5 Replies Latest reply on Aug 4, 2011 9:49 AM by Sharon Horton, PMP

    Tracking Confientiality Obligations

    Erik Talmadge Novice

      I am wondering how people are tracking confidentiality obligations that continue post contract termination.  Are you pushing your termination date/tickler out to the cover the obligation of a published contract, or maybe openning a whole new workspace to track and use the tickler for the on-going obligation.  Any help or advice would be great.  What best practice have you found?

       

      Thanks!

       

      Erik Talmadge

        • Re: Tracking Confientiality Obligations
          acinil Expert

          I would also be interested in the responses to this question. I am looking into something similar: how can you trac warranties that extend beyond the term of the contract in Ariba?

           

          Our confidentiality agreements are usually perpetual and provide for a period of time after the time of the disclosure and as any disclosure can occure  at any moment in time, we don't find the need to track that.

            • Re: Tracking Confientiality Obligations
              Sharon Horton, PMP Master

              Here's where the notification task is great.  Here's a couple of scenarios.

               

              First, let's say you have a 3 year term for your confidentiality agreement, but the confidentiality obligations don't expire until 1 year after the expiration of the agreement.  Set up the notification task and in the Due Date field, select Expiration Date and then configure the Notification Days as "355 day(s) After the Due Date".  The email recipients will receive a notice 10 days before the expiration of the confidentiality obligations.

               

              In the next example, let's say you have a perpetual confidentiality agreement, but the confidentiality obligations for each disclosure expire 2 years after each disclosure.  So, set up a notification task as each disclosure occurs with the Fixed Date on which the disclosure expires.  Set up a Notification Days for "10 day(s) Before the Due Date".  The email recipients will receive a notice 10 days before the expiration of the confidentiality obligations.  The email can also include a list of the confidential materials exchanged and a reminder to return or expect the materials back.

               

              These examples deal with confidentiality obligations, but another great use is due dates for deliverables or payments.  Sometimes all deliverables are due on their own specific fixed due date, but other times, deliverables cascade, that is you can't start coding until the design work is done, but once the design is delivered and approved, the testing should start within, say 90 days.  So, you can set up phases each with a notification task with the notification Due Date based on the End Date of the previous phase.

               

              Hope this helps.

                • Re: Tracking Confientiality Obligations
                  acinil Expert

                  Great advice. Very helpful.

                  • Re: Tracking Confidentiality Obligations
                    Erik Talmadge Novice

                    This was very helpful and is the practice that we have put into place.  Maybe someday there will be an enhancement to cover this as it would be nice to be able to report on the date(s) and ongoing obligations, but until then, this has worked splendidly for us.

                      • Re: Tracking Confidentiality Obligations
                        Sharon Horton, PMP Master

                        It would certainly be nice to have an enhancement specific to this function.  Please make sure you submit one through Connect.

                         

                        However, in the mean time, please tell me what you would like to report on.  One thing that comes to mind is to use a Confidentiality Obligation d-Form.  This can contain either an overview/summary of obligations or you could configure the line items function to collect specific information.  Your fields could look something like:

                         

                             Category of Obligation     Date of Expiration     Summary of actual obligation

                             [list]                               [date]                       [Notes]

                         

                        One or more notification task can be set up - one for each date or one for each category, each with different recipients.  All of this is available now and is reportable.  With the above design, you could search for all licensing obligations, for example and create a report of the projects and a summary of the actual obligation and the expiration date.