ChecklistGuro Subcontractor Compliance and Insurance Tracking
Streamline your construction management with our Subcontractor Compliance and Insurance Tracking workflow. Automate COI monitoring, track expiration dates, and ensure every vendor meets safety and regulatory standards, reducing risk and eliminating manual paperwork.
Start
Start of the Workflow/Process.
1. Fetch New Subcontractor Application
Retrieve the initial data entry containing the subcontractor's basic company information and contact details.
2. Create Compliance Profile
Initialize a new record in the Subcontractor Master Data Model to track ongoing compliance status.
3. Verify Business License
Assign a task to the Compliance Officer to validate the submitted business registration documents.
4. Update License Status
Update the 'License Verified' boolean field in the Subcontractor Profile once the check is complete.
5. Retrieve Insurance Documents
Fetch the uploaded Certificate of Insurance (COI) entries and their respective expiration dates.
6. Calculate Days Until Expiry
Subtract the current date from the insurance expiration date to determine the remaining coverage period.
7. Review Insurance Coverage Limits
Assign a task to the Risk Manager to ensure the coverage amounts meet the minimum contract requirements.
8. Flag Insufficient Coverage
Update the Subcontractor entry with an 'Alert' status if the insurance limits are below the threshold.
9. Notify Subcontractor of Missing Docs
Send an automated email to the subcontractor contact detailing which documents are missing or expired.
10. Fetch Pending Expirations
Retrieve all insurance entries where the expiration date is within the next 30 days.
11. Count Expired Certificates
Aggregate the number of insurance entries that have passed their expiration date to assess total risk.
12. Re-verify Updated Documents
Create a task for the compliance team whenever a subcontractor uploads a new certificate.
13. Renew Compliance Status
Update the Subcontractor Master record to 'Compliant' once all tasks and documents are verified.
14. Generate Monthly Compliance Audit
Generate a summary report of all active subcontractors, their compliance percentages, and upcoming expirations.
15. Urgent Expiry Alert
Send an SMS alert to the Procurement Manager when a mission-critical subcontractor's insurance expires within 24 hours.
16. Remove Incomplete Applications
Delete temporary entries for subcontractor applications that were abandoned or rejected during the initial intake.
End
End of the Workflow/Process.
Start of the Workflow/Process.
Retrieve the initial data entry containing the subcontractor's basic company information and contact details.
Initialize a new record in the Subcontractor Master Data Model to track ongoing compliance status.
Assign a task to the Compliance Officer to validate the submitted business registration documents.
Update the 'License Verified' boolean field in the Subcontractor Profile once the check is complete.
Fetch the uploaded Certificate of Insurance (COI) entries and their respective expiration dates.
Subtract the current date from the insurance expiration date to determine the remaining coverage period.
Assign a task to the Risk Manager to ensure the coverage amounts meet the minimum contract requirements.
Update the Subcontractor entry with an 'Alert' status if the insurance limits are below the threshold.
Send an automated email to the subcontractor contact detailing which documents are missing or expired.
Retrieve all insurance entries where the expiration date is within the next 30 days.
Aggregate the number of insurance entries that have passed their expiration date to assess total risk.
Create a task for the compliance team whenever a subcontractor uploads a new certificate.
Update the Subcontractor Master record to 'Compliant' once all tasks and documents are verified.
Generate a summary report of all active subcontractors, their compliance percentages, and upcoming expirations.
Send an SMS alert to the Procurement Manager when a mission-critical subcontractor's insurance expires within 24 hours.
Delete temporary entries for subcontractor applications that were abandoned or rejected during the initial intake.
End of the Workflow/Process.
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