Data Cleansing Module User Guide. Adviser Office. Data Cleansing Module User Guide. December December

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Douglas Hensley
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1 Adviser Office Data Cleansing Module User Guide December December

2 Contents Introduction... 3 Important Notes... 3 Setup and User Permissions... 4 Launching the Data Cleansing Module... 5 Running a Health Check... 6 The Dashboard... 7 Records with Potential Issues... 7 Committing Changes Unused Title Files Conflicted Ownership Issues Client Groups Refreshing Tests IRESS December

Introduction The Data Cleansing module helps you cleanse your data and keep it clean. When data is entered into a system it begins to degrade and keeping it clean can be a big task.

Routinely using this module as part of your business as usual processes will enable you to keep you data in good order and good data means that you will get better reporting and more value from the

3 Introduction The Data Cleansing module helps you cleanse your data and keep it clean. When data is entered into a system it begins to degrade and keeping it clean can be a big task. This module helps you get on top of that task and more importantly, keep on top of that task. Routinely using this module as part of your business as usual processes will enable you to keep you data in good order and good data means that you will get better reporting and more value from the system. Important Notes It is imperative that you have a current backup of your main database before committing any changes within the Data Cleansing module. If you do not have a current backup when you come to commit the changes, or at any other time during your cleansing exercise, you can close the Data Cleansing module. This will not lose any of the amendments that have not been processed and will present these fixes the next time you go back into the module. It is also important to understand that the changes are stored on a local computer before they are committed. If a user logs in to the Data Cleansing module the second time elsewhere, they will not find their changes ready to go as these will remain on the original local computer. Similarly if a second user logs in on the first PC, they will find the first set of changes made ready for committing. December

Setup and User Permissions The Data Cleansing module gives users the ability to change/delete a number of records in one process from the main database.

understands how you classify unit prices, schemes, managers etc. Please note that whoever you give access to must not be restricted by branch or division.

Access to the Data Cleansing module is granted through the User Details, Module Access screen.

In the example below I have selected Supervisor. Once the user has been selected, click on Module Access and tick the option for Data Cleansing.

4 Setup and User Permissions The Data Cleansing module gives users the ability to change/delete a number of records in one process from the main database. For this reason we recommend that you limit access to this module to just the system administrator or system supervisor, or to someone in your business that understands how you classify unit prices, schemes, managers etc. Please note that whoever you give access to must not be restricted by branch or division. In other words they must have full visibility of the whole database and not a subset of the main database. Access to the Data Cleansing module is granted through the User Details, Module Access screen. To access this screen, from the Taskbar select Database Administration > Display > User Monitor > and select the user. In the example below I have selected Supervisor. Once the user has been selected, click on Module Access and tick the option for Data Cleansing. Once access to the module has been granted the Taskbar will need to be configured. Select the Taskbar and then Customise Taskbar. Under Maintain Adviser Office scroll down and select the option for Data Cleansing This will then display the Data Cleansing option on the Taskbar through Maintain Adviser Office > Data Cleansing. December

Launching the Data Cleansing Module When launching the module for the first time the following prompt is displayed: This means that this is the first time the user has accessed

Important Note: - Please note that the health checks do not automatically run when the module is opened.

For that reason we allow users to manually select when they would like to run these checks taking into account their network traffic.

5 Launching the Data Cleansing Module When launching the module for the first time the following prompt is displayed: This means that this is the first time the user has accessed the module so needs to manually run a health check on the database. It also reminds the user that a backup of the database is required before any changes can be committed. Important Note: - Please note that the health checks do not automatically run when the module is opened. This is because databases can vary in size and if the database is large, it could take a long time for the health check process to run. For that reason we allow users to manually select when they would like to run these checks taking into account their network traffic. Some users on opening the module may also be presented with the following message. This means that the user who has been granted access to this module has been restricted by Branch or Division. As per the permissions policy set out above, the user needs visibility of the whole database in order to use the Data Cleansing module. December

Running a Health Check There are two ways to run a health check:- For the whole database - to run a health check for the whole database click on the icon in the top menu

For a specific category within the database - to run a health check for a certain category of records on the database click on the icon in the top menu bar.

For example select Clients option from the left hand menu and the icon will be displayed. When running a health check for the whole database, clicking the following screen.

6 Running a Health Check There are two ways to run a health check:- For the whole database - to run a health check for the whole database click on the icon in the top menu bar, this will then pre prepopulate the data and return potential issues. Please note that this option could take some time depending on the size of your database. For a specific category within the database - to run a health check for a certain category of records on the database click on the icon in the top menu bar. If the icon is greyed out then please select the category from the left hand menu that you wish to run the heath check against. For example select Clients option from the left hand menu and the icon will be displayed. When running a health check for the whole database, clicking the following screen. icon in the top menu will display the To begin the test, click on the Start option. This will run through the health check tests A total number of issues found are displayed. Select Close to view these issues on the dashboard. December

The Dashboard Once the health check test is closed, the

dashboard looks at the records with potential issues.

Clients Activities Policies Unit Prices Schemes Documents

7 The Dashboard Once the health check test is closed, the dashboard screen is shown displaying the potential issues with the records on the database. Records with Potential Issues The first section of the dashboard looks at the records with potential issues. These are broken down by the following categories. Clients Activities Policies Unit Prices Schemes Documents The dials show the number of potential issues per category, based on the number of records entered. December

By clicking on one of the dials, a breakdown of the issues is displayed to the right of the screen. This tells you what/where the issue is located and how many items are affected.

8 By clicking on one of the dials, a breakdown of the issues is displayed to the right of the screen. This tells you what/where the issue is located and how many items are affected. Important Note: - The unique record count dial totals will not match the invalid items totals in the breakdowns screen. This is because a client may have several issues with a piece of data that in return affects more than one row of data. For example a client record may have a Client without a valid Client Type and also has an invalid Client Agreement Type To clear these issues the user will need to select the relevant category from the left hand menu. In the following screenshot the category of Clients has been selected. The top part of this screen displays the tests that have been run and shows the number of invalid items that have been found. By highlighting a test, a description of what needs to be corrected is displayed in a text box to the right of the screen. A lists of the records affected are then also displayed below. Important Note It is good practice to read the description displayed to understand why the issue has occurred and how to resolve it. Users will now need to work through the list displayed to clear the issues. December

9 In this example these clients have no valid Client Type so one needs to be applied. There are various options on how to deal with this depending on your requirements and these are highlighted for this example below: Autofill This will apply a default to all the clients in the list. Choose your selection on the Autofill Default list and then click Select All. Manual Selection Click on the row for a client and select the type you wish to apply to that particular record. This will need to be repeated for each client record individually. Applying a default to multiple clients but not all In the example above you may have 10 clients you wish to apply the Client Type Personal to and another 10 you wish to apply Corporate to. You can achieve this by selecting the default at the top e.g. Personal and ticking all the clients you wish to apply this default to, then change the default to an alternative selection e.g. Corporate and tick the remaining clients. None By selecting None it removes all of the ticks. This means that nothing will be updated but it leaves behind any data selections for future sessions. Clear All Clear All removes all ticks and all selections, to take you back to your original starting point. December

Important Note: There is an option to export these

highlighted will be exported to the following

10 Important Note: There is an option to export these lists to Excel by using the export to Excel option which is located in the top toolbar menu. By selecting this option the results of the test highlighted will be exported to the following location. From this location the Excel spreadsheet can be printed. December

Committing Changes Once all issues have been resolved, the changes will need to be committed to the database. Up until this point the changes are stored on a local computer before they are committed.

Similarly if a second user logs in on the first PC, they will find the first set of changes made ready for committing. To commit the changes select the commit changes icon menu bar.

These changes are irreversible so it is imperative that a backup is taken and ideally users should also be logged out at the point of running this wizard.

11 Committing Changes Once all issues have been resolved, the changes will need to be committed to the database. Up until this point the changes are stored on a local computer before they are committed. If a user logs in to the Data Cleansing module the second time elsewhere, they will not find their changes ready to go as these will remain on the original local computer. Similarly if a second user logs in on the first PC, they will find the first set of changes made ready for committing. To commit the changes select the commit changes icon menu bar. from the top The following screen is displayed The message reminds the user that an up-to-date backup of the database should be taken before committing any changes. These changes are irreversible so it is imperative that a backup is taken and ideally users should also be logged out at the point of running this wizard. Important Note: If the user does not have a current backup, they can cancel this screen and close the Data Cleansing module. This will not lose any of the fixes made, and will present these fixes when the user next logs back into the module. If a current backup has been taken then user should tick the checkbox and select Next, December

This screen will confirm the number of fixes that will be

have been fixed under the relevant Fixed Items column.

Invalid Items column until a new health check test has been

12 This screen will confirm the number of fixes that will be applied. To run these, select the Apply Fixes tab. Select OK and Finish. The test screen is updated and now displays the items that have been fixed under the relevant Fixed Items column. Please note that these items will still appear in the Invalid Items column until a new health check test has been run. To run a health check test just this category click on the icon. The following message is displayed December

Close the test and the health check test for clients has now been updated and the screen has refreshed to show that the Clients without a

13 The Data Cleansing module recognizes that a test has already been run for the Clients Category and asks if you wish to re run the tests. This will overwrite the existing results displayed. Select Yes and run the test. Close the test and the health check test for clients has now been updated and the screen has refreshed to show that the Clients without a valid Client Type have been cleared and the dashboard dial is also updated. Users should now work through the category headings to resolve any potential issues with the database. December

Unused Title Files The unused title files section on the Dashboard displays a graphical analysis of those title files that are in use and those that are

By hovering over a bar on the graph it breaks down the numbers that are in and not in use.

14 Unused Title Files The unused title files section on the Dashboard displays a graphical analysis of those title files that are in use and those that are not. In other words those title files that are not attached to anything. If these title files are not in use then they can be deleted from the database. By hovering over a bar on the graph it breaks down the numbers that are in and not in use. To work through these fixes click on the Remove Unused Items heading on the left hand menu. This opens up the screen for the user to select a title file category. In this example Managers has been selected. December

Once the Managers have been selected, the process for committing the changes needs to be

15 If the user is happy that the Managers are not in use, they can click the Select All option to delete all, or manually tick the ones that need to be deleted. Once the Managers have been selected, the process for committing the changes needs to be followed. Please see the relevant section earlier in this guide on how to commit changes. December

Conflicted Ownership Issues The conflicted ownership issues on the dashboard looks for data where the record/policy is set to joint or partner, but no

Please note that some of these issues maybe valid, for example an asset maybe jointly held but the partner is not recorded against the client record

16 Conflicted Ownership Issues The conflicted ownership issues on the dashboard looks for data where the record/policy is set to joint or partner, but no partner record exists. Please note that some of these issues maybe valid, for example an asset maybe jointly held but the partner is not recorded against the client record on Adviser Office. However this will show as an issue on the dashboard as a check for the user to ensure that this is the case. To work through these fixes click on the Ownership Issues heading on the left hand menu. This opens up the screen to resolve the issues. December

Important Note It is good practice to read the description displayed to understand why the issue has occurred and how to resolve it.

17 The top part of this screen displays the tests that have been run and shows the number of invalid items that have been found. By highlighting a test, a description of what needs to be corrected is displayed in a text box to the right of the screen. A lists of the records affected are then also displayed below. Important Note It is good practice to read the description displayed to understand why the issue has occurred and how to resolve it. Users will now need to work through the list displayed to clear the issues. In this example there is a problem with a mortgage showing for this client that is set to joint where no partner record exists. To fix this, tick the box and then following the instructions set out in this guide to commit changes. The dashboard will update next time the health check tests are run and the conflicted ownership issues section will reflect the changes that have been committed. Client Groups It is possible to run the data cleansing module by Client Group. To do this, select the Client Group icon from the top menu bar prior to selecting the run test options. This will then limit the health checks to that client group. December

Refreshing Tests In the image below, a series of tests are shown in grey type rather than the black you may expect.

The refreshing of tests is done on demand, rather than automatically, because running them all may take some time

Firstly, on the tool bar, there are two icons showing pairs of arrows, one in blue and one red.

18 Refreshing Tests In the image below, a series of tests are shown in grey type rather than the black you may expect. This indicates that the tests were run several days ago, and consequently may be out of date. The refreshing of tests is done on demand, rather than automatically, because running them all may take some time depending on the size of your database. There are two ways to refresh the data. Firstly, on the tool bar, there are two icons showing pairs of arrows, one in blue and one red. Clicking the blue arrow will refresh the test group that you are currently looking at. Clicking the red one will refresh all groups. Secondly, as with all toolbar commands, there are equivalent options in the menu bar. December

19 Technology for wealth management, financial markets and the mortgage industry. iress.com IRESS FS Limited, T +44 (0) Offices in: 1 Kingmaker Court, F +44 (0) Australia, Canada, Hong Gallows Hill, enquiries@iress.com Kong, New Zealand, Warwick, Warwickshire, Singapore, South Africa, December CV34 6DY 2014 United Kingdom. 19

Training Guide. Fees and Invoicing. April 2011

Training Guide. Fees and Invoicing. April 2011 Training Guide Fees and Invoicing April 2011 *These accreditations belong to Avelo FS Limited **This accreditation belongs to Avelo FS Limited and Avelo Portal Limited Adviser Office Workbooks Designed