Risk Management 201. Supplement. Customer Support

Transcription

1 201 Supplement Customer Support Host Based Internet Based Innovative Enterprise Software (IES) IES Access and Access Plus

2 Copyright Acknowledgements Copyright 2005 by Innovative Computing Corporation. All rights are reserved. This document contains proprietary and licensed information. Only the licensee of the Innovative Enterprise Software who is a party to a license agreement with Innovative Computing Corporation (ICC) is authorized to have a copy of this documentation. Such licensee may make copies of this documentation in accordance with the license agreement to which it is a party and solely for the internal convenience of the licensee. No copies may be made for any other reason. In particular, no one may make copies of this document (except as mentioned above), create derivative works or compilations with this documentation and no one may republish, redistribute, sell, rent, lease or use this document in connection with any commercial activity, including without limitation the use of this work in support of or in conjunction with any service or service offerings. The licensee should consult the license agreement to which it is a party for a description of its rights and obligations with respect to the software and this documentation. In the event any provision herein conflicts with a provision of the license agreement between the licensee and ICC, the terms of the license agreement shall control. Trademarks Disclaimer Innovative Enterprise Software is a registered mark of Innovative Computing Corporation. IES, IES Access, IES Access Plus are registered marks of BetaZone, Inc. All other marks are property of their respective owners. This document may contain technical and/or typographical errors. Revisions are continually incorporated for future releases, and all information is subject to change without notice. Innovative Enterprise Software 5924 N.W. 2nd Street, Suite Old Hickory Blvd., Suite 290 Oklahoma City, OK Brentwood, TN Phone: (405) Phone: (615) Fax: (405) Fax: (615) Customer Support Host Based Internet Based Innovative Enterprise Software (IES) IES Access and Access Plus

3 Introduction to I. Overview The system is part of the IES system designed to manage claims and risks for Truckload Motor Carriers. This system includes Safety, Cargo Claims, Liability and Workers Compensation modules. A. Safety Module The Safety module is at the core of. This module provides tools to gather and analyze statistics about each accident or incident, each claim ending in litigation and information related to a driver occurrence. Use this Module for: 1. Violation detail tracking 2. Terminal inspections 3. Accidents and incidents 4. Driver point tracking 5. On-road inspections 6. Driver performance analysis 7. Drug and alcohol testing B. Liability Module The Liability module tracks detailed claimant information including details on the vehicle, property, other insurance companies, injuries and miscellaneous involved parties. This module also maintains information on claim type and status, driver name and occurrence date and time. C. Cargo Claims Module The Cargo Claims module facilitates cargo claim processing. This module allows Users to track detailed cargo loss data by loss type, shipper, consignee, customer claim number, driver, unit order number or entry date. This also provides a link to OS&D reports, based on the order and dispatch number. D. Workers Compensation Module The Workers Compensation module allows the User to handle all requirements related to workers compensation obligations including: 1. First report of injuries 2. Workers Compensation details 3. Daily tracking of work duty status per employee 4. Tracking of treatment facilities and diagnoses 5. Inclusion of Workers Compensation comments 6. OSHA logs and summaries 7. OSHA report entries Introduction to 1

4 II. Main Menu IES software is a menu based system. This means that Users will select options from menus. These options will then switch the system to another screen with either new menu options or tasks and fields to be completed. A. Working with Menu Options 1. After logging into the IES system, and any time afterwards, the menu can be opened from the Main Menu screen. 2. When a + sign is visible in the bottom right corner of a menu or screen, use the Page Down and Page Up buttons on the keyboard to scroll through the screen pages. 3. Menu options can be selected at any time by typing the menu option number in the Enter Option field. B. Begin Working in 1. Log into the system. This will automatically open the system to the Main Menu screen. 2. Scroll to the Main Menu and type the option number in the Enter Option field at the bottom of the screen and Press ENTER. In the example above, the number 43 would be entered to select the Main Menu. Menu option numbers, this number included, will vary with the setup of the system and the permissions of the User. The text of this document will refer to menu names rather than numbers due to this variation. Screen shots will show numbers, but Users should always verify these on their own computers before proceeding. Introduction to 2

5 The Main Menu (illustrated below) offers the primary tools needed for work within this set of modules. 1. The Safety Menu - option ties codes to accidents and incidents. 2. The option ties dollars to the risk and safety elements. 3. The Workman s Comp. - option maintains full worker claim detail. 4. The Cargo Claims - option maintains full claim detail. Introduction to 3

6 Safety Control Defaults I. Overview Safety Control Defaults control how the system will track claims and control accidents vs. incidents and major vs. minor accident/incident levels for each company throughout the system. This system will also allow you to make settings allowing payment posting to the Accounts Payable system via a flag on the screen. In the User s Guide, this is referred to as Company Control Default Entry. A. Change the Safety Control Defaults (Applies to all Companies) 1. While in the Safety - screen, enter the menu option for Company Control Default Entry, which is found under the System Options list. 2. This will open a four page set of screens each titled Safety Control Defaults. 3. While using any of these four screens the following keys may be used: a. Press F1 for detail on any field question or for possible answers for the screen. b. If a [?] is shown beside the field,? can be entered in the field to show a list of possible codes for this field. c. Press F3 to exit the screen without saving any changes d. Press F5 to save the data and exit the Safety Control Defaults screens. e. Press F10 to refresh the data this will remove any current changes to the screen. f. Press Page Down to move to the next screen 4. Default settings for claims will be set on the Safety Control Defaults PAGE 1 screen. a. Verify and if needed, update each entry on the screen according to the needs of your company. b. Make entries by typing directly over the existing data. c. Press Tab to move between entries. d. For the purpose of this training, verify or update the following settings (the Training Entry column indicates what will be needed for this class): Field Name Purpose Valid Entries Training Entry Claim Defaults Count Claims for ear? Indicates if the system will count claims for the year. /N Disply Count on Claims Master? Indicates if the number of claims for the year displays on the Claims Master /N Safety Control Defaults 4

7 Current Claim ear Indicates the year for which the system is currently tracking claims. (the current four digit year) Current ear Current Claim Count Displays the current total number of claims for your company. Will vary as this is based on internal counts Do not change. Previous Claim ear Displays the last year your company filed a claim prior to the current year. Will vary as this is based on internal data Do not change. Previous Claim Count Indicates the total number of claims prior to the current year. Will vary as this is based on internal counts Do not change. Claim Number Type This field indicates the form in which the system creates claim numbers 1 = Date / Time Combination (Example: ) 2 = / Sequence # Combination 2 = / Sequence# Combination (Example: ) 3 = Pure Sequence # (Example: 1, 2, 3) System Accident/ Incident Control?: N (/N) Determines if the system will control the code that displays on Accidents (A) and Incidents (I). / N Safety Control Defaults 5

8 Accident/Incident Control Limit Determines the monetary amount required to change an incident to an accident. Enter a figure only if the previous entry was. For example, if you keyed a in the previous field and the amount you keyed in this field was , when the cost of the accident/incident reaches $5,000 the system automatically changes the incident to an accident status. Monetary Value dependent upon company policy (Press Enter after typing this figure) If the previous field contains an N, this field should be 0. Unless you require them, do not enter decimals. TIP: Many organizations base this number on company deductibles System Major/Minor Control? Determines if the system will control the Major or Minor code on the accident / incident. / N N WARNING: Only the Major/Minor setting or Accident/ Incident setting may be active at one time. Major/Minor Control Limit Value that determines when an incident / accident changes from a minor incident / accident to a major incident / accident. If the previous field contains an N, this field should be 0 Monetary Value dependent upon company policy (Press Enter after typing this figure.) 0 Safety Control Defaults 6

9 Use Acc.Insurance vs. Detail Rpt? A will replace the default report with the Accident Detail Insurance report. The default for this field is N. / N N DOT Required Use this field to indicate if you want to be able to print a report of all DOT recordable Accident/ Incidents. If you key a in this field the person entering a claim on the ACCIDENT / INCIDENT DETAIL ENTR screen will be required to indicate if the claim is DOT recordable. / N ATA Required Use this field to indicate if you want to be able to print a report of all ATA recordable Accident/Incidents. / N N If you key a in this field the person entering a claim on the ACCIDENT / INCIDENT DETAIL ENTR screen will be required to indicate if the claim is ATA recordable. e. Press Page Down to switch to the next screen. 5. Accounting system interfaces, system terminology and field names will be determined on the 'Safety Control Defaults Page 2 screen. a. For the purpose of this training, verify or update the following settings (the Training Entry column indicates the entry that will be needed for this class): Safety Control Defaults 7

10 Field Name Purpose Valid Entries Training Entry Interface File Defaults Accounting Interface Version : Use this field to determine with which ICC accounting version you wish to interface this Safety System. To select an accounting interface version, key a? in this field and Press Enter. Make a selection (1,2 or 3) and Press Enter in the popup box. This will return to the main screen and complete the entry. 1=I R5-ICC Software - ITSR5 2= IR4-ICC Software - ITSR4 3= I93-ICC Software - I93 IR5 Interface w/ Accounts Payable? Indicates if should interface with the Accounts Payable system. / N Note: This must be a in order to complete the section of this guide on the AP Interface Show Drivers with Deletion Flag?: (/ N) Indicates if drivers that have been flagged for deletion should be displayed on the "Driver Selection" screens. / N Replace Terminal with Domicile? Indicates if all Terminal fields should be replaced by Domicile fields in the system. This will change the field names and, in your home system, should be based on your company s terminology. / N N Safety Control Defaults 8

11 Mini Menu Program Name Use this field to enter the name of the mini menu program you want to run. Leave this field blank, if you use the mini-menu based on the user s ID. Varies Blank Note: A mini menu provides access to a program that interfaces with IES. For example, a mini menu might interface with your imaging system to allow for paperless processing of risks. See the IES User s Guide for more information on mini menus. Current Posting Period Book Month / ear Use this field to determine the current General Ledger book month to post the claims data. MM / (Example: 03 / 2004) Current Month and ear Note: This data needs to be updated manually and on a monthly basis. b. Press Enter to complete the field entry on the screen. c. Press Page Down to switch to the next screen. 6. Many of the fields that the system will display will be determined on the Safety Control Defaults Page 3 screen. a. For the purpose of this training, verify or update the following settings (the Training Entry column indicates the entry that will be needed for this class): Safety Control Defaults 9

12 Field Name Purpose Valid Entries Training Entry Display Line Item Fields Each of these fields determines if this field displays in the system. Placing a in any of these fields will include the field on system screens where appropriate. In these fields, the following abbreviations are used: Viol.=Violation Clmt. = Claimant Veh.=Vehicle VIN=Vehicle Identification Number Display Subrogation Flag? Display Salvage Flag? Display Driver Probation Info.? Display Driver Attorney? Display Viol. Handling Info? Display Viol. Fine Amount? Display Viol. Penalty Amount? / N / N / N / N / N / N / N Display Viol. Status? / N Display Viol. Court Info.? Display Clmt. Attorney Info.? Display Clmt. Veh. VIN#? Display Clmt. Veh. Salvage Flag? Display Clmt. Property Serial#? Display Clmt. Inj. Restrictions? / N / N / N / N / N / N Safety Control Defaults 10

13 Display Insurance Limits: / N 7. Notes: a. The fields that are located in this section have to first be initialized by entering your last period figures. After the Review of Claims Information report is processed, the program will update these fields with the new figures. b. ou will need to initialize these two fields before running the Review of Claims Information report the first time. If you do not update these fields, the report program will assume that the fields are zero. c. Initially, use these fields to enter your last period s figures for total court cases pending closed for bodily injury/property or cargo damage. Field Name Purpose Valid Entries Training Entry Total Court Cases Pending Closed Last Period These fields indicate the total court cases pending that were closed last period for Bodily Injury/Property Damage (BIPD) and Cargo claims Will vary as this is based on internal data start with 0 for class Bodily Injury / Property Damage 0 Cargo 0 d. Press Page Down to switch to the next screen. 8. Many of the fields that the system will display will be determined on the Safety Control Defaults PAGE 4 screen. a. For the purpose of this training, verify or update the following settings (the Training Entry column indicates the entry that will be needed for this class): Safety Control Defaults 11

14 Field Name Purpose Valid Entries Training Entry Work Comp Scheduled Payments Last Payment made ToDo Code: This indicates what action will be prompted to be done after the last payment is made. Each time a payment is completed, this task will be added to the ToDo list for the claim. Select an option by placing a? in the field and selecting the appropriate ToDo action from the resulting pop-up window by placing a 1 in the field to the left of the action. DRVRI Note: ToDo options are used to allow activities to be scheduled from a central location. These activities can be entered by the person who needs to do an activity or the activity can be entered and then assigned to another person. This option serves as a type of automated calendar with common ToDo functions. Options Include: D: DIAR Followup on claim A: DRVRI Interview driver about incident M: INDEX Send an Index Form 1: MED Get Medical Report A: DRVRI A INTERVIEW DRIVER ABOUT INCIDENT A: PERSONAL Appointment 1: POLICE Get Police Report S: RESERV Reserve Instructions will follow later in this class for adding new ToDo codes. b. This is the final of the four screens. Press <F5> at this point to save the data entered on the previous four screens and to return to the SAFET-RISK MANAGEMENT screen. Safety Control Defaults 12

15 9. Repeat Steps 1-7 for each company that will be active in the system. Settings may vary between companies if needed. For the purpose of this training, only one company is needed. B. Review: Safety Control Defaults Change the Safety Control Defaults for Each Company C. Lab: Safety Control Defaults Safety Control Defaults 13

16 Setting Up a New Company I. Overview Before beginning work in the IES Risk and Safety Management modules, you must first enter basic company and user information. This information customizes the system to your own company and works in the creation of claims and reports. A. Company Master The Company Master File contains company information used throughout the IES software to customize the software to the needs of the company. This file includes the codes for the company as well as its contact and user information. Later, you will use the Company Master File to set company and individual system access. Typically, the Company Master File would be set up for a carrier during the implementation process. Later Users may edit this file for additional companies under a single organization or changes to the core organization. During this training course, Users will use the steps below to create a new company, which they will use for the extent of the training and their exercises. When working in some organizations create multiple companies for different types of claims. This allows for sequential cargo claim numbers and grouping of accident and workman s compensation claims within each company. Companies may be divisions, terminals or departments within the company. Later, it will be recommended to use one of the Sequence claim number types when setting the Safety Control Defaults. Follow-up Warning: Adding multiple companies may have the benefit of different sets of sequential numbers for each division, terminal or department, but doing this runs the risk of different sets of files for more than one company. our organization will need to make the decision as to which method is best for the company in the long run. B. Set Up New Company 1. From the Main Menu, which was accessed using steps in the previous section, enter the option number for Safety - in the Enter Option field and Press ENTER. 2. This will switch to the Safety- screen. 3. Scroll down the menu, using the Page Down key to find the Company Security Entry option under SSTEM OPTIONS. 4. Enter the menu option number in the Enter Option field. 5. This will place the User in the Work with Company Masters screen. Users have several options for proceeding: Setting Up a New Company 14

17 2 4 5 Revise: Edits an Existing Company Delete: Removes an Existing Company Display: Shows Records for an Existing Company Users may type any of these three numbers in the Act field to the left of the chosen company to perform the action. Press Enter after the selection. F9 Create a New Company This key may be pressed while the cursor is anywhere on the screen. For the purpose of this training, all students now should create a company that they will use for the remainder of the class. 6. Create a new company by pressing the F9 key. 7. This will switch to the Company Master Detail Entry screen. a. Enter the company code based on portions of the company name. Users can not change this field later. b. Enter the company name and address information in the fields present. c. After entering the phone number, press Enter to complete the formatting of this number. d. Use the Co#/ear/Seq# fields to enter the following information: Co# -- Enter the identification number for your company. ear Automatically displays the current year. Seq# - Indicate the last sequence number used for a claim. A completed Company Master Detail Entry screen is below: 8. Press F5 to update the database with the new company. 9. After pressing F5 the new company will be shown on the Work with Company Masters screen. 10. Press the Page Up or Page Down keys to scroll between new and existing companies. Setting Up a New Company 15

18 11. If needed, repeat steps 6-11 of Setting up a New Company for each company on the system. For the purpose of this training, only one company will be created by each student. II. Setting Available Programs for the Company Available Programs refer to the portions of the IES system that are available or authorized for use by the carrier. Programs are elements of the main system, which may or may not be used depending on company policy. The setting of available programs must be completed for each company. Note: In the User s Guide, this is referred to as Company Security Entry. Tip: Limiting the programs that are available to the company or individual users will limit the number of options the user views in the system. This may help to minimize user confusion when they select appropriate programs for their daily work. The company may change these settings later by reusing the steps below. Changing these settings may affect the options and available programs seen on the menus. A. View/Change Available Programs for the Company 1. Select to revise your new company by placing a 2, for Revise, to the left of your company in the Work With Company Masters screen and pressing Enter. 2. This will return to the Company Master Detail Entry screen. 3. Press the F16 key (Shift + F4) for Programs Available. On the resulting Programs Available to Company screens, users may change the status of each program on the company s IES system by typing a 1, 2 or 3 beside the program. Each status refers to the program listed to the right of the status number. Later, each program can also be limited per user. There are three options for program status. These are: 1 Display Only Allows company employees to view data in this program, but not to edit or delete data. 2 Edit Allows company employees to view and edit data in this program. 3 Edit / Delete Allows company employees to fully edit and delete data in this program. Setting Up a New Company 16

19 4. For the purpose of this training, verify that a 3, for Edit/Delete, is to the left of each program in the system. This will give the company being revised, the full ability to edit or delete any data in all of the programs in the system. Note: The Edit/Delete setting is the most complete program setting. It is used in this training so that all programs can be accessed. Depending on the needs of your company, this might not be the appropriate setting on your own system. When you return, change these settings based on your own company s needs. This setting may be changed at any time by an authorized user. 5. Use the Page Down or Page Up keys to move within the list of programs. 6. Once all programs have the correct setting, Press F5 to update the database. 7. This will return the system to the Company Master Detail Entry screen. 8. Repeat steps 1 7 of Setting Available Programs for each company. For the purpose of this training, only one company will be set up by each student. Warning: There are several screens of available programs. Verify that each program on each screen is set correctly. III. Setting User Authority User Authority refers to the portions of the IES system that are available and authorized for use by individual employees. This is similar to the Available Program settings above, but controls the programs available to individual users. This can be used to control access to secure portions of the software or data or may be used to limit User options to those needed for daily duties. Setting Up a New Company 17

20 A. To View or Change the Authorized Users for the Company 1. While on the Company Master Detail Entry screen, reached in the previous set of steps, press F14 (Shift + F2) for Authorized Users. 2. This will move the system to the Work with Authorized Users screen, which will show all current company IES Users. a. There are three options for user authority status, which can be used to select and work with any of the listed users. These are: 2 Revise Open the selected User in a new set of screens on which the User s authority levels may be changed. 4 Delete Deletes the selected User from the list and the IES system. 5 Display Displays information for the User, but does not offer the ability to edit the User information. b. These options work by typing the appropriate number to the left of the selected user. c. New Users can be added with the F9 function key. B. Add a User before Setting User Authorities 1. For the purpose of this training, press the F9 key to add a new user. In this class, add yourself as a user with your current signon ID. a. This will move to the Authorized User Detail Entry screen, where information for the new User may be entered. In this screen, the Company Code and Company Name fields are fixed and can not be edited. The company is based on the company previously selected in the Work with Company Masters screen. Enter the User s Name, Signon ID and Job Title in the appropriate fields Note: The User Name field is made up of several fields. Each should be completed if possible. The first of these fields is for the user s title (Mr., Ms. etc.), the second is for the first name, third for the middle initial, fourth for the last name and fifth for any suffix (Jr., Sr., II, etc.). Once the user s data is complete, Press F5 to update the database. Setting Up a New Company 18

21 C. Set the Authority for the New User After adding a user in the previous step, you will be returned to the Work with Authorized Users screen. ou will need to select the user so that his or her authority levels may be set. These settings will control the ability of that user to run the software and will control what menu options are available to him or her. This setting may be changed at any time by an authorized user. 1. For the purpose of this training, select to Revise the user created in the previous step by typing a 2 for Revise beside his or her name. 2. Press Enter. 3. In the Authorized User Detail Entry screen, press F13 to assign programs to the user. a. This will move the system to the Program User Authorized to by Status screen, which is comprised of multiple screens. b. These screens show: The status of the user in the first User Auth field; the user s status will be blank for a new user. The status of the company in the second Co Auth field; the status of the company was set through the steps completed in the previous section, and can not be changed from this screen. Entry in the Sts field can be: O=Open C=Closed R=Reopened The Program Name field, which indicates the program for which the user will be authorized. The Program Description field, which is the description for the program just mentioned. Like the Company s Programs Available, three status types exist for each program. IES lists each program available in the system. ou can change these uniquely for each user. These levels of security are: 1 Display Only Allows the selected user to view data in this program, but not to edit or delete data. 2 Edit Allows the selected user to view and edit data in this program. 3 Edit/Delete Allows the selected user to fully edit and delete data in this program. Setting Up a New Company 19

22 c. Change the setting for each program based on the authority the user should have to edit the data in the system. d. For the purpose of this training, enter a 3=Edit/Delete beside each program in the list. Warnings: There are several screens of user authorities and two columns of authority levels. Verify that each program on all of the screens is set as appropriate for the individual user. Use the Page Up or Page Down buttons to move between screens. Once the bottom of the list is reached, an alert stating: Bottom of File Reached will be shown at the bottom of the screen as shown below. Also verify that the correct field, the User Auth field, is the one being updated with the new level. As shown below, the same code may already be present in the Co Auth field directly beside the User Auth field. 4. When the user s authority for all programs has been updated, Press F5 to update the database. 5. This will return the system to the Authorized User Detail Entry screen. 6. Press F5 to update the data from this screen also. 7. Repeat steps 1 6 of Setting User Authority for each user. For the purpose of this training, only one user will be set up by each student. Setting Up a New Company 20

23 8. In the Work with Authorized User screen, Press F3 to exit the list of users and return to the Company Master screen. 9. Press F3 to return to the Safety - Menu. IV. Review: Setting Up a New Company In this section, we have covered the following elements of set up: Company Master -- customizes the system to the company Setting Available Programs for the Company -- determines the programs that are available to the company as a whole Setting User Authority -- manages how the company tracks claims and levels V. Lab: Setting Up a New Company Questions What fields are used to set up the company? How are User Permissions Assigned? Exercises ou will need three drivers and two tractors for the remaining lessons in this course. Create these at this time. ou will use the Driver and Tractor Master Files for this. The Driver Master File is a selection in the Master File menu, which can be reached from the Main Menu. The driver s contact information is up to you. Use existing divisions and fleet and driver managers. Ask your instructor to guide you through this as it has not been covered in this course. Write the drivers and tractor identification information down as you will use them later in other labs. Setting Up a New Company 21