Phase 2B is focused on automation and process efficiencies and will include the following changes: 

• Update language and display of the banner messages when requesting a language update on a contract
• Automate the existing workflow when non-bilingual requirements are attached to a contract
• Define and automate the workflow for bilingual requirements
• Capture consent within the system

Update Banners

SD-48670, SD-48669, SD-49718, SD-49704

• The first banner will be reworded to target Quebec target parties specifically as going forward this banner will display to target parties in Quebec only
  • The first banner will no longer once a language change has been requested/processed
• References to Bill 96 have been removed as the regulations has been renamed 'Law 14'
• The second banner has been updated to be dynamic to reference the alternative language on the contract 
  • This banner will continue to appear to all target parties regardless of province of residence so that any party can request a language change on their contract

Capture Consent within APEXA

SD-48670, SD-49705

As part of Phase 1 we implemented a temporary process where a Quebec target party was required to email the Apexa Help Desk to request an update to their contract language. This process will be replaced by the following:

• When the target clicks on the embedded link, a pop-up window will open with explicit language and consent that must be adhered to in order to submit the request 
• The target party is required to type 'Consent' or 'J'accepte' to continue with the request. This is a measure to ensure the party reads and reviews the declaration in full 
• The request will not be processed until the user clicks 'Changer to langue'

Once the language change is submitted, the request will go through one of the following workflows depending on the type of requirements that were attached. 

Workflow #1: Remove Non-Bilingual Requirements (Automation of Workflow in Phase 1)

SD-48671

A non-bilingual requirement is defined as any package or adhoc requirement for which unilingual components are available 

• Non-Fillable (Read/Accept) requirements are available in one language only 
• Fillable/Signable requirements are available in one language only 
• Questions are available in one language only

If a target party request a language change on a contract to which non-bilingual requirements have been attached and there are unfulfilled requirements:

• The unfulfilled requirements will be removed 
• The contract will be returned to the billable party that added the package or the contract will be returned to the billable party that added the most recent adhoc requirement
• The following comments will be captured on the contract: 
  • Un-editable, bilingual comment to capture the language change with a comment type of Language change
  • Un-editable, bilingual comment to capture disclosure/consent with a comment type of Language change
  • Un-editable, bilingual comment that lists all the removed requirements (name of package or name of adhoc requirement) with a comment type of Removed Requirement(s) *This comment will be visible to billable parties only
• A bilingual banner message will be displayed to the target party informing them that the contract has been returned to the billable party for action
  • This banner message will be dynamic and will reflect the name of the current party
  • This banner will be removed when the contract is sent backwards to the target party

Billable partners will also be able to search for and create triggers for contracts where a non-bilingual requirement was removed by using the 'Current Party' & “Removed Requirement(s)” comment search options under the Contract Search

Workflow #2: Remove Bilingual Requirements

SD-48671

A bilingual requirement is defined as any package or adhoc requirement for which bilingual components are available 

• Non-Fillable (Read/Accept) requirements are available in both English & French
• Fillable/Signable requirements are available in both English & French
• Questions are available in both English & French 

If a target party request a language change on a contract to bilingual requirements have been attached and there are unfulfilled requirements:

• The system will automatically remove the requirement and re-attach it in the alternative language 
• No client intervention is required 
• Bilingual Packages [Contract, Requirement. Maintenance and Transfer Packages]:
  • The same version of the bilingual package that was removed will be reattached in the opposite language
    • If a revised version of the bilingual package exists, and it has been pushed down to related contracts by the billable party, the revised (current) version will be reattached to the contract
    • If a revised version of the bilingual package exists, and it has NOT been pushed down to related contracts, the same version of the package removed from the contract will be re-attached in the opposite language.
• Bilingual Ad Hoc Requirements [Documents and Agreements]:
  • The same version of the ad hoc requirement that was removed will be reattached in the opposite language
• The following comments will be captured on the contract (same as above): 
  • Bilingual comment to capture the language change with a comment type of Language change
  • Bilingual comment to capture disclosure/consent with a comment type of Language change
  • Bilingual comment that lists all the removed requirements (name of package or name of adhoc requirement) with a comment type of Removed Requirement(s) *This comment will be visible to billable parties only

Overview of Workflow

Additional Changes:

Snapshot Generation

SD-10170

We have implemented an enhancement to ensure all and any updates to the Compliance and Sponsorship questions trigger a new profile snapshot to be generated automatically for an Advisor

• When an Advisor changes any of the responses to the ASQ Questions
• When an Advisor changes any of the documentation related to an ASQ Question

All uploaded documents (new or historical) can be viewed and downloaded by the billable parties they contract with on APEXA.​

Areas to Test 

• Validate wording first banner referencing Law 14 and ensure it  is only visible to target parties in Quebec until they request a language change and the banner is removed 
• Validate that all target parties (regardless of province) can request for a contract language change by clicking on the embedded link in the second banner message, providing their consent and clicking on the “Changer de langue” button
• Validate that when non-bilingual packages or requirements are removed from a contract:
• The contract will be returned to the billable party that added the package or the contract will be returned to the billable party that added the most recent adhoc requirement
• Comments are captured to indicate: language change, consent and the name of the requirement that was removed
• Validate that when a bilingual package or requirement is removed from the contract:
  • The same package or requirement is re-attached automatically– the same version of the package, but in the opposite language
  • The contract is not re-assigned to the billable party
  • Comments are captured to indicate: language change, consent and the name of the requirement that was removed
• Validate that if an Advisor edits their Compliance and Sponsorship questions, a new profile snapshot is generated, and any additional attachment uploaded reflects as expected in the Advisors profile.

Phase 2B – Coming Soon!

• Re-enable Package Revisions
  • As part of the phase 1 of the Law 14 enhancements, the “Update Contract” functionality to push new package revisions down to associated contracts was temporarily disabled
• Define and implement a process to update language on English contracts to French when a target party moves to Quebec
• Allow non-Quebec corporations select a preferred contracting language
• Ensure ad hoc requirements for a target party are added in the current language of the contract

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