Basic Overview
Whether or not a company's provided insurance documents meet the Requirement assigned to a contract. This can apply to individual items or the Requirement as a whole.
Items needed for a contract to be considered "Compliant." These are set up at a Client or Project level and must be assigned to a contract. For more information about requirements, please see How to set up Requirements.
The section of the Company File that contains the insurance information for that Company File. For more information, please see Company Insurance.
A digital record in CR-Certify's Admin section where all company insurance information is stored. For more information, please see Company File.
The software CR-Certify uses to extract information from uploaded Certificates of Insurance and automatically update the compliance tab. For more information, please see OCR.
How does Compliance work?
Compliance is determined by a combination of:
- The Requirement assigned to a contract
- Information stored in the Company Insurance tab
- Details parsed from a Certificate of Insurance by OCR
- Manual edits made to the Compliance tab by a user
Steps:
- When Requirements are selected for a contract, CR-Certify compares the Company Insurance data to the Requirement. If no Company Insurance data exists, then everything on the Compliance Page will be marked as "Missing"
- At this point, a Staff User, contractor, or broker can upload a certificate of insurance for OCR to parse additional information out and apply it to the Compliance tab.
- Then, the Staff User verifies the information shown on the compliance tab and manually makes any edits as needed.
- If the contract is then considered "Compliant," their icon changes color to reflect this new status, and email requests will not send out until their policies approach expiration.
- Otherwise, the contract is considered "Deficient," and email requests for any updates needed will send out every three business days following Staff User verification.
- If the information on the Compliance tab is different then the Company Insurance, then Staff Users with elevated permissions can choose to push changes from the Compliance tab to the Company Insurance tab
There are two Scenarios:
-
Contract is Created for the very first time & no Compliance has been determined yet
First comparison between Company File and Contract is done automatically upon Requirements being chosen.
-
Contract Already Exists & Compliance has already been determined at an earlier time
All changes on the Compliance Tab are automatically saved.
-
Company Insurance Tab and the Compliance Tab are evaluated for variations manually only (via the decoy save button).
If variations exist, then the user is given the choice to push variations to the Company File.
Note: The compliance tab does autosave, so there is no risk of losing any unsaved changes if you leave the tab without clicking the Save button.
What Compliance Statuses are available?
Each required item can be marked as one of the following statuses:
-
Acceptable: The company's provided insurance fulfills the required item.
- Example: the minimum limit for General Liability Personal and Advertising Injury is $1,000,000, and the company provides $2,000,000.
- Acceptable items are considered Compliant.
-
Unacceptable: The company's insurance does not fulfill the required item.
- Example: an additional insured endorsement is required, but the provided endorsement doesn't list all of the required entities
- Unacceptable items are considered Deficient.
-
Missing: The company has not provided proof of coverage for the required item.
- Example: Pollution Liability is required, but the provided Certificate doesn't list Pollution Liability
- Missing items are considered "Deficient."
-
Temporary: This is shorthand for "Temporarily approved until expiration." This status means that the company's insurance coverage does not fulfill the required item, but the deficiency has been allowed temporarily until their insurance renews. Upon expiration, it becomes Missing.
- Temporary items are considered "Compliant."
-
Turned Off: The item is no longer being requested will not be included in automatic emails.
- Turned Off items do not effect Compliance at all.
Additionally, an entire policy can be marked as Not Required, either because it wasn't included in the assigned Requirement, or was switched to Not Required on the Compliance tab. Not Required values do not affect Compliance at all.
The overall Compliance status for a contract is based on a variety of statuses assigned to individual items within the assigned Requirement.
- If all required items are Compliant (Acceptable and/or Temporary), then the contract itself will be Compliant.
- Otherwise, the contract will be Deficient.
Frequently Asked Questions
The information within the Company Insurance tab can be updated in a variety of ways:
- The information was manually entered by a Staff User based on information they had available.
- A Staff User with elevated permissions pushed information from the Compliance tab to the Company Insurance tab.
- A Staff User used the menus for the individual policy types on their Compliance tab to add an applicable Endorsement or Exclusion to their Company Insurance tab.
For more information please see Company Insurance.
-
When Contract is created, the Compliance tab is empty until a Requirement is assigned.
- If a Default Requirement exists, it is automatically assigned when the Contract is created.
- If no default exists, a Requirement must be manually selected from the Compliance tab.
-
Once a Requirement is selected, the Compliance tab populates with data from the Company Insurance tab.
- The Company Insurance is compared against the assigned Requirement, and each required item is marked as Acceptable, Unacceptable, or Missing.
- If nothing is currently saved in the Company Insurance tab, the statuses for required items all default to Missing.
After the initial compliance run, changes to the Compliance tab can only be made by OCR or a Staff user. The Company Insurance tab won't affect existing contracts unless the assigned Requirement is edited or re-assigned.
-
If the "Save" button is selected manually, then the Compliance tab and the Company Insurance tab are evaluated for variations.
If there are any variations noted between the Company Insurance tab and the Compliance tab, the user can choose to push these variations from the Compliance Tab to the Company Insurance tab.
When a Requirement is changed, the page must be saved in order for the changes to take effect. Upon saving, there is a choice presented on how the contracts assigned to that Requirement should be impacted by the changes.
- Collect New Requirements Upon Renewal: This selection means that the changes will not change the existing compliance statuses for the contracts using this set of Requirements. Any changed items will be assigned a status of "Temporary."
- Make These Compliance Records Non-Compliant Now: This selection means that the changes will be made effective immediately. All contracts will have their Company Insurance reassessed against the items in the Requirement that have changed, which will typically result in the contract's compliance status changing to Non-Compliant or Deficient. However, if they currently have the new required item marked in their Company Insurance, then they could remain compliant.
Switching an assigned set of Requirements for an existing contract is a choice that must be made carefully, as this will override any manual edits made on the contract's Compliance tab and reassess their Company Insurance versus the newly chosen set of Requirements. There is a confirmation screen to ensure that this choice is being made thoughtfully, but otherwise can be done fairly easily. Typically, this will cause the contract's compliance status to be initially Deficient once again.