Decisions

• Proceed with detailed walkthrough of mid-size business rating process and application usage.
• Use three main applications for processing policies, with steps for each business line.
• Follow SOPs for large accounts, using Excel templates and import tools for data entry.
• Prioritize e-file instructions over UWD in case of policy instruction conflicts.
• Raise requests for external email, B-line, Windows app, and WFH access before setup.

Open questions

• Obtain complete rating instructions for endorsement samples; further follow-up is needed.
• Clarify process for missing/conflicting policy info; UA clarification sometimes required.
• Ensure all team members complete access requests; some need further guidance.

Decisions

• Regroup at 6:30 PM for process understanding.
• Update solution design with detailed steps and business rules.
• Create PPT with process map screenshots for design.

Open questions

• Uncertainty about process map changes after review.
• Risks and limitations need to be defined by Darvena and Lathesh.

Decision

• Reschedule meeting to after 6:30 PM, confirm with Darvena

Agenda

• Kick Off Mid-size Business rating (30 min)

Meeting notes

Meeting logistics

• Darvena stated that the meeting will reconnect at 6:30 to accommodate all participants.
• Participants confirmed their language preferences for the session, agreeing to proceed in both Hindi and English.

Team introductions

• Darvena introduced Lathesh as the technical lead for the team.

Solution design

• Darvena explained the need to detail the process flow, including intake, validation, claim information enrichment, duplicate notes validation, attachment validation, and human versus bot tasks.

Project status

• Darvena confirmed that the BRD and process steps have been signed off, and development is ready to start.

Endorsement process samples

• Ullind confirmed that 20 endorsement process samples were shared with Darvena and Seema via email.
• Lathesh noted that rating instructions are still pending and need to be obtained for comparison with the PDF files.

Access and credentials

• Darvena explained the sequence of requests required for technical account setup and RP account mapping, emphasizing completion of access and credential steps first
• Lathesh confirmed that they installed the Windows app, but Darvena clarified that a formal request is still required for access

Process walkthrough

• Ullind shared a walkthrough of the mid-size business rating process, including logging into the underwriting desktop application and identifying new business versus renewal policies.

Application usage

• Ullind explained how to use the UWD application to access policy details, assignments, and rating instructions for worker compensation and auto policies.

Process SLAs and compliance

• Ullind explained that the SME must complete policy assignments within 48 hours, and any delays require justification in the tech field notes.

Process complexity and workflow

• Ullind described the workflow for large accounts, including manual entry of class codes, exposure limits, and locations, which can be extensive and time-consuming.

Application usage and integration

• Ullind outlined the use of three applications—UWD, Zspare, and E-file—for processing policies, accessing documents, and generating premiums.
• Ullind outlined the use of import/export options in ZSpare to retrieve bulk or scheduled vehicle data, depending on the rating type.

Account classification process

• Ullind described the process for identifying account type and complexity by reviewing submission details, such as number of states, locations, and class codes, to classify accounts as small, medium, or large.
• Ullind clarified that the underwriter is the primary contact for assignment information, and their details are displayed in the system for each account.

Policy creation standards

• Ullind explained the use of four standard companies for policy creation and the need to check for special instructions or comments from the underwriter in the UWD system.
• Ullind clarified that only one general liability enhancement form can be added to a policy, and the system will not allow both forms to be included.

Policy document review process

• Ullind outlined the steps for retrieving and reviewing policy details in E-file and Accord application files, including verifying class codes, exposures, and contacting the underwriter assistant if information is missing.
• Ullind explained that when conflicting instructions for policy forms are found in UWD and e-file, the team must prioritize the instructions from the e-file and ignore those in UWD.

Policy data handling

• Ullind explained that for large accounts, policy details such as states, annual payroll, class exposure limits, and coverage are provided in Excel files, which must be referenced during processing.
• Ullind described the process of importing location details into ZSpare using the Enterprise Import Template (EIT) Excel file, which saves time by auto-fetching all location information instead of manual entry.
• Ullind explained the process of importing location data into ZSpare by first filling out the EIT Excel template, converting it to XML using the workbench, and then importing it into ZSpare to auto-populate location details.
• Ullind described how to add general liability class codes and exposures for each location in ZSpare, ensuring that each class code exposure is linked to the correct location before starting the rating process.
• Ullind clarified that ZSpare will display errors if incorrect information is entered and will not generate the rating worksheet until all errors are resolved, after which the system calculates the final premium automatically.

Policy creation workflow

• Ullind described the process of creating a new business policy in the ZSpare application, including entering the new business code, policy effective date, and submission ID, and verifying details auto-populated from the UWD system.

Policy update procedures

• Ullind outlined the steps for updating and modifying business codes in ZSpare by searching with submission ID, selecting the relevant policy, and performing policy action updates.

Policy data extraction

• Ullind explained the process of auto-fetching basic policy information, including insured name, effective and expiration dates, and writing company, from the submission and Accord application.

Policy processing workflow

• Ullind described how to fill in worker compensation details, such as employee liability limits and executive officer inclusion/exclusion, using information from the Accord application and e-file.
• Ullind outlined the steps for adding state, class code, exposure, and handling exceptions when duplicate class codes are entered for the same state in the system.
• Ullind detailed the process for entering names, FIN numbers, and addresses as provided in the Accord application, and noted that accounts with more than 100 class codes are flagged as large accounts by the system.
• Ullind explained that for large auto policies, vehicle information is now imported in bulk using a Conver ID, which auto-fetches all vehicle details in ZSpare, replacing manual entry.
• Ullind described the process for entering auto policy details in ZSpare, including submission ID, coverage options, liability symbols, and fleet classification, with information sourced from E-file and XLSOV files.
• Ullind explained the process for bulk vehicle rating in ZSpare, including using the convert ID provided by the UA to auto-import vehicle details and validating the imported data for completeness.
• Lathesh confirmed that if any vehicle details are missing after import, the team must manually add the missing information in ZSpare.
• Ullind described the steps for handling general liability policies, including copying the submission ID into the e-file application to view rated information as per UA instructions.

Experience rating procedures

• Ullind explained that general liability experience rating is mandatory for all lines of business, but the process differs for auto, GL, and worker compensation, with specific steps for each.
• Ullind described the workflow for calculating experience ratings, including reviewing loss history, checking eligibility in ZSpare, importing rate data, and generating the experience rating worksheet.

Experience rating impact

• Ullind clarified that the experience rating can affect the total premium, and the final rating worksheet is generated after applying relevant adjustments based on the insured’s loss history.

Follow-up tasks

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