If you have Project-specific Requirements, these Requirements can be set up at the Project level. Any Requirements set up at this level will cascade down to all Sub Projects underneath that main Project.
To add a Requirement at Project level, click on the Project in the lefthand hierarchy menu and then click on the "Requirements" tab.
If there are Project Requirements that already exist, they will display in this table with capabilities to view, edit, delete, and download a sample certificate. Regardless, you can create a new requirement by clicking the "Add New Requirement" button on the top right of the page.
Upon adding a new Requirement, you will first need to enter the name of that Requirement. The more descriptive you make it, the more clear it will be in what scenarios it will be appropriate to assign a Contract to this Requirement.
Please note: the first Requirement will automatically be considered the "default" Requirement. The default Requirement is the set of Requirements the software will automatically select for a new contract in order to begin requesting insurance documents. This can be changed, and there is an icon on the Requirement Table that denotes which Requirement is currently the default for that entity.
Upon clicking "Save," the page will load with default choices for a Requirement. Here you will make any adjustments based on what Contracts assigned to this set of Requirements will need to provide.
The seven basic policies that appear on this screen are in order:
- General Liability
- Auto Liability
- Excess/Umbrella Liability
- Workers' Compensation and Employers' Liability
- Pollution Liability (defaults to Not Required)
- Professional Liability (defaults to Not Required)
- Property Coverage (defaults to Not Required)
To adjust which policies are required or not required, select the "..." menu in the top right of each policy container to toggle between "Required" and "Not Required" options. If a policy is "Not Required," it will not appear in any deficiency requests for Contracts assigned to this Requirement and will not impact their compliance status.
Instead of starting from scratch, you can instead edit an existing Requirement (changing at least the name and one other selection) and click "Save As" at the bottom of the page instead of the regular "Save" button. This will create a new Requirement with the edits without losing or altering the existing one.
Endorsements or Exclusions can be added to the required items for every policy. To do so, click on the "Add Endorsement" button or "Add Exclusion" button within each policy container. This launches a pop-up that will allow you to make several choices about these policy documents.
- Endorsement (or Exclusion) Name: a dropdown selection of Endorsements or Exclusions applicable to that policy
- If the Endorsement or Exclusion you need to request is not in this list, please request that it be added by submitting feedback using the form linked in the top right hand corner of the screen.
- Form: a dropdown selection of form numbers applicable to the Endorsement or Exclusion selected plus a "(No Specific Form Number)" option if you do not need to request a specific form number.
- If the form number you need to request is not in this list, please request that it be added by submitting feedback using the form linked in the top right hand corner of the screen.
- Should this impact deficiency?: If you are collecting this Endorsement or Exclusion but do not want it to effect the compliance status of the Contracts assigned to this Requirement, select "No." Otherwise, it defaults to "Yes."
- Should this impact "OK to Work"?: If you are collecting this Endorsement or Exclusion but do not need the Contracts assigned to this Requirement to provide it before they are allowed to start work, select "No." Otherwise, it defaults to "Yes."
To add any policy outside of those seven options, you can either scroll down past Property Coverage or use the Navigation dropdown to auto-scroll to that point on the page. There you can select the "Add Other Requirement" button, which will open a pop-up that will allow you to enter in the name of the additional policy.
You can either select one of the options from the dropdown menu on this screen or select "Custom Liability" and enter in your own. If there is a policy that you request commonly but is not on this list, you can request that it be added by submitting feedback using the form linked in the top right hand corner of every screen.
When an "Other" policy is added, it also populates with defaults that you can either accept or alter to fit your needs.
These three sections allow for specific wording customizations that need to be provided in order for a Contract assigned to this set of Requirements to be considered compliant.
The description of operations is divided into four categories:
- Project Language
- Primary Language
- Additional Insured
- Waiver of Subrogation
Each of these categories has default text that will populate when you first create the Requirement that can be updated for this specific set of Requirements. In addition, there can be however many items as necessary, even if that amount is zero. To add additional items, click the "+" button on the left side of an existing item and the new item will appear beneath it. To delete an item, click the "x" button on the right side of that item.
The read-only preview box on the right side of this container displays how the description of operations information will populate on the sample certificate for this Requirement.
At the Project level, there are three types of certificate holders:
- Client certificate holder
- This certificate holder automatically displays the name of the company assigned to the Client as well as their selected address. If multiple addresses are selected for that Client, only the address that was selected first will display here.
- General Contractor
- This certificate holder represents the highest level Contract in the hierarchy. If there is more than one highest level Contract, this option is disabled as it is intended to reflect a traditional project structure with one General Contractor that in turn issues all other Contracts on the project.
- If this option is not disabled, it will display the name of the company assigned to that highest-level Contract along with their selected address.
- Custom certificate holder
- This type of certificate holder is a freeform field that allows you to request whatever information is needed in the certificate holder section on the certificate of insurance.
- As many custom certificate holders as needed can be added by clicking the "+" button on the left side of any custom certificate holder field, and can be deleted by clicking the "x" button on the right side of that custom certificate holder field.
- Custom certificate holders will only display on the compliance tab and be requested if information is populated in the field.
In order for a certificate holder option to be considered "required" and display on both the compliance tab for Contracts assigned to this Requirement and in their email requests, the checkbox beside the certificate holder option must be checked.
The custom text requirement is a freeform field that provides a way to define a default set of customized details that need to be communicated with all companies with Contracts assigned to this set of Requirements. This can be anything from specific items that need to be requested that don't fit into any of the other categories to basic information that needs to be sent out as part of the compliance related communications.
This field defaults to being fulfilled on the Contract compliance tab, so it can be activated and requested on a case-by-case basis. In addition, this text can be customized for a specific contract on their compliance tab as well.
If you are interested in collecting the full policy binder for a policy or set of policies from the Contracts assigned to this set of Requirements, the Full Policy Tracking section of a Requirement will allow you to do so. In the "..." menu at the top right of the Full Policy Tracking container, you can toggle between "Do Not Collect Full Policies" and "Collect Full Policies."
The policies currently available to have binders requested and collected are:
- General Liability
- Auto Liability
- Excess/Umbrella Liability
- Workers' Compensation and Employers' Liability
- Pollution Liability
- Professional Liability
- Property Coverage
Select the policy that needs to be collected, and it will display as a required item within the related policy container on the compliance tab of the Contracts assigned to this Requirement.
Please Note: the policy as a whole must be marked "required" in order for the Full Policy Tracking item to be requested properly.
If the full policy binder is not something that is needed to have on file for a Contract to be considered compliant, select "No" for the "Should this impact deficiency?" question within this container.
OK to Work is a concept of determining what specific compliance-related items are needed to have on file for a Contract in order for that company's work to be allowed to begin.
The baseline needed on the compliance tab for a Contract to be considered OK to Work:
- The General Liability policy must be either compliant and within the expiration date, or marked "not required."
- The Auto Liability policy must be either compliant and within the expiration date, or marked "not required."
- The Excess/Umbrella Liability policy must be either compliant and within the expiration date, or marked "not required."
- The Workers' Compensation and Employers' Liability policy must be either compliant and within the expiration date, or marked "not required."
The options within this container expand that list based on which ones are selected. Each additionally selected item must be either compliant and within the expiration date (when applicable), or marked "not required."