What follows is a basic comparison of the procedures originally in place in one organisation for their Certificate Tracking versus the benefits provided by our Group’s web based system. While not an exhaustive analysis, the benefits are clearly set out.
Outsourcing the process not only saved the client money, it drastically reduced the amount of time spent by employees on the task itself. The change to our Group’s system freed up schedules so that focus could be placed on tasks that were more important to the day to day operations of the company.
Expiration Dates and Deficiencies
When managed in-house
A query was run on a weekly basis. Information was then compiled into a spreadsheet report.
Suppliers were then flagged and letters were prepared and mailed out. Those who fell out of compliance were contacted until such time as they sent in a new certificate. Multiple letters sometimes needed to be sent. Letters had to be created and run through the mailing process resulting in additional office material expenditures and labour costs. Several phone calls were sometimes necessary in order to achieve compliance.
Client time spent per week : 8-10 hours
When outsourced to us
These functions are automatically performed by the software application and our staff.
Client time spent per week : 0
Certificate retrieval
When managed in-house
Cabinets in the office had current certificates alphabetically filed. Historical Certificates were stored off site. For off-site storage retrieval, a request was placed and processed. The certificate was then shipped over in a box. The certificate was then copied and original refiled and shipped back. The timeline for the offsite storage could be as much as 2 – 3 weeks. There were operational costs associated with the 3 departments involved in the process which were eliminated.
Client time spent per certificate : Onsite - 1-3 hours
Offsite - up to 2 weeks.
When outsourced to us
All certificates are scanned into the database and placed on the secure online server. Using a private logon and password, the client’s employees can access certificates by bringing up the Supplier file in the system. The image is then printed with a single click of the mouse.
Client time spent per certificate: - 30 seconds
Certificate Entry
When managed in-house
Certificates received were manually reviewed and data points were entered into an excel spreadsheet. Hard copies were then filed.
Client time spent: 15 – 20 minutes each
When outsourced to us
This function is performed by our Account representative. Certificate is scanned for later access by client personnel.
Client time spent per week: - 0
Insurer Security
When managed in-house
The client had no process in place for this function
Client time spent per week: - 0
When outsourced to us
We monitor insurers and their corresponding S&P ratings / APRA approval. Those Suppliers whose insurer’s rating is below the level agreed with the client are asked to come into compliance.
Client time spent per week: - 0
Reports
When managed in-house
Reports had to be manually generated and data manipulated. Information that is vital to the tracking process was difficult to produce.
Client time per report: - 10 – 20 minutes
When outsourced to us
We give our clients over 20 reports from which to choose. Some are automatically generated and updated daily. Others can be retrieved by simply clicking on the desired report. All the information contained is current and available by simply right clicking the mouse.
Client time spent per report: - 1 minute
These are 5 common functions that portray the direct correlation between the processes that take place internally for an in-house application contrasted with an outsourced solution:-
- There is no labour required for maintenance and troubleshooting by the client’s IT department since the database resides elsewhere.
- The costs associated with mailing materials and labour is eliminated.
- Supplier selection is simplified because pertinent information is readily available at a moment’s notice, from any location (including out in the field).
- Most importantly, the exposure which clients experience is identifiably reduced because Suppliers are being asked to comply continually and consistently.
Client Entrance