You are already using ServiceNow in your company and thinking about implementing GRC modules (Governance, Risk and Compliance)? This guide is for you!
As ServiceNow expert consultants, we recommend following 9 key steps to successfully install this new ServiceNow module in your organization. As we are generous, you will also find at the end of this article 5 additional recommendations to make the implementation of your GRC modules easier.
9 Steps to Successfully Implement ServiceNow GRC Modules
1. Identify Needs:
Before implementing ServiceNow GRC modules, it is essential to look into your organization’s specific requirements and determine which GRC modules will best meet those needs. Once you understand what your organization needs and have identified the GRC modules that can best meet those requirements, it is time to move on to the next step, which is to define a clear and consistent process for implementing the GRC modules. In this process, it is important to define the roles, responsibilities and tasks of each team member involved, to determine the tools and technologies to be used for implementing the GRC modules and to identify metrics for evaluating the success of the GRC projects.
2. Obtain a ServiceNow License:
In order to implement GRC modules, you must acquire a ServiceNow license. If you already have a ServiceNow subscription, you must check if it includes the GRC modules you need. If your license is insufficient, you may need to purchase a new ServiceNow license to add the required GRC modules. Additionally, you may need to purchase additional licenses for additional users you wish to add to your ServiceNow environment. Therefore, you should carefully evaluate your ServiceNow license and check if it meets your GRC module needs before proceeding with its implementation.
3. Plan the Implementation:
Plan the implementation process by identifying the necessary resources, determining the steps and tasks to be accomplished, creating a detailed project timeline and defining metrics for measuring progress and success. Make sure that all stakeholders are aware and involved in the process and that the objectives are explicitly defined and communicated. Identify the tools and technologies that can help facilitate and support the implementation process. Set up tracking and monitoring mechanisms to ensure that you stay on the right track. Monitor and evaluate the implementation regularly to ensure that the process achieves the desired outcomes.
4. Configure the ServiceNow Instance:
Configure your ServiceNow instance to enable the GRC modules you plan to implement. This is an important process to ensure security and compliance with regulations. This includes setting up access controls to ensure that users can only access authorized areas. Setting up security measures to protect sensitive data and defining user roles to determine which features users can or cannot access. All these steps are essential for the successful implementation of the GRC modules and for protecting the company’s data and assets.
5. Configure the GRC Modules:
You must configure each GRC module identified as essential. This includes defining risk, compliance and audit processes, as well as the appropriate workflows and forms. Make sure that the processes are clearly defined and documented, and that the workflows and forms are updated
and adapted to the changing operational environment. You should also periodically evaluate the processes to make sure they are optimized to meet current and future requirements.
6. Integrate Other Systems:
If necessary, integrate the ServiceNow GRC modules with other systems, such as your ERP, CRM or financial systems. This will improve your efficiency by allowing you to access up-to-date information and relevant analytics data as your business grows and develops. The integration with other systems also simplifies tracking and decision-making. This way, you will have access to better visibility of data across your entire organization, which will help you understand risks better and take more effective measures to manage them.
7. Test and Validate:
Test and validate the implementation to make sure it meets your requirements, that all modules are functioning as expected and that the implementation process is fully optimized. Check that all forms are filled out correctly, that all connections are established and that information is being transmitted reliably. Make sure that updates and fixes are applied correctly and that the required features and performance are provided. Additionally, you will need to make sure that you have implemented all the necessary security controls to ensure that the system is free from vulnerabilities and security flaws.
8. Training and Documentation:
Provide training to the relevant users to make sure they have the necessary knowledge to effectively use and maintain the ServiceNow GRC modules. Create detailed documentation to support the use and maintenance of the ServiceNow GRC modules, providing details on the features, processes and requirements. This can include step-by-step tutorials on using and maintaining the modules, explanatory videos or help documents that can be consulted for additional information and advice. The training and documentation should be updated regularly to make sure they are up-to-date and in line with best practices.
9. Go-live:
To ensure that your ServiceNow GRC modules are running optimally, you need to launch them and closely monitor their performance. In other words, it is essential to regularly monitor their execution to check that they are running correctly and that they are not encountering any execution issues. Additionally, you need to make sure that their performance is up to par and meets the required specifications. That is why it is important to proactively and regularly monitor their performance to ensure that they are always running optimally.
Our 5 Bonus Recommendations to Facilitate Your GRC Implementation Project
- Data Management: Make sure that all data entered into the ServiceNow GRC modules is accurate and up-to-date. This includes setting up data management processes and regular data audits to maintain data integrity and to ensure that all information is up-to-date and accurate. Data audits can also help to detect errors and to identify any issues that could affect the input data. It is important to note that the processes and data audits can be done locally or by third parties, depending on the scope of the ServiceNow GRC solution and associated risks.
- Customization: Consider customizing the ServiceNow GRC modules to meet the specific needs and requirements of your organization. This can include customizing forms, reports, and dashboards to meet your governance, risk, and compliance objectives. Additionally, you can modify settings to ensure that data is collected and analyzed correctly, so that you can make decisions faster and more efficiently. ServiceNow GRC modules provide a comprehensive solution for effectively managing your governance, risk, and compliance efforts, by providing you with the information you need to make the right decisions and stay compliant.
- Collaboration: Encourage collaboration between different teams and departments, by encouraging open conversations and creating forums for all stakeholders to share their views and ideas. Make sure that all participants understand the governance, risk, and compliance processes and work together to achieve common goals. Create ways to monitor compliance with policies and processes, and set up regular tracking to ensure that progress is being made and goals are being met.
- Continuous Improvement: It is essential to regularly review the performance of the ServiceNow GRC modules and make improvements if necessary. This can include updating processes, refining workflows, and incorporating user feedback to continuously improve the implementation. You should also make sure that content is documented and that new features are tested before they are implemented.
- Support and Maintenance: To ensure the ongoing success of the ServiceNow GRC modules implementation, make sure that you have the necessary resources for support and maintenance. This can include regular software updates, system backups, and technical support if needed. Additionally, make sure that your team is trained on the available tools and processes to manage the system. Once you have set up the system and it is functional, consider regularly evaluating its performance and updating the ServiceNow GRC modules if necessary to ensure the success of the implementation in the long run.
