Overview:

Insurances is a place for you to record all information regarding your subcontractor's insurance or other cover/documents. Before attempting to enter a new insurance, be sure that the Type you need exists in Insurance Types.

Screen Guide:

Open

• Type comes from the Insurance Types table, and is meant to be the category of insurance/document being entered.

• Number can be a policy number or any other number relevant to the entry.

• Expiry is a field to enter when the insurance expires. Reports can be generated based on this field to highlight all upcoming expiries - see Management Reports and filter for Subcontractor Reports.

• Insurer is where you should enter the supplier of the insurance.

• Cover is the numerical amount that this insurance covers the subcontractor for.

• Excess is any excess payable by the subcontractor in the event that the insurance is used, if any.

• File is an inline attachment field, allowing you to attach documents to this specific line using the paperclip. Documents attached here are not attached to the subcontract, but rather the Company's attachments with the Subcontract field denoting which subcontract it is related to. Remember to check the company file for existing insurances that are not specifically attached to this subcontract.

• Subcontract is automatically filled out to be the current subcontract.

• Description is an optional field to describe the insurance.

• Details is another optional field that provides more room to record details about the insurance.

• Reviewed is a checkbox available for the appropriate user to tick once they have checked that all recorded details match the attached File and that the insurance is valid.

• The Bin field allows you to delete a mistaken or unused line.

You can add new lines by clicking the blue New Line field at the bottom of the list. Remember to Save after entering or editing data.

Validation

Whether insurances are mandatory or not can be defined in Insurance Types.

Reviewed and Non-expired validity is checked for all defined insurances based on their respective Expiry date.

The response to a failed validation check is determined by the following Control Parameters when a new record is created or saved:

• Insurance New Subcontract Checking

• Insurance WO Checking

• Insurance Sub Claim Checking; extra checking for [Warn Save And Disallow Process] option

For each parameter you can choose from the following actions:

• Warn - generates a warning message if insurances have expired

• Disallow - disallows entry of a record if insurances have expired

• No - there is no checking of insurances

• Warn Save And Disallow Process - Extra option only available for sub claims: 

  • Subcontractor Portal: warn on save; disallow on submit

  • Internal: Warn on save; disallow on Approve

Review Enforcement

To ensure the integrity of insurances, Workbench enforces the review of new insurances:

• Uploading an attachment to an insurance record will trigger and email to the Subcontract Administrator or Job Manager to review the new insurance. Email template used: "Notification - CompanyInsuranceReview"

• Unreviewed insurances behave like expired insurances.

• Cannot be reviewed without an attachment.

Next Steps:

You can produce a subcontract insurance expiry report on a frequent basis to ensure that all insurances are updated before the expiration date. See the Management Reports module and filter for Subcontractor Reports.