requirements, their status is automatically updated in this area.
Policies: We've added 'Policies' to show each employee's assigned policies. Their completion status is automatically updated here.
Status: The 'Status' column can show four different statuses:
- Required: The employee has not completed at least one assigned training item.
- Completed: The employee has finished all required training within the past year.
- Inapplicable: The company does not use Scytale training, as determined by the CSM.
- Inactive: The employee is currently inactive, making tracking irrelevant.
How do employees sign policies?
1. When a policy is assigned to a group, each employee will receive an email to sign the policy. The employee should select 'View Policies' and they will then be redirected to Scytale to review the policies.
Note: New employees joining the company will automatically receive this email if they are connected through the HR integration.
2. The employee should view the policy they want to review by selecting 'Review Policy'.
3. The employee should review the policy and once they have agreed with it, they should select 'I Have Read And Accept The Policy'.
- Once an employee has signed a policy, Scytale automatically generates evidence and adds it to the relevant monitors and audits.