pplication Information & Network Technology Errors & Omissions Client User Guide

Transcription

1 pplication Information & Network Technology Errors & Omissions Client User Guide

2 Table of Contents I. Introduction. 2 II. Login.. 3 III. Application Homepage. 4 IV. Confirm Application Wizard. 5 V. Complete An Application.. 7 VI. Applicant Acknowledgement VII. Application Specific Functionality a. Save & Exit b. View & Edit Application c. View/Attach Documents d. Download e. Print f. Delete VIII. Miscellaneous Functionality a. Send to Producer b. Unlock an Application IX. Renewal Application Process.. 23 Chubb & Son 08/11/2004 Pg. 1

3 I. Introduction What is the SMART Application by Chubb? The SMART Application by Chubb is a Web-based tool that creates customized new and renewal E&O applications based on your nature of operations. It provides an online repository for creating and completing INT E&O applications. The SMART Application tracks the electronic application through each transaction and maintains the current version of the application with all relevant information. You can interact directly and securely with your producer throughout the application process. You also have the ability to share access to your application with others in your company to facilitate the completion of the application. The SMART Application consists of three main functional components: 1. Application Wizard 2. E&O Dynamic Application 3. Online acknowledgement Each of these is discussed in detail and step-by-step instructions will be provided for all of the SMART Application s functions and features. How do you access the SMART Application? Once your producer has generated a customized application for you, you will receive two s. One will contain the URL (link) for the application and your User ID and the second one will contain your Password. All you need to do is click on the URL (link), enter your User ID and Password and the system will route you directly to your Applicant Welcome page. Application Status The SMART Application system tracks the progress of an application. The functions that are available to you at any particular point in the process will depend upon the status of the particular application. The status can be found on the Application Homepage and on all application pages. The following table lists the application statuses and gives you a brief description of each status. Draft Status Description Functions Available Application is in process and can View & Edit be modified by your producer, you Download to MS Word or PDF or someone in your office. Print Delete View/Attach Documents Send to Producer Locate Application Applicant Acknowledgement You have completed all required questions and acknowledged the application terms and conditions Save & Exit View/Edit Print Delete Unlock Chubb & Son 08/11/2004 Pg. 2

4 II. Login Overview The Login screen will be the first screen you see when you access the link in the from your producer. In order to gain access to the system, you will need to login using your User ID and Password that were provided to you in two separate s. Once you are authenticated, you will be routed to the Applicant Welcome Screen. Step-by-step: 1. Click the application s web link contained in the you receive from your producer. The system will take you to the login page. 2. Enter the User ID and Password provided in the s and click the Login button. The system identifies you and directs you to your Applicant Welcome Page. User ID s and Passwords are case sensitive. 3. Click the Application Homepage button to go to your Application Homepage. Note: If you are unable to login please call your producer. You will need to provide your User ID when you call, which can be found on your Application Homepage. Sample Screen Views: Applicant Welcome Page with the Application Homepage button highlighted. Chubb & Son 08/11/2004 Pg. 3

5 III. Application Homepage What is the Application Homepage? Every time you access the SMART Application system, you will begin on your Application Homepage. Below is a sample of an Application Homepage highlighting the buttons and links of key functionality. The Application Homepage is unique to a specific application. The following key activities begin at your Application Homepage and are shown on the following screenshot: 1. Application Information 2. Current Status 3. View/Edit Application 4. Print 5. Application History (transactions and comments on specific application) 6. Attached Documents 7. Locate Applications , Chubb & Son 08/11/2004 Pg. 4

6 IV. Confirm Application Wizard What is the Application Wizard? The foundation of the SMART Application is the Application Wizard. The Application Wizard asks selected questions and generates a customized application based on your business products and services, mergers and acquisitions, contracts and agreements and subcontractor activity. Based on responses to these key underwriting questions, the Application Wizard generates an application that is customized to your operations. Your producer will complete the Wizard for you and you a notification that a customized application was generated. When you access the application to complete it, you will first need to review and confirm the responses your producer entered into the Wizard. The reason for this is to ensure your application is accurate before you begin filling it out. If there are inaccuracies and you make updates, the system will automatically update your custom application before you begin completing it. This step streamlines the application process by ensuring that you are only asked relevant questions. Below is a sample view of the Application Wizard highlighting the Generate Application button. Chubb & Son 08/11/2004 Pg. 5

7 Once the customized application is generated, additional functions are available. These include the following and are displayed on the subsequent screen shot: 1. Save 2. Save & Exit 3. Delete 4. Print 5. Download 6. View / Attach Document 7. Send to Producer This Save function the application allows and you exit the to save system the application and exit the system Save Clicking the application this to the button database. saves the application to the database Delete Permanently permanently remove removes the the application from the system. system. Allows Print the you current to print application the current in PDF format. application in PDF format Save Lets you the files save in the MS files Word in or PDF MSWord format. of PDF format Attach Enables documents you or the to client the to application attach documents and view to those the documents application at and any view time. those documents at any time Send the application to the producer. This button sends the application to the client or prospect. You can complete as much or as little information as you wish before sending it. 7 Chubb & Son 08/11/2004 Pg. 6

8 V. Complete an Application Overview Once you have confirmed that the Application Wizard questions are accurately answered, only the questions specific to your business will be displayed. This streamlines the application process. Step-by-step: 1. From the Application Homepage, click the View/Edit Application button. The system displays the Confirm Application Wizard page showing the Key Questions. 2. Review the responses on the Wizard, and select the Generate Application button once you have completed. The system confirms the accuracy of all the information you reviewed and prepares a customized application with questions specific to your business activities. The system displays the Application Page showing the first section (General Information) of the application. 3. You are now in the Complete Application section of the Errors or Omissions application process. You can complete all information by sequentially using the Back and Next buttons, or you can use the sidebar menu to jump from section to section. When you move between sections of the application, the system will automatically save all of the data you entered. 4. Once all required questions have been completed in any given section, a checkmark ( ) will appear on the sidebar next to that section name to identify that it has been completed. If a section is already marked complete when you first open it, it could mean one of two things. Your producer answered the questions or based upon responses in the Application Wizard, there might not be any questions in that section for you to answer. 5. Once all sections are complete ( ), the Applicant Acknowledgement section will be displayed on the sidebar. 6. At any point during the completion of the application, you can select the Send to Producer button, which will generate an , where you can enter information about your application. 7. Select the Send to Producer button. The system will send an to your producer. 8. The system confirms that the s were sent on the Send Application to Producer Confirmation screen. NOTE: At any point in this process, you can send the application login information to others in your office so that they can fill out sections pertinent to their roles (i.e., Contract and Agreement section to your Legal Counsel). Only one person has Edit ability at a time, but others can be in View-only mode to review the application at the same time someone else is editing it. Your Producer can also access your application in a view-only mode while you are entering information. This is particularly useful when you have questions on any given section of the application. If the application sent to the Producer was in Draft status, it is still available to edit. A benefit of the system being Web-based is that it maintains the most up-to-date version of the application. This means that each time the application is accessed by you or your producer it will display the current information including all updates and changes. Chubb & Son 08/11/2004 Pg. 7

9 Sample Screen Views: Producer Homepage with Create New Application button highlighted. Application Wizard showing sample key questions and highlighting the Generate Application button. Chubb & Son 08/11/2004 Pg. 8

10 Application page showing Application Navigation sidebar with completed sections. Checkmarks identifying completed sections Chubb & Son 08/11/2004 Pg. 9

11 VI. Applicant Acknowledgement Overview Once all the application information has been entered and reviewed, you must acknowledge that the information in your application is complete. This function locks the application, thereby preventing any additional changes. Once you have acknowledged an application, it can be sent to your producer in a locked format. Step-by-step: 1. Select the Applicant Acknowledgement button from the sidebar or at the bottom of any application pages. This function will available only if all the sections were completed. 2. The system displays the Applicant Acknowledgement Application Terms screen. 3. Enter your first and last name, along with your title. This information will be displayed on the final printout of your application. 4. Read the terms and conditions contained in the window. 5. Select the Applicant Acknowledgement button. The Applicant Acknowledgement Fraud Warning page will be displayed. 6. After reading the Fraud Warning, select Continue. The Applicant Acknowledgement Send to Producer page will be displayed. 7. Your Producer s name and address will be ceded in from the application. This can be overtyped if necessary. 8. By selecting the Send to Producer button, an notification will be sent to your producer indicating that you have acknowledged and locked your application, and the application and any attachments are available in the SMART Application. Sample screen views: Historical Information application page, highlighting Applicant Acknowledgement buttons. Chubb & Son 08/11/2004 Pg. 10

12 Applicant Acknowledgement Application Terms screen, highlighting the Acknowledge button. Applicant Acknowledgement Fraud Warning screen highlighting the Continue button. Chubb & Son 08/11/2004 Pg. 11

13 Applicant Acknowledgement Send to Producer page highlighting Send to Producer button. Chubb & Son 08/11/2004 Pg. 12

14 VII. Application Specific Functionality a. Save & Exit Overview The Save & Exit Application function allows you to leave an application and come back to it later without losing any of the information you have entered. The system ensures that the current data in an application is saved to the database so it will be available when you return. This function is only available during the editing of an application. Step-by-step: 1. Select the Save & Exit button from the Navigation Bar at the top of the screen. 2. Enter comments on the Save & Exit screen. These comments will be visible to you and your producer on the Application Homepage. 3. Click the Save & Exit button. The system updates the database with all of your changes to the application and updates the application history. 4. The system then displays the message Save Successful to confirm the action. You will be routed to your Application Homepage. Sample screen views: General Information page with Save & Exit button selected. Save & Exit screen Chubb & Son 08/11/2004 Pg. 13

15 a. View & Edit Application Overview The View & Edit application function enables you, as well as others in your office, the ability to update the responses provided on an application. If the application is in Applicant Acknowledged status, you will need to unlock it before you can edit. Step-by-step: 1. Select the View / Edit Application button from your Application Homepage. The system confirms that the status of the application is Draft and that no one else is editing the application. a. If the application is in Applicant Acknowledgement status you will be asked to confirm that you want to edit the application, and return it to Draft status. b. The system takes you to the Confirm Application Wizard screen. 2. Review the application information and make updates as desired. 3. When you finish updating the application, click the Generate Application button. a. Note that changes to the Application Wizard could modify the questions presented in later sections. If this occurs, any complete checkmarks will be removed from the sidebar. b. The system will save all updated information and take you to the Application Page General Information. 4. If you changed any of the dynamic questions, the system will save the information and modify the questions presented based on the dynamic underwriting rules. Sample screen views: Application Homepage, highlighting View/Edit Application button. Chubb & Son 08/11/2004 Pg. 14

16 c. View/Attach Documents Overview The View/Attach Documents function enables you to add any type of electronic document(s) to an application. These documents then become part of the application. Upon submittal to your producer, the attached documents will automatically be available to them without the need to attach them to an . Attachments: The table below describes the types of documents that can be attached to an application. Attachment Type Sales & Marketing Standard Contracts Largest Contracts Financial Information Business Plan Loss History Subcontractor Contracts Miscellaneous Description Advertising Materials and Product Brochures Copies of standard sales, service & license contracts or agreements Copies of largest sales, service & license contracts or agreements Most recent annual report or audited financial statement, 10Q, and 10K Your pro-forma and business plan, if your company is less than three years old Detailed loss information for the last five years A sample of your Work for Hire contract with your subcontractors Other materials as applicable NOTE: It is important to keep your virus scanning software as up-to-date as possible. This will prevent virus sharing between you and your producer. Attaching Documents Step-by-step: 1. Click the View/Attach Documents button from the Application Wizard or the Application Page. The system displays the Attach Documents screen. 2. Select the Document Type from the drop down list. 3. Enter the document name. 4. Click the Browse button. The system displays the standard Microsoft Open pop-up screen enabling you to locate and select a file. 5. Select the file you wish to attach and click the Open button. The system shows the filename in the Locate Document display field. 6. Click the Attach Document button. The system saves the selected file to the E&O SMART Application Database and associates it with the application. Removing Attachments Step-by-step: 1. From the Application Homepage, click the Remove button next to the attachment you wish to remove. 2. You will receive a message stating: You are about to remove a document currently attached to the application. Are you sure you want to continue? 3. Click OK. The selected document will be removed. Cancel will stop the removal process. Chubb & Son 08/11/2004 Pg. 15

17 Sample Screen Views: Attach Documents screen. Remove Attachment message screen. Chubb & Son 08/11/2004 Pg. 16

18 d. Download Overview The Download function enables you to save an application with a status of Draft into MSWord or PDF format. From that point, you have all the available functions of MSWord or Adobe Acrobat (or other PDF reader). Step-by-step: 1. Select the Download button from the Application Wizard or the Application Page. The system displays the Download Application screen showing choices for both MSWord and Adobe PDF format 2. Select the format you would like (MSWord or PDF). An application downloaded to MSWord can be edited and reformatted as needed. 3. Click the Download Application button. The system opens the selected software. The application will be displayed in the selected program, including all questions that have been dynamically selected as well as the questions in the sections that you have yet to answer. Use the function menu in the selected program to save the application. NOTE: When an application is in a status of Applicant Acknowledgement, it will be locked and the Download button will not be displayed. You can open a PDF version of the application by selecting Print, which will give you the opportunity to view, print or save the application in a PDF. Sample Screens: Historical Information page with the Download button highlighted. Chubb & Son 08/11/2004 Pg. 17

19 Download dialog box. Chubb & Son 08/11/2004 Pg. 18

20 e. Print Overview The Print function enables you to print the application in PDF format. Step-by-step: 1. Select the Print button from the Application Wizard or any Application Page. a. The system opens the Adobe Acrobat software. b. The application will be displayed in Adobe Acrobat in PDF format, including all questions that have been dynamically selected as well as the questions in the sections that you have yet to answer. c. Use the Adobe Acrobat function menu to view, print or save a PDF copy of the application.. Sample Screens Views: Historical Information page with the Print button highlighted. Print button dialog box. Chubb & Son 08/11/2004 Pg. 19

21 f. Delete Overview The Delete function permanently removes an application, and its attached documents, from the system. This action is only available when an application is in Draft or Applicant Acknowledgement status. NOTE: Deleted applications cannot be retrieved by either you or your producer, so be certain that you want to permanently remove an application, and its associated documents, before deleting it. Step-by-step: 1. Select the Delete button from the Navigation Bar. The system displays the Delete Pop Up warning message You are about to delete the current application. This action will permanently remove the application from the system. Are you sure you want to continue? 2. Click the OK button. The system removes the application and all associated comments, status and attachments from the database. You will be returned to your Producer Homepage. Click Cancel to stop the process. Sample Screens views: General Information screen with the Delete button highlighted. Delete dialog box. Chubb & Son 08/11/2004 Pg. 20

22 VIII. Miscellaneous Functionality a. Send to Producer Overview The Send to Producer function allows you to communicate with your producer throughout the E&O application process. Step-by-step: 1. Select the Send to Producer button. The system displays the Send to Producer screen with applicable data in the appropriate fields. If any fields need to be corrected or updated, do so at this time. 2. Add a comment if necessary. This comment is viewable by anyone in your office utilizing the SMART Application, as well as your producer. 3. Click Send to Producer. The system displays a successfully sent screen when the has been sent. Sample Screens views: General Information page highlighted Send to Producer button. Send to Producer dialog box. Chubb & Son 08/11/2004 Pg. 21

23 b. Unlock an Application Overview When you have to update or edit an application in the status of Applicant Acknowledgement status, you can unlock the application. Unlocking the application will return the application to Draft status and allow both you and your producer to make changes. However, you will have to re-acknowledge the application thereby providing confirmation that you have reviewed and agree with the changes before sending the application to your producer. Step-by-step: 1. With an application that has a status of Applicant Acknowledgement, from any application page click the Unlock Application button. You will receive a message stating that you are about to unlock the application, and asking whether or not you want to perform that action. 2. Select Yes to unlock the application, or Cancel to stop the unlock process. Sample Screen Views: Complete Application Wizard screen highlighting the Unlock Application button. Confirmation that you want to Unlock the Application message. Chubb & Son 08/11/2004 Pg. 22

24 IX. Renewal Application Process Overview Creating renewal applications is one of the main functions of the application. The SMART Application renewal process generates an application based on the information from the prior year s electronically submitted application. This is expected to save you and your producer time by reducing the need to re-key responses that have not changed. Only producers will be able to initiate a renewal application for a client. Electronic renewals will not be available to clients that submitted a paper application the previous year. The Renewal Wizard will be populated with your application information from the previous year. During a review of the Renewal Wizard, if your business operations have changed from the previous year, you should update the information and generate a renewal application. Throughout the remainder of the application, you will note a couple of questions that are required. Review and update all information. Confirm existing information and make updates where necessary Acknowledge the application. Send to your producer Step-by-step: 1. Use the complete Renewal Application Wizard to help you review and/or update previous year s application 2. Select Generate Renewal button. 3. Update and confirm the previous year s information, sign off and send the application to your producer. The Process mimics the new business process. a. The majority of questions answered the prior year are pulled forward and populated for the renewal term. b. If there are new questions, based on changed answers to the Wizard or other questions, they will need to be answered. c. If there were changes to the operations which make previously asked questions obsolete, those questions will not appear in the renewal application. 4. If there are any updated attachments, you can attach them to the application again. Sample Screens view: Complete Renewal Wizard. Chubb refers to the member insurers of the Chubb Group of Insurance Companies. Not all insurers do business in all jurisdictions. This document is informational in nature. It is offered as a resource to be used together with your professional insurance advisor in maintaining your insurance program. No liability is assumed by reason of the information this document contains. Actual coverage is subject to the language of the policies as issued. Form # (Ed. 8/04) Chubb & Son 08/11/2004 Pg. 23