To ensure awareness which aims to increase understanding of the goal and objectives underlying IO’s policies and procedures.
All employees of IO will take a quiz released by Legal and Compliance group once a month. This quiz covers the following:
All policies available in https://apps.infinit-o.com/myhr/user/docs
Employees who has been with Infinit for at least five (5) working days
3.1 Survey Monkey
3.2 Google Sheets
3.3 Google Drive
3.4 Google Data Studio
4.1 Legal and Compliance team – will formulate the questions, prepares and send out the quiz, collect responses, summarize and analyze responses and generate reports to be shared with relevant stakeholders. Quiz and site related issues will be handled by the Legal and Compliance team.
4.2 Human Resources – shares the roster of all active employees within a specified period covered by the quiz.
4.3 Management – formulate strategies or activities needed to address any gaps identified through the quiz results. Report members who were not able to take the quiz to L&C. Share the answer key and results of the quiz to their team members.
4.4 Employees – respond and answer the quiz and must meet a score of 80% or above.
5.1 The legal and compliance shall prepare at least 50 varied questions covering topics from existing and up to date policies from HR, Finance and IT.
5.2 Upon the completion of the questions pool, the legal and compliance team POC shall upload the question to the approved survey/quiz tool “Survey Monkey”.
5.3 Verify that the tool accomplishing the following activity:
5.3.1 Shows the questions as required by the quiz.
5.3.2 Randomize the question and the answer options to prevent pattern identification and produce a more objective quiz for the employees’ of Infinit-O.
5.3.3 All questions should be set to mandatory to avoid question skipping.
5.4 Engagement mailer and reminder mailer shall be generated and finalized.
5.5 HR will be notified and requested to forward the most updated list of active employee roster to be used to send out the engagement and reminder mailer.
5.6 The quiz and mailers if finalize will be submitted to the Quality Manager for verification and validation that quiz is ready to go live and the email is ready to be sent.
5.7 Once the verification has been provided the quiz will be sent out on the agreed date.
5.8 The survey will be kept open on the indicated live start and end date.
5.9 Reminder mailers will be sent out on Wednesdays and final reminder mailers will be sent on Fridays.
5.10 The survey will be closed on the agreed date and the summary of the report shall be shared a week or 5 working days after the survey has closed. The answer key will be shared to the managers.
6.1 The quiz is mandatory.
6.2 The quiz will have a direct impact to a team members QISMS score as reflected 10% of their KPI. Failure to meet passing score will merit an automatic 0% score.
6.3 80% is the interim passing score.
6.4 Failure to take the quiz will merit a 0% score.
6.5 The quiz and its engagement and reminder mailer shall indicate the time period by which the quiz will be open, failure to take the quiz on the given dates will automatically merit a failing score of zero (0%) per cent. This is to prevent miscommunication about the quiz.
6.6 Exemption to 6.2, (Reason that a team member can take a special quiz)
6.6.1 Any special quiz will need approval from the team member’s VP unless
covered by the provisions below.
6.6.2 Technical/Work-related issues which lasted for the whole quiz duration
such as but not limited to:
6.6.2.1 Survey monkey is down.
6.6.2.2 Email was not received by the team member (issue must be reported by
the manager/lead to the Legal and compliance team within 48 hours
after the first quiz notification email was sent/received; failure to do so
will need approval from the team’s VP. )
6.6.2.3 Quiz schedule falls on a busy week which resulted to failure
on taking the quiz. (The Legal and Compliance team need to
be notified either before the concerned week or 48 hours upon the
sending/receipt of the first quiz email notification. Project/Team VP’s approval needs to be secured for quiz extension.)
6.6.2.4 Internet connections caused the failure to take the quiz. (Need to be verified by IT)
6.6.2.5 Computer was not working and no other way to take the survey (need to be verified by IT)
6.6.3 On Leave
6.6.2.1 Failure to take the quiz because of some illness or sickness, due to emergency or vacation leave - should be out of the office for the whole duration of the quiz live date.
7.1 The quiz shall be released quarterly at the third week of the last month.
8.1 https://apps.infinit-o.com/myhr/user/docs