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Sneak peek of Engagements enhancements

The team at Felix is working on enhancements to Engagements features which will be released in the coming weeks. Here's a sneak peek of what you can expect.  


These enhancements are available to customers who are using the Engagements feature.


Refer to the below tables to see:

What's updated for Organisations

Item UpdatedWhat's changedBenefits
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 amend additional stakeholder name


Keep your Vendor/Supplier up to date with their field contact

Notes 

To capture internal notes, visible across all engagement collaborators.


Keep an audit trail of key internal communications

 

What's updated for Vendors

Item UpdatedWhat's changedBenefits
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 

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 amend additional stakeholder name


Coordinate engagements across your business

Notes 

To capture internal notes, visible across all engagement collaborators.


Keep an audit trail of key internal communications

 

What's new for Organisations

New ItemWhat's changedBenefits
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 FunctionalityAbility 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 engagementA simplified approach to making minor adjustments to small engagement details without the need to formalise a variation
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
  • Keep an audit trail of engagement changes and obtain formal acceptance from Vendors/Suppliers for scope changes 
  • Ability to reconcile work authorised with work performed for billing governance, while dealing with inevitable changes on the job

Close Engagement functionalityNew functionality to close an engagement, signifying that the job is complete, goods receipt validated and invoice confirmedKeep an audit trail of engagement details

 

What's new for Vendors

New ItemWhat's changedBenefits
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 functionalityVendor/Supplier is prompted to accept or decline an Engagement and engagement status is updated accordinglyIn 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
  • Keep an audit trail of engagement changes and obtain formal acceptance from Clients for scope changes 
  • Ability to reconcile work authorised with work performed for billing governance, while dealing with inevitable changes on the job

Complete Engagement FunctionalityNew 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.


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