New business upload from your BMS to the Aviva Broker Portal This guide provides an overview of the new business upload workflow initiated from your Broker Management System (BMS), with details of what to expect once the policy transfers from your BMS to Aviva s Broker Portal. Promoting ease of doing business The new business upload uses your current BMS workflows to transfer information directly to the Aviva Broker Portal, resulting in: increased efficiencies, eliminating duplicate entry, and reduced the risk of data entry errors. It is available for: All companies, except Elite Leisure and Lifestyle All provinces Property all risk types, except Umbrella risks Automobile Private Passenger Vehicles and stand-alone Motorcycle (PLM) in Ontario and Alberta Supported BMS TAM, sigxp, PowerBroker Highlights Ability to initiate real-time new business upload of client/policy data from your BMS to the Aviva Broker Portal using Applied System s WARP, Keal Technology s KealConnect or Brovada s NexCenter. Policy is uploaded and stored in the Aviva Broker Portal WIP for review and final submission. Benefits Seamless integration that will significantly improve ease of doing business by: providing you with more options and a broader range of technology choices to service prospective customers, allowing you control of data quality as information is uploaded directly from your BMS, and reducing the amount of manual data entry and eliminating duplicate entry, increasing efficiencies and optimizing productivity. Before making any changes to your system or workflows, we recommend you contact your BMS vendor for support. To be configured for New Business Upload, contact your BMS Vendor using the contact information below: To set up WARP for TAM, contact canadawarpsupport@appliedsystems.com to request Aviva be added to Real-time Warp upload. To set up KealConnect for sigxp, send an email to helpdesk@keal.com. A member of their support staff will be dispatched to complete the configuration. To set up NexCenter for PowerBroker, TAM or sigxp: Existing NexCenter brokerages interested in switching their NexCenter New Business transaction for Aviva from scripting to web service, contact Brovada Support via support@brovada.com, or 1-877-276-8232, option 1. For brokerages that do not have NexCenter, contact Brovada Sales via sales@brovada.com, or 1-877-276-8232, option 2. NOTE: If you are not currently using Gateway for new business upload with Aviva, please contact your Business Development Specialist prior to contacting your BMS Vendor. 1
Table of contents System Requirements 3 Uploading New Business using Applied Systems WARP 4 Uploading New Business Using KealConnect 6 Uploading New Business using NexCenter 7 Aviva Broker Portal Review and Submission 9 Troubleshooting Rejected Policies 16 Additional Information and Technical Support 17 Abbreviations and acronyms Below is a list of terms used throughout the guide: BDOS BMS TAM PAC PPV WIP Business Development Operations Specialist Broker Management System The Agency Manager Pre-authorized chequing Private passenger vehicle Work in progress Special Notes The workflows in this user guide are examples of standard BMS workflows and illustrate the end-to-end process for uploading a policy. Before making any changes to your system or workflows, please contact your BMS vendor for support. 2
System Requirements The new business upload will work with many of the previous versions of your Broker Management System (BMS). For optimal results and support, these are the suggested system requirements: Applied Systems WARP supports older versions of TAM however, TAM v.12 is recommended. Keal Technology s KealConnect requires a more current release of sigxp 2010.03.416. Brovada recommends that the latest NexCenter Client (v.3.5.1.24) be installed before running upload and provides support as follows: PowerBroker v.3.3 or higher is supported, however running v.4.4 or higher is recommended. Current release is v.4.9 Applied Systems TAM v.7.0 or higher is supported. Recommended versions are TAM v.11 or TAM v.12 All versions of sigxp are supported Mandatory System Configuration Our new business solution requires changes to your BMS configuration in order to assign the new business policy to the appropriate book of business (subagent). To enable this workflow, you must complete a one-time set up to add your Aviva subagent information to your BMS company configuration. One Time Change The Aviva subagent numbers map 1:1 to the contract numbers/agency codes used by your BMS, with some differences in format. You will need to update the contract numbers/agency codes with the Aviva subagent values. Aviva Canada s number format is an 8-digit number. First digit is the Aviva Company/Legal Entity number as shown in the chart below. Remaining digits are the subagent number with zero padding. Aviva Company/Legal Entity 1 st digit Aviva Insurance Company of Canada 1 Aviva Traders 2 Aviva Scottish and York 4 S&Y Insurance (Newfoundland Auto) 5 Aviva Elite (Vantage+) 6 For example: Contract code "10000888 represents '1' Aviva Insurance Company of Canada + zero padding + subagent '888' Contract code "20012345" represents '2' Aviva Traders + zero padding + subagent '12345' Additional Information and Support The contract numbers and agency code setup is different for each BMS. Applied Systems TAM: update the agency codes in the Company Detail/Company Agency Codes Screen. Zycomp s PowerBroker: update the agency codes in the Insurance Companies Agency Code & Sub-Address Table. Keal s sigxp: update the contract number in the Company Setup screen. For questions about the configuration change, contact your BMS vendor s technical support team. You will need your Aviva Canada contract numbers/agency codes. If you need to review which contract numbers/agency codes you would like to add to the new business upload workflow, contact your (BDOS). 3
Uploading new business using Applied Systems WARP Uploading new business using Applied Systems WARP After selecting the policy, review all information and update as required before uploading. Click on the Real Time icon for the policy that you are uploading. An error screen will appear if a policy can t upload, providing details of the issue(s). Your user name and password must be valid to be able to upload new business transactions to the Aviva Broker Portal. One of these messages will appear if your username and password were not authenticated. 4
Uploading new business using Applied Systems WARP Selecting Policy - General Status will provide Aviva specific messages providing details of the error and the URL for AvivaAvantage where you can change your password or reactivate your suspended account. Ensure that your user name and password in your WARP configuration matches your AvivaAvantage user credentials.. When the username and password match, you can re-upload the policy. When the new business has been successfully uploaded to the Aviva Broker Portal WIP, a window will appear, providing the Aviva policy number. Refer to the Troubleshooting section for a complete list of error messages, their possible causes and required action. 5
Uploading new business using KealConnect Uploading New Business Using KealConnect After logging on to sigxp, go to the Customer screen. Review and update all information before uploading the policy. Select File - Send To - KealConnect to upload the policy. When KealConnect has launched, select Upload Auto NBS or Upload Home NBS and click Send. An error screen will appear if a policy can t upload, providing Aviva specific messages, detailing the issue(s). A link to AvivaAvantage will appear where you can change your password or reactivate your suspended account. Ensure that your user name and password in your service setup for KealConnect matches your AvivaAvantage user credentials. When the username and password match, you can re-upload the policy. When the new business has successfully uploaded to the Aviva Broker Portal WIP, a window will appear, providing the Aviva policy number. That policy number will be populated in the BMS. Refer to the Troubleshooting section for a complete list of error messages, their possible causes and required action. 6
Uploading new business using NexCenter Uploading new business using NexCenter The workflow illustrated here uses PowerBroker as the BMS and would be the same when uploading from sigxp or TAM. After logging on to PowerBroker, select the Policies option. Review and update all information before uploading the policy. Click the NexCenter integration tool button. 7
Uploading new business using NexCenter NexCenter will launch and transaction options will appear. Select New Business. For some brokers, a Client Validation screen will appear where you can confirm your customers name, address and other information ( Insured or Risks tab) before uploading the policy. You can choose to suppress this screen and continue with the upload process. Click OK to continue. When the new business has been successfully uploaded to the Aviva Broker Portal WIP, a window will appear, providing the Aviva policy number. An error screen will appear if a policy can t upload, providing details of the issue(s). A link to AvivaAvantage will appear where you can change your password or reactivate your suspended account. Refer to the Troubleshooting section for a complete list of error messages, their possible causes and required action. 8
Aviva Broker Portal - review and submission Aviva Broker Portal - Review and Submission You will receive notification when the policy has been successfully uploaded, providing the Aviva policy number. The policy is now ready to be retrieved, reviewed and released in the Broker Portal. Copy the policy number provided as you will need it to retrieve the policy in WIP. Clicking on the Close button will end the session and close the browser. You can now log on to the Aviva Broker Portal and retrieve the policy from WIP. Paste the policy number here. 9
You may be directed to one of the Client or Policy screens, depending on the completeness of the information provided; or if verification is required to ensure accuracy. You will be navigated to the Client Entry screen when: We are unsure that the named insured/s uploaded correctly. Mandatory information is missing. Make the necessary corrections to continue to the new business policy. Legal and Mailing Addresses The Aviva Broker Portal can capture three addresses; legal, mailing and risk (property). However, only two of the addresses can be uploaded. The address from the Applicant or Customer screen in your BMS may be mapped to both the legal and mailing address in the Aviva Broker Portal. If the legal and mailing addresses are different, they must be adjusted manually. 10
Notes The following note will be added to the policy: Subject: New Business Upload Description: Policy was uploaded via the new business upload process Alert Notifications This Alert Notification may also appear. One note will generate and may contain various messages. Please review the policy before proceeding and take the appropriate action. Driver Allocation - Validate driver assignment Carefully review policies with multiple drivers or vehicles to ensure accurate assignment. Risks - One or more risks were not uploaded Only private passenger risks and stand alone motorcycle policies can be uploaded. Any miscellaneous risks, including Private Passenger Trailers, must be added directly in the Aviva Broker Portal. Risks - One or more Umbrella risks were not uploaded Umbrella risks must be added to the policy directly in the Aviva Broker Portal. All other risk types are supported, including Scheduled Articles and Boats, Motors & Accessories. Coverages & Endorsements - Following were not uploaded Review the coverages and endorsements on the vehicles or risks in the message and apply any required coverages and/or endorsements manually. 11
Data Fields The quality and quantity of data that is uploaded successfully varies, based on the BMS and your diligence in capturing the information within your current processes. Most information that is captured in your BMS will be uploaded to the Aviva Broker Portal. To reduce the amount of data entry, certain fields will have pre-assigned default values. Defaulted values can be replaced with more accurate information if available. Fields that do not affect rating or eligibility may have pre-assigned default values. Claims Most claim details will be mapped from the BMS, except the following: Charged - This field will be left blank for user selection, except where payment is made under Comprehensive or Specified Perils which will default to No. All Property claims will default to Yes. Claim Code - User selection is required as there is no 1:1 match between the BMS and Aviva Broker Portal values. 12
Driver/Claims Allocation Careful review of the Driver and Claims Allocation is required on all Automobile policies. Boat, Motors and Accessories A separate risk is created during the upload process for every Boat, Motor or Accessory on a policy. Before releasing the policy, Motors and Accessories should be combined as items under a single risk. Add the second risk as item #2. 13
Remove risk #3 Billing Details Broker Bill, Direct Bill and Pre-Authorized Payment from your customers bank account are supported. Credit card information cannot be uploaded. If your customer pays by credit card, process the payment as usual. 14
System Errors and/or Underwriting Messages You will be navigated to the Messages screen if there are system errors or underwriting messages. Before you can proceed to the Rating Summary screen, all errors/messages have to be cleared. Verification of Coverages There may be instances where Additional Coverages and/or Discounts/Surcharges do not transfer correctly or not at all during the upload. De-select any that are not applicable and re-select the correct items. Un-check the items that do not apply. Select the items that apply. 15
Troubleshooting rejected policies Troubleshooting rejected policies The following charts provide guidance on troubleshooting policies that cannot be successfully uploaded. These error messages will appear on the Transaction Result screen in your BMS. If your Aviva user name and/or password have expired, or your account requires reactivation, the following error messages may appear: Error # Error Message Issue Resolution D106E Unable to upload - Authentication Error. Incorrect Username and Password Incorrect user name and password have been entered. Update your Aviva user name and password in your BMS and re-upload the policy. D107E D104E D109E Password Expired. Change password at https://www.avivaavantage.ca/ avantapp/dynamicmenu/menuservlet Account suspended. Reactivate account at https:// www.avivaavantage.ca/passreset/ avantage/pass_reset_request.jsp. User not authorized to perform upload Your Aviva Broker Portal password has expired. Your Aviva Broker Portal account has been suspended. Your are not sanctioned to upload new business. Proceed to the Broker Portal using the link provided in the error message to reactivate your account. Proceed to the Broker Portal using the link provided in the error message to reactivate your account. Contact your BDOS. If you are missing critical information in your BMS to successfully upload a policy to the Broker Portal, the following error messages may appear: Error # Error Message Issue Resolution I200E Invalid Company to Agent Number Combination I206E Unable to upload Invalid/Missing agent code I112E Unable to upload maximum number of vehicles exceeded. I109E Unable to upload maximum number of risks exceeded I113E Unable to upload maximum number of drivers exceeded. I300E Unable to upload missing Named Insured: Street Address I301E Unable to upload missing Named Insured: Province I302E Unable to upload missing Named Insured: Postal Code I303E Unable to upload missing Named Insured: Name I304E Unable to upload missing Named Insured: Surname I305E Unable to upload missing Named Insured First Name I103E Unable to upload policy expiry date information is missing I102E Unable to upload policy effective date is missing I105E Unable to upload Policy Term is > 12 months Policy uploaded with wrong company Agent code is missing in the BMS set up. There are more than 10 vehicles on the policy There are more than 9 HAB locations risks on the policy There are more than 9 drivers on the policy Basic policy information is missing Term of the policy is greater than 12 months On the Agent/Broker or Broker/Prem screens, entry in the field Your Premium Will Appear On Your Statement As must represent the Aviva Company. Correct in BMS and re-upload the policy. Complete the missing information in your BMS settings and re-upload the policy. Not an upload issue, the Broker Portal cannot support more than 10 vehicles. Not an upload issue, the Broker Portal cannot support more than 9 risks. Not an upload issue, the Broker Portal cannot support more than 9 drivers. Complete the missing policy information in BMS and re-upload the policy. Correct the term of the policy in BMS and re-upload the policy. 16
Error # Error Message Issue Resolution I107E Unable to upload HAB form code is missing I108E Unable to upload Occupancy is missing I100E Unable to upload Company Code is missing I110E Unable to upload Risk information is missing. I101E Unable to upload Broker Contract information is missing I104E Unable to upload Effective date is > 120 days or <270 days of upload date One or more of the following fields on the application are blank or incorrect: Location-Cov1: Form No., Form Type and Rating Plan Location-Rate 1: Occupancy Basic policy information is missing. Company Code is missing in the BMS set up There is no risk on the policy Producer Info or Contract Number is missing. The effective of the policy cannot be greater than 120 days or less than 270 days from the date in which the policy is being uploaded. Contact Concierge Assist if the following error message appears: Unable to upload - system error (#) has occurred - please contact Aviva support If you are unable to resolve any other issue, please contact Concierge Assist. Email: Conciergeassist@avivacanada.com Toll free: 1 888 827 7477 Complete/correct the values in the BMS and re-upload the policy. If the values are complete and accurate, report the issue to Concierge Assist. Complete the missing policy information in the BMS and re-upload the policy. Correct in the BMS and re-upload the policy Complete the missing information in the BMS settings and re-upload the policy. Correct the effective date of the policy in the BMS and re-upload the policy. 17