Program Rule notifications

The Program Rules module allows you to set up notifications to inform you of issues with service providers and internal programs. In the Bid Request Escalation tab, you set up notifications for bid request escalation issues; in the Assignee Certification tab, you set up notifications for assignee certification issues; and in Notification Setup, you determine exactly who should be notified regarding these issues. You can set up multiple employees to be notified for any location, and you can set up any employee to receive notifications for multiple locations.

When working with program rules, remember that the “assignor” is the creator of the bid request, the Asset Manager in most cases, and the “assignee” is the recipient of the bid request,. the service provider.

The screen shots in this document are generic, and your company’s interface may vary.

Access Program Rules

Assignee Certification

Certification Requirements

CSI Surveys

Expiration of Certificates - Notification

Bid Request Escalation

Automated Alert

Hierarchy Location

Notification Setup

Notification Recipient

Hierarchy Location

Notification Rights

 

Related: Personal Rules, FAQ > Administration questions, Getting Started

Access Program Rules

       Select Program Rules from the Administration menu.

Assignee Certification

In the Assignee Certification page you set up your company’s certification requirements for service providers, set up certificate expiration notifications, and choose to send a customer satisfaction index survey to customers with a listed email address.

1.   Click the Assignee Certification tab on the Program Rules page. The Assignee Certification page appears.

2.   Complete the Assignee Certification form as follows:

Certification Requirements:

If you do not require XactPRM Connect Certification for your service providers,

a.   Clear the Require assignees to have credentials Certified with XactPRM Connect check box.

b.   Click Save. Your company’s assignee certification requirements are now set, and you are finished with the Assignee Certification instructions. Go to Bid Request Escalation.

If you require service providers to be certified with XactPRM Connect,

a.   Select the Require assignees to have credentials Certified with XactPRM Connect check box. The form expands to include other certification options.

b.   Use the calendar button to select the Effective date of requirement for your company.

CSI Surveys

CSI Surveys

Select this check box to send a Customer Satisfaction Index Survey to customers with an email address listed.

Expiration of Certificates - Notification

Assignee Certification Status

Select this check box  if you would like XactAnalysis to send notifications when a service provider's XactPRM Connect certification expires.

License Certificates

Refers to the licensing required for a service provider to be a Certified XactPRM Connect user. Select the check box for when you would like XactAnalysis to send notifications for an expired license. Options include 60 days prior, 30 days prior, or upon expiration.

Insurance Certificates

Refers to the state insurance requirements necessary for a service provider to be a Certified XactPRM Connect user. Not all states require this insurance certificate. Select the check box for when you would like XactAnalysis to send notifications for an expired certificate. Options include 60 days prior, 30 days prior, or upon expiration.

3.   Click Save.

Bid Request Escalation

Bid Request Escalation helps you handle bid requests that are not promptly taken care of by the selected service provider. If this situation occurs, you can set up XactPRM Connect to notify you, rotate the bid request to the next service provider, or both. Bid Request Escalation simply allows XactPRM Connect to “escalate” an bid request to the next service provider or back to you.

       Click the Bid Request Escalation tab on the Program Rules page.

From here you can add, edit, and delete rules regarding bid request escalation.

       To delete a rule, click Delete next to the rule you wish to delete. Your rule is removed from the Bid Request Escalation page.

       To edit a rule, click Edit next to the rule you wish to edit. Change the form criteria and click OK.

Add a new rule

1.   Click Add New Rule. The Add Escalation Rule dialog box appears.

2.   Complete the form as follows:

AUTOMATED ALERT

Program

Select a program.

Priority

Select a bid request priority: All, Emergency, or Normal.

Business Unit

Select a business unit for which you want the rule to apply. Business units vary from company to company.

When elapsed time between, and

Select two events for which you want action taken if the elapsed time between them exceeds the time limit you specify in the Exceeds area. See Statuses for event definitions.

Exceeds

Specify an amount of time in calendar or business days, hours, and minutes.

Then take the following action

Select the check boxes for one or moreactions for XactPRM Connect to take after the specified time has elapsed: Notify us (i.e. the employees you specify for Notification Setup), Notify Assignee, Notify the following email addresses, Send reminder to assignee every 30 days, Remove Bid Request from Review Queue, Cancel Bid Request.

Notify the following email addresses

If you selected this check box, enter the email addresses where you want XactPRM Connect notifications to be sent. Separate multiple addresses with a comma or semi-colon. Click the Personal Address Book icon to select addresses from your personal address book.

Project Manager

If the time elapses between your two events, and the Project Manager you specify here is assigned, then the notification is sent. Click the SmartList button to select a project manager.

HIERARCHY LOCATION

Hierarchy Type

Select the hierarchy type for the bid requests to which you want the rule to apply: Geographic, Organizational, Individual.

Area

Appears when the Geographic hierarchy type is selected. Click the SmartList button to select an area.

Org Levels

Appears when the Organizational hierarchy type is selected. Click the SmartList button to select an Organizational Level. 

Contractor

Appears when the Individual hierarchy type is selected. To select a contractor start typing their name or XactNet address and select from the list that appears. 

3.   When you have completed the form, click OK. Your new rule appears in the Bid Request Escalation page.

Notification Setup

In Notification Setup, you determine exactly who should be notified regarding assignee certification and bid request escalation issues. Notification is handled by location; i.e., notifications for all service providers in a specific location go to the employee you set up to handle these notifications. You can set up multiple employees to be notified for any location, and you can set up any employee to receive notifications for multiple locations.

       Click the Notification Setup tab in the Program Rules page. The Notification Setup page appears.

       To delete a rule, click Delete next to the rule (see Figure 6). Your rule is removed from the Bid Request Escalation page.

       To edit a rule, click Edit next to the rule (see Figure 7). Change the form criteria and click Save.

Add a rule

1.   Click Add New Rule. The Add Notification Rule dialog box appears.

2.   Complete the Add Notification Rule form as follows:

NOTIFICATION RECIPIENT

Name

Enter the recipient’s name.

Email Address

Enter the recipient’s email address.

This is a mobile device

Select this check box to notify the recipient by text message.

HIERARCHY LOCATION

Program

Select a program.

Hierarchy Type

Select a hierarchy type.

Area

Appears when the Geographic hierarchy type is selected. Click the SmartList button to select one or more areas. The recipient will be notified of escalated bid requests or assignee certification issues in the areas you select.

Org Levels

Appears when the Organizational hierarchy type is selected. Use the SmartList button to select organizational levels. 

Contractor/Contractor

Appears when the Individual hierarchy type is selected. Start typing the name or XactNet address of a contractor and a list appears for you to select from. The recipient will be notified of escalated bid requests and certification issues regarding the named contractor.

NOTIFICATION RIGHTS

Assignee Certification Issues

Select this check box to notify the recipient of Assignee Certification Issues.

Bid Request Escalation Issues

Select this check box to notify the recipient of Bid Request Escalation Issues.

3.   When you have completed the Add Notification Rule form, click Save. Your new rule appears in the Notification Setup page.


 

 

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