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Lab 2 - IAP301

This document outlines a lab assignment for students to create an organization-wide policy framework implementation plan for a merging medical clinic and a remote specialty clinic. Key tasks include identifying employee behavior patterns, developing communication strategies, and incorporating security awareness training. The lab emphasizes the importance of leadership commitment and consistent policy enforcement in achieving successful implementation.

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chudang24k
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© © All Rights Reserved
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Lab 2 - IAP301

This document outlines a lab assignment for students to create an organization-wide policy framework implementation plan for a merging medical clinic and a remote specialty clinic. Key tasks include identifying employee behavior patterns, developing communication strategies, and incorporating security awareness training. The lab emphasizes the importance of leadership commitment and consistent policy enforcement in achieving successful implementation.

Uploaded by

chudang24k
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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IAP301 - Lab 2

Lab #2: Develop an Organization-Wide


Policy Framework Implementation Plan
INSTRUCTOR: Hoang Tuan Anh
[email protected]

Learning Objectives and Outcomes

Upon completing this lab, students will be able to complete the following tasks:

● Identify human nature and behavior patterns of employee types in both hierarchical and
flat organizational structures
● Overcome user apathy with security awareness techniques in both hierarchical and flat
organizational structures
● Identify how security policies can help shape organizational behavior and culture in both
hierarchical and flat organizational structures
● Compare a hierarchical and flat organizational structure to equivalent IT security policy
framework structures
● Create an organizational policy implementation plan for the combined organization
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Lab #2 – Organization-Wide Policy Framework Implementation


Plan Worksheet

Course Name: IAP301

Student Name: Chử Lê Minh Đăng

Lab Due Date: 18:00 PM; 16/1/2025

Overview

In this lab, you are to create an organization-wide policy framework implementation plan for
two organizations that are merging. The parent organization is a medical clinic under HIPAA
compliance law. They recently acquired a remote medical clinic that provides a specialty
service. This clinic is organized in a flat structure, but the parent organization is organized in a
hierarchical structure with many departments and medical clinics.

Instructions

Using Microsoft Word, create a Policy Framework Implementation Plan according to


the following policy implementation plan outline:

● Publish Your Policies for the Acquired Clinic – {Explain your strategy} ● Communicate
Your Policies to the Acquired Clinic Employees – {How are you going to do this?}
● Involve Human Resources & Executive Management - {How do you do this smoothly?}
● Incorporate Security Awareness and Training for the New Clinic – {How can you make
this fun and engaging?}
● Release a Monthly Organization-Wide Newsletter for All – {How can you make this short
and to the point?}
● Implement Security Reminders on System Login Screens for All – {For access to
sensitive systems only}

● Incorporate On-Going Security Policy Maintenance for All – {Review and obtain feedback
from employees and policy compliance monitoring}
● Obtain Employee Questions or Feedback for Policy Board – {Review and incorporate into
policy edits and changes as needed}
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Parent Medical Clinic

Acquires Specialty Medical Clinic


Publish Your Policies for the New Clinic

Strategy:

• Centralized Policy Repository: Create a centralized digital platform (e.g., intranet,


document management system) for accessing all policies.
• Policy Summary Documents: Provide concise, plain-language summaries alongside the
full policies to ensure quick understanding.
• Department-Specific Customization: Highlight relevant policies for each department,
focusing on their specific operational needs.
• Launch Announcement: Communicate the availability of the policies through emails,
team meetings, and announcements from leadership.

Communicate Your Policies to the New Clinic Employees

• Town Hall Meetings: Host live sessions to introduce essential policies and answer
questions.
• Welcome Packets: Include policy summaries and access information in onboarding
materials.
• Online Training Modules: Develop interactive modules explaining key policies, with
completion tracking.
• Designated Point of Contact: Establish a dedicated liaison for policy inquiries and
clarifications.
• Peer-to-Peer Support: Encourage experienced employees from the parent organization
to offer informal guidance.

Involve Human Resources & Executive Management

• HR Integration: Involve HR from both clinics in reviewing and adapting policies to ensure
fairness and alignment.
• Executive Sponsorship: Secure commitment from executives in both organizations to
prioritize smooth policy integration.
• Joint Policy Review Committee: Establish a committee with representatives from both
clinics to assess and update policies collaboratively.

Incorporate Security Awareness and Training for the New Clinic


• Interactive Workshops: Conduct engaging workshops that combine theoretical
knowledge with real-world scenarios and simulations.
• Gamification: Utilize gamified elements like badges, leaderboards, and quizzes to
increase engagement and knowledge retention.

Release a Monthly Organization Wide Newsletter for All

• Interactive elements: Include polls, quizzes, or Q&A sections to encourage engagement


and feedback.
• Multiple Formats: Offer email, print, and intranet versions for wider accessibility.

Implement Security Reminders on System Login Screens for All

• Visual impact: Utilize engaging visuals and clear language to capture attention and
reinforce memory.
• Customization: Allow for occasional theme changes and updates to maintain
effectiveness.

Incorporate On-Going Security Policy Maintenance for All

Review and Feedback Strategy:

• Regular Feedback Cycles: Conduct semi-annual reviews of policies with employee input.
• Anonymous Surveys: Use anonymous forms to encourage honest feedback on policy
effectiveness and clarity.
• Policy Monitoring Metrics: Track incidents, compliance rates, and feedback trends to
identify areas needing updates.
• Policy Champions: Appoint department-level champions to gather insights and act as
liaisons during reviews.

Obtain Employee Questions or Feedback for Policy Board

How to Review and Incorporate Input:

• Dedicated Feedback Portal: Create an online platform where employees can submit
questions or suggestions.
• Policy Board Meetings: Schedule regular meetings to review employee feedback and
prioritize changes.
• Transparent Updates: Publish a “What We Heard” section in the monthly newsletter to
show how feedback is being acted upon.
• Focus Groups: Organize small focus groups to discuss proposed changes and gather
additional insights.

Note: Your policy framework implementation plan should be no more than three pages long.
4

Lab Assessment Questions & Answers

1. What are the differences between a Flat and Hierarchical organizations?


• Flat Organization:
o Few or no levels of middle management.
o Promotes open communication and collaboration.
o Employees often have more autonomy.
o Decisions are made quickly due to fewer layers of approval.
• Hierarchical Organization:
o Clearly defined levels of authority and responsibility.
o Structured reporting relationships.
o Decisions take longer due to formal approval processes.
o Clear chain of command, but less flexibility.
2. Do employees behave differently in a flat versus hierarchical organizational
structure?
• Flat Organizations:
o Employees are more self-directed and collaborative.
o Open communication encourages innovation and idea sharing.
o May experience ambiguity in roles and responsibilities.
• Hierarchical Organizations:
o Employees tend to follow defined roles and processes.
o Clear authority can create stability and order.
o Communication is often top-down, limiting innovation.
3. Do employee personality types differ between these organizations?
• Flat Organizations:
o Attract individuals who are independent, adaptable, and thrive in collaborative
settings.
o Suited for creative, entrepreneurial, or risk-tolerant personalities.
• Hierarchical Organizations:
o Attract individuals who prefer structure, stability, and clear expectations.
o Suited for methodical, detail-oriented, and authority-respecting personalities.
4. What makes it difficult for implementation in flat organizations?
• Difficulty in managing larger teams due to lack of middle management.
• Role ambiguity can lead to confusion and inefficiency.
• Decision-making can become chaotic without clear leadership.
• Employees unaccustomed to autonomy may struggle.
5. What makes it difficult for implementation in hierarchical organizations?
• Slower decision-making due to bureaucracy.
• Employees may feel disconnected from leadership.
• Creativity and innovation may be stifled by rigid structures.
• Resistance to change due to entrenched processes.
6. How do you overcome employee apathy towards policy compliance?
• Engage Employees: Involve them in policy creation and revisions.
• Education and Awareness: Provide clear training on the importance of
policies.
• Positive Reinforcement: Recognize and reward compliance.
• Make It Relevant: Show how policies impact their roles and the organization’s
success.
• Simplify Policies: Ensure they are easy to understand and implement.
7. What solution makes sense for the merging of policy frameworks from both a flat
and hierarchical organizational structure?
• Common Principles: Identify shared goals and core values.
• Flexibility: Design adaptable policies that cater to both structures.
• Stakeholder Input: Involve representatives from both organizational types.
• Pilot Programs: Test combined policies on smaller teams before organization-
wide implementation.
• Unified Communication: Ensure transparency and consistency in messaging.
8. What type of disciplinary action should organizations take for information systems
security violations?
• Tiered Approach Based on Severity:
1. Minor Violations: Verbal or written warnings.
2. Moderate Violations: Mandatory retraining and probation.
3. Severe Violations: Suspension, termination, or legal action.
• Documentation: Ensure actions are clearly documented and
communicated.
• Consistency: Apply policies uniformly to all employees.
9. What is the most important element to have in policy implementation?
• Leadership Commitment: Strong support and involvement
from top management to set the tone for compliance and
importance.
10. What is the most important element to have in policy enforcement?
• Consistency: Uniform and impartial enforcement across all
levels of the organization to maintain credibility and
effectiveness.

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