Regulatory services, documents and data management

Friday 04 March 2011 BPO of an administrative process: Contracts management

Complete outsourcing of the overall administrative management and accounting processes for a national coordination service newly created in the perspective to manage multiple contracts and related obligations.


CLIENT

An organization that coordinates the management of account receivable and payments related to waste management, at a country level.

CONTEXT

Product Life is responsible for the following missions related to the management of the contracts of 1500 local administrations and several hundreds of actors of the recycling industry:

  • Daily management of a large volume of documents related to those contracts.
  • Respond to information queries from local administrations and citizens.
  • Calculate and prepare scheduled payments based on various criteria.
  • Manage the classification and archival of various contract types.

OBJECTIVES

Be accountable for the end to end management of the documentation process leading to the signature of a contract between our client and local administrations:    

  • Ensure tracking of contract milestones and obligations.
  • Manage the archival of the contracts and associated documents.
  • Gather information requests from the clients and the public and provide the appropriate responses.
  • Receive the payments from the local administration and prepare the payment to the industrial partners, according to the specific rules defined in the contracts.

ORGANIZATION OF THE MISSION


Daily receipt of all documents linked to the contract

  • Validation of the contracts.
  • Scanning of the contracts and attachments and data entry of the related information in the contract system.
  • Response to inquiries through a call center receiving queries from local administration and the public.
  • Monthly reporting to the client of the contracts with their status (new, in approval, active, obsolete) and eventual litigation information.
  • Receiving and checking the information necessary for the payment of reimbursement, based on the type of contract.
  • Preparing accounting documents for the payment.

RESOURCES ALLOCATED


  • 6 FTEs in ProductLife’s office
  • Annual contract renewed since 4 years

RESULTS


  • Efficient management of a contract process that allows ProductLife’s client to concentrate on its core business: waste management and recycling.
  • Proactive communication to the various actors which has helped increase the contract acquisition rate.
  • Rigorous quality process that led to successful audits from the tax authority.







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