13 MARCH 2015 RiskAnalyst Risk Management Association (RMA) Submissions Guide Version 6.3 Contact Moody s Analytics Support +1-212-553-1653 MA_support@moodys.com http://support.moodysanalytics.com
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Table of Contents 1 About This Guide... 5 2 Performing the Submission... 5 2.1 Overview... 5 2.2 Preparation: Entering the NAICS Code... 6 2.3 Creating the Submission Files... 6 Logging in to the Batch Utility... 7 Selecting the RMA Submissions Component... 7 Selecting Customers... 8 Specifying the RMA Criteria... 9 Creating Multiple RMASUBM<YY>.TXT Files...11 2.4 Submitting Customers Associated with the Contractor Model...11 2.5 Translating Encrypted RMA IDs... 12 3 Moody s Analytics Support... 13 RiskAnalyst Risk Management Association (RMA) Submissions Guide Moody s Analytics Confidential Information Do Not Distribute III
IV Moody s Analytics Confidential Information Do Not Redistribute
1 About This Guide This Guide provides you with the information and procedures that you use to generate data and to submit it electronically to Risk Management Association (RMA). This guide is for Moody s Analytics clients and personnel who are responsible for electronically submitting data to RMA. To submit data successfully, you must have a strong working knowledge of the RiskAnalyst software. 2 Performing the Submission 2.1 Overview Using the system batch functions, you can electronically submit RMA Submissions information. You can specify the industry model and select multiple customer files for RMA submissions. The RMA Submissions program creates a transmittal file RMATRAN.TXT and a submissions file RMASUBM<YY>.TXT. You can also view a log file of the customers that you submit to RMA. Note Depending on the year when the program creates the files, the last two digits of the year replace YY in the RMASUBM<YY>.TXT file name. For example, if the program creates the file in 2015, the file name is RMASUBM15.TXT. Send the RMATRAN.TXT and RMASUBM<YY>.TXT files to RMA via an e-mail (studies@rmahq.org), or copy them to a CD and send the CD to RMA at the following address. You can call RMA at 1-800-677-7621: Risk Management Association Statement Studies Unit 1801 Market Street, Ste 300 Philadelphia, PA 19103 You can also create multiple RMA submission data files. For more information, see Create Multiple RMASUBM<YY>.TXT Files. The RMA Submissions program is an add-in component to the system. If it does not appear on the menu in the Batch Utility dialog box, contact Moody s Analytics Support. Note RMA Submissions is available only for the standard MMAS, AUTO, CONTR, and HOSP 117 financial templates. If you are running a customized version of one of the financial templates, you cannot use the standard RMA Submissions utility. Contact Moody s Analytics Support for further assistance. RiskAnalyst Risk Management Association (RMA) Submissions Guide Moody s Analytics Confidential Information Do Not Redistribute 5
2.2 Preparation: Entering the NAICS Code Before you generate RMA submission files, enter the customer NAICS Code. 1. On the customer home page, click Customer Information. 2. Select NAICS from the Industrial Classification drop-down menu. 3. In the Industry Code field, enter the NAICS Code. If you do not know the NAICS Code, click Lookup. Select the code from the Customer NAICS Code Selection dialog box. Note The lookup button is not available for all Industry Classification systems. 4. Select the Address tab and enter the customer state and ZIP code. This information is required for RMA submissions. 5. Click OK. 2.3 Creating the Submission Files Create the submission files by using the RMA Submissions component. 1. Log in to the Batch Utility. 2. Selecting the RMA Submissions Component. 3. Selecting Customers. 4. Specify the RMA Criteria. The program creates the following files. You can find the files in the destination directory that you specify: RMASUBM<YY>.TXT A submission file. RMATRAN.TXT A transmittal file. RMA.LOG A file shows all customers that you select for submission, their submission date, and whether the customer was included in the submission. If you want to print the log file, Moody s Analytics recommends that you open the file with a word processor and print it. RMA_XLS.LOG A comma-delimited version of the log file. You can open this file with a spreadsheet application for easy sorting and querying of the submission results. 6 Moody s Analytics Confidential Information Do Not Redistribute Performing the Submission
Note To ensure confidentiality, the customer long name is not submitted to RMA. The long name is encrypted (scrambled) before being submitted. Although both forms of the long name appear on the RMA.LOG file, only the encrypted format is included in the submission file. To translate the encrypted customer long name, use the Translation tool. For more information, see Translating Encrypted RMA IDs. The system does not include consolidated customers in the submission. Logging in to the Batch Utility To launch the Batch Utility application if you are using the RiskAnalyst Desktop software 1. Launch RiskAnalyst Desktop. 2. Select Tools > Batch Utility. 3. Enter your user ID and password. 4. Click Login. To launch the Batch Utility application if you are using the RiskAnalyst software 1. Select Start > Programs > RiskAnalyst > Batch Utility. 2. Enter your user ID and password. 3. Click Login. Selecting the RMA Submissions Component Select RMA Submissions from the Add-In Component drop-down list. RiskAnalyst Risk Management Association (RMA) Submissions Guide Moody s Analytics Confidential Information Do Not Redistribute 7
Selecting Customers 1. Display the customer list in the Batch Utility Available Customers section. To display all available customers, click Search. To search for customers, enter specific criteria in the Criteria fields and click Search. Note When using the Saved After Date filter, be aware of your regional settings. For example, if your regional setting specifies the date format as DD/MM/YYYY, as is standard format in the UK, enter the date in this same format in the Saved After Date field. This filter does not accept the month in any format other than numeric format (for example, enter 05 for the month of May. Do not enter the word MAY). For more information about using the customer filters, see the Batch Utility Help topic Using Batch Utility. Tip If you want to search for customers that match different criteria, click Clear Filter to clear all the criteria fields, and enter your new criteria. 2. Select the customers in the Available Customers list. You can select multiple customers by: Holding the Shift key and dragging the mouse over the customers you want to select. Holding the Ctrl key and clicking each customer that you want to select. 3. Move the selected customers to the Selected Customers field by using the arrow buttons. Arrow buttons Arrow button Description Move a single customer from the Available Customers field to the Selected Customers field. Move all the customers from the Available Customers field to the Selected Customers field. Move a single customer from the Selected Customers field to the Available Customers field. Move all the customers from the Selected Customers field to the Available Customers field. You can also load a set of customers that you previously saved. For more information, see To display a set of customers that you previously defined. For information about saving an customer set, see To save the selected customers as an customer set 8 Moody s Analytics Confidential Information Do Not Redistribute Performing the Submission
To display a set of customers that you previously defined 1. Click Load Set. 2. Select a set from the drop-down list. 3. Click OK. To save the selected customers as an customer set 1. Move the customers that you want to set as a set to the Selected Customers field. 2. Click Save Set. 3. To specify a new set, select the New radio button, or select the Existing radio button to save with an existing name. 4. Click OK. Specifying the RMA Criteria 1. In the Batch Utility dialog box, click Process Selections. 2. Specify the statement date range: Beginning Enter the earlier annual statement date that you want to include for submission. Ending Enter the latest annual statement date that you want to include for submission. Note If a selected customer has a year-end statement that falls within the selected date range, the customer is included in the submission file. If the customer has more than one year-end statement that meets the criteria, only the most recent statement is submitted. 3. Select the asset range: All Assets Include all customers regardless of asset size. Selected Sizes (in thousands) Specify an asset range in the From and To fields. Enter the asset size in thousands. (For example, enter 100 for an asset size of 100,000.) 4. Enter submitter information: Name Enter your name. Do not enter your organization name. Telephone Enter your telephone number where RMA can reach you. Fax Enter your fax number. Email Enter your email address. 5. Specify the destination for the data files by clicking Browse. Note You cannot change the name of the data file that is generated. You can change only its destination. RiskAnalyst Risk Management Association (RMA) Submissions Guide Moody s Analytics Confidential Information Do Not Redistribute 9
To append more data to the RMASUBM<YY>.TXT file, select the Append to Existing File check box. Otherwise, this file is overwritten with new information each time you create the submissions file. 6. Enter your organization information by clicking Org Info. Note Before you can submit information to RMA electronically, the system must have RMA information entered in the Organization Information section. This information can be entered in Administrator, and it is stored in the database. If you have not entered this information in Administrator, click Org Info and enter the information including the three-digit Chapter Number and the eight-digit RMA Member Number. 7. Select the appropriate check box options: Include Hidden Statements Select the check box if you want to include the customer hidden statements. Show Log File when Complete Select the check box if you want the program to display the log file automatically when creation is complete. Generate Log File Only (Do Not Submit) Select the check box if you want to create the log file without creating the submission file. Use this option if you want to preview any error messages and the status of the submission batch before actually creating the RMA Submissions file. Include Previously Submitted Customers Select the check box if you want to include customers that you have submitted previously. This option is only for this RMA reporting period. 8. Click OK. To append the existing file 1. Select the customers that you want to submit. 2. Select the Append to Existing File check box in the RMA Criteria dialog box. 3. Create the submission file. To change the destination directory of the RMASUBM<YY>.TXT file 1. Select the customers that you want to submit. 2. Select a different destination directory by clicking Browse in the RMA Criteria dialog box. Note Each time you select customers from a different database, you must specify a different destination directory. 3. Create the submission file. 10 Moody s Analytics Confidential Information Do Not Redistribute Performing the Submission
Creating Multiple RMASUBM<YY>.TXT Files If you are generating multiple RMA submission data files, select a different directory for each file. Otherwise, you overwrite the existing data file. If the customer files that you want to submit are stored in multiple directories, you have the following options for creating the RMASUBM<YY>.TXT file: Appending customer files from separate directories into a single RMASUBM<YY>.TXT file. RMA strongly prefers to have all submitted data in a single file. For more information, see To append the existing file. Changing the destination directory of the RMASUBM<YY>.TXT file. For more information, see To change the destination directory of the RMASUBM<YY>.TXT file. You can create multiple RMASUBM<YY>.TXT files, each in a separate directory. Note Do not rename the.txt file to correspond to the folder (directory) name. Each RMA Submissions file must be named RMASUBM<YY>.TXT. When shipping to RMA, including the corresponding RMATRAN.TXT file in each of the directories. For example, \Middlemkt\RmaTran.txt \Middlemkt\RMASUBM<YY>.txt \CLOTHING\RmaTran.txt \CLOTHING\RMASUBM<YY>.txt RMA suggests that you include a note with your submission, indicating that data files are in subdirectories. 2.4 Submitting Customers Associated with the Contractor Model RMA accepts only customer files in which the value 1 - % Completion is specified in the Method Prepared line in the Statistics class. If the value '1' is not entered in the Method Prepared line in the Statistics class, the system does not submit the customer file, and the RMA.LOG file contains an entry or entries similar to the following: Statement not processed: Completion Method is not specified or invalid. To check the Method Prepared entry for the customer file that was not submitted, perform the following steps. 1. Open the customer file and go to historical balances. 2. Go to the Statistics class. 3. Check if the value 1 - % Completion is entered on the Method Prepared line. RiskAnalyst Risk Management Association (RMA) Submissions Guide Moody s Analytics Confidential Information Do Not Redistribute 11
4. If the value in the Method Prepared line is anything other than 1, this file is not included in the submission batch. RMA accepts only customer files with a Method Prepared = 1 - % Completion. Available values and their corresponding descriptions are: 1: % Completion (RMA accepts only customer files with this value in the Method Prepared line) 2: Completed Contract 3: Cash 4: Other 2.5 Translating Encrypted RMA IDs To ensure confidentiality, the customer long name is not submitted to RMA. The long name is encrypted (scrambled) before being submitted. Although both forms of the long name appear on the RMA.LOG, only the encrypted format is included in the submission file. The RMA Submissions program produces the RMA ID in place of the long name. The RMA ID is included on the RMASUBM<YY>.TXT file that you send to RMA. The customer long name is not included on the RMASUBM<YY>.TXT file. If you want to translate the RMA ID into the customer long name, use the RMA ID Translation utility that you can find in the Batch Utility installation directory (for example, C:\Program Files\Moodys KMV\RiskAnalyst\Batch Utility). 1. To locate the directory, use Windows Explorer. 2. Double-click the RMAID.EXE file. 3. Enter the RMA ID in the ID to be Translated field. You can find RMA IDs by looking at the RMA.LOG or in the RMASUBM<YY>.TXT file. Note This field is case-sensitive. 4. Click Translate. The customer long name appears in the Translated ID field. Tip Click Clear Entries before entering another RMA ID. 12 Moody s Analytics Confidential Information Do Not Redistribute Performing the Submission
3 Moody s Analytics Support You can reach Moody s Analytics Support at Phone: +1-212-553-1653 E-mail: MA_support@moodys.com Web site: http://support.moodysanalytics.com m RiskAnalyst Risk Management Association (RMA) Submissions Guide Moody s Analytics Confidential Information Do Not Redistribute 13