Managing Compliance with BCS

Summary

This training video explains how to manage compliance efficiently in the BCS software after initial setup, focusing on handling submissions from vendors, tenants, or franchisees (collectively referred to as "vendors" for simplicity). Below are the key points and steps:

Overview of Compliance Management

• Setup Assumption: Vendors are already added, and automation for document requests and renewal tracking is enabled.
• Time Commitment: For 100–1,000 vendors, managing compliance typically takes about 20 minutes per week due to automation.
• Automation Behavior: The system sends requests but pauses further emails if an unreviewed document or email response is received, avoiding unnecessary vendor pestering.

Monitoring and Reviewing Submissions

• Indicators: Each vendor record shows unread document and email counts at the top.
• Activity Tab: Displays a timeline of events (e.g., emails sent, notes added, responses received).
• My Tasks: Aggregates all pending review tasks across vendors in one place, eliminating the need to check individual records.

Steps to Manage Compliance

1. Check My Tasks Weekly
   • Access "My Tasks" to see all unreviewed emails and documents in sequence, sortable by submission date.
   • Review tasks once a week (or more frequently if preferred) to keep the process moving.
2. Review Submissions
   • Emails: Open unread emails in "My Tasks" or the Activity tab to check for attached documents.
   • Documents: Click on unreviewed documents (e.g., COIs) to view system-extracted details.
     • The system auto-flags compliance issues (e.g., inadequate limits) without manual input.
     • Review flagged items, answer prompted questions, and override or waive requirements if needed (e.g., waive an umbrella limit or occurrence basis).
     • Use "Re-extract" to reset and reanalyze a document if necessary.
   • Mark the review as complete to clear indicators and resume automation.
3. Handle Deficiencies
   • After reviewing a COI, if deficiencies remain and automation is enabled, the system sends a deficiency notice to the vendor detailing issues (e.g., low limits, missing endorsements) with an upload link.
   • Ignore irrelevant attachments (e.g., email signatures) and mark them as done.
4. Address Unresponsive Vendors
   • If a vendor doesn’t respond after three automated emails, the system:
     • Pauses further requests.
     • Sends a notification to "My Tasks" alerting you to nudge the vendor manually.
   • Unresponsiveness appears as an escalation in "My Tasks," identifying affected vendors.
   • Once you prompt the vendor and they submit a response, automation resumes.

Key Takeaways

• Automation vs. Control: The system handles 95% of the work (e.g., extracting data, sending requests), but you retain control over the final 5% through reviews and overrides.
• Centralized Workflow: "My Tasks" consolidates all actions, ensuring you stay informed and in charge without navigating individual records.
• Day-to-Day Process: Regularly check "My Tasks," review submissions, and address escalations to maintain compliance efficiently.