How Shepherd Compliance Reduced COI Review Time by 50% for Colorado Powerline
With Shepherd Compliance, my time spent on subcontractor compliance has been reduced by 50%. The automation of using the system greatly improves the process due to the ease of use.
In addition to the time saved on task, we were able to more regularly update our COIs. With Shepherd Compliance, we are notified about upcoming expirations. It is an easy process to request a renewed COI. Also, we get reminders of COIs that haven’t been renewed so those don’t fall to the bottom of the to-do list and get forgotten. We no longer have COIs that are out of date.
Shepherd has been an excellent team to work with. The software is easy to customize and very intuitive to use but the training was great. I had a new employee run the process of verifying COIs and Shepherd’s CX team was great in walking him through the training, being available to accept phone calls when questions arose, checking in on progress, and providing additional training when needed. I highly recommend Shepherd.”
- $37M Electrical Contractor
- Headquartered in Colorado
- Requires COIs for all subcontractors
Contractor Profile
- $37M Electrical Contractor
- Headquartered in Colorado
- Requires COIs for all subcontractors
Results from Shepherd Compliance
Shepherd Compliance is a free automation platform provided to all Shepherd insurance policyholders. Colorado Powerline's adoption of Shepherd Compliance has transformed their certificate of insurance (COI) review process for subcontractors. Within months, the team achieved:
- Complete digitization of certificate review process
- Decreased review time per certificate by 50%
- 100%up-to-date certificate compliance
- A scalable framework to support company growth
Key to Success: Shepherd's ability to import historical certificates enabled a smooth transition for Colorado Powerline, significantly contributing to the platform's successful launch. Read more below.
Background
When Jeff Bailey, CFO at Colorado Powerline, began working with our team on Shepherd Compliance, his existing process for managing certificates of insurance was entirely manual. He collected certificates via email, marked them up by hand, and stored the documents in a binder. While this method served its purpose at the time, it presented several challenges that we aimed to address with Shepherd Compliance.
Inefficiencies in the manual review process and communication with subcontractors was a major challenge. There was also limited internal visibility into the compliance status of subcontractors, as well as upcoming renewals. Furthermore, the process Jeff used was not easily scalable, and much of the knowledge and process management was concentrated in his hands alone.
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How it came together
A crucial factor in Jeff's successful transition to the Shepherd Compliance platform was the ability to import historical certificates and review notes. This allowed him to preserve the valuable information and effort he had invested in the review process over time. Our team successfully imported all certificates and created a comprehensive vendor list in just a few days, ensuring a smooth transition without loss of critical data.
This quick implementation combined with the ease of use of Shepherd Compliance enabled Jeff and his team to develop an enhanced workflow for their review process. New certificates are now requested through the platform, allowing subcontractors to upload all documentation directly into Shepherd. This streamlined approach is complemented by the platform's automatic review feature, which identifies and highlights potential compliance issues, allowing his team to follow-up on those issues right away.
Another key improvement came in the form of the renewals dashboard, which simplifies the process of requesting updated coverage through a single click. Furthermore, the platform's comprehensive reporting functions provide the team with improved visibility into necessary action items and offers a complete overview of subcontractor compliance status.
These enhancements have collectively transformed the certificate management process for Colorado Powerline, making it more efficient, transparent, and user-friendly for both their internal teams and their subcontractors.