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Contracts & Finance Correlation Pain Points - Coggle Diagram
Contracts & Finance
Correlation Pain Points
Timing
1: Contracts and payment sometime could take more time
1: Slow response due to too many contracts requests
Delays due to time zone differences
4: Time for contracts to be done and sent to vendor
:!?: No service level agreement for turn times
:smiley:: Report of vendor status, Contract status and IP Number
(see Georgina's excel file)
:smiley: Establish Service level agreements
:!?: Last minute needs/Short notice
requirements don't work with HQ
:!?:: Vendor setup may be required
that adds to the slow down
:!!:HQ Vendor Set-up seems to be different from Area Vendor Setup in CCS
Process
1: Not knowing the status of the process
We are kept out of the loop and never know when HQ has sent contract or made payment until vendor follows up with us.
Vendors don't know who and how
they will be comunciated with.
:smiley: during Vendor setup inform vendors that are using Workfront they will get emails from a systems account that should be added to contacts do it doesn't go to spam
Contract
1: Forms for contract services
are not localized
language
:smiley: provide the localized contract text in a document next to the English version so they are side by side.
local laws
In some cases a non-localized contract is invalid and so everyone signs to check the box to make HQ Admin happy yet it has not weight or validity. (e.g. Paraguay)
:smiley: Create a contract that is valid for the country providing the service with the corresponding IRI entity.
Some cases require contracts to align with a third country as some area offices are operating in countries other than the country's of the office
PSMs need to better understand
the types of contract (there are 4), options/riders plus various payment methods/procedures for local/HQ funds. They also need direction on contracts that are initiated in 1 country with an entity in a 3rd country.
:smiley: Training from OGC
Areas don't know who and how to engage generally around contract related questions and concerns?
:smiley: partner HQ staff with Areas so a relationship is established
:smiley: organize time zone specific resources as an extension of HQ
:smiley: Methods in Workfront to request a specific contract type, options/riders or indicate which country the work is occuring in, for which country that you don't know and that you want to discuss the options for a specific situation.
1: PSM doesn't have a copy of the contract they are overseeing
:!?:: Contracts have "personal info"
and can't be shared?!
:!?: This statement/behavior
is regularly contradicted
HQ shares when the language is different
Vendors share the contract
HQ shares the contract to get the vendors to sign
:smiley: Areas facilitate contract signature & verify the contract terms are adhered to
PSM has limited oversight in small offices where creating vendors and contracts that could be a conflict of interest when no one else is aware of the new vendor/contract
Vendors trying to work with HQ on a contract where the Area is not in the loop yet the area is expected to ensure the contract is signed.
Some vendors have difficulty connecting with HQ
Areas are busy and contracting takes time.
:smiley: Can HQ take on more of the work with Vendors?
:smiley: add staff to manage the work locally
Area Vendor setup is different from and inadequate for HQ even though both occur in the same system.
:smiley: Use one type of Vendor setup or otherwise close the gap
:smiley: Transfer $0.01 to confirm payment methods work upfront in the Vendor set up phase.
contracts are delayed in getting signed
:!?: All IRI signers today are in HQ
:smiley: Deputize IRI signers in Areas or Time Zone regions
Significant currency exchange swings occur and impact the budget
:!?:payment is made from Utah that can
be significant either way.
:smiley: make payment and or use local currency.
There is confusion around when an IRI contract should be used vs a local contract. For example renting a billboard, or setting up chairs for an event...
:smiley: OGC and or Correlation could provide training
:smiley: Make IRI Local
Some vendors legally have limits in how they engage with HQ (i.e. Russia)
PSMs and PMs have limited insight into the vendor and contract status so they can better monitor and manage Vendors
:smiley: Create a report to provide that visibility
Payment
Some really good vendors can't accept international funds
What can be paid with local funds?
(Billboard vs Design)
Training on when and how do we pay with local funds? :smiley:
2: problems with bank transfers
(sanctions on Countries)
3: Contracts not paid
Vendor know local people and sometime the can not identify mail that can from HQ with not person names
Vendor sometime require payments in advance
1: Explain to HQ that payment can only be made in the country because of how law works here. And not getting a good response about it.
Vendors have questions about submitting invoices, info to include or payment methods. They may not know who and how to contact HQ to get those answered and the Area is often not in the loop to facilitate.
Areas are busy and processing vendor invoices and payment takes time.
add staff locally to do the work :smiley:
Payment methods fail when used since they weren't tested earlier during vendor setup
Send test transactions to verify funding methods :smiley: