Evolution Online – EON
Contract management – contract management solution
About client
UNIQA Serbia is a member of one of the leading European insurance concerns – Austrian UNIQUA Group, doing business in 18 European markets with 9.6 mn clients and a 200-year-long tradition. In Serbia, it has operated for more than 20 years. Ever since its foundation, UNIQUA has made as many as 3 mn policies with more than 500,000 people of different generations, levels and types of education and life plans, large and medium-sized companies, the experienced and the beginners.
Context
Numerous different contracts, annexes, duration, namely their termination date, level of confidentiality, decision-making process, approvals and contract signing are just some of the parts of a very complex contract management business process. As any other large company. UNIQUA at some point faced the challenge of quality maintenance of a huge database about contracts, the decision-making process about new contracts, as well linking contracts with their physical copies.
It was necessary to enable the database search within the shortest possible deadline and obtain concrete documents to look for insight. In a situation where only paper copies of contracts are offered, delivery from distanced archives (as well as return after use), was becoming an increasing challenges the company was expanding.
Solution
With the introduction of Group DMS system, the company made the first big step to tackle this challenge. Possibilities to set safe and simple e-storage of paper contracts were established. However, this was only the first step. The automation of the entire business process was necessary, including the approval of new contract to its archive and subsequent (electronic) use after signing.
Following process analysis, a completely new contract management system of the company was designed, via e-channels of documents, whether it was the new contract which must undergo several (predefined by the system administration) approval levels, regardless of the fact whether it is an overview of the existing inked contracts and the adjoining annexes.
In addition to the standard electronic processing of contracts previously signed with the client, or contract proposals by the client, we have developed a new module to process standard contracts. The standard contract module now contains contract patterns and you need to fill in only a set of data and then the contract can be approved (depending on the set criteria) and inked.
Client:
Uniqa Insurance
Industry:
Insurance
Size:
Large company
Period:
2012 –
Status:
System is in use and constantly updated.
Category:
Special-purpose software development, business analysis, project management
Technology:
HTML CSS Javascript Jquery .NET ASP.Net C# C++ MSSQL MS Reporting Services
Integrations:
BPMS DMS Uniqa core system
Specific features:
Decision-making system internal chat app integrated into app formulara
The entire solution is successfully integrated with the central IT system and the Company’s clients who are added to the system once are visible and can be used in the contract management system, in any other part of the system (module). Each contract is unequivocally linked to contractual sides, whereas core contract elements (such as duration, amount etc) have become the foundation for further reports, namely setting up more complex business regulations in the system.
In this way, we have enabled a possibility for contracts with certain level of confidentiality to be forwarded only to the users with a certain level of authorization, and that contracts of certain sizes and/or type are forwarded for approval to the responsible managers etc.
A special feature is an internally developed chat app integrated into an app, with a possibility to create discussions for each document, both in the decision-making process when the document is being made, and about the previously inked contracts. In this way, users can exchange information and documents necessary for the decision-making process in real time, and to have all that archived and separated into categories within the system, and subsequently used as a knowledge base in the future decision-making process.
The entire system is automated and, in addition to setting up business regulations for automation, we have enabled the supervision of both electronic, and physical copy of the document. For example, you can see who, when and where from accessed the document electronically, and whether the physical copy is in the physical archive or borrowed, and if borrowed, who borrowed it and when.
Something that in the past required many manual registration activities is now automated, and, among other things, enables the creation of the reminder that a contract, or an annex, are about to expire and that the renewal procedure should be initiated.
The complete solution was conducted with the implementation of state-of-the-art Microsoft technologies for development of web platforms. The system, via web service, is fully integrated with other company’s systems and forms an integral part of the IT system.
Benefits
With the introduction of the new system into the production, all organizational units have felt immediate progress in work and improved efficiency. The approval of new contracts, in addition to accelerated exchange of information, also gained in transparency. Each contract already in the procedure has become visible in real time to all participants in the process and everyone has information regarding the status of the document and where it is.
The implementation of the module for standard contracts, the time necessary to prepare the contract and signing has been reduced by more than 60%, in comparison with the previous period.
The document search has been facilitated. Each client, or an associate, is linked unequivocally to all contracts in the system (as well as adjoining documents, namely annexes) and the employee now, with a simple insight into the client/associate’s file, can access any document signed with her/him. Naturally, within its authorizations.
The physical exchange of documents has also been facilitated. The original paper document, taken from the archive is registered, and includes the data on the reason of withdrawal, the time and the name of the employee who took the document.
TIN: 102789279
Bank Account:
170-30005036000-02
Bank Account:
170-30005036000-02
TIN: 102789279