Procedure Manual

1. To provide a long term stable foundation, all applications must comply with relevant International Standards, regardless of short term legacy metthods of working.

2. Applications are presented as International Standard HTML web pages that are dynamically generated upon request from a document content management service.

3. ISO 14001 Environmental Management Standard (EMS) is of paramount importance to the business, to the planet and to every person on the planet.

4. ISO 50001 Energy Management Standard is part of ISO 14001 and is of critical importance to the future of all people.

5. ISO 45001 Occupational Health and Safety Standard (OHS) is a legal obligation and so must be of great importance to the business and all people.

6. General Data Protection Regulation (GDPR and Privacy of Electronic Communication Regulation (PECR) are legal obligations and are built-in to every application to ensure total compliance and the elimination of a data breach.

Department Structure

This user manual is decomposed by department to make it easy for people working in any department to quickly identify their own procedures.

The departments involved include:

1. Sales.

2. Broker.

3. Finance.

4. HR.

Data Policies

No data can be deleted or overtyped - every change is identified with who and when the change was made and can be reversed to its original value.

History cannot be deleted or changed - everything that is done is recorded in multiple ways in multiple locations.

Deletion Policy

In compliance with the European Data Protection Directives, all data shall be retained for a period of at least seven years and then shall be automatically destroyed when it has not been used for seven years.

No human action is needed or permitted to comply with this scheduled data destruction policy.

It would be illegal under UK and European law to retain data longer than it was needed - see Data protection directive five.

Renewal Management

Renewal management can be very similar to the normal B2 to B12 procedures, where the B2 procedure is triggered 150 days before an in-house current contract is to end. Renewals are processed at the client level for any number of contracts that may be due to end at a similar time. Some service contracts may be shortened so all (or most of) the clients contracts can be renewed at the same time.

Renewals are driven by Proposed contracts entered or uploaded. A set of proposed contracts may be declined or accepted by the client. An Accepted contract may become Current on its start date and will become Terminated on its end date. Financial procedures are triggered when each Current contract starts and when it terminates.

Contract State Transition

Contract state transition is a critical aspect of data flow - states include:

* Existing is an active contract managed by a third party as expected for a new client.

* Expired is an existing 3rd party contract that has expired - past its end date.

* Proposal is a potential contract with proposed rates that are to be offered to the client.

* Declined is a proposed contract that was not accepted by the client.

* Accepted is a proposed contract that that has been accepted by the client but has not started yet.

* Current is an accepted contract that that has started but not ended.

* Terminated is a current contract that that is past its end date.

Justification

Existing and Expired contracts are managed by a third party and have no financial procedures.

Every Current contract is a source of revenue based on financial procedures - Current contracts must NOT be confused with Existing (3rd party) contracts. Terminated contracts must be retained for a period of at least seven years.

Document Control:

1. Document Title: Procedure Manual.

3. Keywords: Procedure Manual.

4. Description: Procedure Manual.

5. Privacy: Public education service as a benefit to humanity.

6. Issued: 11 Jun 2018.

7. Edition: 1.3.