Compliance Management[edit]



= Compliance Management =

The Compliance Management tile enables you to go through all Commitments available and take required actions on them. It consists of the following tiles:

*Commitments 
*Fulfilling a Commitment 
*Adding Commitments to an Agreement 
<div class="image-green-border">[[File:Compliance Management.PNG|720px|Compliance Management]]</div> 
== Understanding Commitments ==

Every Agreement has obligations associated with it. These obligations are known as Commitments.&nbsp;You can manage Commitments by setting up reminders, transaction clauses, review timelines and much more using the ''Commitment Management ''tile on the ''Home ''page.

From the&nbsp;''Commitments'' tile&nbsp;you can:

*See the complete list of Commitments available, and search Commitments in a variety of ways in the same way as for&nbsp;Agreements through&nbsp;Searching Agreements and Requests. 
*Customize this page. Refer to&nbsp;Navigating in ICM&nbsp;for details. 
*Go to the specific&nbsp;''Agreement Details''&nbsp;page for which the Commitment was created by clicking the ''View Record'' &nbsp;icon. 
*Send customized manual notifications for individual or bulk Commitments. 

== Adding Commitments to an Agreement ==

Commitments are reminders of tasks or actions that need to be taken either while creating the Agreement or after its execution. They are added manually to keep track of and ensure that various obligations of the Agreement are being met. While creating the agreement, these Commitments can be towards Rules and Clauses and post-execution for ensuring that certain dates are being met or for exercising the extension option.

You can also add External users and External users with login privilege as business owners of a Commitment. This helps in easy tracking and reporting of Commitments where the external users are supposed to take actions to fulfill those Commitments. This is a configurable feature.

To add a Commitment:

1.&nbsp;'''Click'''&nbsp;the ''View Record&nbsp;'' icon next to the Agreement you want to add the commitment to. The Agreement&nbsp;''Details ''page opens.

2.&nbsp;'''Click'''&nbsp;the ''Commitments'' section in the left navigation. The existing commitments are displayed if any.&nbsp;
<div class="image-green-border">[[File:Adding commitment to an agreement details page 7.8 gr action.png|720px|Adding commitment to an agreement details page 7.8 gr action.png]]</div> 
3. '''Click '''''Select Action ''(3 dots) icon next to the ''Commitment ''text. The available actions are displayed in a drop-down.

4.&nbsp;'''Edit '''or '''delete''' the existing Commitment using the ''Edit Commitment'' or ''Delete Commitment&nbsp;''icons.

5.&nbsp;'''Click''' the ''Add&nbsp;''&nbsp;icon to add new commitments. The ''Add Commitment&nbsp;''window opens.&nbsp;

6. Enter the necessary details:

*Commitment Code: this is a system generated code added automatically when you click the ''Add Commitment'' button. 

*Description: '''Type''' in&nbsp;a detailed description of the action or task.&nbsp; 

*Commitment Type: '''select''' the appropriate option from the drop-down list. This helps you classify the type of Commitment this is, for example if it is transaction or risk-based. 

*Recurring Commitment: You can set the commitments as recurring. Toggle to ''Yes&nbsp;''and select the Commitment Frequency. The available options are ''Weekly, Monthly, Quaterly, SemiYearly ''and&nbsp;''Yearly.''&nbsp;For example, if there is a Clause for extension of the Agreement by 1 year, upto 3 times, you can: 
**Add a reminder of 1-2 months before the renewal date 
**Add instructions to say review extension for another year 
**Define start and end dates of the Agreement 
**Set this as a transaction, Recurring Commitment   
<div class="image-green-border">[[File:Adding commitments add commitment window 7.8.PNG|720px|Add Commitment window]]</div> <div class="image-green-border">
*Start Date: Select the Commitment start date&nbsp; 
*End Date: select a due date for the Commitment. This is the date the Commitment should be completed by. 
*Business Owner: '''click''' the icon next to the ''Business Owner&nbsp;''field. The&nbsp;''Select User'' window opens. If the user is already provisioned in ICM '''click''' the desired user name from the list&nbsp;and '''click '''''Add''. You can also search the user(s) using the Search&nbsp;icon.&nbsp; 
<div class="note-box">'''Note''': ICM enables users to configure the&nbsp;role&nbsp;in which Business Owners of the commitment should be added to the agreement team (for example, ''Secondary Owner'', ''Observer'', etc.). This is achieved through a technical configuration at the contract type level.</div> 
[[File:Adding commitments select user window 7.8.PNG|720px|Select User window]]
<div class="note-box">'''Note''': It is important&nbsp;to select at least one external user with login privilege or internal user in addition to the external user that is selected. This ensures that the commitment can be acted upon by some user who has access to the functionality. The validation shall apply on submitting the Commitment and not on user selection that is&nbsp;when the user clicks ''Add Commitment'' or ''Save Commitment''. Only users that are a part of the Team on the current Agreement will be visible.</div> </div> 
'''Adding an External User''':&nbsp;

1. '''Click&nbsp;'''the ''Add External User&nbsp;''button on the ''Select User'' window. The ''Create External User&nbsp;''window opens.

2. '''Fill in''' all the mandatory fields such as, Name, Email Address and Language. It’s important to select the appropriate language for the user since the user will receive all the ICM notifications in the selected language.

3. '''Click '''''Save'', the user is added in the ''Business Owner&nbsp;''field.
<div class="image-green-border">[[File:Adding commitments Create External User window 7.8.png|360px|Create External User window]]</div> <div class="image-green-border">&nbsp;</div> <div class="note-box">'''Note''': A reminder notification is triggered to the external users for completion of the assigned tasks/actions as well for completion if they are provisioned to log into ICM. You can track compliance with the terms and conditions of the Agreement/Amendment holistically.</div> 
5. '''Click '''the ''Add Commitment'' button.&nbsp;The Commitment is displayed in the ''Commitments'' section of the Agreement Details Page.&nbsp;The Primary and Secondary Owner also have the privilege, similar to the creator to edit or delete the Commitment.

6.'''Click '''the ''Select Action'' (3 dots) icon next to each ''Commitment ''text. The drop-down with available actions opens. The actions are:

*''Delete Commitment''&nbsp;: &nbsp;'''Click''' the action to delete the Commitment. 
*''Edit Commitment '':&nbsp;'''Click&nbsp;'''the action to edit the details of the Commitment. The&nbsp;''Edit Commitment&nbsp;''window opens. Edit the desired fields and then&nbsp;'''click&nbsp;'''''Update Commitment. ''You can edit only the&nbsp;''Due Date&nbsp;''and&nbsp;''Business Owner&nbsp;''fields. 
*''Copy Commitment''&nbsp;:&nbsp;'''Click''' the action to copy the Commitment to create new one. 
*''Take action on commitment''&nbsp;: '''Click&nbsp;'''the action to take action on the Commitment. 
*''Send Notification''&nbsp;:&nbsp;'''Click''' the action to send manual notifications for the Commitment. 
<div class="image-green-border">[[File:Adding commitments to an agreement edit commitment 7.8.PNG|560px|RTENOTITLE]]</div> 
You can define additional details for a Commitment by configuring additional Attributes on the Commitment object. It provides the business owners more context about the Commitments before taking action on them. These extended Attributes are visible to authorized users while creating/editing/viewing the&nbsp;''Commitment'' record. The following additional attributes can be configured for Commitments.

*Category 
*Sub Category 
*Reference section and Title 
*Cross reference 
*Obligation Summary 
*Criticality 
*Obligation type 
*Obligation extract 
*Target Value 
*Trigger 
*Number of days to become overdue 
*Remarks 

== Fulfilling a Commitment ==

Every Agreement or Contract has obligations associated with it. The obligations are towards the transactions, clauses, and so on.&nbsp;Commitment is like a reminder to fulfil these obligations. For example, reminding supplier about contract expiry.<br/> The Primary Owner creates a commitment to keep a track of a certain task relating to an agreement. The commitment owner on the due date of commitment, takes the appropriate action to fulfil the Commitment. For example, a Commitment may be to remind a supplier to provide necessary information on time , or to renew a contract, and so on.

To fulfil&nbsp;a Commitment:

1. '''C''''''lick '''the ''Notifications'' on the ''Home ''page. The ''Notification Dashboard'' opens.

2.&nbsp;'''Click '''the&nbsp;''Commitments ''tab. List of commitments that you need to fulfil are displayed.
<div class="image-green-border">[[File:Commitment view.PNG|720px|RTENOTITLE]]</div> 
3. '''Click '''the option ''Commitment Reminder ''to see all pending Commitments.&nbsp; You can see the already created&nbsp;Commitment or action taken on Commitment&nbsp;through&nbsp;''Commitment Created''&nbsp;and ''Commitment Action Taken''&nbsp;options.&nbsp;&nbsp;

4. '''Select''' the checkbox to select the Commitment.&nbsp;

5. '''Click'''&nbsp;''here t''o view the selected Commitment in ICM.
<div class="image-green-border">[[File:Commitment Reminder123.PNG|720px|RTENOTITLE]]</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">5. Under the Commitments tab,&nbsp;'''click '''the ''Select Action'' (3 dots) icon&nbsp;next to the ''Commitment ''that you need to take action on. The drop-down with available actions is displayed.</div> <div class="image-green-border">6. '''Select''' ''Take action on commitment''. A pop-up window opens to display the ''Add Action Details'' and the ''Commitment Details ''for the Commitment.&nbsp;</div> <div class="image-green-border">&nbsp;</div> <div class="image-green-border">[[File:Commitment view2 gr action.png|720px|Commitment view2 gr action.png]]</div> 
6. In the ''Add Action Details'' tab, enter the following information:

*In the&nbsp;''Action Taken&nbsp;''box,&nbsp;'''type&nbsp;'''the details of the action you have taken on the Commitment.&nbsp; 
*In the&nbsp;''Action Date&nbsp;''box,&nbsp;'''type&nbsp;'''or select the action date from the calendar. 
*In the&nbsp;''Remarks&nbsp;''box,&nbsp;'''type&nbsp;'''your remarks if any.&nbsp; 
*In the&nbsp;''Commitment&nbsp;''status list,&nbsp;'''select&nbsp;'''one of the following:&nbsp; 
**Cancelled 
**Failed&nbsp; 
**Postponed 
**Succeeded   

If you select the status&nbsp;''Postponed'', the ''New Expected Completion Date'' box opens.&nbsp;'''Type''' or '''select''' the new date from calendar.

7. In the ''File'' field, '''click''' ''Select File'' to upload supporting documents.

8. '''Click '''''Save'''''.''' The message opens as follows:

''Commitment will not be editable anymore. Do you want to continue?''

9. '''Click''' ''Save'''''.'''
<div class="image-green-border">'''[[File:Commitments 3.png|320px|RTENOTITLE]]'''</div> 
10. '''Click&nbsp;'''''Select fields&nbsp;''to add the&nbsp;''Commitment State&nbsp;''attribute to the Attributes list for a particular Agreement.&nbsp;
<div class="image-green-border">[[File:Commitment view3 home.png|720px|RTENOTITLE]]</div> 
11. The&nbsp;''Select Columns&nbsp;''popup opens where you can select the desired attributes and&nbsp;'''click&nbsp;'''''Apply&nbsp;''to apply the selected fields.&nbsp;
<div class="image-green-border">[[File:Agreement Management- Commitments- Apply Select Fields.png|720x350px|Agreement Management- Commitments- Apply Select Fields.png]]</div> 
''Search ''allows you to search the customized values and the facet ''Search ''displays values of the commitment state and the count.

The customized values are also reflected in the existing Reports.

&nbsp;

== Send Manual Notifications for Commitments from Commitment-Agreement page ==

Users can&nbsp;send notifications for commitments manually using ''Send Notification'' option as and when required. Users can also customize the notification and send for individual commitment or in bulk.&nbsp;

To send notification for Commitment(s) from agreement-commitment page:

#'''Click''' ''Agreement Management'' >''Agreement ''on the ''Home ''page. The ''Agreement ''index page opens. 
#'''Click '''''View Record ''icon next to the agreement, for which you want to send the commitment notifications. For example, ''ICMAutomationPrimeContract_47''. The agreement ''Details ''page opens. 
#'''Select '''the ''Commitments ''tab on the left navigation panel. The list of commitments belonging to the agreement opens. 
#'''Click '''the''Select Action'' (3 dots) icon next to the ''Commitments ''for which you want to send the notification. The drop-down opens with available actions. 
#'''Click '''''Send Notification''. A notification e-mail is sent to all respective recipients and the ''Success ''message ''The Reminder Notification was sent successfully ''is displayed. 
<div class="image-green-border">[[File:7.12 Commitment Notification 1.1.png|720px|7.12 Commitment Notification 1.1.png]]</div> <ol start="6">
<li>'''Select '''the checkboxes next to the ''Commitments ''for which you want to send the notification together in bulk.&nbsp;Selecting more than one commitment will enable the ''Send Bulk Notification ''action.</li>
<li>'''Click&nbsp;'''the&nbsp;checkbox next to the&nbsp;''Send Bulk Notification'' action&nbsp;to select all ''Commitments ''together.</li>
<li>'''Click&nbsp;'''the ''Send Bulk Notification'' action. The notifications e-mails are sent for the selected commitments in bulk and the ''Success ''message ''The Reminder Notification was sent successfully ''is displayed.</li>
</ol>
<div class="image-green-border">[[File:7.12 Commitment Notification 2.2.png|RTENOTITLE]]</div> <div class="image-green-border">&nbsp;</div> <div class="note-box">Note: Only the ''Primary Owner, Secondary Owner'' and commitment creator can send the notifications using ''Send Notification'' functionality.</div> 
&nbsp;

=== Customizing&nbsp;Notification Template ===

The default notification template (''TriggeredNotificationReminder)'' would be available to send the notifications for commitments. Authorized users can edit and customize this existing commitment notification template to suit their business needs.&nbsp;

To edit and customize existing notification template:

#'''Click '''''User Administration'' > ''Notification Settings ''> ''Subscription ''on the ''Home ''page. The ''Subscriptions ''page opens. 
<div class="image-green-border">[[File:7.12 Commitment notification 3.png|720px|7.12 Commitment notification 3.png]]</div> <ol start="3">
<li>'''Click''' ''Edit ''next to the ''Subscription'' you want to customize. For example, ''TriggeredNotificationReminder''. The ''Edit Subscription'' page opens.</li>
<li>'''Edit '''the ''Template ''and '''click '''''Next''.</li>
<li>'''Verify '''the details and&nbsp;'''click''' ''Save. ''The ''Template'' will be updated''.''</li>
</ol>
<div class="image-green-border">[[File:7.12 Commitment notification 4.png|720px|7.12 Commitment notification 4.png]]</div> <div class="image-green-border">&nbsp;</div> 
=== Accessing Commitment Notification ===

The recipients can access the ''Commitment Notifications ''from:&nbsp;

*''Notification Dashboard'' 
*Personal E-mail account 

To access from the&nbsp;''Notification Dashboard'':

#'''Click '''''Notifications ''on ''Home ''page. The ''Notifications Dashboard ''opens. 
#'''Click '''''Commitment Notifications ''> ''Commitment Reminder''. The list of notification opens. 
#'''Click '''the&nbsp;checkbox next to the ''Commitment Reminder&nbsp;''you want to view. The selected notification opens. 
<div class="image-green-border">[[File:7.12 Commitment notification 5.png|720px|7.12 Commitment notification 5.png]]</div> 
&nbsp;

== Copying existing commitments ==

Users can copy an existing commitment and create new commitments from it with the provision to exclude certain attributes from being copied through technical configuration. This will considerably reduce time and efforts required to create individual commitments.
<div class="note-box">Note: The users authorized to add commitment to the agreement / amendment will also be able to copy and create new commitments from existing list of commitments.</div> 
To copy a ''Commitment'':

#'''Click '''the ''View Record'' icon next to the agreement you want to add the commitment to. For example, ''ICMBasicAgreement_293''. The agreement ''Details ''page opens. 
#'''Click '''the ''Commitments ''tab in the left navigation. The existing commitments are displayed if any.&nbsp; 
<div class="image-green-border">[[File:7.12 Copy Commitment 1.png|720px|7.12 Copy Commitment 1.png]]</div> <ol start="3">
<li>'''Click '''the''Select Action'' (3 dots) icon next to the commitment you want to copy. For example, ''Risk''. The actions available for the selected commitment will be displayed in the drop-down.</li>
<li>'''Click '''''Copy Commitment.'' The ''Add Commitment ''window opens.&nbsp;</li>
</ol>
<div class="image-green-border">[[File:7.12 Copy Commitment 2.png|720px|7.12 Copy Commitment 2.png]]</div> 
On the ''Add Commitment ''window, the attributes will be auto-populated with the values from the source commitment except the ones that have been configured to be excluded from being copied. Users need to manually enter the values for such attributes.
<div class="image-green-border">[[File:7.12 Copy Commitment 3.png|720px|7.12 Copy Commitment 3.png]]</div> <ol start="5">
<li>'''Edit '''the attributes if required.</li>
<li>'''Click '''''Add Commitment''. The commitment is created and added to the agreement. For example, the commitment ''Transaction'' is added to the agreement.</li>
</ol>
<div class="image-green-border">[[File:7.12 Copy Commitment 4.png|720px|7.12 Copy Commitment 4.png]]</div> 
Similarly, commitments can be copied for amendments.<br/> Once added, the copied commitment will behave as a normal commitment.<br/> &nbsp;

&nbsp;

'''Related Topics:&nbsp;'''[[Agreement_Management|Agreement Management]]&nbsp;|&nbsp;[[Agreement_Details_Page|Agreement Details Page]]