2 Replies Latest reply on Oct 28, 2010 8:45 AM by Brandi Greene

    Using Contract Management to keep track of Certificates of Insurance

    Brandi Greene Expert

      We have an problem at CBRE that we're hoping to solve using the Contract Management solution.  I'm curious if anyone else out there has a similar problem and how you handled it most efficiently.

      Our issue is around management of Certificates of Insurance (and other such documentation, certification, etc. that have expiration dates).   For every contract we have and have created a contract workspace for, we may have multiple types of expiring documentation to go along with it.   Many of our contracting teams have expressed an interest in utilizing the Contract Management solution to store, track and manage these.   However, the solution doesnt offer the ability at this time to have expiration dates (or even notification) at the document level.   I've proposed an enhancement request that is currently being considered to enable the ability to put notifications at the document level (not just task). 

      How are you handling Certificates of Insurance?   Does my idea seem viable?  Would love to hear thoughts from anyone out there with experience in this area!

      Thanks!!!

        • Re: Using Contract Management to keep track of Certificates of Insurance
          Sharon Horton, PMP Master

          Brandi,

           

          Although there are other options, particularly if your organization has the Supplier Information Management module, managing document expiration is easily handled with one of the new features in 10s2 - the Notification Task.  A Notification Task has reviewers that get notified, can be associated with a document and can be set to repeat by day, month or year.  I hope this helps.

            • Re: Using Contract Management to keep track of Certificates of Insurance
              Brandi Greene Expert

              Thank you, Sharon, for your response.   Unfortunately this approach won't work efficiently for our model.   Our contract management function is highly de-centralized, but template management is centrally maintained.   It's simply not practical to train all of our contract managers how to set up and maintain tasks and associating documents for individualized workspaces.  (We could potentially have dozens of expiring documents per contract).  While I agree that the functionality is good...unless you work with it at the detail level daily, it's not a simple process.  The "expiring documents" concept already exists at the supplier profile level.....I'm hopeful I can convince Ariba over time to consider utilizing this concept elsewhere in the software.