Open Trader. This guide details the quote process for Open Market and the website and administration pages for both Open Market and PowerPlace.

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1 Version: 17/09/2012 Open Trader This guide details the quote process for Open Market and the website and administration pages for both Open Market and PowerPlace. Click on the chapter titles below to view them: 1: About The Open Trader Platform 2: Setting Up Open Market For Use 3: Market Selection and Accessing Open Trader 4: Open Market New Business Process 5: Open Market Mid Term Adjustments 6: Open Market Common Task Windows 7: Open Trader Keywords 8: Admin Website (Open Trader) 9: Company Administrators (Open Trader) 10: Admin Website (PowerPlace) 11: Company Administrators (PowerPlace) Open GI 1

2 About The Open Trader Platform Open Trader is a web based commercial lines quotation system that will allow you to use your Open GI system to trade various product lines automatically. The Open Trader platform is split so that a PowerPlace platform and an Open Market platform exist independently within it. Open Trader is a web based application designed specifically for the processing of insurance business and uses Automatic Processing. This displays rates for auto rated schemes. Its straightforward electronic nature simplifies the full cycle process for commercial risks and offers comparative quotes from multiple insurance providers. This eliminates any data rekeying. Open Trader The following guide has been put together to show you the set-up and maintenance procedures for both Open Market and PowerPlace. It will also instruct you how to transact business for Open Market. Open Trader set-up has been kept to a minimum in order to make the software user friendly, however there are some set-up routines that need to be completed before using the software. These are detailed below: Installation of the Open Trader software on your PC Enhanced Security Setting Up Users - see the Using Enhanced Security section in the System Management guide. Policy code set-up in Policy Type Amendment and Open Trader Insurer Maintenance Setting Up Users 2: Setting Up Open Market For Use Setup Process By Administrators The process below details the initial process for setting up Open Trader: 1. Installation Of Open Trader Software on PC 2. Set up Policy Types For Open Trader in Core Back-Office Policy Type Amendment 3. Setting Up Policy Types in Open Trader Insurer Maintenance 4. Setup Users for Open GI 5. Setup Users For Open Trader and user roles Setting Up Commission and Tax Rates Setting Up Commission Amendment Setting Up Tax Rate Maintenance 2

3 Installing Adobe Reader (if required) Adobe Reader will be required to view PDF (Portable Document Files) files on you PC. This is free software which can be downloaded from the Adobe website, if required, at If is recommended that you use version 8 or above of Adobe Reader. Installation Of The Open Trader Software Only Companies Administrators can access this option. Before you can use Open Trader, some software may need to be installed on your PC. Follow the procedure below to complete this: 1. Whilst signed into the relevant PC as an administrator, access the Open Trader Admin page, which can be found at the following web address: The Open Market page is: The PowerPlace Admin page is: The page should look as follows for Open Market: 2. Click Enter and you will then be prompted to enter your user details. Enter your Company ID, Username and Password into the following fields: 3

4 Company ID: This field is case sensitive. Username: This field is case sensitive. Password: This field is case sensitive. When you sign in you will need to be signed in as your companies administrator. 3. Once the screen has loaded, on the left hand side you will see a heading Administration. Below this you will have the Install Launcher option as can be seen below: 4

5 4. Click on this link and you will be prompted with a list of components that you will need to download. The screen will look something like the one below: 5. Click on the Download button(s) to install the pieces of software in the order they appear on screen. You may also have to download and install Java and.net Framework. Do not worry if you cannot see all the components mentioned above. They may already be installed on the computer you are working on. 6. Click the Proceed button. 7. You will now need to make sure that the person wishing to use Open Trader is created as a user both on Open Trader and on Open GI. 5

6 Setting Up Policy Types In Policy Type Amendment As new products become available you may need to allocate these a policy code in order to transact the business. You will now need to set up policy codes for the product lines you wish to trade. Existing codes can be used for both manual quoting and to launch Open Trader by selecting the relevant Quote Engine to be launched and allowing the operator to override the default using the Allow Override option. To print a list of policy codes that currently exist on your system, follow the procedure below: 1. From the Core Back-Office Maintenance menu, select the 'Policy Type Amendment' option. The following screen is displayed: 2. Once within Policy Type Amendment, press the Print button (F7) to take a print of all the policy codes that exist on your system. With this list you can create new policy codes for the business lines you wish to trade. 3. To create a new policy code press the Add button (ESC 1) and fill in the details on screen. (If you are using Premium Finance EDI, do not forget to do the ABI Mapping). The description set within Policy Type Amendment will need to be specific to the product line set up on Open Trader by the Open GI developers. When entering policy types names in the Description field, ensure they are spelt correctly and also that higher and lower case lettering is used where needed. For example, Pubs and Restaurants should be entered and not Pubs & Restaurants. 6

7 Creating New Policies Any new Open Trader policies should be set up with the Quote Engine as Open Trader (a drop down list is available with a list of quote engines). New policies can be set up in Policy Type Amendment (and existing policies amended) to have the Quote in APM field set to Always, Usually Yes or Normally Not, as detailed below: If set to Always when you create a new policy in Advanced Prospect Management, Open Trader will be launched automatically. If set to Usually Yes / Normally Not when creating a new policy, you will be prompted if you want to use Open Trader. Click on one of the following: Yes to launch Open Trader No to create a manual policy The Open Trader Menu The Open Trader Menu The Open Trader menu is displayed below: 7

8 It contains the following three options: Open Trader Maintenance Open Trader Insurer Maintenance Refresh Open Trader Keywords Open Trader Maintenance Automatically close Open Trader pop-ups in Back Office If set to Yes, this enables Open Trader to close the popup in Back Office. The pop-up s text is amended to: Please complete the Open Trader workflow and then press F4 if this pop-up does not close automatically. (Open Trader version or later) 8

9 Skip post quote frames within Open Trader work flow following requote action with no amendment This option applies to Advanced Prospect Management. If set to "Yes", Open Trader Renewal processing no longer show the pop-up in the Back Office during Open Trader processing. Always make Prospect Policy live after Proceeding With Policy Enter "Yes" or "No" as detailed below: Enter "Yes" to always make the prospect policy live after Proceeding With Policy. Enter "No" and you are prompted before the Prospect Policy is converted to live in Open Trader: Refresh Open Trader Keywords When this option is selected from the Open Trader menu, it will automatically refresh the Open Trader keywords. 9

10 Set Up Policy Types (Open Trader Insurer Maintenance) To set up policy types: 1. From the Open Trader menu, select the 'Open Trader Insurer Maintenance' option. The following screen is displayed: 2. Click the Create button (ESC 1). Market Policy Type Select a policy type from the list. Within the Policy Type field, select the code of the policy type you just created within Policy Type Amendment, and you will find the description copies across. ABI Insurer From the list, select an insurer scheme. The ABI Insurer field should be listed as the underwriting insurer. Code Displays the insurer code. Core Back-Office Insurer The Core Back-Office Insurer field should be the insurer set up on your system for Open Trader that you pay accounts too. This process will need to be completed for every insurer/policy type you wish to trade with on Open Trader. You may need to replicate this when multi insurers are using the same Policy Type. For example, if you can offer Travel Insurance with Groupama and Ageas, and the policy type for travel was TX, create one TX record for Ageas and one TX record for Groupama, both showing a Core Back-Office insurer of Open Trader. The following key presses and buttons are available: 10

11 (F5) - page backwards or press the left arrow button (F2) - Update selected record or press the Update button (ESC 1) - Create a new record or press the Create button (ESC D) - Delete an existing record or press the Delete button (F6) - page forwards or press the right arrow button 3. Press the OK button (RETURN) to complete. Setting Up Users Setting Up Users in The Back-Office A user wishing to use Open Trader will need to be created as a user both on Open Trader (website) and on the Open GI system, as detailed below. Creating A New User On The Open GI System 1. In order to create a new user on the Open GI system, you will need to be signed into the system as an administrator. 2. From the System Control menu, select System Maintenance and click the mouse. 3. Once within system maintenance, click on the 'System Security' option. 4. Click on the System UserID Maintenance option. The screen will look as follows: 11

12 5. To create a new user click the Create button (ESC 1) and fill in the following field: System UserID Enter in a system user ID, this will need to be the same as the user ID you set on Open Trader, we would recommend the persons first initial followed by surname all entered in lower case. 6. Click the Save button (RETURN). 7. Press the Update button (F2) and complete the following fields: User Status Displays either Incomplete, Active, or Deleted. Only an active' user with a valid or temporary password can Log On. Password Status Displays None, Valid, Temporary, or Revoked. A temporary Password must be changed on first use; a revoked Password must be reset. Password Expiry Date Displays the date the password expires. Date Last Used Displays the date the user last logged on. 12

13 Operator Code Enter 2 characters for the Operator Code. This code must be different for each user, but may be the same as the Operator ID used in the 'old' Password System. See the Passwords section in the System Management guide. Password Validation User Name Enter the persons name in full. Enter up to 20 characters for the User Name (optional). Personal Identifier Leave this Blank Authorisation Codes Set the authorisation codes that you wish the operator to have. (You may want to check other users details) Administrator Rights This will depend on whether the operator requires administrator rights on you Open GI system. (This would enable them to reset users passwords). 8. Click the Save button (RETURN) to save the profile of this user. You will now need to set them a temporary password, this is achieved by clicking the Password button (ESC 3). The user will be asked to change this temporary password when they next log into the system. Creating A New User On Open Trader Administrators can setup users via Now you have set up the user on Open GI and Open Trader, they will be able to transact business on Open Trader. 13

14 Setting up Commission and Tax Rates Setting Up Commission Amendment The 'Commission Amendment' option is used to create commission rates for each policy type and scheme for each insurer. To enter commission rates: 1. Ensure the Core Back-Office Maintenance menu is displayed and select the 'Commission Amendment' option. 2. Select the 'Amend Commission Rates' option. The Commission Amendment screen is displayed: 3. Enter the Insurance Company code if known or press F1 to bring up the pick list. 4. In the Policy Type field, type in the relevant policy code and press the OK button (RETURN). If no commission rates have been set up, the system will display the following message: No previous records for this insurer / policy type. Would you like to create new commission record? If commission records are available, they are displayed. Select the record using the mouse button or by pressing RETURN. The screen will display the commission table. Enter the effective date and TAB through the screen, entering your commission rates in 14

15 the STANDARD fields. Continue to enter further commission rates in the scheme fields 1-10 if required. Once finished, press the OK button (RETURN) to save. Refer to the Entering Commission Rates page in the Core Back-Office Part 1 guide. Setting Up Tax Rate Maintenance To enable Open Trader to calculate the correct insurer premium tax amount, you must ensure that the rates have been set up. To enter tax rates: 1. Ensures that the Core Back-Office Maintenance menu is displayed and select the 'Tax Rate Maintenance' option. The Tax Rate Maintenance screen is displayed: 2. Click the Add button (ESC 1) to create a new record and press the OK button (RETURN) to save it. Use the Previous and Next buttons (F5 and F6) to move backwards and forwards through any existing records. To update an existing record click the Update button (F2). Refer to the Tax Rate Maintenance page in the Core Back-Office Part 1 guide. 15

16 3: Market Selection and Accessing Open Trader Market Selection and Accessing Open Trader The Open Trader platform is split so there is an Open Trader Open Market platform and a PowerPlace platform which exist independently. This will have the following impact depending on whether you are launching either a: New Business quote or an existing risk Market Selection - New Business The Market Selection screen will appear on generating a new quote, with the two launch buttons displayed, as shown below: In cases where a launch button is not available for selection, the appropriate warning or information message will be displayed, as illustrated in the table below: 16

17 Condition Display/Hide Launch Button PowerPlace Validation Message Open GI Validation Message Product Line requested does not exist on the Platform, or has been disabled. It will be hidden. We are sorry; the product line you have selected is currently not available. Please visit us at for more information. We are sorry; the product line you have selected is currently not available. Please visit us at for more information. Product Line requested exists on the Platform It will be displayed. And Licence exists for the Platform And Agency Agreements exist and/or View Only schemes are available to the broker Product Line requested exists on the Platform It will be hidden. To progress your request further please contact your Account Manager direct or us at To progress your request further please contact your Account Manager direct. And Licence exists for the Platform But No Agency Agreements exist and no View Only schemes are available to broker. i.e. No schemes are available to return quotations. 17

18 Product Line requested exists on the Platform And No Licence exists for the Platform And It will be displayed. (Due to the lack of a licence, even where an Agency Agreement exists, the quotes returned will be view only). Agency Agreements exist and/or View Only schemes are available to broker Product Line requested exists on the Platform It will be hidden To progress your request further please contact your Account Manager direct or us at To progress your request further please contact your Account Manager direct. And No Licence exists for the Platform But No Agency Agreements exist and no View Only schemes are available to broker. i.e. No schemes are available to return quotations. Failure to communicate with either System. The Web Application performs the call to the two systems in order to establish the visibility of the It will be hidden We are sorry; we are currently experiencing technical difficulties. Please call us direct on and we shall deal with your request immediately. We are currently experiencing a technical difficulty and cannot complete your request at this time. Our support teams are aware and we are working to resolve the problem as soon as we are able. We apologise for any inconvenience. Please try again later. 18

19 Launch button for each system, but system is unable to respond due to technical issues. E.g. Server may be down etc. The split means that you will no longer be able to obtain a cross-market panel of quotations. The PowerPlace platform will only return PowerPlace quotations and the Open Trader platform will only return Open Market quotations. Therefore, if you wish to obtain quotations from both markets, you will be required to enter into each platform separately and complete the question set as required. There is no facility to copy risk data from one platform to the other in order to facilitate this process. Market Selection - Existing Risk When you launch into an existing quotation or live policy from the Back Office, the system will automatically determine the platform to which the quotation/policy belongs. The screen branding will indicate which platform this is. 19

20 Screen Branding The screen branding on the two platforms is different, as detailed below. The Open Trader Open Market Platform When using the Open Trader Open Market platform, the user will be presented with the standard Open GI branding, currently the blue screens, as shown below: The PowerPlace Platform When using the PowerPlace platform, the user will be presented with the standard PowerPlace branding. Currently for PowerPlace branding this is the pink screens, as shown below: 20

21 Other Market Selection Impacts Broker Administrator User Impact Following the platform split, broker and insurer administrators will have two separate URLs for the two available platforms. This means that where the broker is trading on both platforms, any maintenance tasks performed will need to be repeated on each Platform. For example, updates made on one platform will not be automatically carried over onto the other platform. For example, Company Details updates or User Administration etc. PowerPlace Extranet User Impact Following the Market Selection release (end of February 2012) and onwards, PowerPlace extranet brokers will no longer see any Open Market quotations returned in their panel of quotations. Accessing Open Trader Users will need to been set up as Advanced Prospect Management Users to access Open Trader via Advanced Prospect Management. They will log in to the system, as detailed in the Using Enhanced System Security section of the System Management guide. Creating A New Prospect You can create a new prospect as follows: 1. Log in to the system, as detailed in the Using Enhanced System Security section of the System Management guide. 2. From the Core Back-Office Client Records & Accounts menu, select the 'Client/Policy Details' option and press RETURN. 3. Press ESC F to access Advanced Prospect Management or click the Prospect button on the toolbar. This system should then display the Prospect Details screen. The appearance of this screen depends on the settings of certain fields on the Advanced Prospect Management Control screen, as described in the section entitled Configuring Advanced Prospect Management For Use". 4. To begin the process of creating a new prospect, press New Prospect button (ESC 1) on the toolbar. The Prospect Details screen will enter Update mode (indicated by the toolbar buttons becoming disabled) and the cursor will move to the first field. 21

22 Enter all the required client details. At the very least, you must enter the proposer s name, as this is used to generate the prospect reference code. When preparing a new prospect, enter the two character policy type code in the New Quote field or select it from the list. When you have entered all the necessary details, press the OK button (RETURN) to proceed. 5. The Market Selection screen will now be displayed, as shown below: For further information on Market Selection, please refer to the About Market Selection page. 6. On selection of the required Platform Launch button, the selected Platform will launch. The Open Trader General Declaration or Risk Information window will be displayed. Your Open GI system will display the following message: Please complete the Open Trader workflow and then press RETURN to continue with the Advanced Prospect Management process. It is important that you do not press RETURN until you have entered and saved the information you want in the Open Trader window(s). If you do not do this, the information will not be saved back to Advanced Prospect Management. For further information on the fields on this screen, see the Starting The Prospect Process section in the Advanced Prospect Management Guide. 22

23 Selecting An Existing Prospect You can select an existing prospect as follows: 1. Log in to the system, as detailed in the Using Enhanced System Security section of the System Management guide. 2. From the Core Back-Office Client Records & Accounts menu, select the 'Client/Policy Details' option and press RETURN. 3. Press ESC F to access Advanced Prospect Management or click the Prospect button on the toolbar. This system should then display the Prospect Details screen. The appearance of this screen depends on the settings of certain fields in the Prospect Control. 4. Open an existing Advanced Prospect Management Policy Level record to edit. Press ESC X from this screen and the system will check the status of the Advanced Prospect Management record: If the record contains a Core Back-Office reference, the system will prompt you that the policy is already live and prevent you from continuing past the Policy Level record. If the record contains a Convertible Date that is earlier than the current date, the system will prompt you to either Re-broke or Cancel. If you select the Cancel option, the system will prevent you from continuing past the Policy Level record. If the record contains a Convertible Date that is equal to or later than the current date, the system will prompt you to Complete Policy, Rebroke or Cancel. If you select the Cancel option, the system will prevent you from continuing past the Policy Level record. If you select the Complete Policy option, the system will proceed directly to the Advanced Prospect Management Policy Level screen without opening Trader. In all other cases, the system will lead you through the pre-quote stage. When you complete all the pre-quote screens, the system will: Open the Policy Level screen in Advanced Prospect Management Open the relevant platform Open Trader Data Capture screen in a new browser window that will hide the Advanced Prospect Management application For further information on the fields on this screen, see the Starting The Prospect Process section in the Advanced Prospect Management Guide. 23

24 Accessing A LIVE Case Policy From Core Back-Office Once a policy has been saved to Core Back-Office, you will not be able to access Open Trader from the original prospect. A live case is accessed from Core Back-Office, as follows: 1. Log in to the system, as detailed in the Using Enhanced System Security section of the System Management guide. 2. Press ESC X from Core Back-Office Policy Level to display the relevant Open Trader platform Risk Summary screen. 4: Open Market New Business Process New Business Process Open Trader is a web based application that allows you to obtain commercial quotations by displaying rates for auto rated schemes that may be available to you. The process below details the basic Open Trader new business process, with links to the appropriate screens: 1. Access or create a new prospect record as detailed in the chapter Market Selection and Accessing Open Trader. 2. Some products may require an Insurers General Declaration before the Risk Information windows appear. This will normally require you to check the box before continuing to confirm that the proposer agrees with all the statements. Click the Continue button. 3. The Risk Information windows are displayed. Enter the risk information. 4. The following options are available at the top and bottom of the window: Schemes - allows you to edit or view any scheme select lists Continue proceed to a quotation results page. Draft - saves a partial quote and returns you to Advanced Prospect Management Cancel - returns you to Advanced Prospect Management without saving any information 5. The Proposal Summary window is displayed. 24

25 You can perform the following actions if required: Edit Details Key Features Display - turns the display of the key features text on or off View Proposal Create File Note Create Diary Note The Risk Status will show one of the following options: Quote Given - quotation has been offered. Declined - insurer is not willing to write the particular case. A manual quote can be completed. Referral Required - case will need to be referred to an underwriter for a possible quotation. 6. You can now select an auto-rated scheme by clicking on the scheme under the Scheme Name column heading. The Risk Summary screen is displayed: 25

26 7. Click the 'Proceed With Policy' option under the Action menu heading. 8. The Confirm Cover screen is displayed. Click the Continue button. 9. This will navigate to any Post Quote Questions screens where some mandatory fields must be completed. 10. Once the Post Quote Questions have been completed, click on the Continue button. You will be automatically returned to Advanced Prospect Management where the Post Quote processing is completed. Complete the NEGX Frame and click the OK button. 11. The following prompt may appear (if the 'Always make Prospect Policy live after Proceeding With Policy' option is set to "No" in Open Trader Maintenance): 26

27 Click on one of the following: Click Yes to convert the policy to live and transfer details to Core Back-Office (ESC 5 processing). The Client Search screen will be displayed to see if the client already exists within the Core Back-Office area of the system. Click No and you are returned to the Advanced Prospect Management Prospect Policy screen. 12. Once an existing client record is selected or a new client is created Open Trader is relaunched so that full policy documentation can be issued to the client via the Risk Summary screen. The status of the policy will show as Live": 27

28 Manual Quotes (New Business) If a quote has been completed and all the quote results have been returned, if a decline or refer has been returned on an imarket scheme then the user will be able to take the quote off line and complete a manual quote. This will remain a manual policy for the lifetime of the policy and will need to be rekeyed at renewal to be auto rated. In the example below, the imarket quote is returned with a Risk Status of "Declined". To complete a manual quote, follow the process below: 1. Click on the required scheme link in the Scheme Name column. 2. The Risk Summary screen is displayed, with the following options: The 'Edit Premium' option will only be shown for imarket schemes when the status is "Declined" or "Refer". 3. Select the 'Edit Premium' option under the Action menu heading. 4. Enter the premium and click on the Continue button. The Risk Summary screen is displayed with the Status of "Manual Quote Given", as shown below: 28

29 5. Click on the 'Proceed With Policy' option from under the Action menu heading. The Risk Summary screen is displayed, with the Status set as "Live". Declaration Questions The declaration questions are all mandatory: 29

30 Click the Next Tab button to progress to the next screen on the carousel. Entering Risk Information To generate an automatic quotation from the Risk Information screen, complete as much of the information as possible and all mandatory fields. An example of a Risk Information window is shown below: If the screen is opened from an existing Advanced Prospect Management Policy Level record, any previously saved data will be defaulted. 30

31 Views Menu (Left) This option will only be available to users with the Team Allocation role. Team Allocation - this will display the Team Allocation window that displays a list of quotes and the status and users these are allocated to Data Entry Fields These forms comprise of the following methods of data entry: Calendar Click the button and the following is displayed: Click on the link at the bottom to select todays date. Drop down lists Click on the and select an item from the drop down list. Text Fields Use the keyboard to enter data in these fields. Radio Buttons Click on the radio buttons to highlight "Yes" or "No". Checkboxes Click on the box to check or uncheck it as required. Buttons The following buttons are displayed at the top and bottom of the window: Schemes The Scheme Selection window is displayed. Continue Click on the Continue button (assuming all validation is met and the system will save summary information (defined at Product Line level) back to Advanced Prospect Management and create a Risk for each Scheme attached to the Product Line being quoted 31

32 where: No Risk already exists for the Scheme against the Proposal being updated The Broker Company has an enabled agency with the Scheme Insurer The Broker Company is activated to use that Scheme The Scheme is configured to allow New Business The system will set the Broker Account Handler for both the Proposal and all associated Risks to the current user. The system will then attempt to quote for all Schemes where auto-rated = Yes. Where multiple versions of the Scheme exist, the system will always use the latest one for rating purposes unless the start date of the latest version is later than the effective date of the quotation. The system will then open the Quotation Tab on the Proposal Summary Screen and display details of all Risks. The Proposal status will be set to Quote. The system will update the status of all Risks held against the Proposal whether the Risks are newly created or existing: The Risk status will be set to Quote Given where the scheme is auto-rated and a quote is provided. The Risk status will be set to No Quote where the scheme is auto-rated but no quote is provided. The Risk status will be set to Pending where the scheme is not auto-rated. Draft Click on the Save button and the system will save the Proposal record to the Trader tables and summary information to Advanced Prospect Management, irrespective of whether the form validation has been met. The system will also open the Proposal Summary Screen and display details of the Proposal. The system will set the Broker Account Handler for both the Proposal and all associated Risks to the current user. The system will also set the Proposal status to Draft and the status of any existing risks to Pending. If the previous status of any existing Risk was Accepted, the system will also clear the Convertible Date field. Cancel Click on the Cancel button and the system will either close the Trader window (if a new Proposal was being created) or display the Proposal Summary screen (if an existing Proposal was being edited. All changes will be 32

33 lost. Additional Functionality Certain fields can be added or removed. Add/Delete Destination Click on the link and another screen will be displayed to enter details of the new destination. Add/Delete Applicant Click on the link and another screen will be displayed to enter details of the new applicant. Add/Delete Property Click on the link and another screen will be displayed to enter details of the new property. Add/Delete Trade Click on the link and another screen will be displayed to enter details of the new trade. Mandatory Fields Mandatory fields are indicated by. It you click the Continue button without completing all the mandatory fields, the following message will be displayed at the top of the window: Please correct the following errors: A list of the fields that need to be completed will be displayed. Clicking on these will take you directly to the field, which are indicated by a *. All mandatory fields must be completed. 33

34 New Business Risk information windows The New Business Risk information windows are listed below for reference. This chapter details the options available and how to fill in the screens. The following windows are detailed: General Declaration Window Proposal Summary window Quote Comparison Messages Window (Proposal Summary) Quotations Window (Proposal Summary) Risk Summary Window Policy Endorsements Tab (Risk Summary) Property Specific Endorsements Tab (Risk Summary) File Note Window Diary Item Window Manage File Notes Window Not Taken Up Window Referral Or Decline Window Adding Attachments Confirm Cover Window 34

35 Add Quote Process Open Trader is a web based application that allows you to obtain commercial quotations displaying rates for auto rated schemes that may be available to you. The process below details the basic Open Trader new business process, with links to the appropriate screens: 1. Access or create a new prospect record as detailed in the chapter Market Selection and Accessing Open Trader. 2. Some products may require an Insurers General Declaration before the Risk Information questions appear. This will normally require you to check the box before continuing to confirm that the proposer agrees with all the statements. Click the Continue button. 3. The Risk Information window is displayed. Enter risk information. 4. The following options are available at the top and bottom of the window: Continue proceed to a quotation results page. Cancel - returns you to Advanced Prospect Management without saving any information 5. The Proposal Summary window is displayed. 6. Click on the required scheme name. 7. The Risk Summary screen is displayed. Click the Proceed with Policy tab under the Actions heading. 8. The Confirm Cover screen is displayed. On completion click on the Continue button. 9. This will navigate to any Post Quote Questions screens where some mandatory fields must be completed. 10. Once the Post Quote Questions have been completed, click on the Continue button. You will be automatically returned to Advanced Prospect Management where the Post Quote processing is completed. Complete the NEGX Frame and click the OK button. 35

36 11. The following prompt will appear: Click on one of the following: Click Yes to convert the policy to live and transfer details to Core Back-Office (ESC 5 processing). The Client Search screen will be displayed to see if the client already exists within the Core Back-Office area of the system. Click No and you are returned to the Advanced Prospect Management Prospect Policy screen. 12. Once an existing client record is selected or a new client is created Open Trader is relaunched so that full policy documentation can be issued to the client via the Risk Summary screen. The status of the policy will show as Live". Confirm Cover window The Confirm Cover window is displayed below: 36

37 This window displays the policy start date, details of any additional covers available and any unanswered questions that are defined as mandatory for policy issue but not for quotations. The policy start date will be defaulted to either the current date or the cover start date entered on the Data Capture screen (whichever is the latest). You will have the option of changing the date but the system will prevent you from proceeding if the date is earlier or more than thirty days later than the current date. If the scheme supports optional additional covers, you will have the option of selecting one or more of these before continuing. The Continue button will be disabled until all mandatory questions have been answered. Proposal Summary window Proposal Summary Window The Proposal Summary window is displayed when you have completed the risk information and clicked the Continue button: The following options are available: Views Menu (Left) This option will only be available to users with the Team Allocation role. Team Allocation - this will display the Team Allocation window that displays a list of quotes and the status and users these are allocated to. Tab Buttons 37

38 Messages Click to display any messages. Quotations Lists the Insurer schemes and details in columns. Click the Quotations button to view any displayed information. Actions Menu (Right) Edit Details Click the Edit Details link to display the Risk Information window. You can make alterations to the quotation. You will then need to select the Continue button so that the risk may be re-rated. Key Features Display Click, to toggle the Key Features display on and off. Navigation Menu (Right) View Proposal Click the View Proposal link to view the proposal. By choosing this option, you will be able to look at the quotation question set in a view only mode. Because you are only viewing, the system will not need to re-rate the proposal. The third section of the screen will give you quotation results. Here you will see details such as the insurer, the scheme name, the premium quoted, the risk status, who the file is currently with and the policy summary. The risk status can show 1 of 3 options. Messaging Menu (Right) Create File Note The File Note window is displayed. Create Diary Item The Diary Item window is displayed. Quote Comparison Using the and buttons, you can select schemes to compare either Cover Limits or Excesses, which are displayed at the bottom of the screen. You can also view both via a Quote Risk Comparison, accessed by pressing RETURN. You can compare up to 4 schemes. The details for a Cover Limits or Excess comparison will be displayed at the bottom of the screen so you can compare the scheme benefits, as shown in the example below: 38

39 The full Quote Risk Comparison, accessed by pressing RETURN is displayed in a new window. Quotations window (Proposal Summary) The Quotations tab will display, in tabular format, all Risks that have been created against the Proposal. The cheapest quotation is shown at the top of the list. The table headings will be: Scheme Name Click on the link in the Scheme Name column and the Risk Summary window is displayed. Premium Displays the premium amount. Risk Status Click on link in the Risk Status column. If the quote has a status of "Referral Required" or "Declined", clicking the status link will display the quote status window and any referral or decline messages. If the status is "Quote Given" then the any messages will be displayed. 39

40 File with Displays who the file is currently with. Policy Summary Click any of the links under these column headings to display the Policy Summary Wording (File Note) in PDF format. Select You can select the schemes to select cover limits or excesses. You can also view both in a new Quote Risk Comparison window, by pressing RETURN. Comm. Displays the commission level in a graphical bar format and/or in pounds. Whether the commission amount is displayed can be switched on or off by Company Administrators using the Only Show Quote Commission Icon tick box on the Open Trader website. Examples of the two commission display options are shown below: Option 1: Indicative & Commission The greater the graphical bar, the more commission the scheme offers, as also indicated by the figures in the Comm. column. Whether the commission amount is displayed can be switched on or off by Company Administrators using the Only Show Quote Commission Icon tick box on the Open Trader website. 40

41 Option 2 Indicative Commission (Client Facing) The greater the graphical bar, the more commission the scheme offers. No commission figure is displayed. Whether the commission amount is displayed can be switched on or off by Company Administrators using the Only Show Quote Commission Icon tick box on the Open Trader website. Key Features Refer to the Key Features page for further information. 41

42 Key Features The Key Features details the unique selling point for the scheme up to 170 characters. Using the Key Features Display option, you can choose to hide or display the Key Features text, as shown below: Key Features Displayed The screen below shows the Key Features displayed: Key Features Hidden The screen below shows the Key Features hidden: 42

43 Quote Risk Comparison You can display the Quote Risk Comparison window by selecting the automatic scheme(s) and pressing RETURN. The Quote Risk Comparison is then shown in a new window: This windows shows both details of Cover Limits and Excesses. 43

44 Risk Summary window Risk Summary Window The Risk Summary window is displayed: Views Menu (Left) This option will only be available to users with the Team Allocation role. Team Allocation - this will display the Team Allocation window that displays a list of quotes and the status and users these are allocated to Tab Buttons Messages Click to display any messages. Policy Endorsements Lists any policy endorsements in separate tables the headings of all Endorsements and Conditions that have been applied to the Risk. Cover Limits and Excesses Lists any cover limits and excesses. Properties - Endorsements Lists any endorsements that apply. Action Menu (Right) Save Quote Saves the quote to Core Back Office. 44

45 NTU The Not Taken Up window is displayed. Proceed with Policy Displays the Confirm Cover window. Premium Finance View Finance Options Use this option to allow you to view the Premium Finance providers, schemes and terms available before proceeding with a specific quotation. Navigation Menu (Right) Return to Proposal Summary Returns you to the Proposal Summary window. imarket Information Displays an imarket information page. Messaging Menu (Right) Create Diary Item Displays the Create Diary Item window. Documents (Right) The documents that available are dependent on the quote status. Policy Wording View the Policy Wording in PDF format. Statement of Fact View the Statement of Fact in PDF format. Quote Summary View the Quote Summary in PDF format. Schedule View the Schedule in PDF format. 45

46 Premium Finance Options window Use the Premium Finance Options link to view the Premium Finance providers, schemes and terms available before proceeding with a specific quotation. This solution enables you to provide the customer with indicative Premium Finance figures, although the exact calculations could change during the take-up of the finance offer subject to add-ons etc. These comparative premium finance quotations can be viewed at both New Business and Renewal. This is currently view only functionality of Premium Finance calculations for brokers with the Open GI Back Office and required Premium Finance Software. The View Premium Finance Options link will only be available where the status of the quote is Quote Given or Renewal Invited (for renewal quotes). The link will not be available when a referral or a decline (No Quote) is generated. Field Name Description Finance Provider/Scheme For each Finance Provider, 3 items of data are displayed: Finance Provider Name 46

47 Scheme ID Scheme Name Total Prem The total gross premium quoted displayed to 2 decimal places. Deposit The deposit amount calculated displayed to 2 decimal places. Credit Charge The credit charge calculated displayed to 2 decimal places. Financed The total amount financed displayed to 2 decimal places. Instalments The number of instalments required and the amount of each instalment displayed the amount to 2 decimal places. APR The APR applicable to the screen displayed the amount to 2 decimal places. PPI Indicates whether Payment Protection Insurance is included in the calculations. At this stage, this should always return as No, as this is usually added on with agreement from the customer. Total Payable The total amount payable displayed the amount to 2 decimal places. Ordering The Data The system default display of data on entry to the Finance Scheme Options screen is ordered based on the Total Payable column. i.e. The result with the lowest total payable should be displayed first. A sorting capability enables you to re-order the display of the premium finance quotations returned on the following columns: Finance Provider/Scheme (The sort should be performed on the Finance Provider Name) Deposit Credit Charge Financed APR Total Payable Clicking the link in the header of each column will enable you to re-order the display as follows: For columns containing numeric data, the sort will re-order the data from ascending order to descending order and vice versa. 47

48 For columns containing text, the sort will order alphabetically from either A to Z or Z to A as required. The screen displays 10 results per page. Paging functionality is available in order to view the next 10 results on page 2, 3, etc. Risk Summary Window - Live One the policy is live, the Status field is updated to live as shown below: A Transactions tab is also displayed. Action Menu (Right) Close System Close the Open Trader window. Process Mid Term Adjustment Process the Mid Term Adjustment. Refer to The Mid Term Adjustment Process page. Cancel Policy The Effective Date (Cancel Policy) screen is displayed. Navigation Menu (Right) View Requested Risk Details Displays the risk information screens. These are view only and cannot be amended. 48

49 Claims Displays the Claims List window. imarket Information Displays an imarket information page. Messaging Menu (Right) Create Diary Item Displays the Create Diary Item window. Documents (Right) The documents that available are dependent on the quote status and product line selected. Policy Wording View the Policy Wording in PDF format. Schedule View the Statement of Fact in PDF format. Certificate of Employers Liability View the Quote Summary in PDF format. Quote Status Window Any status quote messages can be accessed by clicking on the risk status link. Declined The reason that the quote declined can be displayed by clicking on the Declined link on the Proposal Summary screen: The Quote Status window is displayed, as shown below for a risk status of "Declined": 49

50 Once you have seen the referral reason, you will then need to contact the underwriter.. Referral Required The reason that the quote is referred can be displayed by clicking on the Referral Required link on the Proposal Summary screen: Quote Given 50

51 Cancel Policy - New Business To cancel a New Business policy: 1. Select the 'Cancel Policy' option. The Effective Date screen is displayed: Effective Date Select the effective date of the cancellation. Effective Time Select the effective time of the cancellation. Claims in Current Period Select "Yes" or "No" to whether there have been claims in the current period. 2. Click the Continue button and the Policy Cancellation window is displayed: This screen will display the following information: Policyholder Name Policy Number 51

52 Policy Inception Date Adjustment Type Effective Date of Cancellation Refund (calculated by the quote engine) The system will warn you that the refund cannot be overridden and advise you to proceed with the cancellation and contact the Insurer separately if you wish to query the calculation. From here you can: Confirm Cancellation - the cancellation is confirmed Edit Cancellation Premium Abandon Cancellation - return to the Risk Summary Live window. 3. Select the 'Confirm Cancellation' option. The Status is updated to "Cancelled" as shown below: Edit Cancellation Premium This will remain a manual policy for the lifetime of the policy and will need to be rekeyed at renewal to be auto rated. Enter the gross annual premium and click the Continue button. The Risk Summary screen is displayed with the Status of "Cancellation Premium Given", as shown below: 52

53 5: Open Market Mid Term Adjustments The Mid Term Adjustment Process If the need occurs to change a risk it is possible to process the Mid Term Adjustment at any point within Open Trader. Provided the change is acceptable to the relevant Insurer, the system will generate an AP (Additional Premium) /RP (Return Premium). If for any reason the system cannot generate an AP/RP it is possible to send a referral to an Underwriter for the Mid Term Adjustment concerned. The process below details the basic Open Trader Mid Term Adjustment process, with links to the appropriate screens: 1. To create a Mid Term Adjustment, find the live policy in Core Back-Office, that you wish to amend the risk for. Once within the policy record, press ESC X. This will re-launch Open Trader. 2. The Risk Summary screen is displayed: 53

54 3. Click the 'Process Mid Term Adjustment' option under the Action menu heading. 4. The Effective Date screen is displayed. On completion click on the Continue button. 5. The Risk Information windows are displayed to enter/amend details of the Mid Term Adjustment. 6. Enter the reason for the Mid Term Adjustment in the Reason For MTA field which is found on the Standard Questions tab on the carousel. 7. Once complete, click the Continue button. 8. The MTA Calculation window is displayed: From here you can select one of the following options: Abandon MTA - this returns you to the Risk Summary New Business Live screen. 54

55 Proceed with MTA - click to confirm the pending MTA View Risk Summary - displays the Risk Summary Pending MTA window Edit MTA - displays the Effective Date screen and then the Risk Information windows for amendment. The Risk Status will show one of the following options: Manual Quote Given - quotation has been offered. Declined - insurer is not willing to write the particular case. A manual quote can be completed. MTA Referral Required - case will need to be referred to an underwriter for a possible quotation. 9. Select the 'Proceed with MTA' option to confirm the pending MTA. 10. The Risk Summary (MTA Live) window is displayed, as shown below: 55

56 The MTA Risk Information Windows The MTA Risk information windows are listed below for reference. This chapter details the options available and how to fill in the screens. The following windows are detailed: Risk Summary (MTA) Effective Date MTA Calculation Claims List Window Cancel Policy (MTA) Risk Summary (Cancelled MTA) Risk Summary Window (MTA) MTA Calculation An example MTA Calculation window is displayed below: Views Menu (Left) This option will only be available to users with the Team Allocation role. 56

57 Team Allocation - this will display the Team Allocation window that displays a list of quotes and the status and users these are allocated to The actions available to the user on the Mid Term Calculation screen will depend on the Risk status. All actions are described below: Action Menu (Right) Abandon MTA - returns you to the Risk Summary window This action will only be available where the Risk is allocated to them with a status of Pending MTA, Quoted MTA or MTA Referral Required. When the User selects this action, the system will update the status of the MTA record to NTU and the Risk status to Live (on the pre MTA basis). Proceed with MTA - This action will only be available where the Risk status is Pending MTA or MTA Quote Given. When the user selects this action the system will update the status of the MTA record to Live and the Risk status to Live (incorporating the MTA). The system will also create an account entry equal to the amount quoted for the MTA. The New Business transaction will then be marked as 'Superseded', as the MTA is now Live: Navigation (Right) View Risk Summary - displays the Risk Summary window Edit MTA - displays the Risk Information window for amendment where the Risk is allocated to them with a status of Pending MTA, MTA Referral Required or Quoted MTA. When the User selects this action the system will open the Effective Date screen. 57

58 Cancel Policy (MTA) This action will only be available where the risk is allocated with a status of Live and the Scheme is configured to allow MTA s. To cancel a Mid Term Adjustment policy: 1. Select the 'Cancel Policy' option action. The Effective Date window is displayed, as shown below: Effective Date Select the effective date of the cancellation. Effective Time Select the effective time of the cancellation. Claims in current Period Select "Yes" or "No" to whether there have been claims in the current period. 2. Click Continue and the Policy Cancellation window is displayed: This screen will display the following information: Policyholder Name Policy Number 58

59 Policy Inception Date Adjustment Type Effective Date of Cancellation Refund (calculated by the quote engine) The system will warn you that the refund cannot be overridden and advise you to proceed with the cancellation and contact the Insurer separately if you wish to query the calculation. From here you can: Confirm Cancellation - the Risk Summary window is displayed. The system will update the status of the Risk to Cancelled. The system will also create an account entry equal to the amount displayed in the Refund field. Edit Cancellation Premium Abandon Cancellation - the initial Risk Summary (MTA) window is displayed. The Risk status will not be affected and no record of the proposed cancellation will be retained. Edit Cancellation Premium This will remain a manual policy for the lifetime of the policy and will need to be rekeyed at renewal to be auto rated. Enter the gross annual premium and click the Continue button. The Risk Summary screen is displayed with the Status of "Cancellation Premium Given", as shown below: 59

60 Manual Quotes (MTA) This will remain a manual policy for the lifetime of the policy and will need to be rekeyed at renewal to be auto rated. MTA Manual Quote (Already Manual) Where a quote is already a manual quote, you can perform a mid term adjustment as follows: 1. You will see the following when you select the 'Process Mid Term Adjustment' option. 2. The Effective Date screen is displayed. 3. When all the MTA details have been input and the user has clicked the Continue button, the Risk Summary screen is displayed with a status of "Manual MTA Awaiting Premium". 4. Select the 'View/Confirm Pending MTA' option. The MTA Calculation screen is displayed: 5. Select the 'Edit MTA Premium' option. 6. Click the Continue button. The Risk Summary screen is displayed, with the Status as "Manual MTA Premium Given". 7. Select the 'View/Confirm Pending MTA' option. The MTA Calculation screen is displayed again, with the additional 'Proceed with MTA' option: 60

61 8. Select the 'Proceed with MTA' option. The Risk Summary screen is displayed, with the Status set as "Live". MTA Manual Quote (Not Currently Manual) The Mid Term Adjustment will show the reasons for a referral. You will have the option to manually add a premium. Edit MTA Manual Premium For example, if you wish to input a refund then you must enter a minus symbol in front the amount (e.g will be a refund of ). Post Quote Manual If a scheme has a Post Quote screen then this will apply for manual New Business and Mid Term Adjustment. 61

62 Risk Summary window (MTA) Risk Summary Live (with MTA Pending) Views Menu (Left) This option will only be available to users with the Team Allocation role. Team Allocation - this will display the Team Allocation window that displays a list of quotes and the status and users these are allocated to Action Menu (Right) Close System Navigation (Right) View Requested Risk Detail - the Risk Information window is displayed with the pending MTA risk information in view only format Claims imarket Information Messaging (Right) Create Diary Item Documents (Right) Policy wording - displays the Policy Wording in PDF format. Quotation Summary Schedule Statement of Fact To return to the Risk Summary window (Pending MTA), select the Transactions tab and click on the MTA - Pending MTA link as shown below: 62

63 Risk Summary (Cancelled MTA) Navigation Claims imarket Information Messaging Menu (Right) Create Diary Item 63

64 Risk Summary window (MTA Live) Views Menu (Left) This option will only be available to users with the Team Allocation role. Team Allocation - this will display the Team Allocation window that displays a list of quotes and the status and users these are allocated to Action Menu (Right) Close System Cancel Policy Navigation (Right) View Requested Risk Detail Claims imarket Information Messaging (Right) Create Diary Item Documents (Right) Policy wording - displays the Policy Wording in PDF format. Quotation Summary Schedule Statement of Fact 64

65 Risk Summary window (Pending MTA) Views Menu (Left) This option will only be available to users with the Team Allocation role. Team Allocation - this will display the Team Allocation window that displays a list of quotes and the status and users these are allocated too. Action Menu (Right) Abandon MTA - returns you to the Risk Summary New Business Live screen. Navigation (Right) View Requested Risk Detail - the Risk Information windows are displayed. These are view only. View/Confirm Pending MTA - displays the MTA Calculation window Edit MTA Claims View Live Risk - view the Risk Summary Live (with MTA Pending) screen imarket Information Messaging (Right) Create Diary Item 65

66 Documents (Right) The documents that available are dependent on the quote status. Quotation Summary- displays the Quotation Summary in PDF format. Policy wording - displays the Policy Wording in PDF format. Statement of fact - displays the Statement of Fact in PDF format. Schedule - displays the schedule in PDF format. 6: Open Market Common Task Windows Common Open Trader Task Windows The following are processes and windows common to the New Business and Mid Term Adjustment procedures: General Declaration Scheme Selection View Proposal Adding Attachments Confirm Cover window File Note Window Diary Item Window Manage File Notes Window Claims List Window Not Taken Up Window Messages Window (Proposal Summary) Messages Tab (Risk Summary) Policy Endorsements Tab (Risk Summary) Property Specific Endorsements Tab (Risk Summary) 66

67 Effective Date You must enter the effective date and time before the Mid Term Adjustment can be processed. Effective Date Enter the effective date. Effective Time Enter the effective time. Once completed, click on the Continue button to display the Risk Information screen. General Declaration Window Some products may require an Insurers General Declaration before the Risk Information questions appear. This will normally require you to check the box before continuing to confirm that the proposer agrees with all the statements. An example is shown below: 67

68 Scheme Selection The scheme select lists configured by the Broker Administrator will be available for use by the Broker User at the start of the quotation process. The Broker User will have the option to either use the preconfigured lists, create their own scheme selection for the quote required or to quote on all available schemes. When the Broker User launches the quotation process for the required product line, a Scheme List Selection screen will be presented to the user before the existing General Declaration screen. 68

69 The screen will display all select lists that have been configured for the product line. Select the required list(s) via the following buttons and options: Select All Selects all schemes available to the broker for the product line and navigates directly to the Declaration screen. Manual Takes the user to the Scheme Selection screen, shown below, where you are able to select the schemes you wish to include to quote. Cancel Closes the Open Trader application. Select Existing List Each Select List name is a hyperlink which takes you to the Scheme Selection screen, shown below, if the select list was configured to be editable. You will be able to select and de-select schemes. Any changes made to the select list by the broker user will apply for the current quotation only. i.e. Any amendments made to the select list will not be saved. Only the Broker Administrator is able to persist changes to a select list via the administration website. If the select list is not editable, user is taken directly to the Declaration screen When a required list is selected or the Schemes button is pressed from a Risk Information screen (and its configured to allow user edit), the following is displayed: 69

70 Columns Pre-Quote Questions The number of pre-quote questions for the selected scheme. Rated Questions The number of rated questions for the selected scheme. Agency Agreement A tick is displayed if you have an agency agreement for the selected scheme. Selected Schemes A tick is displayed if the scheme is added to your select list. Buttons and Options Show effect on questions of scheme inclusion/exclusion If ticked, the screen will display dynamic arrows to indicate how the inclusion of the scheme will affect the number of pre-quote questions required. The example below indicates that if the scheme was selected, the number of questions would increase by 7. Select All All schemes will be ticked in the Selected Schemes column. Clear All All ticked schemes will be cleared in the Selected Schemes column. Continue Click the Continue button to save any changes and continue to the Risk Information screen. Back Return to the Risk Information screen. 70

71 Cancel Exit the Scheme Selection window without saving any changes. View Proposal When either the View Proposal (Automatic Processing) or View Policy Details (Manual) link is clicked from the Navigation menu, the Risk Information window is displayed. This is a summary of the details you have entered, as shown in the example below: 71

72 The details cannot be amended. Adding Attachments The Attachments section enables you to attach files that may sit on your local computers hard drive or on your company network. Files such as scanned in surveys, valuations etc. Certain windows allow you to add attachments, as detailed below: Document Type Select from the drop down-list. Description Enter a description File to Load Click the Browse button to navigate to a file. You can attach more files by clicking on the Attach More Files link. Additional attachment information boxes will then be displayed. Complete as required and then click the Proceed button to continue. Upon clicking Proceed, the system will then put the proposal into a referred state and an sent. When individuals were set up as users on Open Trader, an address will be recorded against their user account. This will either be the individuals address or a global address depending on what was chosen by your brokerage at the time of installation. This address will enable you to get a confirmation once the underwriter has chosen whether to quote for the risk or not. Once you have had the referral come back, you can get back into the risk by finding the client and policy within Advanced Prospect Management and then from the policy level, pressing ESC X. It will be sent to a dedicated underwriter to look at the risk. This will create a message which will be displayed when you click on the Messages button on the Proposal Summary window. Any file attachments will also be displayed. 72

73 File Note Window Within Open Trader there is the ability to attach file notes, these can be used to send to Countrywide and the Insurer or alternatively, can be for internal use. Once you have launched Open Trader, on the right hand side under the messaging heading, you will have the Create File Note option. An example of the screen can be seen on the following page: The following fields are displayed: Accessible by If you want the file note to be for internal use, leave the accessible boxes un-ticked. If they are ticked, the file note can be accessed. Date Displays the date of the note. Priority Select "Normal", "High" or "Urgent" from the drop-down list. This is the priority for the file note. Subject Enter the subject matter. This is a mandatory field. 73

74 Description Once you have recorded these details you can then use the description box to input free-type details of the file note. This is a mandatory field. Attachments Refer to the Attachments page. Diary Item Window The system will allow for the creation of diary entries. To input a diary entry when Open Trader is launched click on the Create Diary Item button within the messaging section of Open Trader. The following screen is displayed: Due Date Enter the due date. Notify prior to Due Date Enter the number of days to be notified prior to the due date. Status Select the status from the drop-down list. 74

75 Priority Select the priority from the drop-down list. Allocated to Select who this diary item is allocated to. Subject Enter the subject. Comments Enter any further comments. Manage File Notes Window When initially putting on a File Note, you may have forgotten to allocate it to a recipient. Using this option it is possible to do this at a later date. 1. Select the Messages tab: 2. Click on the required file note as shown below: 75

76 3. Click the Edit button. 4. The Priority drop-down list can be amended. 5. Click the Continue button. Claims List window These will be added by the insurer. Navigation View Risk Summary - returns you to the Risk Summary screen imarket Information If an underwriter logs a claim within Open Trader while a renewal is being processed before the renewal date, the current renewals are voided and a new renewal is calculated under a new transaction. 76

77 Not Taken Up Window Click on the NTU button and the Not Taken Up window is displayed: Reason From the drop-down list, select from: Other Unable to secure instructions Uncompetitive Unwilling to secure Quotation Unwilling to switch Broker Unwilling to switch Insurer Business Lost To Enter who the business was lost to. Securing Premium Enter the securing premium. To Displays who it being sent too. Insured Displays name of the insured. 77

78 Subject Displays "NTU". Comments Add any applicable comments. Attachments Refer to the Attachments page. imarket Information 78

79 Team Allocation (Views Menu) Messages Tab Messages Window (Proposal Summary) On the Proposal Summary window, the Messages tab will consist of three tables: File Notes & Correspondence ( Messages ) and documents attached to messages. The Messages tab will display all File Notes and Correspondence ( Messages ) associated with the Proposal to which the user has access. It displays an audit trail of all correspondence and actions taken on the policy. 79

80 The Messages tab will show: The Date and time the message was created The subject of the message Who the message was from Who the message was to (correspondence only) An icon is used to denote File Notes and an icon for correspondence. An icon will be displayed against messages to which a document has been attached. When the user clicks on one of the messages in the table, the system will open the File Note or Correspondence Template in enquiry mode and display the selected message. Documents Attached To Messages Table The Documents attached to messages table will list all documents attached to any message associated with the Proposal. The table will show: The document file name The attachment type The document description Policy Document Message When you click on one of the documents, the system will display the document in a new window. However, when you click on the View link in the Message column of the table, the system will open the message (File Note or Correspondence) to which the document is attached. 80

81 Messages Tab (Risk Summary) On the Risk Summary window, the messages tab will consist of three tables: File Notes & Correspondence ( Messages ) and documents attached to messages. The messages, attachments and diary items displayed will be those associated with the specific Risk. The Message tab shows: The Date and time the message was created The subject of the message Who the message was from Who the message was to (correspondence only) Audit - displays the message audit history screen An icon is used to denote File Notes and an icon for correspondence. An icon will be displayed against messages to which a document has been attached. When a user clicks on one of the messages in the table, the system will open the File Note or Correspondence Template in enquiry mode and display the selected message. Documents Attached To Messages Table The Documents Attached to Messages at the bottom of the screen lists all documents attached to any message associated with the Risk. The table will show: The document file name The attachment type The document description Policy Document Message 81

82 When a user clicks on one of the documents, the system will display the document in a new window. However, when the user clicks on the View link in the Message column of the table, the system will open the message (File Note or Correspondence) to which the document is attached. Policy Endorsements Tab (Risk Summary) Click the Policy Endorsements tab and any endorsements that apply to the policy are listed: Click on the endorsement Subject link to display the endorsement details. 82

83 Cover Limits and Excesses Tab (Risk Summary) Click the Cover Limits and Excesses tab and any cover limits and excesses that apply to the policy are listed: 83

84 Property Specific Endorsements Tab (Risk Summary) If applicable to the scheme, a list of property specific endorsements will be displayed: Click on the View Endorsements\Conditions link to list the endorsements for the property. 7: Open Trader Keywords Using Open Trader Keywords In Open Word When transferring from the Back-Office System to Open Trader, the web page showing the risk information includes a link at the bottom right of the page called Open Word Keywords - see the example in Figure 1 below: 84

85 When this link is selected, a PDF document is displayed showing the keywords relevant to the type of policy you are creating. This document has a description of each keyword, making it easier to decide which keywords you should use in your Open Word document. You may find it useful to print a copy of this page for easy reference. Figure 2 is shown below: 85

86 86

87 Document Structure - Using Repeating Questions A feature of Open Trader keywords is the ability to have multiple frames of the same type in a policy. An example of this would be the Destination information in a travel policy, the policy can have multiple destinations associated with it (see Figure 2). These fields can be identified by the asterisk (*) next to their name and the field is highlighted in green. When designing an Open Word document, consideration should be given to the level at which the document will be printed from. This is because keywords for repeating frames are only available if the document is populated at the policy level (see Figure 3 below): Continuing the travel policy example, if you were to have a document that uses a FOREACH loop for the destinations and printed it from the client level i.e. from the client screen Open Word would not have access to the destination keyword data because that information is associated with a policy, not 87

88 the client. To get this information, you would either need to surround the destination FOREACH loop with a policy FOREACH loop or populate the document at the policy level (see Figure 4 below): If the document contains a combination of keywords (Open Trader and from the Back-Office system, e.g. BPY) then the documents should be requested in the normal way, i.e. from the policy diary or accounts menu depending on the document type. Another example concerning multiple keywords that can be associated with a policy is shown below. In this instance, there are two different frames, Travel_Destinations and Travel_Destinations2 that share a keyword DESTINATION. Travel_Destinations2 is used for: Quote for Single and Multi Trip (Annual) Single Trip Travel_Destination is used for: Multi Trip (Annual) Long Stay To do a template that could output either the Travel_Destinations2 or Travel_Destination would require the 'IF ELSE' condition and testing for a NULL Travel_Destinations.DESTINATION, as shown in Figure 5 below: A further example regarding multiple keywords is where repeating questions occur within a repeating group. An example of this is found in the property owner s pre quote risk information page (see Figure 6 below). The repeating questions within a repeating group are denoted by a double asterisk (**) and highlighted in orange. 88

89 In this instance, the property owner s policy can contain a number of properties (the repeating group). For each of these properties, there can be a number of different trades (the repeating question). To be able to add this information to your Open Word document, use the following nested foreach keywords at policy level: 89

90 Unresolved Keywords Using IF/ELSE With Batch Printing When an Open Word document is populated with data, any unresolved keywords are displayed in an error report once the process has finished. This is useful when generating a one-off letter because you will want to see if there is a problem with your document. However, when using the batch processing function to print several documents in one go, any unresolved keywords will cause the document to fail because it contains errors resulting in the document not being printed. To avoid this, keywords can be put into an IF/ELSE block. Any unresolved keywords in an IF block will be ignored and will not cause the document to fail during batch processing. Using an IF block also allows you to specify what should happen if the keyword data does not exist. You could display the word blank or not applicable, or choose a different keyword if the first one does not exist. An example of this is shown in Figure 8 below: In the above case, the document will still process successfully when batch printed even if BPY.TRADER.REF does not exist or is empty. Without the IF statement, it would raise an unresolved keyword error and fail to print. Any risks completed in Open Trader prior to Open Trader will not resolve and will always be blank. Batch printing refers to the Client letter Print function in the Back-Office System Correspondence menu where a number of existing documents are queued up to print in one go. One off letters are launched from the Back-Office System diary screen and are created and then printed individually. Open Trader keywords have their leading spaces trimmed, so this action does not need performing for keywords added to Open Word documents. 90

91 Hierarchical User Defined Risk Level Frames User defined level three frames are used to record information about a policy that is not covered in the existing back office. Currently Open Word sees all these frames as being unrelated and has no knowledge about any hierarchical relationships between frames. Worked Example For the purposes of this section, we will provide an example to work with. In our example, the broker who offers house insurance wants to hold information about boats stored at the risk address. For each boat about which information is held, they wish to store information about expensive items on that boat (engines, navigational equipment, etc). Let s call these items specified items. So we might have the following hierarchy: An example of information held in this format might be: 91

92 In the example, the broker wishes to store this information in user defined level three frames. They also wishes to have OpenWord know about the hierarchy of the data. They want Open Word to know that a Boat frame is a child of a House frame and a Specified Item frame is a child of a Boat frame. So they defines a frame called HOUS, a frame called BOAT and a finally a frame called SPEC. To these frames they will add many and diverse fields. If they wish to have Open Word understand the hierarchy of his frames they must, in addition to all the other fields they add, add the following three fields: PRN (this will hold the unique identifier of the data contained within this frame) PARENTPRN (this field will hold the unique identifier of the parent frame) 92

93 PARENTFRAME (this field will hold the name of the parent frame) So in our above example for the frame definition, we might see something like HOUS: NoOfBedrooms NoOfFloors etc. etc. etc. PRN PARENTPRN PARENTFRAME BOAT HullLength NoOfSails etc. etc. etc. PRN PARENTPRN PARENTFRAME SPEC Description Value etc. etc. etc. PRN PARENTPRN PARENTFRAME So using our example above, frames on an actual policy might look something like: 93

94 So we see both BOAT frames are children of HOUS (the HOUS frame having a PRN of 1 and thus the BOAT frames have in this case a PARENTPRN OF 1) We also see that the SPEC frame with a PARENTPRN of 2 is the child of the BOAT frame that has a PRN of 2. Once these special fields have been added to the frame and assuming the data has been added to the instances of those frames for a given policy then all that would be required to see the data structured correctly in an Open Word document would be a nesting of For Each structures on the document appropriate to the structure of the data. Open Word is able to understand the structure of the data via the relationships between frames created by the contents of the PRN, PARENTPRN and PARENTFRAME fields. Using our House/Boat/Specified Item example mentioned a nested FOR EACH structure might look something like the below: 94

95 Which in our example might end up as something like this: 95

96 Using Open-R With Open Trader Policies In order to use Open-R with Open Trader policies, you will need to set up an Open Word template for each of the Open Trader business lines you support. In the Open-R generator you can insert individual templates into the policy register layout for inclusion in the generated register. Using this method the created Open Trader policy templates can be inserted into the appropriate policy area of the register generator and will then be included in the final register. Once the correct generator layout has been created, this can be saved against the client. The Open Trader templates will be picked up when the register is next generated provided Use Existing is selected against Client on the Register Options screen, as shown below: 96

97 Click the OK button to continue. 8: Admin Website (Open Trader) Admin Website - Open Trader This chapter contains the following sections Accessing Your Homepage (users) Company Administrators 97

98 Accessing Your Homepage Accessing Your Homepage Users will access the system via and will require an authenticated User Name, Company ID and password to log on, as shown below: The system will offer the user the option of storing the Company ID on a PC and defaulting it every time the homepage is opened. The User Name and Password must be keyed at each logon. Forgotten Passwords The system will be configured so that passwords expire after 90 days. If a users password has expired, the user will be forced to enter and confirm a new password before they can next log into the system. New password creation will be subject to the following validation: Must be a mix of alphanumeric characters A minimum of 6 characters and a maximum of 20 Cannot be the same as any of the user s previous 5 passwords Note that passwords are case sensitive. Users will be locked out of the system after three unsuccessful attempts to log in. A user will be required to contact a system administrator to assign a temporary password if they are locked out of the system or forget their password and no valid address is held on their user profile. When the user next logs in, using the temporary password, the system will force the user to enter and confirm a new password of their choosing. Once a user has logged in they will have the option to amend their password at anytime, subject to the above validation. 98

99 The Home Page This is the initial page that will be displayed once you have logged in. Below are examples of a basic page that will be accessible to all users (apart from those with the role of Advanced Prospect Management User).and the home page for a Company Administrator. Basic Homepage The Home Page contains the following buttons: Inbox Allocation List Diary Menu Options (Left) Inbox Allocation List Diary Change Password 99

100 The Home Page - Company Administrators The Home Page contains the following buttons: Inbox Allocation List Diary Menu Options (Left) Inbox Allocation List Diary Change Password Views Team Allocation - this option will only be available to Company Administrators with the Team Allocation role Administration Company Management (available to Company Administrators) 100

101 Install Launcher (available to Company Administrators) Inbox The Correspondence Inbox will list all items of correspondence that have been sent to the user or which the user has been copied into ( CC ). Items will be listed in chronological order, with the most recent item at the top. The list will show: From Date & time Insured Subject When the user clicks on one of the items, the system will open the Correspondence Template in enquiry mode and display the messages in full. Items of correspondence in the Inbox that have not been read* by the user are highlighted in a different colour. *A user is deemed to read an item of correspondence if they have accessed the Correspondence Template. Allocation List Where a user belongs to a Company with a Type of Broker, this tab will list both Proposals and Risks allocated to the User. A user will be able to toggle between Policies and Risks using an action that will appear in the action menu. The column headings of the lists will be: Reference Insured (Client Name) Product Line (Proposal List) or Scheme (Risk List) Status The list will be displayed in Client Name alphabetical order. When the user clicks on one of the records in the list, the system will open either the Proposal Summary screen or the Risk Summary screen (depending on the record selected) and display details of the selected Proposal or Risk. 101

102 Menu Options (Right) Actions Show Filter options (see below) Navigation View Proposals - displays the proposal filter options View Risks - displays the risk filter options Show Filter Options (Allocation List) The following fields are displayed: Account Handler From the drop-down list, select the account handler. File Currently With From the drop-down list, select from: Any Company Broker Underwriter Status Select the status from the drop-down list. Product Select the product from the drop-down list. 102

103 Diary The Diary tab will list all open Diary items currently allocated to the user plus any outstanding conditions against Risks allocated to them. The list will show: Due Date Insured Subject Status By default the list will be in Due Date order, although the option to sort by Insured will be provided. Filtering by Due Date and Status will also be provided. Clicking on any one of the entries in the list will take the user into either the Diary Item screen or the Condition Screen for the selected item. Menu Options (Right) New Diary Item (see below) Show Filter Options Diary Item When the User selects this action, the system will open a blank Diary Item Template in edit mode. The main difference between General Diary Items and Proposal or Risk Diary Items is that General Diary Items cannot be allocated to an Account Handler. General Diary items will only be displayed in the Diary list on the Homepage of the user they are allocated to. The following fields are displayed: Due Date Enter the due date. Notify prior to Due Date Enter the number of days. Status From the drop-down list select from "Completed", "Open" or "Withdrawn". Priority From the drop-down list, select from "Low", "Medium", "High" or "Urgent". Allocated to From the drop-down list, select the user. Subject Enter the diary item subject. 103

104 Comments Enter any further comments. Show Filter Options (Diary) The following fields are displayed: Status Select status from the drop-down list. Include Notify Period Tick the checkbox to Due Date From Enter the date from. Due Date To Enter the date to. Allocated To Select the user from the drop-down list. Change Password The following fields are displayed: Current Password: Enter your current password. New Password: Enter your new password. Confirm New Password: Confirm your new password. 104

105 Team Allocation This option will only be available to users with the Team Allocation role. The Team Allocation window displays a list of quotes and the status and users these are allocated to. It displays all Proposals and/or Risks to which the user has access. These are defined as follows: All Proposals attached to their brokerage where the status is not Live All Risks attached to their brokerage To Filter The List The top half of the screen will consist of a form that drives the filtering of the list, as detailed below: Type Options will be: Proposals & Risks Proposals Risks Team Member Options will be: All Team members & Unallocated Unallocated List of Team members Reallocate to Will list all Team members Status If Type = "Proposals & Risks" then it will list all & statuses If Type = "Proposals" then it will list all Proposal statuses If Type = "Risks" then it will list all Risk statuses 105

106 The Proposals and Risks will be listed in tabular format, with the following column headings: Reference Insured (Client Name) Underwriter Status File Currently With Account Handler The Proposals and Risks will be listed in Client Name alphabetical order. When you click on one of the records in the list, the system will open Proposal or Risk Summary screen and display details of the selected Proposal or Risk. Actions Menu (Right) Reallocate - allows you to reallocate quotes to different users The actions available to the user on the Team Allocation screen will depend on their level of access defined by their User Role. A check box will appear next to each Proposal and Risk listed if a user is selected from the Reallocate To drop down. When the user checks the appropriate Proposal(s) and/or Risk(s) and selects the 'Reallocate' option from the right hand menu, the system will reallocate the selected Proposal(s) and Risk(s) to the selected user. 9: Company Administrators (Open Trader) Company Administrators The following sections and options under the Administration headings apply only to those users with the Company Administrator user role only: 106

107 Options Inbox Allocation List Diary Change Password Logoff View Team Allocation - this option will only be available to Company Administrators with the Team Allocation role. Administration Company Management Install Launcher Scheme Select Lists Broker Overide Reports Broker Override Usage Report - bespoke option. 107

108 Company Management Company Management Overview Access to Company Management will be controlled by the use of User Roles. Only a user with a Company Administrator user role will have a 'Company Management' option displayed in the menu options. When the user selects this option, the system will open the Company Details screen. Company Management When the 'Company Management' menu option is selected, the Company Details window is displayed: 108

109 Actions Menu (Right) Edit Company Add user View Scheme List Active Quote Configuration Assumptive Renewal Configuration imarket Registration Broker Charge Configuration The screen is split into the following sections: 109

110 Company Details The Company Management section contains the following buttons: Office Address Correspondence Address Broker Licence Administration The licence types you have will be marked with a tick against the following: PowerPlace Open Market Manual Processing Web Services Vehicle Lookup Address Lookup Company Market Specific Details Displays any Company Market Specific Details. The Company Market Specific Details section contains the following buttons: PowerPlace MMA Open Market Users A list of users is displayed, with the following column headings: Active - a is displayed if a user is active User Name - displays the user name of the user First Name - displays the users first name Last Name - displays the users last name Telephone No. - displays the telephone number of the user Address - displays the address of the user Click on a link to display the User Details window. 110

111 Edit Company This action will only be available where the user has the Company Administrator User Role. When this option is selected, the system will open the Own Company Template in edit mode. This screen will allow the user to edit some but not all fields on his Company record. It will consist of a single form: 111

112 Field label Field type Company Name Display only. Company ID Display only. BrokerNet ID Display only. Branch Display only. Extranet Only Company Display only. ROI Display only. Telephone Display only. Fax No. Display only. Web Address Display only. 112

113 Company Display only. System Administrator Display only. Enable Open Word keywords Click Yes or No. Forward Documents Click on one of the following: Do not forward documents Forward documents to Open Attach Forward documents to Open Print Manager. Forward Batched Documents Click on one of the following: Do not forward batched documents when saved / made live Forward batched documents when saved / made live Forward Selected Documents Click on one of the following: Do not forward selected document Forward selected document without prompting Forward selected document with prompt The screen is split into the following sections, which are view only: Company Details The Company Management section contains the following buttons: Office Address Correspondence Address Broker Licence Administration The licence types you have will be marked with a tick against the following: PowerPlace Open Market Manual Processing Web Services Vehicle Lookup Address Lookup 113

114 As this screen will only ever be accessed in edit mode, the buttons available will be Save and Cancel. If the user clicks on the Save button, the system will update the record to reflect any changes made. If a user clicks on the Cancel button, all changes will be lost. Company Market Specific Details Displays any Company Market Specific Details. The Company Market Specific Details section contains the following buttons: PowerPlace MMA Open Market As this screen will only ever be accessed in edit mode, the buttons available at the bottom of the screen are Continue and Cancel. Whichever button is clicked, the system will dsiplay the Company Details screen. Creating A New User On Open Trader 1. If you are not already signed into the Open Trader website you will need to do this, to do this please repeat the relevant steps as detailed in Installation of the Open Trader software. 2. On the left of the page above the button headed Install Launcher you will have a button headed Company Management. Select this you will be given details of your company. 3. From the Actions menu on the left hand side, select the 'Add User' option. You will be asked to enter the user details, as shown below: 114

115 Complete the fields as detailed below: User Name The User Name will need to be the same as the user name you allocate to the user on Open GI, we would suggest the persons first initial followed by their surname all in lower case. We would recommend you set the password to welcome1 as this will only be temporary. The User Name will need to be the same as the System UserID you allocated to the user in the Core Back-Office. We would recommend you set the password to welcome1 as this will only be temporary. Title Select the title from the drop-down list. First Name Enter the users first name. Surname Enter the users surname. Job Title Enter the users job title. Direct Dial Telephone No. Enter the users Direct Dial Telephone Number. Address Enter the users address. Only Show Quote Commission Icon Tick the box to display just the quote commission icon, otherwise leave blank to display both the commission 115

116 icon and commission value in pounds in the Quotations window. User Status Enter the status of the user. Password Enter the users password. Confirm Password Confirm the users password. Member Of The following columns are displayed: Member Default Team Name - display the team name. Tick the checkboxes to confirm the user is a member of these groups. 4. Once the users details have been entered, click on the Continue button on the bottom of the screen. Upon clicking continue the User Details screen will look as follows: 5. You will now need to allocate roles to this user, to do this, click on the View option that is underlined below the heading Roles. Upon selecting View, on the right hand side of the screen you will have the Edit Roles option. This allows you to allocate roles to the user. The User Team Roles screen will look as follows: 116

117 If the user is going to be using Open Trader to quote, they will need to be selected as an Advanced Prospect Management User and therefore you should not select Company Administrator. * The Company Administrator role is allocated to people that will need to create/edit users in Open Trader. 6. Once all suitable options have been selected, click on Continue at the bottom of the screen. 117

118 User Details window The User Details window is accessed when the 'Company Management' menu option is selected and you click on a user name from the list of users or whilst creating a new user. The user details are displayed at the top of the screen in a table with the following column headings: Actions Menu (Right) Edit User - the User Details window is displayed for editing Reset Password - allows you to reset the users password Navigation Menu (Right) View Company - displays the Company Details Member of Contains the following column headings: Roles - click on the View link to display the User Team Roles window Default - displays "Yes" or "No". Team Name - displays the team name 118

119 User Team Roles window The User Team Roles window is accessed when the 'Company Management' menu option is selected and you click on a user name from the list of users and then click the view Roles link. The User Team Roles window is also displayed whilst creating a new user The top of the window displays the User Name and Team for the selected user. Team Roles The list of team roles is displayed. The roles allocated to them will be under the following headings, if applicable to the user: Generic Company Underwriting Manual Processing 119

120 Select the Required roles and click the Continue button. The select roles are displayed along with the following options: Actions Menu (Right) Edit Roles Navigation Menu (Right) View user View Company - displays the Company Details 120

121 Edit Roles window The top of the window displays the User Name and Team for the selected user. Team Roles The list of team roles is displayed: The roles allocated to them will be under the following headings, if applicable to the user: Generic User Roles Company User Roles Underwriting User Roles Manual Processing 121

122 Tick or untick the corresponding checkbox to define the roles for the user as applicable and then click the Continue button. View Scheme List Actions Menu (Right) Company Summary Screen - returns you to the Company Management screen Active Quote Configuration Please refer to the Active Quote guide for further information. 122

123 Assumptive Renewal Configuration 1. Select the Company Management option on the left-hand side and you will be given details of your company. 2. From the Actions menu on the right hand side, select the 'Assumptive Renewal Configuration' option. imarket Registration Before following these instructions, you should have already registered with imarket using this link To enter your imarket registration details, follow the process below: 1. Select the Company Management option on the left-hand side and you will be given details of your company. 2. From the Actions menu on the right hand side, select the 'imarket Registration' option. 123

124 The imarket Registration screen is then displayed, as shown below: Username Enter your username from imarket. Password Enter your password from imarket. Intermediary ID Enter your Intermediary ID that will be given to you by imarket for the required branch. If you have more than one branch, you will have been issued different Intermediary ID's by imarket. This is also referred to as the PEM ID. 124

125 3. Click the Continue button. 4. Click on the 'imarket agency list' option. 5. Select your IBL (Intermediary Business Label) from the list and then click the Save button. The IBL in our example above shows "Louise Test". 6. For imarket all products are automatically enabled. The next time a user carries out a quote they will automatically see the scheme(s) in their scheme list. If Product Line Select Lists are in use, the scheme(s) will need to be added to them. 125

126 Broker Charge Configuration 1. Select the Company Management option on the left-hand side and you will be given details of your company. 2. From the Actions menu on the right hand side, select the 'Broker Charge Configuration' option. 3. Select the scheme(s) required from the screen below and click the Continue button. The Broker Fee Template is displayed: 4. Select the transaction type. In the example below, "New Business" has been selected: 5. Complete the two mandatory fields. Enter the Broker Fee Amount and whether this can be overridden. 6. Click the 'Commit Changes' option on the right hand side of the screen under the Actions heading to confirm. 126

127 User Roles The system functionality that a user can access will be restricted by the User Roles assigned to them. Additionally there will be general rules around data access that cannot be overridden. These will depend upon the Company Type that the User is attached to. All users with a Company Type of Broker will only be able to access client and policy records that are attached to their Brokerage (either created by them or subsequently transferred to them). Access to certain functions within the system will be restricted to certain users. This will be achieved using User Roles. The Company Type a user is registered against will determine whether certain roles can be given to that user. All User Roles are detailed on the following pages: Generic Company Underwriting Manual Processing 127

128 Generic Allocate Diary Items Users with this role will be able to create Diary Items for other users in their Team. Users without this role will only be able to create Diary items for themselves. Advanced Prospect Management User Applies where Trader is integrated with Advanced Prospect Management. If the user is going to be using Open Trader to quote, they will need to be selected as an Advanced Prospect Management User and therefore you should not select Company Administrator. The 'Company Administrator' role is allocated to people that will need to create/edit users in Open Trader. Advanced Prospect Management users will not be able to log into the Open Trader website at Receive Users with this role will receive a system-generated to inform them when correspondence has been received in their inbox. This functionality is reliant on an up to date address being held on the User Details Template. Receive New Risk Notification Users with this role will receive a system-generated to inform them when a new risk has been received in their inbox. This functionality is reliant on an up to date address being held on the User Details Template. Receive Unallocated Risk Correspondence Users with this role will receive Correspondence for all Risks where the Correspondence item is addressed to their Company but no Risk Account Handler is allocated for that team. Team Allocation Users with this role will have access to the Team Allocation functionality and be able to allocate Risks to individual users in their team. Company Roles in this category are mutually exclusive meaning that a user can only ever have one Company Management Role at any time. Company Administrator Users with this role will be able to create and edit user records within their own Company and edit some fields on their Company record. Underwriting Roles in this category are mutually exclusive meaning that a user can only ever have one Underwriting Role at any time. Senior Broker 128

129 Users with this role will be able to amend the default commission percentage on a Risk by up to the number of percentage points defined on the Scheme Template (Senior Broker limit). Junior Broker Users with this role will be able to amend the default commission percentage on a Risk by up to the number of percentage points defined on the Scheme Template (Junior Broker limit). Manual Processing Manual Transaction User Users with this role assigned will be able to create a manual quotation. Install Launcher Company Administrators only. This allows you to download the latest version of Open Trader. 129

130 Scheme Select Lists About Scheme Select Lists Selection of the menu option Scheme Select Lists will take a broker administrator to the first of the Scheme Select List configuration screens, the Scheme Select Lists screen. On initial entry to the Scheme Select Lists screen, no data will be displayed as select lists have yet to be configured. On subsequent entry to the screen, any select lists previously set up will be displayed. Create New Select List This Select List Details screen is used when both creating a new select list and when editing an existing select list. A scheme select list can only be configured for one product line at a time. i.e. It is not possible to configure a select list to contain schemes from different product lines. To create a new select list: 1. Select the 'Scheme Select Lists' option. 2. Select the 'New Select List' option. 3. Complete the following options that are displayed at the top of the screen: Select List Name This is a mandatory field. Enter the select list name. This is a free text field with a 50 characters maximum. Allow user edit during the initial This is a Yes/No radio button that defaults to "Yes". 130

131 quotation process? Used by the administrator to specify whether the list should be editable by the user at the start of the quotation process. Product Line Drop down-list containing product lines available to the broker. 4. Once the Product Line is selected, the following is displayed: 5. Select the scheme to add to your select list. 6. Use 'Show effect on questions of scheme inclusion/exclusion' option. If ticked, the screen will display dynamic arrows to indicate how the inclusion of the scheme will affect the number of pre-quote questions required. The example below indicates that if the scheme was selected, the number of questions would increase by Click the Save button and the Select List Detail screen is displayed: 131

132 The Select List menu on the right hand side of the screen displays the following options: Edit Select List - this allows you to edit the select list you have just created. Delete Select List - this allows you to delete the select list you have just created. The top of the screen displays the select list name and whether a user can edit this list. Underneath this are the following column headings: Product Line Displays the product line available to the broker. Available Markets Displays the number of markets available to the broker for the product line. Selected Markets Available Schemes Displays the number of schemes available to the broker for the product line. (Across all markets) Selected Schemes 8. Click the Cancel button when complete and the Scheme Select Lists screen is displayed. 132

133 Scheme Select Lists (Existing Schemes) Any existing select lists that have previously been setup will be displayed on the Scheme Select Lists screen, as shown in the example below: Click on an existing select list and the following screen is displayed, detailing the projected number of questions from your selected schemes: The Select List menu on the right hand side of the screen displays the following options: Edit Select List - this allows you to edit the select list you have just created. 133

134 Delete Select List - this allows you to delete the select list you have just created. 10: Admin Website (PowerPlace) Admin Website - PowerPlace This chapter contains the following sections Accessing Your Homepage (users) Company Administrators Accessing Your Homepage Accessing Your Homepage (PowerPlace) Users will access the system via and will require an authenticated User Name, Company ID and password to log on, as shown below: The system will offer the user the option of storing the Company ID on a PC and defaulting it every time the homepage is opened. The User Name and Password must be keyed at each logon. 134

135 Forgotten Passwords The system will be configured so that passwords expire after 90 days. If a users password has expired, the user will be forced to enter and confirm a new password before they can next log into the system. New password creation will be subject to the following validation: Must be a mix of alphanumeric characters A minimum of 6 characters and a maximum of 20 Cannot be the same as any of the user s previous 5 passwords Note that passwords are case sensitive. Users will be locked out of the system after three unsuccessful attempts to log in. A user will be required to contact a system administrator to assign a temporary password if they are locked out of the system or forget their password and no valid address is held on their user profile. When the user next logs in, using the temporary password, the system will force the user to enter and confirm a new password of their choosing. Once a user has logged in they will have the option to amend their password at anytime, subject to the above validation. The Home Page (PowerPlace) This is the initial page that will be displayed once you have logged in. Below are examples of a basic page that will be accessible to all users (apart from those with the role of Advanced Prospect Management User) and the home page for a Company Administrator. 135

136 Basic Homepage The Home Page contains the following buttons: Inbox Allocation List Diary Options Inbox Allocation List Diary Change Password Views Team Allocation - this option will only be available to users with the Team Allocation role. 136

137 The Home Page - Company Administrators The Home Page contains the following buttons: Inbox Allocation List Diary Menu Options (Left) Inbox Allocation List Diary Change Password Logoff - returns you to the login screen. Views Team Allocation - this option will only be available to Company Administrators with the Team Allocation role. Administration Company Management (available to Company Administrators) 137

138 Install Launcher (available to Company Administrators) Inbox (PowerPlace) The Correspondence Inbox will list all items of correspondence that have been sent to the user or which the user has been copied into ( CC ). Items will be listed in chronological order, with the most recent item at the top. The list will show: From Date & time Insured Subject When the user clicks on one of the items, the system will open the Correspondence Template in enquiry mode and display the messages in full. Items of correspondence in the Inbox that have not been read* by the user are highlighted in a different colour. *A user is deemed to read an item of correspondence if they have accessed the Correspondence Template. 138

139 Allocation List (PowerPlace) Where a user belongs to a Company with a Type of Broker, this tab will list both Proposals and Risks allocated to the User. A user will be able to toggle between Policies and Risks using an action that will appear in the action menu. The column headings of the lists will be: Reference Insured (Client Name) Product Line (Proposal List) or Scheme (Risk List) Status The list will be displayed in Client Name alphabetical order. When the user clicks on one of the records in the list, the system will open either the Proposal Summary screen or the Risk Summary screen (depending on the record selected) and display details of the selected Proposal or Risk. Menu Options (Right) Actions Show Filter options (see below) Navigation View Proposals - displays the proposal filter options View Risks - displays the risk filter options Show Filter Options (Allocation List) (PowerPlace) The following fields are displayed: Account Handler From the drop-down list, select the account handler. File Currently With From the drop-down list, select from: Any Company Broker Underwriter Status Select the status from the drop-down list. 139

140 Product Select the product from the drop-down list. Diary (PowerPlace) The Diary tab will list all open Diary items currently allocated to the user plus any outstanding conditions against Risks allocated to them. The list will show: Due Date Insured Subject Status By default the list will be in Due Date order, although the option to sort by Insured will be provided. Filtering by Due Date and Status will also be provided. Clicking on any one of the entries in the list will take the user into either the Diary Item screen or the Condition Screen for the selected item. Menu Options (Right) New Diary Item (see below) Show Filter Options Diary Item (PowerPlace) When the User selects this action, the system will open a blank Diary Item Template in edit mode. The main difference between General Diary Items and Proposal or Risk Diary Items is that General Diary Items cannot be allocated to an Account Handler. General Diary items will only be displayed in the Diary list on the Homepage of the user they are allocated to. The following fields are displayed: Due Date Enter the due date. Notify prior to Due Date Enter the number of days. Status From the drop-down list select from "Completed", "Open" or "Withdrawn". 140

141 Priority From the drop-down list, select from "Low", "Medium", "High" or "Urgent". Allocated to From the drop-down list, select the user. Subject Enter the diary item subject. Comments Enter any further comments. Show Filter Options (Diary) (PowerPlace) The following fields are displayed: Status Select status from the drop-down list. Include Notify Period Tick the checkbox to Due Date From Enter the date from. Due Date To Enter the date to. Allocated To Select the user from the drop-down list. 141

142 Change Password (PowerPlace) The following fields are displayed: Current Password: Enter your current password. New Password: Enter your new password. Confirm New Password: Confirm your new password. 142

143 Team Allocation (PowerPlace) This option will only be available to users with the Team Allocation role. The Team Allocation window displays a list of quotes and the status and users these are allocated to. It displays all Proposals and/or Risks to which the user has access. These are defined as follows: All Proposals attached to their brokerage where the status is not Live All Risks attached to their brokerage To Filter The List The top half of the screen will consist of a form that drives the filtering of the list, as detailed below: Type Options will be: Proposals & Risks Proposals Risks 143

144 Team Member Options will be: All Team members & Unallocated Unallocated List of Team members Reallocate to Will list all Team members Status If Type = "Proposals & Risks" then it will list all & statuses If Type = "Proposals" then it will list all Proposal statuses If Type = "Risks" then it will list all Risk statuses The Proposals and Risks will be listed in tabular format, with the following column headings: Reference Insured (Client Name) Underwriter Status File Currently With Account Handler The Proposals and Risks will be listed in Client Name alphabetical order. When you click on one of the records in the list, the system will open Proposal or Risk Summary screen and display details of the selected Proposal or Risk. Actions Menu (Right) Reallocate - allows you to reallocate quotes to different users The actions available to the user on the Team Allocation screen will depend on their level of access defined by their User Role. A check box will appear next to each Proposal and Risk listed if a user is selected from the Reallocate To drop down. When the user checks the appropriate Proposal(s) and/or Risk(s) and selects the 'Reallocate' option from the right hand menu, the system will reallocate the selected Proposal(s) and Risk(s) to the selected user. 144

145 11: Company Administrators (PowerPlace) Company Administrators (PowerPlace) The following sections and options under the Administration headings apply only to those users with the Company Administrator user role only: Options Inbox Allocation List Diary Change Password Logoff Views Team Allocation - this option will only be available to Company Administrators with the Team Allocation role. Administration Company Management 145

146 Install Launcher Scheme Select Lists Broker Override Reports Broker Override Usage Report Company Management Company Management Overview (PowerPlace) Access to Company Management will be controlled by the use of User Roles. Only a user with a Company Administrator user role will have a 'Company Management' option displayed in the menu options. When the user selects this option, the system will open the Company Details screen. 146

147 Company Management (PowerPlace) When the 'Company Management' menu option is selected, the Company Details window is displayed: 147

148 Actions Menu (Right) Edit Company Add user View Scheme List Active Quote Configuration Assumptive Renewal Configuration imarket Registration Broker Charge Configuration The screen is split into the following sections: Company Details The Company Management section contains the following buttons: Office Address Correspondence Address 148

149 Broker Licence Administration The licence types you have will be marked with a tick against the following: PowerPlace Open Market Manual Processing Web Services Vehicle Lookup Address Lookup Company Market Specific Details Displays any Company Market Specific Details. The Company Market Specific Details section contains the following buttons: PowerPlace MMA Open Market Users A list of users is displayed, with the following column headings: Active - a is displayed if a user is active User Name - displays the user name of the user First Name - displays the users first name Last Name - displays the users last name Telephone No. - displays the telephone number of the user Address - displays the address of the user Click on a link to display the User Details window. 149

150 Edit Company (PowerPlace) This action will only be available where the user has the Company Administrator User Role. When this option is selected, the system will open the Own Company Template in edit mode. This screen will allow the user to edit some but not all fields on his Company record. It will consist of a single form: 150

151 Field label Field type Company Name Display only. Company ID Display only. BrokerNet ID Display only. Branch Display only. Extranet Only Company Display only. ROI Display only. Telephone Display only. Fax No. Display only. Web Address Display only. Company Display only. 151

152 System Administrator Display only. Enable Open Word keywords Click Yes or No. Forward Documents Click on one of the following: Do not forward documents Forward documents to Open Attach Forward documents to Open Print Manager. Forward Batched Documents Click on one of the following: Do not forward batched documents when saved / made live Forward batched documents when saved / made live Forward Selected Documents Click on one of the following: Do not forward selected document Forward selected document without prompting Forward selected document with prompt The screen is split into the following sections, which are view only: Company Details The Company Management section contains the following buttons: Office Address Correspondence Address Broker Licence Administration The licence types you have will be marked with a tick against the following: PowerPlace Open Market Manual Processing Web Services Vehicle Lookup Address Lookup 152

153 As this screen will only ever be accessed in edit mode, the buttons available will be Save and Cancel. If the user clicks on the Save button, the system will update the record to reflect any changes made. If a user clicks on the Cancel button, all changes will be lost. Company Market Specific Details Displays any Company Market Specific Details. The Company Market Specific Details section contains the following buttons: PowerPlace MMA Open Market As this screen will only ever be accessed in edit mode, the buttons available at the bottom of the screen are Continue and Cancel. Whichever button is clicked, the system will display the Company Details screen. Creating A New User On PowerPlace 1. If you are not already signed into the Open Trader website you will need to do this, to do this please repeat the relevant steps as detailed in Installation of the Open Trader software. 2. On the left of the page above the button headed Install Launcher you will have a button headed Company Management. Select this you will be given details of your company. 3. From the Actions menu on the left hand side, select the 'Add User' option. You will be asked to enter the user details, as shown below: 153

154 Complete the fields as detailed below: User Name The User Name will need to be the same as the user name you allocate to the user on Open GI, we would suggest the persons first initial followed by their surname all in lower case. We would recommend you set the password to welcome1 as this will only be temporary. The User Name will need to be the same as the System UserID you allocated to the user in the Core Back-Office. We would recommend you set the password to welcome1 as this will only be temporary. Title Select the title from the drop-down list. First Name Enter the users first name. Surname Enter the users surname. Job Title Enter the users job title. Direct Dial Telephone No. Enter the users Direct Dial Telephone Number. 154

155 Address Enter the users address. Only Show Quote Commission Icon Tick the box to display just the quote commission icon, otherwise leave blank to display both the commission icon and commission value in pounds in the Quotations window. User Status Enter the status of the user. Password Enter the users password. Confirm Password Confirm the users password. Member Of The following columns are displayed: Member Default Team Name - display the team name. Tick the checkboxes to confirm the user is a member of these groups. 4. Once the users details have been entered, click on the Continue button on the bottom of the screen. Upon clicking continue the User Details screen will look as follows: 155

156 5. You will now need to allocate roles to this user, to do this, click on the View option that is underlined below the heading Roles. Upon selecting View, on the right hand side of the screen you will have the Edit Roles option. This allows you to allocate roles to the user. The User Team Roles screen will look as follows: 156

157 If the user is going to be using the PowerPlace platform to quote, they will need to be selected as an Advanced Prospect Management User and therefore you should not select Company Administrator. * The Company Administrator role is allocated to people that will need to create/edit users in Open Trader. 6. Once all suitable options have been selected, click on Continue at the bottom of the screen. 157

158 User Details window (PowerPlace) The User Details window is accessed when the 'Company Management' menu option is selected and you click on a user name from the list of users or whilst creating a new user. The user details are displayed at the top of the screen in a table with the following column headings: Actions Menu (Right) Edit User - the User Details window is displayed for editing Reset Password - allows you to reset the users password Navigation Menu (Right) View Company - displays the Company Details 158

159 Member of Contains the following column headings: Roles - click on the View link to display the User Team Roles window Default - displays "Yes" or "No". Team Name - displays the team name User Team Roles window (PowerPlace) Users with this role assigned will be able to create a manual quotation. The User Team Roles window is accessed when the 'Company Management' menu option is selected and you click on a user name from the list of users and then click the view Roles link. The User Team Roles window is also displayed whilst creating a new user The top of the window displays the User Name and Team for the selected user. 159

160 Team Roles The list of team roles is displayed. The roles allocated to them will be under the following headings, if applicable to the user: Generic Company Underwriting Manual Processing Select the Required roles and click the Continue button. The select roles are displayed along with the following options: 160

161 Actions Menu (Right) Edit Roles Navigation Menu (Right) View user View Company - displays the Company Details 161

162 Edit Roles window (PowerPlace) The top of the window displays the User Name and Team for the selected user. Team Roles The list of team roles is displayed: The roles allocated to them will be under the following headings, if applicable to the user: Generic User Roles Company User Roles Underwriting User Roles Manual Processing 162

163 Tick or untick the corresponding checkbox to define the roles for the user as applicable and then click the Continue button. View Scheme List (PowerPlace) Actions Menu (Right) Company Summary Screen - returns you to the Company Management screen 163

164 Active Quote Configuration (PowerPlace) Please refer to the Active Quote guide for further information. Assumptive Renewal Configuration (PowerPlace) 1. Select the Company Management option on the left-hand side and you will be given details of your company. 2. From the Actions menu on the right hand side, select the 'Assumptive Renewal Configuration' option. 164

165 imarket Registration (PowerPlace) Before following these instructions, you should have already registered with imarket using this link To enter your imarket registration details, follow the process below: 1. Select the Company Management option on the left-hand side and you will be given details of your company. 2. From the Actions menu on the right hand side, select the 'imarket Registration' option. Username Enter your username from imarket. Password Enter your password from imarket. Intermediary ID Enter your Intermediary ID that will be given to you by imarket for the required branch. If you have more than one branch, you will have been issued different Intermediary ID's by imarket. This is also referred to as the PEM ID. 3. Click the Continue button. 4. Click on the 'imarket agency list' option. 5. Select you IBL (Intermediary Business Label) from the list and then click the Save button. 165

166 6. For imarket all products are automatically enabled. The next time a user carries out a quote they will automatically see the scheme(s) in their scheme list. If Product Line Lists are in use, the scheme(s) will need to be added to them. Broker Charge Configuration (PowerPlace) 1. Select the Company Management option on the left-hand side and you will be given details of your company. 2. From the Actions menu on the right hand side, select the 'Broker Charge Configuration' option. 3. Select the scheme(s) required and click the Continue button. The Broker Fee Template is displayed: 4. Select the transaction type. In the example below, "New Business" has been selected: 166

167 5. Complete the two mandatory fields. Enter the Broker Fee Amount and whether this can be overridden. 6. Click the 'Commit Changes' option on the right hand side of the screen under the Actions heading to confirm. User Roles (PowerPlace) The system functionality that a user can access will be restricted by the User Roles assigned to them. Additionally there will be general rules around data access that cannot be overridden. These will depend upon the Company Type that the User is attached to. All users with a Company Type of Broker will only be able to access client and policy records that are attached to their Brokerage (either created by them or subsequently transferred to them). Access to certain functions within the system will be restricted to certain users. This will be achieved using User Roles. The Company Type a user is registered against will determine whether certain roles can be given to that user. All User Roles are detailed on the following page: Generic Company Underwriting Manual Processing 167

168 Generic Allocate Diary Items Users with this role will be able to create Diary Items for other users in their Team. Users without this role will only be able to create Diary items for themselves. Advanced Prospect Management User Applies where Trader is integrated with Advanced Prospect Management. If the user is going to be using Open Trader to quote, they will need to be selected as an Advanced Prospect Management User and therefore you should not select Company Administrator. The 'Company Administrator' role is allocated to people that will need to create/edit users in Open Trader. Advanced Prospect Management users will not be able to log into the PowerPlace website at Receive Users with this role will receive a system-generated to inform them when correspondence has been received in their inbox. This functionality is reliant on an up to date address being held on the User Details Template. 168

169 Receive New Risk Notification Users with this role will receive a system-generated to inform them when a new risk has been received in their inbox. This functionality is reliant on an up to date address being held on the User Details Template. Receive Unallocated Risk Correspondence Users with this role will receive Correspondence for all Risks where the Correspondence item is addressed to their Company but no Risk Account Handler is allocated for that team. Team Allocation Users with this role will have access to the Team Allocation functionality and be able to allocate Risks to individual users in their team. Company Roles in this category are mutually exclusive meaning that a user can only ever have one Company Management Role at any time. Company Administrator Users with this role will be able to create and edit user records within their own Company and edit some fields on their Company record. Underwriting Roles in this category are mutually exclusive meaning that a user can only ever have one Underwriting Role at any time. Senior Broker Users with this role will be able to amend the default commission percentage on a Risk by up to the number of percentage points defined on the Scheme Template (Senior Broker limit). Junior Broker Users with this role will be able to amend the default commission percentage on a Risk by up to the number of percentage points defined on the Scheme Template (Junior Broker limit). Manual Processing Manual Transaction User Users with this role assigned will be able to create a manual quotation. 169

170 Install Launcher (PowerPlace) Company Administrators only. This allows you to download the latest version of Open Trader. Scheme Select Lists About Scheme Select Lists (PowerPlace) Selection of the menu option Scheme Select Lists will take a broker administrator to the first of the Scheme Select List configuration screens, the Scheme Select Lists screen. On initial entry to the Scheme Select Lists screen, no data will be displayed as select lists have yet to be configured. On subsequent entry to the screen, any select lists previously set up will be displayed. 170

171 Create New Select List (PowerPlace) This Select List Details screen is used when both creating a new select list and when editing an existing select list. A scheme select list can only be configured for one product line at a time. i.e. It is not possible to configure a select list to contain schemes from different product lines. To create a new select list: 1. Select the 'Scheme Select Lists' option. 2. Select the 'New Select List' option. 3. Complete the following options that are displayed at the top of the screen: Select List Name This is a mandatory field. Enter the select list name. This is a Free text field with a 50 characters maximum. 171

172 Allow user edit during the initial quotation process? This is a Yes/No radio button that defaults to "Yes". Used by the administrator to specify whether the list should be editable by the user at the start of the quotation process. Product Line Drop down-list containing product lines available to the broker. 4. Once the Product Line is selected, the following is displayed: 5. Select the scheme to add to your select list. 6. Use 'Show effect on questions of scheme inclusion/exclusion' option. If ticked, the screen will display dynamic arrows to indicate how the inclusion of the scheme will affect the number of pre-quote questions required. The example below indicates that if the scheme was selected, the number of questions would increase by Click the Save button and the Select List Detail screen is displayed: 172

173 The Select List menu on the right hand side of the screen displays the following options: Edit Select List - this allows you to edit the select list you have just created. Delete Select List - this allows you to delete the select list you have just created. The top of the screen displays the select list name and whether a user can edit this list. Underneath this are the following column headings: Product Line Displays the product line available to the broker. Available Markets Displays the number of markets available to the broker for the product line. Selected Markets Available Schemes Displays the number of schemes available to the broker for the product line. (Across all markets) Selected Schemes 8. Click the Cancel button when complete and the Scheme Select Lists screen is displayed. 173

174 Scheme Select Lists (Existing Schemes) (PowerPlace) Any existing select lists that have previously been setup will be displayed on the Scheme Select Lists screen, as shown in the example below: Click on an existing select list and the following screen is displayed, detailing the projected number of questions from your selected schemes: 174

175 The Select List menu on the right hand side of the screen displays the following options: Edit Select List - this allows you to edit the select list you have just created. Delete Select List - this allows you to delete the select list you have just created. 175

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