Post Conversion Cleanup Procedures

Initial Client and Policy Information Verification and Updating

The AMS360 conversion of Visions data requires that each client be verified and the data be updated and/or corrected at both the 'Client Level' and the 'Policy Level'. We will use the following workflow so that we can easily tell which clients and/or policies have been verified. Elements that must be verified or added at the client and policy levels are below.

Client

CLIENT LEVEL – Cleanup Notation Methodology

When client information has been completely verified and updated

a. From inside the client account

i. Make new note (quick access icon)

ii. Delete policy (highlight policy then delete key)

iii. Make Sticky (check mark)

iv. Purge on …. (add 2 years to current date)

v. Add Text “Client info update & verified

vi. Save & Close

b. Go to Customer Overview

i. Edit Customer

ii. On Customer setup screen (bottom right) under NOTATION select ‘Client Updated

iii. Save & Close

CLIENT LEVEL - Cleanup required Information and verification:

Customer Overview (Edit Customer)
1. Names: Where conversion data shows insured name as: First name – John; Middle name – And Mary; Last name – Smith
  1. Change to read 1st name – ‘John & Mary’; Last name – Smith
  2. Select radio button for family
2. Required elements to be verified and updated
  1. Address
  2. Executive
  3. Representative
  4. Business Unit – Personal or Commercial
  5. Phone numbers
    1. Business
    2. Residence
    3. Cell
    4. Fax
  6. Internet
    1. Email
    2. Email 2
    3. Web
  7. Notation:
    1. Select Client updated when complete
3. Additional Customer Information
  1. SSN
  2. Marital Status
  3. Drivers License
  4. Occupation if known
4. Contacts
  1. If any of the contacts in Visions are not named insured or dependents i.e. a child who takes care of their parents account or an accountant who prepares audit reports for a commercial client
    1. Create new contact under contacts and complete name
    2. Select Responsibilities from drop-down or you can add on the fly.
5. Dependents (Dependents would be named insured, spouse, and any resident relatives on a personal line policy)
  1. First Name
  2. Last Name
  3. Phone numbers: Residence, business, cell
  4. Internet – Email
  5. SSN
  6. Marital Status
  7. Date of Birth
  8. Drivers License
  9. Occupation if known
6. Loss History (We’ll deal with this after other conversion data has been corrected.)

Policy

POLICY LEVEL – Cleanup Notation Methodology

As each policy is renewed, endorsed or worked on and info Is verified (including all attachments)

a. Click on the policy hyperlink

b. Click on Basic Policy Information

c. Change ‘Notation’ drop-down to ‘Policy Verified’

d. Save & Close

POLICY LEVEL - Cleanup required Information and verification:

Policy information did NOT populate for BOP policies. EACH EXPIRING AND RENEWAL POLICY MUST HAVE LIMITS MANUALLY COMPLETED. HINT – START WITH THE EXPIRED POLICY BEFORE BEGINNING THE RENEWAL WORKFLOW AND THE RENEWAL ELEMENT SHOULD TRANSFER – BE SURE TO ATTACH COPY OF EXPIRING AND RENEWAL DEC TO THEIR RESPECTIVE TERMS.

DOWNLOADED PERSONAL LINES POLICIES

TO DO:

Combining Customers Workflow - Find out and see if there’s a way to combine accounts and move policies withing the account.

Losses did not populate in conversion to the client level. Have not checked the policy level.: We’ll deal with this at later time after initial Cleanup of clients and policies.

Review all areas of issue log to determine what was corrected or not

Journal Entry previously paid through visions

Go to Account Current and select the item and mark as pay.

Change Statement status to ‘ready to pay’

Select option 2 to create a journal entry for the amount of the statement

Select other GL account and hit new.

Select GL account no and complete and post entry

(201) 436-7600

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Post Conversion Cleanup Procedures