Starting Download Process

DSYork · October 21, 2014, 10:36:08 AM

I am working with my commercial lines team on preparing our system for downloading. What should I make sure my team does to prepare for downloading. Right now we are cleaning TAM up but what essentially should we be checking on the policy screens and billing screens to prepare for this process?

Please advise with any suggestions you have. Thanks so much!

DebAmstutz · October 21, 2014, 11:10:13 AM

I would have one company download one policy type at a time for one client to see if fields that are downloaded appear correctly to your staff. That way, you can also check on how the company downloads policy numbers. You may need to enter them differently than you currently do to be sure they don't all end up in suspense. If everything appears okay, then try it with a second company, one at a time, until everything works the way you want it to work.

What we have done for certain policies for which we do not want download replacing what is already in TAM is to add three letters to the end of the policy number so those few always go to suspense and I can send them straight to policy history without messing with the current app.

DSYork · October 21, 2014, 11:13:49 AM

Thank you Deb

Is there anything you would suggest me doing to prepare my team for downloading? Such as making sure certain data is in TAM? This is all new to me and would like to try to make it an easy transition for my team?

Jeff Zylstra · October 21, 2014, 12:06:50 PM

Some considerations as well....

First, downloads will generally overwrite anything in the applications. If they have any special notes, or if they've used a data field for something it was not intended for, it will get overwritten. There is a way to use a "carat" or something like that to preserve data, but I am not knowledgable enough in how to do that, and quite honestly, wouldn't trust it.

The other thing that comes to mind is custom "unit numbers" or the order of vehicles on a commercial auto app or even a property schedule. These will probably get overwritten again, so "unit 32" on the ACORD app can be a 2000 Ford Van one day, and a 2014 Freightliner the next day, depending on if a download was done or not. You will definitely find little things that are different in the way the companies keep things, and the way your CSRs prefer to keep them.

DSYork · October 21, 2014, 12:27:32 PM

OK great to know. Should my first step be contacting all the carriers my agency works with to see who we can download from? Than start with one policy line at a time? so notes and or description fields could be over written when the policy is downloaded?

So pretty much what you are saying is when the policy is downloaded it will populate in the apps in TAM whether there is information there or not? So it is up to the CSR to check for that?

When a policy is downloaded does the expiring policy in TAM automatically get moved to history?

DebAmstutz · October 21, 2014, 12:34:58 PM

Yes, communication with your carriers is important. The overwriting of the fields in the apps is why you would want to start with one policy for one client from one carrier to see if/how it differs from what the CSR has entered. You can work with at least some carriers to get the info you need into the download, or at least not have it overwrite or blank out what is there if the carrier doesn't use that particular field. I've attached a handout from 2013 regarding commercial download. Maybe it will help.

Jeff Zylstra · October 21, 2014, 12:41:14 PM

Quote from: DSYork on October 21, 2014, 12:27:32 PM
OK great to know. Should my first step be contacting all the carriers my agency works with to see who we can download from? Than start with one policy line at a time? so notes and or description fields could be over written when the policy is downloaded?

So pretty much what you are saying is when the policy is downloaded it will populate in the apps in TAM whether there is information there or not? So it is up to the CSR to check for that?

When a policy is downloaded does the expiring policy in TAM automatically get moved to history?

I would say that almost all of your carriers will do download of some kind or another. Some better and/or more complete than others. The Apps that are there now will be moved to history, and if there's no app there, it will add an application. I would spend some time looking at personal lines accounts in your agency so you can get an idea how things are done. You will notice that different companies download different things in different ways.

I don't know if I would do it one policy type at a time or not, though. Maybe one company at a time. Like I said, the apps will still be there for the most part.

The other thing would be to try and make it so that the policies match up and get automatically downloaded to the correct customer and policy, rather than all of them going to suspense. Sometimes company websites will allow you to input your TAM customer number in the data of that policy to assist in matching things up. Call Applied's ACORD support line and find out how to make them match up. I think it will save you time in the long run.

DSYork · October 21, 2014, 12:43:01 PM

Thank you so much this does help. I believe we have to develop workflows for sure in my agency. that is part of this process. So I guess I will start there and start talking to the carriers to see which companies download and which don't. If there is anything else you suggest I do I am up for any/all suggestions. I am doing this all on my own and I want as much information as possible before approaching my team.

Jeff Zylstra · October 21, 2014, 12:47:35 PM

Quote from: DSYork on October 21, 2014, 12:43:01 PM
Thank you so much this does help. I believe we have to develop workflows for sure in my agency. that is part of this process. So I guess I will start there and start talking to the carriers to see which companies download and which don't. If there is anything else you suggest I do I am up for any/all suggestions. I am doing this all on my own and I want as much information as possible before approaching my team.

Yes, I would sit with whoever assigns the downloads out of suspense right now so that you're familiar with the process, and also call the ACORD department at Applied to learn how policies get assigned automatically to customers in TAM. This could be a whole lot of work for this person initially, so do your due diligence and have them automatically match up or you may have a revolt on your hands.

DSYork · October 21, 2014, 12:51:17 PM

the revolt is what I am afraid of I have a group that doesn't like change so I want to be as prepared as possible. So I will start with those two items. Than would you suggest work flows, than narrowing down companies and lines of business?

Jan Regnier · October 21, 2014, 01:11:09 PM

Applied has a list of carriers that download and what policies they download. You might what to have a copy of that handy.

Jeff Zylstra · October 21, 2014, 01:28:10 PM

Quote from: DSYork on October 21, 2014, 12:51:17 PM
the revolt is what I am afraid of I have a group that doesn't like change so I want to be as prepared as possible. So I will start with those two items. Than would you suggest work flows, than narrowing down companies and lines of business?

I don't know that it will affect workflows that much. You could just do the downloading and continue to do things the way you do them right now. The only thing it will affect is that ACORD forms will automatically complete for losses, applications, binders, cancels, etc.... They can edit those apps if they want to, or leave them as is. The workflow is only really necessary if you want to change how they're doing things. Jim Jensen on this forum is more knowledgeable about ACORD issues than I am and would be a great resource for you. Sorry Jim.

DSYork · October 21, 2014, 01:40:57 PM

Thanks Jan! How do I get that list? Should I call the help line to ask for it or is it something I can download?

Jan Regnier · October 21, 2014, 01:51:11 PM

It's is available on the Applied portal - Home screen. You can print the list. HOME/INTERFACE SERVICES/DOWNLOAD PARTNERS - US

Jim Jensen · October 22, 2014, 09:02:30 AM

I suggest starting with policy types that are less complicated for download, if you can - workers compensation, auto and umbrella. These policies are very standardized, which is helpful. Some carriers will allow you to specify which policy types you want to download, others will not (all or none).

It's very important that your agency reviews how the data fields in the applications are being used. Jeff alluded to this by mentioning that fields may be overwritten, even if they don't have any data to put into it (essentially they send a space). If any fields are being used for data that doesn't really belong there, you may lose it. For example, we used to put addresses of buildings in the property application, where the coverage info goes.

A good way to find out what exactly is coming in is to take a policy you know will be downloaded, or is in suspense, send the data to history, then delete the application. You will have only what was sent once it downloads.

Here's a thread in the upload/download section of this forum that you might peruse too, in case we've missed any points so far. http://appliedusers.ca/forums/index.php/topic,242.0.html

If your agency is a member of ASCNET, get a copy of the Download Guide. It's free (at least it better still be free) and we had a good group update it a few years ago with commercial download material. I no have access to that area myself to confirm that it is still out there, or provide a link.