Download

Daily download is the ongoing process of updating the agency's database with renewals, endorsements, new business, cancellations, and reinstatements.. This procedure ensures that the agency and company copies of policies always reflect the most recent image of the policy and are synchronized. The agency benefits from download by decreasing manual data entry and by offering a higher level of customer service with accurate and up-to-date information.

Preparing for Download

The following procedures outline the steps required to begin download:

• If you have not already purchased the Batch Back software, please contact Applied Systems Client Solutions department. Normally, this software is not sent to the agency until it is confirmed that the company has registered them with IVANS and is ready to begin download with the agency. Once the Batch Back software is sent to the agency, the semiannual support fee is enacted. The Batch Back software will then be sent directly to the Agency C.O.D.  If you are already downloading with another company and paying your semiannual support fee, you are not charged any additional cost to download from the new company.
• The company begins the IVANS registration process for the agency.
• The company completes the Request For Agency Setup form, which provides Applied Systems the agency's IVANS account and user IDs, origination address, NAIC codes, agency codes, contract numbers, and lines of business to download.
• Applied Systems Communication Support Technicians provide assistance in installing the Batch Back software and setting up the download requirements for the company. By utilizing this step, each agency can be assured a smooth interface with the company. Typically, the insurance company provides the agency and Applied Systems with the details of which lines of business they are downloading to the agencies.
• Although we realize it is not always possible, we try to provide our Communications Technicians with approximately two weeks to install IVANS information and test the communication process. If the company requests that an agency begin daily download after an Initial Load is complete and prior to the two week time limit, they provide a start date on the Request for Agency Setup form.
• If this is the first company the agency receives download from, a Communications Support Technician conducts a connectivity test to verify that the software, modem, telephone line, and IVANS information have been successfully installed.
• Once the installation of IVANS information is complete for daily download, we follow the company's instructions for notification, based on the answer to the Notification of Completion Instructions question on the Request for Agency Setup form. The agency may be responsible for notifying the company once the Initial Load, if being performed, is complete and the IVANS download information is set up. Alternatively, our Communications Support Technician might notify the company.
• If the agency encounters any problems with batch transmissions, please contact the Communications Support department at 1-800-999-6512.
• If, for any reason, the agency does not begin daily download within two weeks of receiving the Batch Back software, the agency must notify the Download Services department immediately so that the support/maintenance bill can be adjusted. The same is true if, for any reason, the agency discontinues using the software. Please return your support/maintenance bill or send us a memo stating the date you stopped using the software, the company you were downloading with, and the reason for termination.

Request for Download

Some companies allow agencies to request downloads on a policy or group of policies for synchronization purposes. Use the Request for Download utility to limit the policies included in the request for download to a specific list of parameters. To access this option, use the following steps.

1. From Home Base of The Agency Manager, click the Utilities button.
2. Expand the Company Interface treeview branch.
3. Click Request for Download, then click the arrow to continue. The Request for Download screen displays. Use the Request for Download screen to limit the policies included in the download.

4. In the Company and Line of Business frame, select the Issuing Company code from the Company dropdown list.
5. Select the Line of Business of the policy(ies) you are requesting to have downloaded.
6. In the Expiration Date frame, select All or enter a Range of expiration dates. If you select All, the requests are defaulted to return the current term of the policy. If you select Range, you are asked to specify whether the download you are requesting is for the current or renewal term.
7. In the Customer Code frame, select All policies for this line of business for this company, an alphabetic (or numeric) Range of customer codes, or an Individual customer code.
8. Click Continue to scan customer and policy files and queue requests according to the parameters specified above. When the scan is complete, the number of policies queued displays. Click OK to continue.
9. To transmit the requests to the company, select Batch Transmissions. Consult Batch Transmissions for the workflow.

Batch Update From Files

This option is for processing download files received from companies that do not use the IVANS/AT&T Global Network (AGNS). When this option is selected, the TAM software checks to see if any RECV-ACD.xxx (where xxx is the file number) files exist on the \APPS subdirectory. If these files exist, the policies stored in these files are updated, created, or moved to the Suspense file in the TAM. The procedures that TAM runs on these files are the same as the procedures for download files received through the Batch Transmissions option. (See Download, Updating Policies through Download.) Some companies have developed programs for the agency to run that retrieve these files and place them in the appropriate directory with the name format listed above. Applied Systems does not support any software provided by the company. The company advises if these programs are available and how they should be installed. It is the company’s responsibility to follow this naming convention and process if they are not using the IVANS/AT&T Global Network (AGNS).

Matching Policies Through Download

The first procedure that takes place is a search for a match for a policy received to a policy that already exists in TAM. The following criteria are used for matching policies.

Company Code

Two fields can be used to find the TAM Company Code for the downloaded policy. If no match is found, the error No Batch Back Company Found displays on the Communication Log. The two fields used to match the Company Code are as follows:

• NAIC Code: The NAIC Code is a code assigned to each property and casualty company doing business in the U.S.A. A company may have one code or multiple codes if the company has subsidiary or sister companies. In order for this code to be used for matching, the company must send this code in the AL3 transaction. The agency must also have this same code installed in the Company file for this company. (See Company File Interface Setup.) If no match is found on the NAIC Code, the Origination Address is used to find the TAM Company Code.
• Origination Address: When the NAIC Code cannot be found in the TAM Company file, the Origination Address sent in the AL3 transaction is used for matching. Some companies may have multiple Origination Addresses used for different purposes. It is important that the Origination Address displayed in the Company File--(I)nterface option be the origination address the company sends in the AL3 download transaction. (See Company File Interface Setup, Download tab.)

Company - Line of Business

Once the Company Code has been found, the download program checks to see if the Line of Business is set up on the Download tab. (See Company File Interface Setup, Download tab.) The agency must set up the download screen for each company with the lines of business the company will download to them. If the Line of Business is not entered on the Company Interface Download screen, the error No Policy Type Code Entered for XXX (where XXX is the Company Code) prints on the Communication Log. If this occurs, call Communications Support to check your Company file to make sure the download information is installed properly.

Customer ID

The agency’s customer ID (e.g., SMITJO1) is the next level of matching. Not all companies store the agency customer ID. If the company sends the customer ID and it matches in the TAM software, the matching process takes place in less time. If the company does not send the agency's customer ID, it is not used as part of the matching criteria.

Two common procedures are used to load the agency's customer IDs into the company's system. The first is the entering of the customer ID by the agent directly into the company's system through their interactive systems. The second is the receiving of a Download Setup prior to performing a download. (See Company File Interface Setup, Download tab.)

Policy Number

The policy number is another matching criteria. TAM software requires an exact match (character for character, including any prefixes, suffixes, spaces, dashes, etc.). Prior to beginning download, the agency should verify the format(s) of the policy numbers the downloading company will use. If a company changes the policy number with any transaction (i.e., renewal or endorsement), the policy is placed in Suspense. (See Suspense File, Policies in Suspense.)

Policy - Company Code

The company code from the policy billing screen is also used as a matching criteria. If the company code found for the policy being downloaded does not match the issuing company code for this policy in the billing screen, the policy is moved to Suspense. This normally occurs when an origination address or NAIC code has been entered in the Company file for two separate TAM company codes.

Policy - Line of Business

The final matching criteria is the line of business. Once the customer and policy number have been found in the system, the download program checks to see if there is a billing screen associated with the appropriate ACORD form for this line of business. If the billing screen does not exist, the policy is placed in Suspense.

Should any of the above criteria not match, the policy is placed in the Suspense file. The agent then must move these items out of Suspense to the appropriate customer and policy position for that customer. Normally, once this process is complete, any subsequent downloads (endorsement, renewals, etc.) match properly and automatically update the policy. The assigning of customers out of Suspense takes approximately ten seconds per customer.

Updating Policies Through Download

During the update process, a new application is created, an existing application is updated, or the policy is moved to History. The status of each policy is listed on the Communication Log. An explanation of each status follows.

Created

The download creates a new application when the following conditions exist:

• The customer ID is received in the AL3 transaction.
• The transaction type is New Business.
• The option to Create Policies on New Business Transactions Received on the Download screen Download Options is answered Yes.
• The customer already exists in TAM but no match was found on the policy number.

The download creates a new application under the following conditions also:

• The policy already exists on the system.
• The policy is a package policy.
• The Line of Business is part of the package policy.

History

Transactions are not always received in the proper order. This normally occurs when a renewal transaction has been previously received from the company, but between the time the renewal was received and the effective date of the renewal, an endorsement was performed on the policy. This causes a downloaded policy to be moved directly to History instead of updating the Current Application. Downloaded policies are moved directly to History when the following conditions exist:

• The application already exists on the system.
• The transaction effective date of the policy received is prior to the policy effective date of the Current Application.

Suspense

A policy is moved to the Suspense file when the following conditions exist:

• The customer was not found in TAM.
• The policy was not found in TAM.
• The line of business was not found in TAM.
• The company code downloaded does not match the issuing company code in the billing screen.
• The transaction type is New Business and the option Create Policies on New Business Transactions Received on the Download screen is answered No.

Updated

Normally, download transactions update an existing application. When updating an application, the system always moves the original application to History before the update occurs. The download updates an existing application when the following conditions exist:

• The application already exists on the system.
• The transaction effective date falls between the policy period for the current application.
• The transaction type is renewal and the transaction effective date is later than the effective date of the current application.

Any information from the Remarks, Coverages, etc. areas that does not fit into the application are placed in the Notepad. When a notepad is created through download, the first line of the notepad indicates the application from which the information came (i.e., date, type of transaction received, and company received from), while the last line of the Remarks section on the application will reference the notepad number created.

When updating existing applications, after the original is moved to History, some sections of the applications are cleared out prior to the update. Enter important notes that should be maintained after the download in the Notepad rather than the Remarks or Additional Coverages / Endorsements areas of the applications. The Notepad is not cleared out on download. Fields are cleared on download for the following reasons:

• The data contained in the field cannot be matched to ensure that the correct item is being updated.
• Coverages must synchronize with the company's data exactly.
• Freeform areas that contain information that has overflowed due to restricted field or coverage area sizes cannot be matched in the download. These areas are cleared to ensure that duplicate coverages do not display on the policy.

The following is a list of fields that are cleared out before an application is updated.

Personal Auto

• Additional Coverages/Endorsements Section
• Additional Interests
• Coverage/Premiums section
• Remarks

Homeowners and Dwelling Fire

• Additional Interests
• Coverages/Limits of Liability
• Deductibles
• Endorsements Area
• Remarks

Personal Inland Marine

• Additional Rating Information
• Coverages
• Remarks

Personal Umbrella

• Calculations
• Umbrella information
• Remarks

Watercraft Application

• Additional Interests
• Coverages/Limits of Liability
• Describe All Credits to Apply to Each Boat
• Other Coverages and Endorsements to Apply
• Remarks

Commercial Applicant Information Section

• Prior Carrier Information is not updated if any data currently exists on the agent's system.
• Business Auto Section
• Additional Interests
• Coverages
• Business Owners Section
• Additional Coverages
• Additional Interests
• Liability Limits

General Liability

• Additional Interests
• Coverages
• Hazards

Workers Compensation

• Additional Coverages
• Coverages
• Locations
• Other Coverages

The following fields are updated when the billing screen is created or updated via the download:

• Policy Type (on create only)
• Status (installable option)
• Policy Number
• Billing type (agency or direct only)
• Effective Date
• Expiration Date
• Issuing Company (on create only)
• Premium (installable option)

Matching Downloaded Claims

The records received via Claims Download are placed in either a Suspense file or Claims Updated databases. An attempt is made to match each claim received to a claim that already exists in TAM. The following criteria are used for matching policies. If any of these criteria do not match, the claim transaction goes to Suspense. (See the Claims in Suspense article.) If all criteria match an existing claim in TAM, the existing claim is updated.

NAIC Code

The NAIC Code is a code assigned to each property and casualty company doing business in the U.S.A. A company may have one code or multiple codes if the company has subsidiary or sister companies. In order for this code to be used for matching, the company must send this code in the AL3 transaction. The agency must also have this same code installed in the Company file for this company. (See Company File Interface Setup.)

Note: If there is no NAIC Code, the transaction is removed from processing and the message Np Batch Back Company Found is displayed on the Communication Log.

Policy Number

The policy number is another matching criteria. TAM software requires an exact match (character for character, including any prefixes, suffixes, spaces, dashes, etc.). Prior to beginning download, the agency should verify the format(s) of the policy numbers the downloading company will use.

Once a claim is tied to a policy number, it will always remain attached to that policy number. If a company changes the policy number on renewal (or any time during the policy's existence) and a claim is downloaded later with the old policy number, it is placed in Suspense.

Policy Term

The Policy Effective Date and Expiration Date must match the Policy Effective Date and Expiration Date (or history dates) on an existing claim in TAM.

Date of Loss

The Date of Loss must match the loss date on an existing claim in TAM, and it must occur within a valid policy term.

Company Claim Number

The Company Claim Number must match the Company Claim Number on an existing claim in TAM.

Note: We do not match on Line of Business. Companies assign separate claim numbers for each line of business affected by a loss.