Getting Started: Post Implementation

Summary

This training video provides an overview of the BCS system setup and configuration for tracking vendors, tenants, or franchisees (referred to as "parties") and their insurance compliance. Below are the key points and steps outlined:

System Architecture Overview

• Parties and Sublevels: The system organizes tracked entities (e.g., vendors, tenants) and their associated jobs, assignments, or locations. These terms vary by industry but function the same way.
  • Top level: The company (e.g., a vendor like Anderson Windows).
  • Sublevel: Jobs, assignments, or locations where insurance is tracked (e.g., specific projects or properties).
• Tracking Insurance: Compliance is managed at the sublevel, with requirements like Certificates of Insurance (COIs) tied to specific jobs or locations.
  • Some users track one COI per party; others (e.g., in construction or real estate) track multiple COIs per party based on different locations or projects.
• Navigation: Click on a job or assignment to expand and view its specific insurance requirements, documents, and activity. Shortcuts filter documents and activity by sublevel.

Initial Setup

• Data Loaded: All parties, sublevels, and contacts provided by the user have been imported into the system.
• System Paused: No emails or requests are being sent yet, allowing time to verify the setup.

Steps to Complete Setup

1. Check Requirements
   • Each sublevel is tied to a requirement category (e.g., "Standard Insurance Requirements") dictating insurance limits, terms, and documents.
   • To adjust requirements:
     • Go to Settings > Insurance Section to modify the category (affects all tied records).
     • Edit a single record’s requirements directly (creates a deviation, marked with an asterisk, and won’t update with category changes unless reset).
   • Note: If requirements change after a COI is reviewed, re-extract the document to apply updated standards.
2. Add Documents
   • Bulk import existing COIs:
     • Drag and drop COI files into the system.
     • The system scans contents, matches them to vendors, and notifies you when processing is complete.
     • Confirm or adjust the vendor association; specify the job/assignment if multiple exist.
     • For unmatched COIs, create new vendor records and sublevels during import.
   • Track additional documents (e.g., W-9, business license):
     • Add a document name in the requirements section.
     • Choose if it’s a one-time collection (no expiration) or recurring (set an expiration date).
3. Invite Users
   • Add teammates with three access levels:
     • Admin: Full control (e.g., edit billing, requirements, users).
     • Standard: Can manage vendors and post RFPs but not high-level settings.
     • View Only: Can view compliance status but not edit or add records.
4. Turn On Automation
   • Once requirements and documents are verified, enable automated emails:
     • Initial Notice: Requests a COI if none is on file.
     • Deficiency Notice: Sent after COI review if issues (e.g., low limits, missing endorsements) remain; details deficiencies with an upload link.
     • Renewal Notice: Sent 7 days before COI expiration (optimal timing based on experience) with up to 3 reminders.
   • Users can customize which emails to automate or trigger manually (e.g., control deficiency notices).

Additional Notes

• Document Management: Uploaded COIs provide instant compliance feedback to vendors (color-coded red/green).
• Activity Tracking: The Activity tab shows all emails, notes, and interactions, filterable by sublevel.
• Final Step: After completing these steps, the system is ready to go live, with automation tailored to user preferences.