OnBoarding (Agreement Stages)

Opening An OnBoarding Form

As previously noted, the OnBoarding form does open automatically after creating a new agreement. After that, the OnBoarding form is opened using a dashboard.

  • OnBoarding forms are only opened when the status of the agreement is OnBoarding.
  • You open the form by clicking on the AID field (green background) for the agreement you want.

Example Of The OnBoarding Form

The OnBoarding form has four sections of information that needs to be completed before an agreement can become Active.

  • Agreement Information: This section holds a basic description about the agreement and a series of attributes that define its purpose.
  • Termination/Renewal Management: Defines the term of the agreement and those key dates that need to be managed.
  • Risk Management: Defines the mitigation of risks associated with the agreement and tracks when attention to those risks is needed.
  • Performance Review Questions:  PRQ takes the opportunity to document the questions you would ask to assess an affiliate’s performance, during an annual performance review.

An explanation of each of these sections follows.

Section – Agreement Information (INF)

Editable Fields: The OnBoarding form is different from the majority of POSY in that changes made to a field are automatically saved to the database (Microsoft Access Standard). This means you do need to confirm the changes you make to the fields in this section.

  • Title: This a summary definition of the agreement to explain what the agreement is about.
  • Description: An expanded description (but still brief) of what the agreement is for and what it covers.
  • Dept/Project: This dropdown allows you to choose the department (project) that owns the agreement.
    • Once a valid department is selected, a department information box appears below the department’s ID #.
      • See Example Of The OnBoarding Form above.
    • Opens the Department/Project – Organization Maintenance form.
  • Relationship: It is possible that the majority of your affiliate Relationships will be as a VENDOR… other relationships could be:
    • If you are a non-profit you certainly want to have a relationship with a GRANTOR.
    • An Outsourced Service Provider would be ab OSP.
    • If you choose, you can track certain important CLIENTs.
    • Opens the Relationship Types – Master File Maintenance form.
  • Agreement: There are numerous choices for the type of agreement. (i.e. Lease, Service, Maintenance, Professional Services, etc)
    • Opens the Agreement Types – Master File Maintenance form.
  • Category: Basic operational area for your organization. (i.e. Facility Management, Financial Services, Tech Services)
    • Opens the Category Types – Master File Maintenance form.
  • SubCategory: Specific operational area for your organization. (i.e. Desktop Computing, VOIP Systems, Web Products)
  • Priority Class: How critical is this agreement to your organization. (General agreement, Major relationship, Critical relationship)
  • Confidential Data: If checked, the affiliate has access to your confidential data.
  • Service Performed In: Some organizations need to know if an affiliates operations are outside the USA. Or you may just want to know from a risk management aspect.
    • Opens the Countries Needed – Master File Maintenance form.
  • Document ID: While POSY assigns a system ID # to every agreement record, the actual agreement document may have an agreement identification # assigned to it. This field is used to hold that document ID # here.

Notes about a new form:

  • Some fields are pre-populated with default values and can be edited as required.
  • Fields with a Pink background are Required.
  • Fields with a Gray background are Optional.

Section – Termination/Renewal Management (TRM)

Editable Fields: The OnBoarding form is different from the majority of POSY in that changes made to a field are automatically saved to the database (Microsoft Access Standard). This means you do need to confirm the changes you make to the fields in this section.

  • Term Type: Indicates the type of term for the agreement.
    • Opens the Term/Renewal Types – Master File Maintenance form.

The enabled or disabled condition of the following fields depend on the Term Type selected.

  • Executed: The date the agreement was signed by both parties.

  • Effective: Date the agreement goes into effective (if applicable).
  • This Agreement Will EXPIRE: Date the agreement will expire (if applicable).
  • Option Decision Date: Date when a option needs to be exercised (if applicable).

Locked Fields:

  • Status: While a new agreement is being completed the status is OnBoarding, which is why this field cannot be edited. During the life of the agreement the status is Active. And there are various statuses indicating that the agreement has been closed (CanceledExpired or Terminated).

Notes about a new form:

  • Some fields are pre-populated with default values and can be edited as required.
  • Fields with a Pink background are Required.

Section – Risk Management (RSK)

The Risk Management section of the OnBoarding is a displayed list of the risk records for this agreement. The information shown for each record follows.

  • Risk Management Type: Which risk is being managed. (i.e. Insurance, Financial Analysis, Tech Security)
  • Prepared By: Who prepared the document that addresses the risk.
  • Document ID (Policy #): ID on document that uniquely identifies it. For Certificates of Insurance, this is the policy number for the affiliate.
  • Issued – Expired: This is a stacked column. Top – Date the document was Issued. Bottom – Date the document Expires (if any).
  • RID – AID: This is a stacked column. Top – System ID # for the risk record assigned by POSY. Bottom – System ID # for the agreement assigned by POSY.
  • Required: If checked, this risk is required to be managed.
  • Archived: If checked, this risk record is no longer active.

  To edit Risk Management records for this agreement, click this button at the top of the OnBoarding form.

Section – Performance Review Questions (PRQ)

The Performance Review Questions section of the OnBoarding form is a displayed list of the questions to be answered at future performance reviews. The information shown for each record follows.

  • Topic: This is the referenced subject of the question.
  • Question: Actual question to be answered.
  • System ID (QID): System ID # for the PR Question assigned by POSY.
  • System ID (AID): System ID # for the agreement assigned by POSY.

  To edit the Performance Review Questions for this agreement, click this button at the top of the OnBoarding form.

Finalize OnBoarding An Agreement

  Activate the agreement by clicking this button.

  • This Activate button will only be enabled if there are no errors on this form.
  • The Status of the agreement will be automatically changed to Active.
  • When activated, a Performance Review will automatically be created to set a baseline

If this agreement will not become effective, you can Cancel the Agreement by clicking this button.

  • This Cancel button will only be enabled once you’ve completed the Canceled date field.
  • The Status of the agreement will be automatically changed to Canceled.
The Active Agreement

Agreement Support Systems

The following support systems can be accessed from this toolbar:

  •   Opens the Owner Contacts form for this agreement.
  •   Opens the Affiliate Contacts form for this agreement.
  •   Opens the Report Builder.
  •   Opens the Attachments System.
  •   Opens the Note System.
  •   Opens a browser window to the posy.system website.

Click the button below for more information on these support systems.

Support Systems