pplication Producer User Guide Information & Network Technology Errors & Omissions Information & Network Technology BUSINESS INSURANCE TECHNOLOGY

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1 BUSINESS INSURANCE TECHNOLOGY pplication Information & Network Technology Errors & Omissions Information & Network Technology Producer User Producer Guide User Guide

2 Table of Contents I. Introduction.. 2 II. Login.. 3 III. Producer Inbox... 4 IV. Create New Application. 6 V. The Application Wizard. 8 VI. Send to Applicant.. 10 VII. Complete An Application VIII. Submit to Chubb. 15 IX. Application Specific Functionality a. Save & Exit. 17 b. View & Edit Application c. Attach Documents d. Download/Print e. Delete X. Miscellaneous Functionality a. Locate Application b. Download Blank Application. 26 c. Unlock an Application. 28 d. Send Marketing/Training Materials.. 29 XI. Renewal Application Process.. 30 P. 1

3 I. Introduction What is the SMART Application by Chubb? The Information & Network Technology (INT) Errors or Omissions SMART Application is a Web-based tool that creates customized new and renewal Errors & Omissions applications based on a client s nature of operations. It provides an online repository for creating, completing, submitting and tracking INT E&O applications. Producers can interact directly and securely with their clients throughout the application process. Clients have the ability to share access to their application with others in their company to make the application process quick and easy. The SMART Application tracks the electronic application through each transaction and maintains the current version of the application with all relevant information. The SMART Application consists of three main components: 1. Application Wizard 2. E&O Dynamic Application 3. Online Acknowledgement and Submittal to Chubb 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? Chubb-appointed producers and their clients can access the SMART Application through Chubb's secure Internet site, High-Level Process Flow The diagram below outlines the process flow for creating, completing and submitting an application. Producer Complete The Application Wizard Generate & Begin the Application to Client Review & Submit To Chubb Client Review & Complete the Application Attach Necessary Documentation Approve & Acknowledge Signoff on the Application To Producer Chubb E&O U/W Receive Application P. 1 P. 2

4 II. Login Overview The Login screen is located on site. To gain access a Chubb User ID and Password are required. Once your password is accepted, you will select SMART Application from your application list and be routed to the Producer Welcome Screen. Step-by-step Generic Login: 1. Direct your Internet browser to Or click on the link you receive from your client, which will bring you directly to the Members login screen. 2. Enter your Chubb User ID and Password and click the Login button. Keep in mind that the sign on is case sensitive. 3. Select Technology E&O from the list of applications found under Quote and Modify. The system identifies you as a Producer and directs you to the Producer Welcome page. 4. Click either the Producer Inbox or Manage Existing SMART Applications button to go to your specific Producer Inbox. NOTE: If you are not able to login please call Help Desk (877) You will need to have your User ID when you call. Sample Screen Views: Producer Welcome Page with the Producer Inbox and Manage Existing SMART Applications buttons highlighted. P. 1 P. 3

5 III. Producer Inbox What is the Producer Inbox? The Producer Inbox is your agency s entry point into the SMART Application system. It will serve as your main control panel from which you will initiate application activities. Think of it as your jumping-off point into the various features and functions the SMART Application has to offer. It displays the Global Navigation Bar and your list of applications. Applications displayed on your Producer Inbox include any applications that have one of your producer numbers associated with it. Below is a sample of a Producer Inbox highlighting the buttons and links of some key functionality. Each functionality is described in detail later in this guide. The following key activities begin at your Producer Inbox and are described on the screenshot: 1. Create New Application 2. Locate Applications 3. Generate Renewal 4. Send Marketing/Training Materials 5. Download and Print Blank Application 6. Current Applications and Submitted Applications 7. Status 8. Previous / Next This button initiates the process of a new application for a client/prospect This button helps you find a particular application by searching for the client s company name This button initiates the renewal process for clients that have previously submitted a SMART Application This button allows you to electronically send a variety of Marketing/Training Materials to a client 6 Displays all of your current and submitted applications and can be re-sorted by clicking the column heading arrows 1 Status tracks where an application is in the overall process This link allows you to download and print a blank application 78 Allow you to move through your entire list of applications since not all will fit on one screen P. 1 P. 4

6 Application Types Since the SMART Application platform is new, New Business will refer to an application that is being completed for the first time using the SMART Application (regardless of whether or not your client is currently insured with Chubb.) Once the application has been submitted to Chubb via the SMART Application, all subsequent applications for that client will be considered a renewal and initiated through the Generate Renewal process. Because access to an application is available by agency, in order to be considered a Renewal, the renewal application must be with the same agency that submitted the original application. Applications that have been submitted to Chubb, but do not result in issuing a policy, will be considered New Business the following year. 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 Producer Inbox, as well on the all pages specific to an application. The following table lists all of the application statuses and gives you a brief description of each status. Status Initiator Access Description Available Functions Draft Producer Producer Applicant Applicant s Designees Applicant Acknowledgement Applicant Applicant Producer Submitted Producer Producer Underwriter Producer creates a new application and completes the Application Wizard. Application is in process and can be modified by the producer, the applicant or the applicant s designees Applicant has completed all required questions and acknowledged the application terms and conditions Application has been submitted to Chubb underwriters by the producer View & Edit Download/Print to Word or PDF Delete Attach Documents Locate Applications Send to Applicant Save Save & Exit Submit to Chubb (Producer only) Unlock Download/Print to PDF View/Edit Delete Download/Print to PDF Resubmit (Producer Only) Unlock (Producer Only) Generate Renewal (Producer only) Any status N/A Producer N/A Send Marketing/Training Materials Download/Print Blank Application Locate Applications P. 1 P. 5

7 IV. Create New Application Overview Create New Application is the main function of the SMART Application. Creating a new application is the first step in the SMART Application tool. Create New Application Application Wizard Send to Applicant Complete Application Each section will be described in detail in the following sections. Step-by-step: 1. Click Create New Application from your Welcome page or the Producer Inbox. The system displays the Application Wizard page showing the key questions for new business applications. Sample Screen Views: Welcome page with Create New Application highlighted. P. 1 P. 6

8 Producer Inbox with Create New Application highlighted. P. 1 P. 7

9 V. The Application Wizard Overview The foundation of the SMART Application is the Application Wizard. The Application Wizard asks selected questions and serves as a tool for profiling clients and prospects based on their business products and services, contract and licensing agreements, and mergers and acquisitions activity. Based on responses to these key underwriting questions, the Application Wizard generates an application that is customized to the client or prospect s operations. Because the responses drive the build-out of the customized application, the Application Wizard must be accurately and fully completed. Create New Application Complete Application Wizard Send to Applicant Complete Application Step-by-step: 1. Complete all required information accurately. a. Applicant/Producer Information b. Key Questions 2. Click the Create an Application button. The system confirms that all key questions are answered, and prepares a customized application with questions specific to your client. The system displays the Application Page showing the first section (General Information) of the application. NOTE: If you do not know the answers to the Application Wizard questions, you can download and save/or print a copy of the Wizard and work with your client prior to entering the information online. Sample Screen View Application Wizard showing link for downloading an Application Wizard. P. 1 P. 8

10 Application Wizard showing the Key Question section and highlighting the Create an Application button P. 1 P. 9

11 VI. Send to Applicant Overview Once you have generated the application, the Send to Applicant function allows you to easily send a link to the application to the client for completion. The system sends the client two notifications. One contains a link to the application, along with a user ID. The second contains a link to the application, along with a password. Create New Application Application Wizard Send to Applicant Complete Application Step-by-step: 1. After Creating an Application, you can select Send to Applicant Now or Send to Applicant Later. The system validates all of the information you entered into the application up to this point, creates a new user ID and password for your client and displays the Send to Applicant screen while populating specific fields. 2. You can choose to answer all, some of, or none of the remaining application questions before sending it to your client or prospect to complete by selecting the Send to Applicant Later button. 3. If the client name and address are missing or inaccurate, you can update them. 4. Click the Send to Applicant Now button. You will see the Complete Application Successful screen verifying that the application has been sent. 5. If you click the Return to Application History button. You will be directed to the Application History page. 6. If you click the Return to SMART Application button. You will be returned to the current application. Sample Screen Views: Send to Applicant page showing Add Comments to Application button, information section and Send buttons. P. 1 P. 10

12 Confirmation notification that the function was successful. P. 1 P. 11

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14 VII. Complete an Application Overview The SMART Application allows you, the producer, to answer all, some of, or none of the remaining application questions before sending it to your client or prospect to complete by selecting the Send to Applicant Later button. Create New Application Application Wizard Send to Applicant Complete Application Step-by-step: 1. Enter information in the available sections. When you move between sections of the application, the system will automatically save all of the data you entered. At the left of the screen, the sections of the application will appear. You can identify the section you are currently working in by a yellow circle. Once that section is complete, a checkmark will appear in the yellow circle. You may also click on these sections to move directly to the selected section. You may complete any section in any order. This is a dynamic application, as you answer questions, you may experience movement of the page or cursor. The application will remove any questions that are no longer necessary, reducing the number of questions required to complete the application. You are currently in the Complete Application section as depicted by the yellow circle in the graphic above. In order to move the application to the "Acknowledged status, the applicant must sign off on a completed application. NOTE: Once the application has been sent to the client, it is in Draft Status and you may edit the application. 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 client) it will display the current information including all updates and changes. You can also view the application as your client is entering information. For example, if they are not sure of the meaning of a specific question and how it applies to their company, while they are online, you can join them in a View-only mode to help them answer the question appropriately. P. 13 P. 1

15 Sample Screen View Once the Wizard is completed and the customized application is generated, additional functions are available. These include the following and are displayed on the following screen shot: 1. Save 2. Save & Exit 3. Delete 4. Download/Print 5. Attach Documents Save the application and exit the system Permanently remove the application from the system Download the current application in MS Word or PDF format and Print Producer or client can attach documents to the application at any time Save the application to the database P

16 VIII. Submit to Chubb Overview The Submit to Chubb function enables you to submit completed SMART applications to Chubb underwriters via . Chubb underwriters cannot access any applications until they have been submitted using this process. This action is only available for applications in the Applicant Acknowledgement status. Applicant Acknowledgement status indicates that all required questions have been completed, the client has acknowledged the application terms and conditions, and the application is locked. If edits are required at this point, you will have to unlock the application, which returns the status to Draft and requires the client to review and re-acknowledge the application terms and conditions. This process is designed to protect your professional liability by mandating client sign-off on the application before it can be re-submitted to Chubb. Step-by-step: 1. Click the Submit to Chubb button. This button is only activated when the application moves into the Applicant Acknowledgement status. The system validates that the application is an initial submission (i.e., not a resubmit) and directs you to the Submit Application to Chubb screen. 2. Enter your Chubb underwriter s name, address and select branch. 3. Complete any message text. Please note that any information entered in the Message Text field should not, in any way, modify, delete or edit the application information that you are submitting to Chubb. 4. Click the Submit to Chubb button. The system sends an to the Chubb underwriter containing the Application History page URL, updates the application status to Submitted and updates the application history. The system then displays the Producer Submission Confirmation screen verifying that the application has been submitted. 5. Select the Return to Producer Inbox button. You will be returned to your Producer Inbox. NOTE: If you do not know the name of your Chubb underwriter, select a Branch and the Check here if you do not know your underwriter s address checkbox, which will forward the application to a Chubb Underwriting manager who will forward it to the appropriate underwriter. Sample Screen Views: Application History page showing the status as Applicant Acknowledgement and highlighting the Submit to Chubb button. P. P

17 Submit to Chubb page, showing the fields for the Underwriter name and address. P

18 IX. Application Specific Functionality a. Save & Exit Overview The Save & Exit function allows you to leave an application and come back to it. 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 creation or editing of an application. Step-by-step: 1. Select the Save & Exit button from the Navigation Bar near the top of the screen. 2. Enter comments on the Save & Exit screen. These comments will be visible to you and your client on the Application History page. 3. Press 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 Application information was saved to confirm the action. You will be routed back to your Producer Inbox. Sample Screen Views: Application Page showing Save & Exit button. Save & Exit screen highlighting comments section and Save & Exit button. P. P

19 Save & Exit screen highlighting comments section and Save & Exit button. P. P

20 b. View & Edit Application Overview The View & Edit Application function enables you, as well as your clients, to update the responses provided on an application. If the application is in Applicant Acknowledgement status, you will need to unlock it before you can edit, or, if the application is in Submit to Chubb status, you will need to unlock it before you can edit and resubmit. Step-by-step: 1. Select the View /Edit Application button from the Application History page. The system confirms that the status of the application is Draft and that no one else is editing the application. a. The system takes you to the Application Wizard - Confirm Application Information screen. 2. Review the application information and make updates as desired. 3. When you finish updating the application, click the Confirm Application Information button. a. Note that changes to the Application Wizard will modify the questions presented in later sections. b. The system will save all updated information and take you to the Instructions for using SMART Application page then to the Application Page General Information 4. Review and edit any questions or comments (links are labeled Additional Information ) as desired. If you changed any of the dynamic questions, the system will save the information and modify the questions presented based on underwriting rules. 5. Select any other sections of the application you wish to edit from the Application Navigation on the left and make changes in a similar fashion. The system saves all of your updates, modifies any dynamic questions that were changed and displays the Application Page with the selected section visible. Sample Screen Views: Application History page showing View / Edit Application button P. P

21 c. Attach Documents Overview The View/Attach Document function enables you or the applicant to add any type of electronic document(s) to an application. These documents then become part of the application, similar to the response to any application question. Upon submittal to Chubb, the attached documents will automatically be available to underwriters 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 Step-by-step Attaching: 1. Click the Attached Documents tab from the Application History Page. The system displays the Attach Documents button. Click the Attach Documents button. The system displays the Attach New 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 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. Step-by-step Removing: 1. From the Application History page, 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 this application. Are you sure you want to continue? 3. Click OK. The selected document will be removed. Cancel will stop the removal process. Sample Screen Views: Attach Documents screen. P. P

22 Remove Attachment message screen P. P

23 d. Download/Print Overview The Download function enables you to save and/or print an application with a status of Draft in MSWord or PDF format. From that point, you have all the available functions of MSWord or Adobe Acrobat, such as Print, (or other PDF software). Step-by-step: 1. Select the Download/Print button from any 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). Please note that the MS Word download 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 open, save or print the application. NOTE: When an application is in a status of Applicant Acknowledgement or Submitted, it will be locked and the Download/Print button will not be displayed. You can open a PDF version of the application by selecting Print on the Application History page, which will give you the opportunity to view, print or save the application in a PDF. Sample Screen Views: General Information page highlighting the Download/Print button. Download/Print Application screen highlighting the file format selection and Download Application button P. P

24 Download/Print Application screen highlighting the file format selection and Download Application button P. P

25 e. 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 status. NOTE - Deleted applications cannot be retrieved by either you or your client, so be certain that you want to permanently remove an application, and its associated attached 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 and attachments from the database. Click Cancel to stop the process. Sample Screen Views: Application screen highlighting the Delete button. P. P

26 X. Miscellaneous Functionality a. Locate Applications Overview The Locate Applications function enables you to find a specific application using the client name. This function is helpful because the list of applications on your Producer Inbox only has space to display ten applications at one time. Using the Locate Applications function prevents scrolling and searching. Step-by-step: 1. Select the Locate Applications tab. The system takes you to the Locate Application screen. 2. Select the first letter or number of the client name you wish to locate. The system will display the list of clients beginning with that character. 3. Select the client name from the list. A pop-up screen appears with a list of applications for that client. 4. Select the application you need and click View / Edit Application. You will be directed to the Application History page where you can click either the View / Edit Application or Generate Renewal button. Sample Screen Views: Locate Application screen showing the Applicant name selector, Select Application pop-up and highlighting the available buttons. P. P

27 b. Download Blank Application Overview The Download Generic Application function enables you to review the generic E&O application with all possible questions displayed. Questions in this generic version of the application are not eliminated based on the client profile. This version of the application is opened in PDF or MSWord enabling you to use any functions available in those programs. Step-by-step: 1. Click the Download Blank Application link from the Producer Inbox. You will see a message to confirm whether or not you would like to continue to download a blank application. Once you confirm you would like to continue you will see the Download Application screen. 2. Select the desired file format (MSWord or PDF). 3. Click the Download Application button. The system will then open the generic application including all new business questions in MSWord or Adobe Acrobat. You may print, save, edit or perform any other available functions of MSWord or Adobe Acrobat. Sample Screen View: Download Application screen highlighting the file format selection and Download Application button. P. P

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29 c. Unlock an Application Overview When reviewing an application in a status of Applicant Acknowledgement, where there is an indication that an answer might be incorrect, you can unlock the application and resend it to the client for correction. You can also unlock an application with a status of Submitted. In the case of an application that has a status of Applicant Acknowledgement, unlocking it will allow both you and your client to make changes. However, the client will have to re-acknowledge the application thereby providing confirmation that they have reviewed and agree with the changes. In the case of an application that has a status of Submitted to Chubb, unlocking it will allow both you and your client to make changes. However, the client will have to re-acknowledge the application, and you will have to re-submit the application to Chubb. In both cases, the application will be returned to a status of Draft, and will have to be re-acknowledged by your client. Step-by-step: 1. With an application that has a status of Applicant Acknowledgement or Submitted, from any application page click the Unlock Application button. You will be directed to the Unlock This Application page. On this page, information is collected to identify who is unlocking the application and provides a comment section to enter the reason for unlocking the application. 2. Select Unlock Application to unlock the application, or Cancel to stop the unlock process. Sample Screen Views: Complete Application Wizard screen of an account that had previously been submitted, highlighting the Unlock Application button. P

30 e. Send Marketing/Training Materials Overview The Send Marketing/Training Materials function enables allows you to offer valuable information to your clients. Marketing materials provide information on Errors & Omissions liability insurance and Chubb. Training materials include user guides and quick reference cards. This information may help your client with questions on the Errors & Omissions application. Step-by-step: 1. Select the Send Mktg/Training Materials tab from your Producer Homepage. The system takes you to the Send Marketing/Training Materials screen. 2. To review a document, click on the document link. This will open the document and will allow you to print and/or save the document. 3. To a document to your client, select one or more of the available marketing or training materials from the Available Documents list by highlighting it and clicking the Add button. Enter the client name, address and subject. 4. Compose an message in the Message Text box. 5. Click the Send button. You will receive a confirmation that the was sent successfully. Sample Screen View: Send Marketing/Training Materials screen highlighting the Send Mktg/Training Materials tab Send Marketing/Training Materials Send Successful screen P

31 XI. 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 client 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. Step-by-step: 1. Select the Generate Renewal tab from your Producer Homepage. The system takes you to the Locate Application screen. 2. Select the first letter or number of the client name you wish to locate. The system will display the list of clients beginning with that character. Select which client s application you want to renew. The Select Application screen is displayed. 3. Scroll to the desired client name and click the + sign next to it. The system will expand the list of all submitted applications for that client. 4. Select one of the submitted applications using the radio button. 5. Click the Renewal Wizard button. The system creates a new renewal application and copies all responses to questions from the previously submitted electronic application into it. You are then directed to the Renewal Wizard showing the application in draft status. 6. Fill in all of the required information. 7. Click the Generate Renewal button. From this point on, the renewal process works just like a new business process. The system validates all information entered and displays the Application page for the General Information section. 8. Complete application to the extent possible. 9. Select the Send to Applicant button. The system validates all of the information you entered. You will see the Send to Client screen pre-populated with all of the relevant information. 10. Add additional instructions in the body of the , if needed. 11. Click the Send button. The system s the renewal application to the client and displays a confirmation. Sample Screen View: Locate Application screen that is displayed after selecting Generate Renewal ; the selection of the account and the Renewal Wizard button. P

32 Renewal Wizard showing the Key Questions and highlighting the Generate Renewal button. Chubb Group of Insurance Companies Chubb Group of Insurance Companies ("Chubb") is the marketing name used to refer to the insurance subsidiaries of The Chubb Corporation. For a list of these subsidiaries, please visit our website at Not all insurers do business in all jurisdictions. This document is being provided for informational purposes. Neither Chubb nor its employees or agents shall be liable for the use of any information or statements made or contained in this document. Actual coverage is subject to the language of the policies as issued. Form (Rev. 4/14)