OATS Registration and User Entitlement Guide

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1 OATS Registratin and User Entitlement Guide The OATS Registratin and Entitlement Guide prvides the fllwing infrmatin: OATS Registratin The prcess and dcumentatin required fr a firm r Service Prvider t gain access t the OATS Applicatin. OATS Users The prcess and dcumentatin required fr OATS Accunt Admininstratrs t create users in OATS. Manage Accunts The prcess OATS users fllw t manage their wn accunt. This User Guide is a cmpanin dcument t the fllwing OATS Resurces: OATS Reprting Technical Specificatins, This dcument prvides technical infrmatin related t OATS Reprting, including rder reprting respnsibilities, ROE and FORE layut, and descriptins f each rder reprt. OATS Web Interface and User Guide, lcated at This dcument prvides an verview f the OATS Web Interface. It describes the functinality and steps used t navigate, view, and take actin n OATS data and feedback. OATS Frequently Asked Questins, lcated at OATS Data Dictinary, This resurce prvides a descriptin f all data and feedback n the OATS Web Interface, including OATS fields definitins, allwable values, and cnditins that make fields mandatry. If yu have a prblem r questin and cannt find the slutin in the OATS Web Interface User Guide r in the abve mentined OATS Resurces, please cntact FINRA Business and Technlgy Supprt Services. Technlgy supprt is available frm 8:00 a.m. Mnday t 8:00 a.m. Saturday, Eastern Time. Business supprt is available Mnday thrugh Friday, 8:00 a.m. t 6:00 p.m., Eastern Time. Technical Supprt Business Supprt Telephne: Fax: WWW: T get mre infrmatin abut OATS, visit the OATS Web Pages at OATS Registratin and User Entitlement Guide 1

2 Cntents Chapter 1 OATS Registratin 3 Chapter 2 OATS Users and Privileges 6 1. OATS Accunt Administratr (OATS Administratr) OSO/Firm User OSO Read-Only User SFTP/FTP/IFT User... 7 Chapter 3 Create and Mdify OATS Users 8 Create r Mdify SFTP/FTP/IFT Users... 8 Create r Mdify OATS Accunt Administratr by SAA... 9 Create r Mdify OSO/Firm and OSO Read-Only Users Chapter 4 Accunt Management 19 T Edit r Change Yur Passwrd OATS Registratin and User Entitlement Guide 2

3 Chapter 1 OATS Registratin All FINRA, NASDAQ, and NASDAQ BX members that meet the definitin f a Reprting Member pursuant t FINRA Rule 7410 and receive and/r handle rders fr OATS reprtable securities must register fr the Order Audit Trail System SM (OATS SM ). Nn-member entities acting as a third party t transmit OATS rder infrmatin n behalf f a member firm must als register fr OATS. FINRA, NASDAQ r NASDAQ BX member firms with an OATS reprting requirement that fail t cmplete and return the abve frms r fail t perfrm all required registratin activities will nt be able t reprt OATS data; failure t reprt rder infrmatin is in vilatin f FINRA Rules 7450 and 7460 which may be cnsidered t be in vilatin f FINRA Rule Fr additinal infrmatin abut Registratin and OATS reprting, refer t FINRA Rules 7400 thrugh 7470 and Ntice t Members 98-33, 98-73, and Infrmatin abut OATS is als available via the FINRA Web Site at T register and gain initial access t OATS, the fllwing steps must be cmpleted: Step 1: Create a Reprting Mechanism Firms transmitting data n their wn behalf must prepare a system t reprt rder data t OATS. The OATS Reprting Technical Specificatins, OATS Web Interface User Guide and OATS Frequently Asked Questins shuld be used as references t identify the reprting requirements and available submissin methds. Firms cntracting with ne r mre third parties t transmit OATS rder data n their behalf must wrk with the third parties t determine the prper reprting prcess. Step 2: Fr FINRA Member Firms Submit a request t create Super Accunt Administratr (SAA) The FINRA Entitlement Prgram requires that each rganizatin designate a Super Accunt Administratr (SAA), wh will have the authrity t create, mdify and delete accunt administratr and user accunts fr the FINRA applicatins used by the rganizatin. In additin, the SAA can manage his r her wn access t thse FINRA applicatins. The FINRA Member Firms must submit a request fr Super Accunt Administratr (SAA) by cmpleting the frm Designating/Updating a Super Accunt Administratr (SAA), prvided in the belw link: pdf Submit the cmpleted SAA frm t: OATS Registratin and User Entitlement Guide 3

4 FINRA Entitlement Grup 9509 Key West Avenue Rckville, Maryland Fax: Upn receipt, a FINRA representative will cntact the firm and prvide the User IDs and initial passwrds fr all Accunt Administratr accunts requested. Create r Mdify OATS Accunt Administratr The Super Accunt Adminstratr (SAA) is respnsible fr creating and managing the OATS Accunt Administratr fr their firm. Refer t Chapter-3 fr steps t create an OATS Accunt Administratr. Fr Service Prviders Submit FINRA Entitlement Agreement (FEA) and a request t create OATS Accunt Administratr Service Prviders wh require access t OATS must submit an FEA prvided in the belw link: try/p pdf. Create r Mdify OATS Accunt Administratr Service Prviders must submit a request fr OATS Accunt Administratr by cmpleting the frm FINRA Accunt Administratr Entitlement Frm (AAEF), prvided in the belw link: try/p pdf The FEA entitles Service Prviders t FINRA, nn-public, cntrlled access applicatins. If yur firm already has a signed FEA n file with FINRA, this frm is nt required t gain access t OATS. T determine if yur firm has previusly submitted an FEA t FINRA, please call If n frm is n file with FINRA, please mail the cmpleted FEA, with riginal signature t: FINRA Entitlement Grup 9509 Key West Avenue Rckville, Maryland Fax: Step 3: Create OATS User Accunts SAA s are respnsible fr creating OATS Accunt Admininstratr and the OATS Accunt Admininstratr is respnsible fr creating and managing all OATS user accunts fr their rganizatin. Refer t Chapter 2 f this dcument t identify all OATS User Rles and the prcedure t create additinal user accunts. Step 4: Identify Testing Guidelines. OATS Registratin and User Entitlement Guide 4

5 Firms transmitting data fr themselves will initially be granted access t the OATS Certificatin Test (CT) envirnment nly. Any firm that will transmit data fr themselves r a third party may nt submit data t the OATS PD envirnment unless it has successfully transmitted t the OATS CT envirnment. Firms wh will cntract with ne r mre third parties t transmit OATS rder data will be granted access t bth the OATS Certificatin Test (CT) and OATS Prductin (PD) envirnments immediately. Step 5: Establish OATS Reprting Relatinships. Reprting relatinships establish a relatinship between a firm and an Order Sending Organizatin (OSO) fr purpses f transmitting and reprting OATS data. ALL firms must create Reprting Relatinships in bth the OATS Certificatin Test (CT) and OATS Prductin (PD) envirnments. Refer t Chapter 6 f the OATS Web Interface User Guide fr additinal infrmatin.) Step 6: Update OATS Cntact Infrmatin using the OATS Web Interface Firms must enter cntact infrmatin fr use by OATS technical and regulatry staff t identify the apprpriate persn(s) t cntact cncerning a variety f OATS-related tpics r issues. Refer t Chapter 6 f the OATS Web Interface User Guide fr additinal infrmatin. Step 7: Reprt Data t the OATS Prductin (PD) envirnment OATS Registratin and User Entitlement Guide 5

6 Chapter 2 OATS Users and Privileges OATS Users are prvided access t bth the Prductin (PD) and Custmer Test (CT) envirnments with a single user accunt per rle. There are fur user rles in the OATS Applicatin. Each user rle has a different level f access in OATS, and three f the fur user rles have access t the OATS Web Interface. The OATS user rles include: 1. OATS Accunt Administratr (OATS Administratr) OATS Administratrs have the highest privilege level in OATS. They are respnsible fr managing all OATS user accunts fr their rganizatin. There may be mre than ne OATS Administratr at an OSO. At least ne OATS Administratr will be designated as the primary Accunt Administratr in the FINRA Entitlement system. OATS Web Interface privileges fr OATS Administratrs include: Create, View, and Transmit rder data View and repair rejected ROEs View, create and edit Reprting Relatinships View, create and edit OATS Cntacts Obtain feedback frm OATS, including OATS Annuncements, Reprting Statistics, Out f Sequence and Match Results Create and edit User Preferences OATS Administratrs are cnsidered FINRA Accunt Administratrs and are authrized signers fr FINRA Entitlement frms. They als have privileges in FINRA s Entitlement system that allws them t: 2. OSO/Firm User Create, edit, and reset passwrds fr OSO/Firm User and OSO Read-Only user accunts using the FINRA Entitlement system. Request t add new and edit ther OATS Administratrs and SFTP/FTP/IFT user accunts t FINRA Entitlement OATS Web Interface privileges fr OSO/Firm Users include: Create, View, and Transmit rder data View and repair rejected ROEs View Reprting Relatinships View OATS Cntacts Obtain feedback frm OATS, including OATS Annuncements, Reprting Statistics, Out f Sequence and Match Results Create and edit User Preferences 3. OSO Read-Only User OATS privileges fr OSO Read-Only Users include: OATS Registratin and User Entitlement Guide 6

7 View rder data View rejected ROEs Obtain feedback frm OATS, including OATS Annuncements, Reprting Statistics, Out f Sequence and Matching Statistics Create and edit User Preferences 4. SFTP/FTP/IFT User SFTP/FTP/IFT Users transmit data t OATS via FTP r IFT. SFTP/FTP/IFT users are required t lgin t the FINRA Entitlement system prir t the first use f their accunt, in rder t reset their passwrd and prvide ther required infrmatin. SFTP/FTP/IFT users d nt have access t the OATS Web Interface. If access t the OATS Web Interface is needed, an additinal OATS User accunt must be created. OATS Registratin and User Entitlement Guide 7

8 Chapter 3 Create and Mdify OATS Users Create r Mdify SFTP/FTP/IFT Users T create r mdify an SFTP/FTP/IFT User, OATS Accunt Administratr must cmplete the SFTP/FTP/IFT Entitlement Frm belw and submit it t the FINRA Entitlement Grup. FINRA maintains accunt administratin rights t create SFTP/FTP/IFT user accunts. 1. Navigate t the SFTP/FTP/IFT Entitlement Frms page: 2. Select the apprpriate SFTP/FTP/IFT User frm. Please nte that Service Prviders and Member Firms have different frms. 3. Remember t designate an individual at yur rganizatin t receive files via SFTP/FTP/IFT by creating a recipient accunt at the belw ptin. Only ne recipient accunt is allwed per rganizatin. OATS Registratin and User Entitlement Guide 8

9 4. Submit the cmpleted Entitlement frm t: FINRA Entitlement Grup 9509 Key West Avenue Rckville, Maryland Fax: Upn receipt, a member f the FINRA Entitlement Grup will prcess the request and will cntact the user with the user accunt infrmatin. SFTP/FTP/IFT accunts, nce established, d nt expire. Imprtant! SFTP/FTP/IFT users are required t lgin t the FINRA Entitlement System, prir t transmitting data t OATS fr the first time, t establish the accunt and ensure it des nt expire. Create r Mdify OATS Accunt Administratr by SAA The Super Accunt Administratr has the ability t create and edit accunts fr Accunt Administratrs. Step 1: Access the Accunt Management site by lgging int the fllwing URL: Step 2: Enter the User ID and passwrd in the User ID and Passwrd fields, read the FINRA Terms and Cnditins and click I Agree. Nte: Clicking I Disagree prevents yu frm accessing the applicatin. OATS Registratin and User Entitlement Guide 9

10 Result: The Accunt Management: Hme screen pens. Step 3: Click Accunt Management frm the screen r navigatin panel t search fr an existing accunt r t create a new accunt. Result: The Start New Search screen appears. It is recmmended yu search the system first t verify that the individual des nt already have an accunt with yur rganizatin. Step 4: Click Create New Accunt frm the navigatin panel. OATS Registratin and User Entitlement Guide 10

11 Result: The Create New Accunt screen displays. Nte: All fields marked with an asterisk (*) are required t create a new user accunt. T systematically generate a User ID, enter the user s first and last names int the apprpriate fields and click the Generate a new User ID hyperlink. T systematically generate a passwrd, click the Generate a passwrd hyperlink. Nte: A new accunt autmatically defaults t an Initial Accunt Status f Active, meaning the user can access an applicatin as sn as they are prvided with the User ID and Passwrd. If the status is changed t Disable, the user cannt access the applicatin until yu activate it. The Legacy User ID is a read-nly field used by FINRA Accunt Administratrs. Optins: Select All - Shrtcut if all User privileges are needed fr the applicatin. Unselect All - Shrtcut if n privileges are needed fr the applicatin. Select All Admin - Shrtcut if all Administratr privileges are needed fr the applicatin. OATS Registratin and User Entitlement Guide 11

12 Rles: User - The ability t use the applicatin r functin. Administratr - The ability t see and assign a privilege t ther users. Privilege Viewer - Used nly by FINRA Accunt Administratrs. OATS Registratin and User Entitlement Guide 12

13 Step 5: Enter the apprpriate infrmatin int the fields in the User Prfile, Accunt Prfile, FINRA Infrmatin, and Applicatin Privileges sectins f the Create New Accunt screen and click the Save buttn lcated at the bttm f the screen. Result: The Create New Accunt screen displays. Step 6: Take nte f the new User ID and Passwrd, r highlight the bar t cpy the User ID and Passwrd, paste it int a dcument, and prvide that infrmatin t the user. He/she can nw access the applicatin(s). Nte: Use the Paste Special cmmand after cpying the User ID and passwrd s that the infrmatin will be visible. When the new user lgs int the applicatin fr the first time with the User ID and passwrd yu have prvided, they will immediately be directed t change his/her passwrd and select a Security Challenge questin and enter a Security Respnse. Nte: The date and time the accunt was created displays in the Accunt Created n field, and the user ID f the persn wh created the accunt displays in the Accunt Created by field. If the accunt was created by an FINRA Administratr, it will display FINRA. OATS Registratin and User Entitlement Guide 13

14 OATS Registratin and User Entitlement Guide 14

15 Create r Mdify OSO/Firm and OSO Read-Only Users OATS Accunt Administratrs are respnsible fr creating r mdifying OSO/Firm r OSO Read-Only users fr their firm. 1. Navigate t the User Administratin page f the FINRA Firm Gateway site. Tip: It is recmmended prir t adding a new user, that a search is cnducted fr the user s name t ensure that an accunt des nt already exist fr the user. 2. Enter the Last Name and ther knwn fields t search fr the user. Click Search. The search results will appear. 3. If the user appears in the search results, click n the user ID and then click n the apprpriate link t edit r mdify the accunt as necessary. 4. If the user des nt appear in the search results, click n the Create New Accunt link in the upper left f the screen. OATS Registratin and User Entitlement Guide 15

16 Nte: Field names which end with an (*) indicate a required field. 5. Enter the new user s First Name and Last Name in the apprpriate bxes in the User Prfile Sectin. 6. Enter a User ID r click n the generate a new User ID link next t the User ID bx. This will autmatically generate a new User ID. 7. Enter the Primary , Re-enter Primary , Primary Phne and ther knwn infrmatin in the User Prfile sectin. 8. Verify that the Initial Accunt Status is set t Activate in the Accunt Prfile sectin. 9. Enter a passwrd r click n the generate a passwrd link next t the Passwrd bx in the Accunt Prfile sectin. This will autmatically generate a new temprary passwrd. 10. Scrll dwn t the FINRA Infrmatin and Applicatin Entitlements sectins. OATS Registratin and User Entitlement Guide 16

17 11. In the Applicatin Entitlements Sectin, in the OATS Applicatin sub-sectin, d the fllwing: T add an OSO/Firm User: a. Select use frm the drp dwn bx next t the OATS Applicatin title b. Select use frm the drp dwn bx next t the OSO/Firm User. T add an OSO Read-Only User: a. Select use frm the drp dwn bx next t the OATS Applicatin title b. Select use frm the drp dwn bx next t the OSO Read-Only User. 12. Click the Save buttn t add the new user r the Cancel buttn t cancel the new user request. 13. If Save was clicked, the Accunt Management: Accunt Saved windw will appear, which includes the accunt infrmatin and the userid and passwrd ntificatin message. OATS Registratin and User Entitlement Guide 17

18 14. Highlight the gray bar, which appears just belw the text Yu can cpy-and-paste passwrd ntificatin data frm the fllwing bar: The userid and passwrd ntificatin data will be presented and available fr cpying and pasting int a resurce which can be used t ntify the user f their userid and initial passwrd. Within 24 hurs, the new User ID and initial passwrd may be used t access the OATS PD and CT applicatins. 15. Navigate t the OATS page t cntinue wrking in OATS. Nte: New User Accunts will be able t access OATS within 24 hurs. OATS Registratin and User Entitlement Guide 18

19 Chapter 4 Accunt Management OATS Administratrs manage the initial access f all firm OSO users int the OATS test and prductin envirnments. OATS Administratrs may als update and/r reset the passwrds fr OSO/Firm and OSO Read-Only users. T identify the list f Accunt Administratrs fr yur firm: 1. Click n the My Accunt link, lcated in the upper right f the screen. 2. Click n the Applicatins & Admins link in the My Accunt menu. The presented list identifes all f the applicatins t which yu are entitlement and the Accunt Administratrs fr thse applicatins. Users may als manage their wn passwrds. FINRA expires passwrds every 120 days, except fr SFTP/FTP/IFT user passwrds, which d nt expire. Upn expiratin f yur passwrd, yu will be prmpted t change yur passwrd using FINRA Entitlement. T Edit r Change Yur Passwrd 1. Click n the My Accunt link, lcated in the upper right f the screen. OATS Registratin and User Entitlement Guide 19

20 2. T edit Cntact r Security Infrmatin, update the editable fields presented n the screen and click Save. 3. T change the passwrd, click Change Passwrd. OATS Registratin and User Entitlement Guide 20

21 4. In the Current Passwrd bx, type yur current passwrd. 5. In the New Passwrd bx, type yur new passwrd. Passwrds must be at least eight characters and lwercase. 6. In the Re-type New Passwrd bx, type yur new passwrd again. 7. Click Cntinue t submit yur Passwrd Reset request. The Passwrd Changed cnfirmatin message will appear. 8. Click n the OATS Prductin r the OATS Certificatin Test link n the left side f the screen t cntinue wrking in OATS. OATS Registratin and User Entitlement Guide 21

22 Nte: OATS passwrds must meet the fllwing criteria: 1. Cntain at least eight characters 2. Cannt cntain yur user ID 3. Cannt cntain yur first, middle, r last name 4. Cntain characters frm at least three f the fllwing categries: Uppercase characters (A-Z) Lwercase characters (a-z) Numeric characters (0-9) Special characters (!, $, #, etc.) Cannt cntain the character "*", "&", "^", r "%" (asterisk, ampersand, caret r percent) FINRA expires passwrds every 120 days, except fr SFTP/FTP/IFT user passwrds, which d nt expire. OATS Registratin and User Entitlement Guide 22

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