OLIVIA123 FOR ADMINISTRATORS. User Guide

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1 OLIVIA123 FOR ADMINISTRATORS User Guide August 2014

2 OLIVIA123 for Administrators Contents OLIVIA123 Basic Functions... 1 Registration... 1 New Users... 1 Login... 1 Update Details... 1 Change Password... 1 Notifications... 2 Individual notification Batch notification Frequently Asked Questions... 2 OLIVIA Dashboard... 3 New Applications... 4 Batch and Download new applications... 4 Download Individual Applications... 5 View Individual Applications... 6 Online Identity Verification... 7 AML/KYC Certificate... 8 Application Details Process Individual Applications Notes OLIVIA Message System Investor View Contact OLIVIA Contents

3 OLIVIA123 Basic Functions Registration As funds connect with OLIVIA, Fund Administrators will be provided with user names and passwords. Fund Administrators can have up to 4 different contact logins for: General Admin Financial Reporting (notifications for all applications) New Users To add new users to OLIVIA, please or call Login Simply type your login Username and Password into the top right hand corner of OLIVIA. Update Details To update personal or company details, go to the MY DETAILS tab on the home menu. Make any changes and select UPDATE at the bottom of the page. Change Password Please ensure that new passwords contain upper and lower case letters, at least one numeral and is at least 6 characters long. Page 1 of 17

4 Notifications All new applications submitted by Investors will generate a notification that will be sent to the (reports) address provided by the Fund Administrator. Fund Administrators can choose to have one notification per application, or a batch either once or twice a day. Individual notification Batch notification Frequently Asked Questions Please visit the FAQ tab from the OLIVIA main menu for general OLIVIA information. The latest copy of this User Guide is available under the FAQ tab. If you have any suggestions for FAQ s, please contact us. Page 2 of 17

5 OLIVIA Dashboard Each Administrator has a dashboard on OLIVIA s server to monitor and manage all applications received for the funds the Administrator is acting for. The dashboard enables the administrator to login to view applications using a series of filters including date, application status, and fund name. From the dashboard the administrator can elect to view or print individual applications, including their AML/KYC status report, to print files in PDF format, or alternatively download in CSV, TAB delimited, or XML formats for subsequent importing into their own client on boarding systems. The Dashboard is also used by the Administrator to update OLIVIA s records, or communicate with the investor, including confirming acceptance of the application, receipt of funds, issuing of units, and ongoing NAV updates. The results of both the ID verification and the AML checks are documented for each submitted application on the Administrator s Dashboard. This can be retained electronically or printed as a PDF to provide file copy in the event of future use or reference, or as required for AUSTRAC verification or audit purposes. Page 3 of 17

6 New Applications At the OLIVIA Dashboard, Fund Administrators have the option of viewing applications by status. To see all new applications, select the New radio button, the appropriate date range and All funds, or use the drop down menu to view via fund. Applications may either be selected and downloaded in a batch or as individual applications. Batch and Download new applications 1. Choose the Select All function a tick will appear in front of each New application 2. Choose Download selected applications 3. Select the appropriate method in the drop down menu. The choices provided are a. Comma delimited b. Tab delimited c. XML 4. Select GO to download the file. We can arrange for downloaded data to be mapped to your database for ease in uploading data to your CRM software. Please contact us to discuss your options. Page 4 of 17

7 Download Individual Applications At the Dashboard, to see all new applications, select the New radio button, the appropriate date range and All funds, or use the drop down menu to view via fund. Select VIEW APPLICATION and the results will be shown under: Individual applications may be downloaded using the Download buttons in the right columns. Page 5 of 17

8 View Individual Applications Selecting VIEW, will show the summary details of a single application: From here the Fund Administrator can enter and save the Investor ID. This will also be reflected on the Investor Dashboard. View the Application Form completed by the Investor (and print if required): Page 6 of 17

9 Online Identity Verification View the Online Verification (if completed OLIVIA is registered with AUSTRAC and uses GreenID for all it s AML/KYC verifications. Page 7 of 17

10 AML/KYC Certificate Download a PDF certificate of the Online Verification if required. These documents can all be downloaded from the Application Details screen. Page 8 of 17

11 View a list of documents that the investor has chosen to supply with their application. These documents can all be downloaded from the Application Details screen. Page 9 of 17

12 Application Details The details page will give an overview of the application submission date and time, contact details, confirmation of downloads and online verification. Take a look at beta.olivia123.com and see all the information that is available on this page. Download Identification documents Under the Application Details screen, Fund Administrators are able to download individual documents that the investor has chosen to supply with their application. Simply scroll down through the page to the section for each individual and open the disk icon to download a copy of that document. Page 10 of 17

13 Each individual listed will appear, and then other supporting documents Process Individual Applications Individual applications can be processed by ticking the appropriate STATUS for each. All downloaded funds will automatically be marked as being downloaded. The Fund Administrator is able to tick when Documents being sent in the post (if applicable) are received and when the Investment Funds are received. Applications Approved or Denied will also show on the Investor Dashboard. Page 11 of 17

14 Notes Fund Administrators have the option of adding and saving NOTES to each application. Use the drop down menu to select from a variety of note options. Notes will be saved in the same menu. Page 12 of 17

15 OLIVIA Message System Messages may be sent between Investors and Fund Administrators via OLIVIA's internal message system. Messages may be sent as 2 different types: 1. Secure Message: will notify the recipient via that there is a message to view - they must log into OLIVIA securely to view the message will send the message and any attached files via . However, please note that is not recognised as a secure medium and we do not suggest using if any sensitive information is being supplied. Page 13 of 17

16 Choose file: to upload any documents that you wish to transmit. For example, NAV statement or confirmation of application. Investors may send a copy of EFT or Direct Deposit payment receipt. Investors and Fund Administrators will be notified of incoming messages via and if sent via OLIVIA's message system, will be required to log in securely to view the message. Unread messages will be marked with a red flag. To open, read and respond to the message, select the Open button. Messages for the application will all be stored in the same thread. Page 14 of 17

17 Investor View For Fund Administrators who are answering queries on OLIVIA, you are also given the option to select GO TO INVESTOR VIEW and this will show the Investor APPLY menu. The Fund Administrator will only see the funds that they administer however will be able to answer any questions from the Investor. Page 15 of 17

18 Contact OLIVIA If you have any questions with regard to using OLIVIA please contact us: Phone: OLIVIA123 Pty Ltd ACN PO Box R1904 Royal Exchange NSW 1225 Australia Page 16 of 17

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