We've been busy improving and adding new items to the Engagements feature, see the details below.
These enhancements are available to customers who are using the Engagements feature.
Refer to the below tables to see:
| Item Updated | What's changed | Benefits |
| Contract Settings Screen *Only available to customers with the Contracts module | A new section has been added, allowing you to select a combination of contract types and statuses to appear in the Create Engagements screens as a drop-down list for purchase order selection | Speed up the Engagement creation process and reduce human error on entry of purchase order number |
Engagement functions from RFQ | Ability to assign an Engagement to a Project | Filter engagements by grouping to analyse better (e.g. department, depot) |
Ability to add attachments to an Engagement | Better communicate scope required to the Vendor | |
Ability to select from purchase orders from contracts list as well as enter free text value *Only available to customers with the Contracts module | Speed up the Engagement creation process and reduce human error on entry of purchase order number | |
Additional location, reference number (e.g. ERP work order number) fields for use | Additional ERP reference numbers to associate with and validate invoices against | |
Optional additional stakeholder field to send engagement completion emails to | Keep field supervision informed when the Vendor/Supplier declares completion | |
| Emails to Vendors with Engagement request | The main change is the removal of pricing information from the email, requiring the Vendor to log in and see rates applied | Security of pricing information |
| Engagements List View | Quick Search functionality updated to search more hidden fields (those not shown in the table view) | More comprehensive search functionality |
Filters added to reflect additional data fields for an Engagement that have been added | More comprehensive search functionality | |
CSV downloads have been updated to include additional data fields for an Engagement that have been added | Have the ability to analyse Engagements spend (and standard rates spend for Browse Panel) by Project as well as a team | |
New detailed CSV download function that details not just the total Engagement value, but all pricing items that make up the Engagement. | Analyse your service masters/ categories in more detail bringing further insight and focus to category management | |
| Engagement Detail View | Three tabs: Details, Variations and Notes | |
Details To see a summary, pricing and overview of variations, completion and closure, access attachments | Single overview of an Engagement’s status and key details | |
Variations To view and action all variations related to the engagement | ||
Notes To capture internal notes, visible across all engagement collaborators. | Keep an audit trail of key internal communications | |
| Item Updated | What's changed | Benefits |
| Emails to Vendors with Engagement request | The main change is the removal of pricing information from the email, requiring the Vendor to log in and see rates applied | Security of pricing information |
| Engagement Detail View | Three tabs: Details, Variations and Notes | |
Details
|
| |
Variations To view and action all variations related to the engagement | ||
Notes To capture internal notes, visible across all engagement collaborators. | Keep an audit trail of key internal communications | |
| New Item | What's changed | Benefits |
| New Engagement Setting Screen | This new screen allows you to determine who receives email communications regarding Engagements Send Engagements communications to a shared mailbox and choose to stop emails going to the Engagement creators | Centralise Engagement communications by sending email updates to one common mailbox, allowing for easy transition of rotating teams or team members |
| Amend Engagement Functionality | Ability to amend/adjust key details (start date, end date, reference number, location) without the need to formally issue a variation to your Vendor/Supplier. Vendor/Supplier is notified and prompted to re-accept engagement | A simplified approach to making minor adjustments to small engagement details without the need to formalise a variation |
To amend additional stakeholder name | Keep your Vendor/Supplier up to date with their field contact | |
| Create Variation Functionality *Not available for RFQ engagements | New functionality and screens to formally vary an engagement to change services and/or dates. Access standard rates to add services not in the original engagement from the same Vendor/Supplier |
|
| Close Engagement functionality | New functionality to close an engagement, signifying that the job is complete, goods receipt validated and invoice confirmed | Keep an audit trail of engagement details |
| New Item | What's changed | Benefits |
| Engagements Menu Item and List View | Engagements menu item and list view allows you to see Engagements from RFQs and Panel arrangements | Coordinate all engagements in one location that can be viewed by all Vendor users. Filter engagements based upon a new Assigned To functionality to manage within your team. Easily find historical engagements for reference |
Quick Search functionality searches more hidden fields (those not shown in the table view) | ||
Filters added to reflect additional data fields for an Engagement that have been added | ||
| Accept/Decline Engagement functionality | Vendor/Supplier is prompted to accept or decline an Engagement and engagement status is updated accordingly | In high volume engagement scenarios, keep track of Vendor/Supplier responses to ensure that all engagements are resourced |
| Create Variation Functionality *Not available for RFQ engagements | New functionality and screens to formally vary an engagement to change services (not dates). Access your standard rates to add services not in the original engagement that arise during the performance of the work |
|
| Complete Engagement Functionality | New functionality and screens prompting the Vendor/Supplier to confirm services performed, attach field dockets or other completion evidence (e.g. photos), and timestamp their completion date and time | Keep an audit trail of engagement performance details. Capture key completion evidence for invoice validation. Prompt vendors to raise variations as needed to assist reconciliation of billing. |
