allocate user guide - ecfinfo.com
Post on 28-Dec-2021
9 Views
Preview:
TRANSCRIPT
ECF2: Allocate
User Guide
Version: 3.3
Issue Date: 25th January 2018
Approved Distribution List
Name Title
ECF2 User group
ECF 2 Users ECFUG (http://www.ecfinfo.eu/technical/)
website
Anupama Gundi Xchanging Application Lead
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 2 of 124
Contents
1 OVERVIEW.................................................................................................................................................. 4
WHAT IS ALLOCATE? .......................................................................................................................................... 4
2 GENERAL TERMS ..................................................................................................................................... 5
3 INITIAL STEPS ........................................................................................................................................... 6
3.1 REGISTERING FOR ECF2: CWS COMPONENT ......................................................................................... 6
3.2 USER SETUP IN ALLOCATE ...................................................................................................................... 6
3.3 USER ROLES IN ALLOCATE ...................................................................................................................... 6
3.4 ECF2 ACCESS ......................................................................................................................................... 7
4 SCREEN FLOWS ....................................................................................................................................... 10
4.1 MAIN CWS SCREEN FLOW .................................................................................................................... 10
4.2 DASHBOARD SCREEN FLOW ................................................................................................................... 11
4.3 CWS ADMINISTRATION SCREENS ......................................................................................................... 12
5 SEARCH FUNCTIONALITY ................................................................................................................... 13
5.1 SEARCH WORKFLOW ............................................................................................................................. 13
5.2 SEARCH IMR ECF ................................................................................................................................. 18
6 DASHBOARDS .......................................................................................................................................... 19
6.1 ADJUSTER AND TEAM MANAGER DASHBOARD CHARTS ....................................................................... 20
6.2 CLAIMS MANAGER DASHBOARD CHARTS ............................................................................................. 24
6.3 DASHBOARD FUNCTIONALITY ............................................................................................................... 28
7 PROCESS WORK SCREENS .................................................................................................................. 36
7.1 CLAIMS AWAITING ACTION SECTION .................................................................................................... 38
7.2 QUERIES FROM XCS AWAITING ACTION ............................................................................................... 39
7.3 CLAIMS RESPONDED TO ........................................................................................................................ 40
7.4 NON-AGREEMENT PARTY ...................................................................................................................... 43
7.5 MY GROUP ............................................................................................................................................ 45
7.6 ALLOCATE WORK.................................................................................................................................. 47
7.7 HOVER DISPLAY .................................................................................................................................... 52
7.8 TRANSACTION (WORK ITEM) DETAILS .................................................................................................. 53
8 ALLOCATING WORK ............................................................................................................................. 59
8.1 FOLLOW ME ROUTING ........................................................................................................................... 59
8.2 AUTO-ROUTING VIA DECISION TABLE .................................................................................................. 59
8.3 MANUAL ROUTING ................................................................................................................................ 59
8.4 GET NEXT.............................................................................................................................................. 60
8.5 MANAGEMENT OPTIONS ........................................................................................................................ 60
9 ACTIONS TO BE TAKEN ON A WORK ITEM ................................................................................... 61
9.1 REVIEW CLAIM ...................................................................................................................................... 61
9.2 PEND MOVEMENT.................................................................................................................................. 61
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 3 of 124
9.3 TRANSFER MOVEMENT.......................................................................................................................... 62
9.4 DECLARE CONFLICT .............................................................................................................................. 63
9.5 MARK REVIEWED IN CWS / UNMARK REVIEWED IN CWS .................................................................... 64
9.6 PBS ONLINE .......................................................................................................................................... 65
9.7 XCS TP QUERY RESPONDED TO ........................................................................................................... 67
10 COMMON ALLOCATE FUNCTIONALITY ..................................................................................... 68
10.1 SORT OF WORK ITEMS ........................................................................................................................... 68
10.2 EXPANSION/CONTRACTION OF SECTIONS/LISTS .................................................................................... 68
11 ALLOCATE LOCAL ADMINISTRATION........................................................................................ 71
11.1 MAINTAIN DATA ................................................................................................................................... 71
11.2 MAINTAIN RULES .................................................................................................................................. 85
12 GET MORE INFORMATION/CONTACT ......................................................................................... 94
13 SCREEN FIELD DEFINITIONS FOR ALLOCATE LISTS ............................................................. 95
14 SCREEN FIELD DEFINITIONS FOR ALLOCATE DECISION TABLES .................................. 104
14.1 AUTOMATED ROUTING TABLE ............................................................................................................ 104
14.2 TARGET PROCESSING TIME ADJUSTMENT TABLE ................................................................................ 106
15 GLOSSARY .......................................................................................................................................... 109
16 DOCUMENT CONTROL ................................................................................................................... 111
16.1 DOCUMENT INFORMATION .................................................................................................................. 111
16.2 REVISION HISTORY .............................................................................................................................. 111
17 ECF2 USER REGISTRATION FORM .............................................................................................. 113
17.1 NEW USER ........................................................................................................................................... 113
17.2 AMEND USER ...................................................................................................................................... 114
18 REGISTRATION FORM GUIDE ...................................................................................................... 115
19 WORK ITEM MOVEMENT THROUGH ALLOCATE ................................................................. 117
20 BINDING AUTHORITY SUB-CLASSIFICATION VALUES ........................................................ 124
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 4 of 124
1 Overview
This guide has been prepared to assist ECF2 carrier practitioners navigate through the Allocate on-line functionality. The Allocate functionality is provided via the Claims Workflow Services (CWS) component of ECF2 and is only available where a user has been set up with CWS access rights. In order to fully process a claim transaction, this guide should be read in conjunction with the Review and Respond (CAS) User Guide.
The sections of the document are as follows:
• Section 3 provides direction on what is required to register for ECF2.
• Section 4 illustrates the main screen flows in Allocate
• Section 5 describes the search functionality available within Allocate
• Section 6 describes the dashboards available in Allocate
• Sections 7, 8 and 9 describe the Process Work screens, means of allocating work and actions that can be taken on a claim transaction respectively
• Section 0 describes the common functionality between the various sections of the Allocate screens, as well as that between the lists available in Allocate
• Section 11 details the functionality available to an organisation’s local administrator
• Section 12 provides means of getting more information on ECF2
• Section 13 consists of a data dictionary for all fields held within the various lists and transaction details screens within Allocate
• Section 14 consists of a glossary of terms in ECF2
Additionally, 17 contains a sample ECF2 User Registration Form, along with field descriptions. 19 details work item movement through Allocate.
What is Allocate?
Allocate is an element of ECF2 consisting of the CWS (Claims Workflow Services) module in ECF2
connecting to the Review/Respond functionality. It is an application that enables the allocation of
work to teams and individual adjusters, as well as the ability to monitor the progress of a claim
transaction (in the form of a work item) through the claims adjustment process. The application also
shows a prior and subsequent transaction visual identifier for outstanding items and allows users to
take actions on a claim, including navigation to the Review/Respond section of ECF to register a
response to a claim and declaring a conflict of interest.
CWS is enabled at both an organisation level, where carriers stipulate the stamp codes which are to
be run into and enabled for processing within CWS; and at a user level, as an organisation may
choose to have part of their user base utilising the services within CWS. All non-CWS users will not
have access to the Claims Workflow Service within ECF2.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 5 of 124
2 General Terms
Work Item: when a claim transaction is created and submitted by a broker, a work item is created for each participating carrier on the claim transaction, regardless of whether the carrier is an agreement or non-agreement party on the transaction. A work item constitutes a unit of work in ECF2.
NB claims transactions are bureau specific. Where a claim is cross-market, a separate transaction will be created and submitted by the broker for each bureau against the claim. A work item is created for each participating carrier against each claim transaction.
Example:
A claim is submitted where there are 2 ILU participating carriers (one an agreement party, the other a non-agreement party) and 1 LIRMA participant. In this case, 2 transactions will be created, 1 against the ILU portion of the slip, TR1, 1 for the LIRMA portion of the claim, TR2. From these 2 transactions, a total of 3 work items would be created:
• 2 work items against transaction TR1, 1 for the agreement party, the other for the non-agreement party
• 1 work item against transaction TR2, for the LIRMA participant
Domain: a domain is a way of segregating parts of an organisation to allow functions to be performed with full separation. Users within one domain will not be able to see the work lists or workbaskets of users and teams within another domain. For most organisations there will only be one domain.
Team: a team is created within a domain, and has workbaskets and users associated with it. Users will be allocate a primary team, but may also be assigned one or more secondary teams as necessary. The permissions a user will have will differ between primary and secondary teams.
Workbasket: a workbasket is assigned to a team and is a collection of work items which have not yet been allocated to an individual for processing. In Allocate, a workbasket is at team level. A user can access a work item directly for processing, as well as from their individual worklist.
Worklist: a worklist is a collection of work items which have been allocated to an individual for processing. While claims and team managers can access work items in an individual’s worklist within their primary and secondary teams for processing or re-allocation, adjusters can only access another adjuster’s work list who is a member of their primary team. All users can however, access another user’s worklist, either to view or for allocation to another worklist or workbasket.
Transaction Visual Identifier: Visual indicators against CWS work items where the prior transaction is in one of the following statuses:
• Lloyd’s query
• ILU pend
• LIRMA reject
• LIRMA INF
• LIRMA FIL
• LIRMA NO
These are Category 1 transactions. Any transactions that do not fall into this are Category 2.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 6 of 124
3 Initial Steps
3.1 Registering for ECF2: CWS Component
Users must have a profile set up on the mainframe by their local administrator as per the current
ECF1 process. Current users of CLASS/ECF will therefore have 2 different logins: one for
ECF/CLASS, another for ECF2.
An organization can register users for ECF2 by obtaining an ECF2 registration form from the Service
Centre at email address ServiceCentre@xchanging.com. Once the user has been set up on the
mainframe, completed registration forms should be sent to the Service Centre at the same email
address. Users are registered for ECF2 and optionally for CWS. It is only when a user is registered
for CWS that they will be granted access to Claims Workflow Services within ECF2.
An example of the ECF2 registration forms for new users and user update, along with a guide for
these forms, are in 17, IMR/ECF2 User Registration Form. Please note that the actual form to be
submitted is an electronic form, which will have dropdown lists for some of the required fields. Each
user should be detailed on a separate tab within the electronic version of this form.
Note that, while an organization can sign up for ECF2, designation as an ECF2 user is done on an
individual user basis. ECF2 users will have access to Review and Respond (CAS (Claims Agreement
Screens), the DFV (Document File Viewer), the IMR (Insurance Market Repository) and where
requested, Allocate (CWS) via one sign on. This sign on will enable users to access all permitted
areas of ECF2 using one user ID and password.
3.2 User Setup in Allocate
As part of the initial implementation of ECF2 within a CWS organisation, at least two local
administrator users will be set up within the organisation. These administrators will be responsible for
managing other users, workbaskets, teams and other organisational settings; the administrator will
also be responsible for maintaining the rules for automated routing of work items to teams and users,
as well as rules for setting the target processing time for work items.
As part of the creation of a new user via the single sign on process, a user will be created within
CWS, and the necessary access rights and reporting structure will be assigned to that user by the
local organisational administrator. For more information regarding the management of user profiles,
please refer to section 11.1.1, Maintain Operators.
3.3 User Roles in Allocate
There are 4 user types (or roles) in Allocate:
1. Adjuster: can view dashboards (at individual adjuster level for allocated items) for their
Primary Team and any Secondary Teams to which they are associated, can process
transactions from their own work list, work lists of members of their primary team and
specified workbaskets and can transfer work to another workbasket/adjuster via Take Action.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 7 of 124
2. Team Manager: can view dashboards (at individual adjuster level for allocated items) for
their Primary Team and any Secondary Teams to which they are associated, with the option
to also to view Claims manager dashboards, allocate work items to adjusters/other
workbaskets/teams from an individual’s worklist or a team workbasket, process transactions
and transfer work to another workbasket/individual adjuster via Take Action. This role would
be the equivalent of the head of a business unit or team.
3. Claims Manager: can view dashboards (at team level for allocated items) collectively for all
teams within their Domain with the option to also view dashboards for each individual team,
allocate work items to adjusters/other workbaskets from a team workbasket, process
transactions, transfer work to another workbasket/individual adjuster via Take Action. This
role would be the equivalent of the head of a department.
4. Administrator: can maintain delegated rules and data for CWS. For more information on
the administration function, please refer to section 11, Allocate Local Administration.
3.4 ECF2 Access
To access the ECF2 system:
1. Go directly to the ECF2 login page via this URL:
http://ins.xchanging.com
2. Enter your username and password on this page
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 8 of 124
If the login screen is unavailable, the System Unavailable screen will be displayed as below:
3. Click on the “Login” button; you will be taken to the ECF2 home page within Allocate, as listed
below:
4. The ECF2 home page is displayed:
a. If the user is a CWS user, the following screen will be presented:
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 9 of 124
b. If the user is an own workflow user and is not enabled for CWS, the following screen
will be presented:
5. If the user elects to go to the Allocate function, the initial view is dependent upon the role
assigned to the user in Allocate:
a. If the user has a Claims Manager, Team Manager, or Adjuster role the initial display
will be the Process Work section of Allocate but the Dashboard section will be
available in the left panel of the screen CWS (for more details on this list, refer to
section 7.1, Claims Awaiting Action List).
b. If the user has is a Claims Manager or Team Manager some additional Management
options will be available in the left hand pane.
c. All users will have the Administration menu in the left hand pane, but when selected
will only display the administrator functionality for those users which have been
granted administrator rights.
d. If the user has an Administrator only role, the initial screen displayed will be the
administration section of Allocate (for more details on this section, refer to section 11,
Allocate Local Administration).
Note: The login page will time out if the User ID and password have not been entered after 3
minutes.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 10 of 124
4 Screen flows
4.1 Main CWS Screen flow
Login screen
CWS OptionCAS Option
Options menu
CAS Screens
Process Work/ CAA list
Dashboard sectoin
User role?
Admin sectoin
BA
NAP list Allocate Work listMy Group listCRT list CWS Search screenTR details screen ECF2 Search screen
With appropriate permissions
Note: this navigation option is only available where a user is configured for CWS
Note: the dashboard a user sees will be dependant on role
Queries From XCS Awaiting Action
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 11 of 124
4.2 Dashboard Screen flow
Unallocated
Claims Daily IntakeClaims Being
Worked On
Dashboards
Work in Progress
A
Tab view Full screen view Tab view Full screen view Tab view Full screen view Tab view Full screen view
Claims being
worked on with
previous TR
Tab view Full screen view
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 12 of 124
4.3 CWS Administration Screens
Admin screen
Determine RoutingMaintain
Workbaskets
B
Select Workbasket
Update
Workbasket
Confirm Update
Maintain
Reference Data
Update Reference
Data
Confirm Update
Admin screen
Manage Rules Maintain Data
TPTAdjustmentDetermine Routing
Maintain
Organisational
Settings
Maintain
OperatorsMaintain
Workbaskets
Select Operator
Update Operator
Confirm Update
B
Follow Me RoutingPend Items
DefaultSelect Workbasket
Update
Workbasket
Confirm Update
Maintain
Reference Data
Update Follow Me
Routing
Confirm Update
Update Pend
Items Default
Confirm Update
Update Reference
Data
Confirm Update
Manage Leavers
and Movers
Select Operator
Update Operator
Maintain Team
Workbaskets
Select Workbasket
Update
Workbaskets
Confirm Update
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 13 of 124
5 Search Functionality
The buttons to access the various search screens are located on the left hand side of the Allocate
screen under the “Process Work” portion of the screen.
5.1 Search Workflow
Selecting the Search Workflow button will take the user directly to the Search Workflow function. This
search will return one or more work items that match all of the selection criteria.
Wildcard searches are not permitted for performance reasons. However, partial UCR and transaction
references can be used as long as the “Broker Code” portion of the reference is used. (NB: This relates
to workflow search only, not ECF2 Search)
Only those claims transactions created after implementation of ECF2 will be available in Search
Workflow
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 14 of 124
Workflow Search Criteria Validation
Search Criteria Field
Condition Comments
Unique Claim Reference
Contains
User must enter the first five characters starting with letter “B” (minimum)
System will return any records that contain the characters entered
Transaction Reference
Contains
User must enter the first five characters starting with letter “B” (minimum)
System will return any records that contain the characters entered
Carrier Role Is Equal
Drop down list of values. Possible values are: Lead, Agreement Party, and Non Agreement Party
Only records where the Carrier Role is an exact match will be returned.
By default, the search criteria will match Lead and Agreement Parties with an active role
Carrier Id Is Equal
The full individual carrier Id must be entered. Alternatively, users can select one or more carrier id’s related to the logged on user, by using the dropdown list function for this field (select magnifying glass icon to left of field) or by manually entering carrier ID’s. Where the entry of multiple carrier ID’s is done manually, please note that each carrier ID will need to be entered separately within double quotes (“”) and that each carrier ID will need to be separated from the previous carrier ID by a comma.
E.g., “7022”, “8756”, “9456”
Only records where the carrier Id is an exact match and the carrier id is associated with the user’s organisation will be returned.
Date of Loss From
Is Greater or Equal
Date must be entered as dd/mm/yyyy or selected from the calendar control. Only records where the Loss Period Start date is greater than or equal to the entered date will be returned
Date of Loss To Is Less or Equal
Date must be entered as dd/mm/yyyy or selected from the calendar control. Only records where the Loss Period end date is less than or equal to the entered date will be returned. This field can be left blank.
Risk Code or Business Class
Is Equal Only records that match the exact value entered will be returned.
Lloyd’s Cat Code Is Equal Only records that match the exact value entered will be returned.
Broker Code Is Equal Only records that match the exact value entered will be returned.
PCS Code Is Equal Only records that match the exact value entered will be returned.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 15 of 124
Search Criteria Field
Condition Comments
Claim Ref 1 Contains System will return any records that contain the characters entered
Claim Ref 2 Contains System will return any records that contain the characters entered
Carrier Ref 1 Contains System will return any records that contain the characters entered
Carrier Ref 2 Contains System will return any records that contain the characters entered
Clicking on the Search button will commence the search in Allocate; clicking on Reset will clear all
entries in all search criteria fields in this search screen. Please note that entering one or more search
criteria and hitting the Return key on the computer keyboard will not initiate the search.
Search results:
Search results will show up to 30 items per page. Users can select next page or a specific page number
to see additional results. The maximum number of search results returned is 100; if more than 100
results are returned an error message will be displayed:
“More than 100 matching records have been found. Please add more search criteria to filter
your results”
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 16 of 124
A red X will highlight any fields where the user has not met screen validation rules.
Results will be sorted in the following order by default 1) Status [Open items at top of list], 2) UCR, 3)
Transaction Ref, but the results can be re-sorted manually. For further details on manually sorting lists in
Allocate, please refer to section 10.1, Common Allocate Functionality - Sort of Work Items.
The following fields will be displayed within the search results list:
• Target date (Agreement Party items only)
• UCR
• Insured
• Reinsured
• Date of Loss
• Carrier Role
• Status (Workflow status – Agreement Party items only)
• Cat Code
• PCS Code
• ECF Ind
• Transaction Type
• Risk Code
• Carrier ID
• Claims Ref 1
• Grouping Ind
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 17 of 124
As with the lists of work items within the Process Work section of Allocate, if a user holds the mouse
cursor over the line in which the work item is listed, a “hover” will display. The data within the hover for
the search results listing, however, will display different fields from those within the hover for those
worklists. The following fields will be displayed within the search results hover:
• UCR
• Transaction Ref
• UMR
• Insured
• Reinsured
• Bureau Lead
• Loss Name
• Transaction Type
• Business Class
• Triage Category
For a more detailed description of any of these fields listed, please refer to section 13, Data Dictionary
for Allocate Lists.
Selecting an item from the results will open that item in workflow. The browser back can then be used
to return to the search results page if necessary. New search criteria can be entered if desired (clicking
on the Reset button will clear all previously entered search criteria).
The user will be able to take action on the selected item if they have the permission to do so AND the
item is in a state that requires action by the user.
Work Status Values
Each item within the search results list will contain a Work Status value. This is the status of the
transaction within the context of CWS. This should not be confused with a Transaction Status which is
the response submitted in CLASS.
The following values may appear:
Pending-Action The transaction is on an individual CAA or team workbasket list and
awaiting a response
Transferred The transaction has been reallocated to another user or workbasket using
the ‘Transfer Movement’ function in CWS
Escalated The transaction has been escalated using the ‘Escalate to Manager’
function in CWS
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 18 of 124
On-Hold The transaction has been pended using the ‘Pend Movement’ function in
CWS
Query Portal
Response
The transaction is on an individual CAA or team workbasket list and is
awaiting a review of the query response provided by the Broker.
(Only applicable to LIRMA PbS submissions, where the Query Response
does not cause a re-release of the transaction)
Resolved-Completed The transaction has been actioned within CWS; e.g. a response has been
submitted within the CAS screens and the item has moved from the users’
worklist.
This is not resolved-completed on CLASS and may be waiting on a third
party action to be completed.
5.2 Search IMR ECF
Clicking on this button will take you directly to the ECF2 search screen:
For further details of the ECF2 search functionality, please refer to the Review/Respond (CAS) User
Guide.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 19 of 124
6 Dashboards
The Dashboards are displayed for the user’s roles of Adjuster, Team Manager or Claims Manager. The
Dashboards take the form of charts providing a view at a glance of work volumes and progress.
The Dashboards display data for the Adjuster and Team Manager’s Primary Team. Drop down options
are presented to enable Adjusters and Team Managers to also select and view Dashboards for any
Secondary Teams to which they are associated in the Domain.
There are also drop down options to enable Claims Managers to select and view Team Manager
Dashboards for Teams within their domain, and for Team Managers to view the Claims Manager
Dashboards.
Note 1: Items assigned to a Claims Manager will not be included in Dashboards visible to Adjusters,
Team Managers or Claims Managers. Items assigned to a Team Manager will be included in the
Dashboard visible to the Team Managers and Adjusters.
Note 2: If a team name exceeds 11 characters (default team name) or 14 characters (drop down
selection listed team name), the name will not appear in full. The user can either click on the default
team name to display the team name in full together with team drop down options or increase the width
of the left hand panel to display team names in full. The panel can be expanded by clicking on the right
hand border and dragging it to the right.
2
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 20 of 124
Adjuster and Team Manager’s Dashboard view
6.1 Adjuster and Team Manager Dashboard Charts
The Dashboards displayed will be for the Adjuster or Team Manager’s Primary Team. The Team
name will be displayed in the left hand panel. Additional Dashboard views available to the user
(Secondary Team or Claims Manager view) will be displayed as selectable drop down options in the
left hand panel.
6.1.1 Unallocated Claims
This chart displays the volumes of claims transactions in a teams workbaskets awaiting allocation to
an adjuster. The data is displayed per TPT (target processing time) deadline date and per
transaction type (Advice or Settlement) for a specific date range. The default date range is from the
earliest TPT date against an unallocated item to the latest TPT date against an unallocated work
item.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 21 of 124
The date range is adjustable by the slide bar at the top of the report.
6.1.2 Claims Being Worked On
This chart displays the volume of claims transactions that are in progress in the users’ Primary
team. The graph will show the number of transactions assigned to each team member for each
status against the Target Processing Date for the transaction; these statuses are:
• “Overdue” – the target date has now passed,
• “Due today” – the target date equals current date,
• “On time” – the target date is in the future and
• “Pending” – the transaction has a status of pending in the user’s work list (NB: the term “pending” in relation to Allocate indicates that the work item is pending within workflow, not within CLASS).
The display will include team members who have no currently allocated work.
It will display a count against each status category by colour.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 22 of 124
6.1.3 Intake Figures per Day
This chart displays a volume of transactions submitted to the team workbasket each day over a
range of dates. The date range is adjustable by the slide bar at the top of the report, with a
maximum of 10 days.
6.1.4 Work In Progress
This chart displays the volume of transactions which have been assigned to an adjuster, together
with what actions have been taken on the work item (assigned, pended or completed). The data on
which this chart is based will be reset at the start of a new CWS session.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 23 of 124
6.1.5 Claims Being Worked on with prior TR
This chart displays the overdue allocated work with a Category 1 or 2, This will show which transactions
have a prior transaction set to one of the response codes Lloyd’s query, ILU pend, LIRMA
reject/INF/FIL/NO (category 1) and which transactions do not (Category 2).
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 24 of 124
6.2 Claims Manager Dashboard Charts
Each of the dashboards for a Claims Manager displays the same type of data as the corresponding
dashboard for an Adjuster or Team Manager, but at a higher level (department total, sub-totalled where
appropriate at a team workbasket level, rather than an individual user level).
Note: The Claims Being Worked On with Prior TR Dashboard Chart will not be shown on the Claims
Manager Dashboard.
The Claims Manager can also select to view the Team Manager Dashboard views for each team within
the Claims Manager’s Domain. The Team names will be displayed as selectable drop down options in
the left hand panel.
Dashboard charts – Claims Manager view
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 25 of 124
6.2.1 Unallocated Claims
This chart displays the volumes of claims transactions awaiting allocation to an adjuster which are in
the workbaskets of those teams in the claims managers’ domain. The data is displayed per TPT
(target processing time) deadline date for a specific date range, with the amount of items in each
workbasket identified by colour. The default date range is from the earliest TPT date against an
unallocated item to the latest TPT date against an unallocated work item.
The date range is adjustable by the slide bar at the top of the report.
Unallocated Items chart
6.2.2 Claims Being Worked On
This chart displays the volume of claims transactions that are in progress within the domain of the
claims manager. The graph will show the transactions assigned to each team and their status
against the TPT for the transaction; these statuses are:
• “Overdue” – the target date has now passed,
• “Due today” – the target date equals current date,
• “On time” – the target date is in the future and
• “Pending” – the transaction has a status of pending in the users work list. (NB: the term
“pending” in relation to Allocate indicates that the work item is pending within workflow, not within CLASS).
The display will include teams that currently have no work allocated.
It will display a count against each status category for each team.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 26 of 124
6.2.3 Intake Figures per Day
This chart displays a volume of transactions submitted to the workbasket(s) of the team(s) in the
Claims Managers domain each day, over a range of dates. The date range is adjustable by the slide
bar at the top of the report, with a maximum of 10 days.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 27 of 124
6.2.4 Work In Progress
This chart displays a volume of transactions which have been assigned to users (Adjusters and
Team Managers) within teams the Claims Managers domain, together with what actions have been
taken on the work item (assigned, pended or completed). The data on which this chart is based will
be reset at the start of a new CWS session. For a claims manager view, these are displayed at team
level.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 28 of 124
6.3 Dashboard Functionality
6.3.1 Maximise Chart
If the user clicks this button in the top right of any of the charts, the chart is displayed in full screen
mode.
Maximise chart button
6.3.2 Show Data
Show Data button
If the user clicks this button in the top right of any of the charts, the data used to compose the chart is
displayed in a tabular format: The data can be exported to Excel by clicking on the "Export to Excel”
button on the tabular display.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 29 of 124
6.3.3 Unallocated Claims
Adjuster and Team manager view:
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 30 of 124
Claims manager view:
Where data is at a Claims Manager view, with workbasket/team granularity, the user can drill down on
this data to an individual level by clicking on the expand symbol (“+”) next to each summarised entry. All
data, whether at the summarised team level or individual level, can be exported to Excel by clicking on
the Export to Excel button. This is the above report exported into Excel:
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 31 of 124
Where the data is at a summary level, the details making up that summary total are exported into Excel.
Please note that the numbers are exported as absolute values; no formulae are exported.
6.3.3.1 Claims being worked on (allocated work)
Adjuster and Team Manager View:
Claims Manager View:
6.3.3.2 Intake Figures per Day
Adjuster and Team Manager View:
Claims Manager View:
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 32 of 124
6.3.3.3 Work In Progress
Adjuster and Team Manager View:
Claims Manager View:
6.3.4 Claims Being Worked on with prior TR
Adjuster and Team Manager View:
There is no Claims Manager View.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 33 of 124
6.3.5 Dashboard hover
A hover function will supply summary figures for each graph. This section explains how the figures are
displayed.
6.3.5.1 Bar charts
Each workbasket (or adjuster) is allocated a colour in the legend below the chart. Positioning the cursor
on a particular colour bar will show the number of items for that workbasket.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 34 of 124
Positioning the cursor on the upper boundary of a colour will show figures for that workbasket and the
ones to the right of it in the legend. In the following example only Marine is to the right of the Property
workbasket so figures are only shown for the two workbaskets.
Positioning the cursor the lower boundary of a colour bar displays the figures for the workbasket
represented by that colour and the workbaskets to the left of it in the legend.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 35 of 124
Where the bars are horizontal rather than vertical the left boundary becomes the lower boundary and
the right boundary becomes the upper boundary.
6.3.5.2 Intake figures per day
For the Intake Figures graph positioning the cursor at the point where the line crosses a value on the
horizontal axis will display the figures associated with that line.
Positioning the cursor at a point where multiple lines cross a value on the horizontal access will display
the figures for all lines that converge on that point.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 36 of 124
7 Process Work Screens
The Process Work display can be reached from other views within workflow by clicking on the Process
Work bar at the top of the screen (if displayed) or on the light blue Process work bar within the left panel
of the display.
Adjuster Default Display:
Team Manager and Claims Manager Default Display also includes management options of Leavers &
Movers and Change Workowner:
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 37 of 124
Administrator only display:
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 38 of 124
7.1 Claims Awaiting Action Section
This section contains claims transactions which require an action by the current carrier, i.e., claim
transactions on which the carrier is the lead or other agreement party and has not yet provided a
response on the claim transaction, or PbS LIRMA transactions where a response to a Query has been
provided by the Broker via the PbS Online application, but the transaction cannot be re-released. These
work items have been allocated to the individual user’s worklist.
The fields highlighted above with grey shading are Category 1 transactions. Category 2 transactions will
not change in appearance; they will remain as per current shading.
The fields displayed in this list are:
• Target date
• UCR
• Insured
• Reinsured
• Date of Loss
• Carrier Role
• Work Item Status
• Cat Code
• PCS Code
• ECF Indicator
• Transaction Type
• Risk Code
• Carrier ID
• Claims Ref 1
• Grouping Ind
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 39 of 124
For a more detailed description of any of these fields listed, please refer to section 13, Data Dictionary
for Allocate Lists.
Users can filter the listing by either broker, carrier ID or carrier role or all. Filtering by role will provide the user with the option to filter by Lead or Agreement Party; please note that in this instance, Lead is for the role of Bureau Lead. In addition, as an organisation may have access to Allocate for multiple carrier ids a further filter is available to filter the work items listed by carrier id.
Users can open up transactions for processing from the Claims Awaiting Action list by double-clicking on the work item line with in the list. For further actions that can be taken on a work item, please refer to section 9, Actions to be taken on a Work Item.
7.2 Queries from XCS Awaiting Action
This section contains claim transactions on where a query raised to the carrier has been raised by XCS
that requires an action by the current carrier i.e. provide a query response via the PbS Online
application.
This will only be applicable to Lloyd’s PbS claim transactions initiated by a PbS submission from the
Broker.
Transactions will have already been responded to by the carrier agreement parties, but XCS have
subsequently raised a query with the carrier and require them to make a query response via the PbS
Online application in order to complete the processing of the claim transaction. These work items have
been allocated to the individual user’s worklist.
Transactions will remain in this list until either:
• The carrier selects ‘XCS TP Query Responded To’ from the Take Action drop down list to
indicate that they have responded to the query, within the PbS Online Query Portal or via
Phone / E-mail. The work item will be returned to the CRT or NAP folder as applicable.
• The claim transaction is re-released within ECF/CLASS and the claim transaction is re-
presented to the agreement parties. The work item will be moved to the CAA or NAP folder as
applicable.
• The claim has reached a status where it has been authorised by all required parties and is
complete. The work item will be removed from the folders as the claim transaction is fully
completed.
The fields displayed in this list are:
• Date Added
• UCR
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 40 of 124
• Insured
• Reinsured
• Date of Loss
• Carrier Role
• Transaction Status
• Cat Code
• ECF Indicator
• Transaction Type
• Risk Code
• Carrier ID
• Claims Ref 1
• Reviewed
For a more detailed description of any of these fields listed, please refer to section 13, Data Dictionary
for Allocate Lists.
The view contains two filters, select role or carrier ID. Filtering by role will provide the user with the
option to filter by Lead or Agreement Party. In addition, as an organisation may have access to Allocate
for multiple carrier ids a further filter is available to filter the work items listed by carrier id. Please note
that in this instance, the query has been directed to the individual carrier ID by XCS.
7.3 Claims Responded To
This section contains claims transactions on which the current carrier or someone in their primary team has performed an action, but which are not yet complete, i.e., actions are to be taken by other agreement parties on the claim.
Once a carrier user has provided a response on a claim transaction within ECF2 Respond or CLASS/IMR, the work item will move to their Claims Responded To list. This is displayed in a separate section within the Process Work view in Allocate. It displays any claim transactions to which the user has provided a response and indicates the current status of that transaction in the overall agreement process for that bureau. Claims Responded To will be available to the user who handled the work item.
Transactions will remain in this list until either an action is taken that means a further response is required by the carrier (e.g. the broker has updated the transaction owing to a query raised or XCS have raised a query to the carrier on a PbS claim transaction) or the transaction has reached a status where it has been authorised by all required agreement parties and is complete. .If the transaction is part of a Co-Lead group then the transaction will remain in this list until the group reaches a coordinated status, a transaction status of “Conditionally Approved” or “Conditionally Queried” will be displayed. Once the claim transaction has reached a status of Complete in CLASS it will be removed from the Claims Responded to list. Please note that even if the work item is no longer available for view in this list, the user may still view the work item in Allocate via the search functionality. This is true for any of the lists within Allocate.
This view also contains four filters, select bureau, response code, auto response and select scope. The response codes filter is dependant on bureau selected. Auto response allows filtering of items which
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 41 of 124
have been auto responded to via CAS or CLASS and is a field only applicable to users who are both Lirma and Follow Me users. Select scope allows users to either see their own CRT list, or this list of their primary team (in the case of a Claims Manager, this will mean all users within their domain). The default for Scope filtering is “Own” for Adjusters and “Primary Team” for Team Managers and Claims Managers
When a work item is opened from this list, it is displayed as read-only.
The fields displayed in this list are as follows:
• Action Date
• UCR
• Name of Insured
• Name of Reinsured
• Date of Loss
• Carrier Role
• Transaction Status
• Cat Code
• PCS Code
• ECF Indicator
• Transaction Type
• Risk Code
• Carrier ID
• Claims Ref 1
• Grouped Ind
For a more detailed description of any of these fields listed, please refer to section 13, Data Dictionary
for Allocate Lists.
The status displayed for the work item on Claims Responded To list will display the response code assigned in ECF2 by that carrier. As a result the status values displayed in the “Claims Responded To” section will be those as follows:
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 42 of 124
Description Applicable Bureau Short Description
Awaiting Action/Queried Lloyds only AWAITING/ QUERIED
Part Authorised - authorised by the lead only Lloyds only PART-AUT
Conditionally Authorised Lloyd’s only COND AUT
Fully Authorised Lloyds advising transaction – Awaiting processing by Xchanging technician
Lloyds only ADV BDWN
Fully Authorised Lloyds settlement transaction – Awaiting processing by Xchanging technician
Lloyds only SET BDWN
Fully Authorised – Breakdown Incomplete Lloyds only PROCESS
Fully Authorised – Breakdown Complete Lloyds only RELEASED
Part Authorised - authorised by the lead and XCS
Lloyds and ILU PART-AUT
Pended/Rejected by a Lead ILU only PENDED/ REJECTED
Awaiting Reinstatement (fully authorised) ILU only RIP REQD
Awaiting Reinstatement on previous transaction (fully authorised)
ILU only RIP PREV
Awaiting CPA Release ILU only HELD CPA
Awaiting CPA Release on previous
transaction
ILU only HELD-CPA
Fully Authorised – Awaiting Signing ILU only AUTHORSD
Circulated LIRMA only CIRCLED
Cancelled LIRMA only CANCEL’D
Fully Authorised and Signed/Complete All COMPLETE
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 43 of 124
7.4 Non-agreement Party
For transactions where the carrier is a participant on the claim but not an agreement party, the transaction will be visible within the Non-agreement Party section of the system. This section will also include items where the carrier is an agreement party but can not yet action the claim transaction, e.g. the LIRMA lead has not yet circulated the transaction. Automated responses on subordinate UCR’s on a master cover, co-ordinated multi-layer or co-ordinated multi OSND claim will also be shown in the Non-Agreement Party section; a suppressed lead on a subordinate UCR will have to use existing ECF2 search functionality to navigate from CWS to CAS in order to review the claim.
The carrier will not be able to action the transaction from this section. Transactions will appear in this section until the carrier’s role, or the status of the transaction, has changed to one where they are required to take action, i.e. appears in the awaiting actions list for that carrier, XCS have raised a query to the carrier on a PbS claim transaction or the transaction is fully authorised and is complete. At this point it will be removed from the list. For a subordinate UCR the transaction will remain in this list until the master UCR has been fully authorised and the response rolled-on from the master to the sub-ordinates.
Note that work items in the Non-agreement Party (NAP) section of the Allocate screen can also be routed to an individual adjuster or workbasket, through the organisation’s routing rules (section 9.2). Users can then filter the listing by either workbasket or user, and include or exclude items that have been marked reviewed in CWS (section 9.5).
The fields displayed in this list are:
• Date Added
• UCR
• Name of Insured
• Name of Reinsured
• Date of Loss
• Carrier Role
• Transaction Status
• Cat Code
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 44 of 124
• PCS Code
• ECF Ind
• Transaction Type
• Risk Code
• Carrier ID
• Claims Ref 1
• Reviewed
For a more detailed description of any of the fields listed, please refer to section 13, Data Dictionary for Allocate Lists.
Clicking an item in the NAP list will take the user to the Transaction Details for that particular item as shown below.
A button ‘Take action’ is available at the bottom of the screen, to allow further actions to be taken on an NAP item. Clicking this button will take the user to a pop-up screen with a drop down list of four possible actions permitted on the NAP item:
o Review Claim (section 9.1) o Transfer Movement (section 9.3) o Declare Conflict (section 9.4) o Mark Reviewed In CWS/Unmark Reviewed In CWS (section 9.5)
Taking any of the above actions will close the pop-up screen once the request has been submitted. The ‘Take Action’ button and the ‘NAP Reviewed’ column will only appear on the NAP Transaction Details
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 45 of 124
screen, where the organization does not have an additional role as a lead or active agreement party on the same transaction.
7.5 My Group
The My Group section allows users to view the items in a specified individual’s worklist (View List for) or
a specified workbasket (View Queue for). Only work items requiring action will be displayed on these
lists.
Adjusters are able to see the work lists for users in their Primary Team and workbaskets within their
Primary and Secondary teams; Team Managers are able to see the work lists of users and workbaskets
within their Primary and Secondary Teams Claims Managers are able to see all worklists and
workbaskets within their domain.
7.5.1 My Group – View List for an Adjuster
To view a list for an adjuster, the user navigates to the My Group section of the Process Work screen
and selects a user name from the dropdown for the View List for field.
This list will then display:
The fields displayed in the "My Group – View List for Adjuster” list are:
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 46 of 124
• Target Date
• UCR
• Insured
• Reinsured
• Date of Loss
• Carrier Role
• Work Item Status
• Cat Code
• PCS Code
• ECF Indicator
• Transaction Type
• Risk Code
• Carrier ID
• Claims Ref 1
For a more detailed description of any of these fields listed, please refer to section 13, Data Dictionary
for Allocate Lists.
7.5.2 My Group – View Queue for Workbasket
To view a queue for a workbasket, the user navigates to the My Group section of the Process Work
screen and selects a workbasket description from the dropdown for the View Queue for field.
The fields highlighted above with grey shading are Category 1 transactions. Category 2 transactions will
not change in appearance; they will remain as per current shading.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 47 of 124
The fields displayed in the "My Group – View Queue for Workbasket” list are:
• Target Date
• UCR
• Insured
• Reinsured
• Date of Loss
• Carrier Role
• Work Status
• Cat Code
• PCS Code
• ECF Indicator
• Transaction Type
• Risk Code
• Carrier ID
• Carrier Ref 1
For a more detailed description of any of these fields listed, please refer to section 13, Data Dictionary
for Allocate Lists.
7.6 Allocate Work
This section allows a user to allocate claim transaction items from a specified individual’s worklist
(Transfer work from) or a specified workbasket (Allocate work from). Only work items requiring action
will be displayed on these lists.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 48 of 124
The ‘Transfer work from’ adjuster dropdown list contains any users who have the same Primary Team.
Team Manager will also have the users within their Secondary Team(s) included.
Claims Managers will have all users within their domain.
Users also have access to “My Group” which allows access and reallocation from the same user lists as
above.
7.6.1 Allocate Work – Transfer Work from Adjuster
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 49 of 124
The data fields displayed as a result of the selection of transferring work from an adjuster are:
• Target Date
• UCR
• Insured
• Reinsured
• Date of Loss
• Carrier Role
• Work Item Status
• Cat Code
• PCS Code
• ECF Indicator
• Transaction Type
• Risk Code
• Carrier ID
• Claims Ref 1
For a more detailed description of any of these fields listed, please refer to section 13, Data Dictionary
for Allocate Lists.
Work can be allocated to an individual adjuster or to another workbasket. To allocate work to an
individual adjuster:
1. Ticks the Select tick box against the work items to be allocated
2. Selects “Adjuster” from the Assign To dropdown list
3. Select the workbasket to which the adjuster is assigned from the Workbasket dropdown (the workbasket selected will determine the adjusters listed in the Adjuster dropdown selection field)
4. Select the adjuster to whom the items are to be assigned in the Adjuster dropdown.
5. The Comment field is mandatory
6. The user then clicks on the Submit button to allocate the work items.
To allocate to another workbasket, the user should follow steps 1 - 3 and steps 5 – 6, selecting
Workbasket at step 2.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 50 of 124
7.6.2 Allocate Work – Allocate Work from Workbasket
The fields highlighted above with grey shading are Category 1 transactions. Category 2 transactions will
not change in appearance; they will remain as per current shading.
The data fields displayed as a result of the selection of allocating work from a workbasket are:
• Target Date
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 51 of 124
• UCR
• Insured
• Reinsured
• Date of Loss
• Carrier Role
• Work Item Status
• Cat Code
• PCS Code
• ECF Indicator
• Transaction Type
• Risk Code
• Carrier ID
• Claims Ref 1
For a more detailed description of any of these fields listed, please refer to section 13, Data Dictionary
for Allocate Lists.
Work can be allocated to an individual adjuster or to another workbasket. To allocate work to an
individual adjuster:
1. Ticks the Select tick box against the work items to be allocated
2. Selects “Adjuster” from the Assign To dropdown list
3. Select the workbasket to which the adjuster is assigned from the “Work Basket” dropdown (the workbasket selected will determine the adjusters listed in the “Adjuster” dropdown selection field)
4. Select the adjuster to whom the items are to be assigned in the “Adjuster” dropdown.
5. The Comment field is mandatory
6. The user then clicks on the Submit button to allocate the work items.
To allocate to another workbasket, the user should follow steps 1 – 3 (selecting Workbasket at step 2)
and steps 5 – 6
The data fields displayed as a result of the selection of allocating work from a workbasket are:
• Target Date
• UCR
• Insured
• Reinsured
• Date of Loss
• Carrier Role
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 52 of 124
• Work Item Status
• Cat Code
• PCS Code
• ECF Indicator
• Transaction Type
• Risk Code
• Carrier ID
• Claims Ref 1
For a more detailed description of any of these fields listed, please refer to section Error! Reference
source not found., Data Dictionary for Allocate Lists
For further details regarding the provision of the required permissions, please refer to section 11.1.1,
Maintain Operators.
7.6.3 Filters
In the view of an either adjuster’s worklist or a team workbasket, a user can filter the list on the broker
code, role of the user’s organisation, carrier id or a combination of the three filter options. When filtering
by organisation role, the choices are 'All roles' or 'Lead'. When filtering by carrier id, the dropdown will
display a list of all carrier id’s within the view the user is currently in (expand or contracted), against the
user’s organisation; the user can select one carrier id; only transactions which have the selected carrier
id as a participant will then be displayed in the list. The broker filter will show a list of available broker
codes within the on screen data.
7.7 Hover Display
The hover is a display that contains summarised information on the claim; this is displayed when the
user hovers over the work item in any of the lists (Claims Awaiting Action, Queries from XCS Awaiting
Action, Claims Responded To, Non-agreement Party, My Group or Work Allocation or the view of the
workbasket by an adjuster).
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 53 of 124
The following fields are displayed in the hover:
• UCR
• Triage Category
• Transaction Ref
• UMR
• Loss Name
• Business Class
• Insured
• Reinsured
• Transaction Type
• Bureau Lead
For a more detailed description of any of these fields listed, please refer to section 13, Data Dictionary
for Allocate Lists.
7.8 Transaction (Work Item) Details
7.8.1 Active Display
The active view of the work item, where an action can be taken on the work item, will be displayed if the
user opens up the transaction by any of these means:
• Opening item from the Claims Awaiting Action list; the work item arrives on this list either by:
o Auto routing
o Follow Me routing
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 54 of 124
o Allocation of a work item to a user by a manager via the Work Allocation list or via
the Transfer Movement action from any other active view of the work item
o Escalation to a manager by a user with a role of Adjuster
• Get Next function
• Active work item open via workflow search
The fields listed in the work object portion of the screen are:
• Status (Work Item status)
• Target Processing Time Deadline (number of days remaining)
• Updated date
• Workowner
• Updated By
• Created date
• Created By
The fields listed in the transaction details portion of the screen are:
• UCR
• TR
• UMR
• Loss Date (from)
• Loss Date (to)
• Loss Name
• Insured
• Reinsured
• Transaction Type
• Transaction Status
• Date Added
• ECF Indicator
• PCS Code
• Cat Code
• Risk Code
• Claims Category
• Carrier Line
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 55 of 124
• Triage Category
• Bureau
• Slip Lead
• Bureau Lead
• 2nd Agreement Party
• Broker ID
• Broker Contact
• Comments (only present if they have been added during allocation or transfer of the
work item).
• Grouped Ind
• Classification
• Sub-Classification
• Linked Master UCR
For a more detailed description of any of these fields listed, please refer to section 13, Data Dictionary
for Allocate Lists.
The fields listed in the Agreement Parties portion of the screen are:
• Role
• Response (response made by each agreement party; for possible values, please
refer to section 7.2, Claims Responded To)
• Carrier ID
• Claim Ref 1
• Claim Ref 2
• Carrier Ref 1
• Carrier Ref 2
In the agreement parties section the lead will be listed first, followed by any agreement parties then any
non-agreement parties.
There is also a Take Action dropdown for the user to enter the action they wish to take within Allocate
for the work item.
For a more detailed description of any of these fields listed, please refer to section 13, Data Dictionary
for Allocate Lists.
7.8.2 Read Only Display
The read-only view of the work item, where no action can be taken on the work item, will be displayed if
the user opens up the transaction by any of these means:
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 56 of 124
• Claims Responded To list
• Incomplete item selected from Search Workflow results screen where current carrier has
provided a response against the claim transaction
• Completed item selected from Search Workflow results screen
The fields displayed in the read only display are identical to those in the active display, excluding the
Take Action dropdown.
7.8.3 Icons
Please note that icons are context-sensitive and will not always be displayed.
Update this item
View history
Add attachments
Where am I?
Expand / Contract All
Close this Item
7.8.3.1 Complete Update
This icon allows updates to the transaction details screen to be saved. This is a standard Pega icon
that, in this case, has no effect as the transaction details cannot be updated from this screen.
7.8.3.2 View History
Clicking on this icon will display the history of the work item:
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 57 of 124
7.8.3.3 Add Attachments
Clicking on this icon allows the addition of a note to the work item; please note that the only type of
attachment that can be used is a note.
7.8.3.4 Where Am I?
Clicking on this icon displays the current location of the user in the Allocate screen displays
7.8.3.5 Expand/Contract All
Clicking on this icon either expands all sections of the transaction details screen or contracts them,
depending on the condition of the section at the time.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 58 of 124
7.8.3.6 Close This Item
Clicking on this icon allows the saving of updates to the transaction details screen
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 59 of 124
8 Allocating Work
8.1 Follow Me Routing
With Follow Me routing, the second or subsequent claim transactions against a claim with previously
processed transactions will be automatically routed to the adjuster specified as the workowner against
that claim; this overrides any other auto-routing rule in Allocate. This setting is set in the Administration
set of screens (for details on setting Follow Me Routing, please refer to section 11.1.3.1, Follow Me
Routing).
8.2 Auto-Routing Via Decision Table
This option automatically routes claims transactions to specified workbaskets or adjuster’s worklist
based upon the values on fields specified in the routing rules table in the Administration set of screens.
Such routing can be bureau or carrier specific. For full set of fields for auto-routing, please refer to
section 11.2.1, Determine Routing
8.3 Manual Routing
8.3.1 Work Allocation Section Process Work Screen
As per section 7.6 Allocate Work, a manager can select one or more items in a workbasket or adjuster’s
worklist and allocate/transfer the work item(s) to another workbasket or individual adjuster.
8.3.2 Transfer Open Work Item
User can click on a claim transaction in a workbasket or worklist to open and select Transfer Movement
from Take Action dropdown. For more details, please refer to section 9.3, Transfer Movement.
8.3.3 Transfer Open Work Item
Leavers and Movers Management and Administration options, allow the bulk (or singular) reallocation of
work items based on
- Workowner
- Items within a specific users CAA listing
- Items within a specific users CRT listing
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 60 of 124
8.4 Get Next
Clicking on the Get Next button retrieves the claim transaction with closest target date from the
workbasket(s) and/or worklist with which the users Primary Team is associated.
When the user clicks Get Next, the transaction details screen for the relevant item is opened, with a
default Take Action of Review Claim.
8.5 Management Options
Clicking on the Leavers & Movers options, gives the manager access to the menus detailed in section
11.1.1 Maintain Leavers and Movers
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 61 of 124
9 Actions to Be Taken on a Work Item
9.1 Review Claim
Selection of this action directs the user to the Review/Respond screens in CAS (Claims Agreement
Screens), where the user can view details of the claim and provide a response on the claim transaction,
if desired. For more details on Review and Respond, please refer to the Review/Respond User Guide.
9.2 Pend Movement
Selection of this action sets the status of the work item to On Hold; the transaction is still displayed in
the user’s worklist. Please note that this action does not change the work item’s target processing date.
Once the Pend until Date has been reached, the status of the work item will revert to Pending – Action.
The Pend until Date defaults to a date which includes the Pend Default Days value; this is input for the
organisation in the Administrator screens. This default value can be overridden at this point using the
Pend until Date calendar (button highlighted in red). For more information regarding the calculation of
the default Pend until Date using the Pend Default Days value, which is set in the Administration
screens; please refer to section 11.1.3.2, Pend Items Default Setting.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 62 of 124
The Comments field is mandatory; clicking on the Submit button will pend the work item.
9.3 Transfer Movement
When transferring a movement, the work item can be transferred to either another workbasket or an
individual adjuster’s worklist. When transferring to an individual adjuster the following is required:
1. Tick the Select tick box against the work items to be allocated
2. Select Adjuster from the Assign To dropdown list
3. Select the workbasket to which the adjuster is assigned from the Workbasket dropdown (the workbasket selected will determine the adjusters listed in the Adjuster dropdown selection field)
4. Select the adjuster to whom the items are to be assigned in the Adjuster dropdown.
5. The Comment field is mandatory
6. The user then clicks on the Submit button to allocate the work items.
To allocate to another workbasket, the user should follow steps 1 – 3 and steps 5 – 6, selecting
Workbasket at step 2.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 63 of 124
9.4 Declare Conflict
Selection of this action will direct the user to select the type of conflict of interest. This selection in turn
will direct the user to the Conflict of Interest screens in either CLASS (for organisational conflict of
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 64 of 124
interest) or the IMR (for individual conflict of interest). For further details, please refer to the
Review/Respond User Guide.
9.5 Mark Reviewed in CWS / Unmark Reviewed in CWS
This option is available for Non Agreement Party (NAP) items only. For an NAP transaction not yet
marked reviewed, the function displayed will be titled ‘Mark Reviewed in CWS’. Clicking Submit will
mark the transaction as reviewed by the current non-agreement party.
For a NAP transaction marked reviewed and accessed through the Search Workflow function, the
function will be titled ‘Unmark Reviewed in CWS’. Submitting this request will mark the item as
‘Unreviewed’ on the next refresh.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 65 of 124
9.6 PbS Online
This option is available for Queries from XCS Awaiting Action or CAA claim transactions with a work
status of Query Portal Response.
For Queries from XCS Awaiting Action transactions, selection of this action directs the user to the View
Query screen in the PbS Online application, where the user can view the details of the query raised by
XCS and provide a query response.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 66 of 124
For CAA claim transactions with a work status of Query Portal Response, selection of this action directs
the user to the View Query screen in the PbS Online application, where the user can view the brokers
query response to the query that the carrier had raised previously on the claim transaction.
For more details, please refer to the PbS Online User Guide.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 67 of 124
9.7 XCS TP Query Responded To
This option is available for Queries from XCS Awaiting Action items only. After a query response has
been provided by the carrier in the PbS Online application, selection of this action will return the work
item to the CRT / NAP folder from which it had previously resided.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 68 of 124
10 Common Allocate Functionality
10.1 Sort of Work Items
For any of the lists of work items, whether a worklist or workbasket or a list of search results, despite the
default sort order, a user is able to change the sort field by clicking on the header of any of the fields
displayed in the list. Clicking on the header of a column will sort the list by the values in that field. The
first click on the header will result in a sort by ascending value; a further click will re-sort the list in
descending value order.
Subsequent clicks on the header of a column currently being used to sort the list will reverse the sort
order.
10.2 Expansion/Contraction of Sections/Lists
10.2.1 Sections and Lists of Allocate Screen
Clicking on the horizontal arrow ( ) against any sections will expand the selected section.
The arrow will show as vertical once expanded ( ). Clicking this arrow contracts the view.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 69 of 124
10.2.2 Maximise Display of Work Items within Lists
The initial display of items within a worklist or workbasket will be a list of up to ten work items and only
partially expanded.
To view a larger number of work items within the list, click on the “Expand…” link:
Once expanded the list will show a count of retrieved items and other view folders will be pushed to the
bottom of the list of retrieved items. The expanded view will be scrollable via a vertical scrollbar for the
whole page.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 70 of 124
To contract back to the original number of items in view, click on the “Contract…” link at the bottom of
the list.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 71 of 124
11 Allocate Local Administration
Users with administration rights can access the Administration screens via expansion of the
Administration section on left side of the Allocate screen; all users will see this option as a default.
These functions will all open in new windows.
There are 2 main sections in the Administration functionality in Allocate
• Maintain Data: this is where the organisational and user settings are maintained
• Maintain Rules: This is where the delegated rules for routing work items and setting target
processing dates in Allocate are maintained
11.1 Maintain Data
There are 5 main functions within the Maintain Data section of the administration screens:
11.1.1 Maintain Leavers and Movers
Maintain Leavers and Movers, provides a separate “Umbrella” menu to allow Administration and
Manager Users to better control the leavers and movers in their organisations. The options available
are;
- Switch follow me off
- Change workowner on open claims
- Reallocate CAA work items
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 72 of 124
- Reallocate CRT work items
- Remove as CWS user
These options will differ depending on the profile of the logged in user. Administration only users
will see the top and bottom options;
Administrators View
Team Manager or Claims Manager View (not accessible within the Admin Menu, only directly from
the Management options section)
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 73 of 124
Users with Manager and Administrative access will see all five options;
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 74 of 124
11.1.1.1 Process for Leavers & Movers
Select User From Dropdown Menu
Reallocate Workowner on
open claims
Switch ‘Follow Me’ Off
Reallocate CAA Items
Reallocate Queries from XCS Awaiting
Acxtion
Remove as CWS User
Is Selected User a “Leaver”?
End
Is selected user a follow me
user?
No
Yes
No
Yes
Reallocate CRT items
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 75 of 124
11.1.1.2 Switch ‘Follow Me’ Off
Administrator only option, which switches off the follow me individual flag for the selected user. The
ability to switch follow me back on is within the Administrator Menu options within Maintain Operators.
11.1.1.3 Reallocate Work Owner
User is selected via a dropdown menu at the top of the screen, items may be selected individually or via
the select all tick box. Items may then be allocated to a new workowner at the bottom of the screen. The
selections within the workowner dropdowns will be all users within the logged in users domain, and
includes an option of “No Work Owner”.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 76 of 124
11.1.1.4 Bulk Reallocate CAA
Bulk reallocation of CAA items allows the user to reallocate individually or as a group, the CAA items of
users within their domain. Comments must be added prior to the reallocate button being pressed.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 77 of 124
11.1.1.5 Bulk Reallocate CRT items
Bulk Reallocate CRT, allows the user to reallocate individually or as a group, the CRT items of users
within their domain. Comments must be added prior to the reallocate button being pressed
11.1.1.6 Reallocate Queries from XCS Awaiting Action
There is no bulk reallocation function for this worklist, so items will need to be reallocated individually
from the users list by that users Claim Manager / Team Manager.
11.1.1.7 Remove as CWS user
Administrator only option, which removes the user from CWS, this does not remove the user from the
IMR or CLASS, only from CWS.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 78 of 124
11.1.2 Maintain Operators
Operator is the Allocate term for a user; click on a radio button to select a user profile to edit.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 79 of 124
The following read-only data items are displayed on this screen
• User identifier: this is the unique user ID that is displayed in the top left of the
Allocate screen that identifies the current operator using Allocate – see above.
• Work Group: this represents the organisation with which the user is associated.
The following data items can be updated via this screen
• Personal Data
o Title
o Full Name
o Position
o Telephone
o Email
o Claims Domain
• Access Group: this determines the permissions given to the user, which in turn
determine the screens and functionality available to the user. Possible values and
associated roles are:
o CWS:Users: Adjuster role
o CWS:Managers: Team Manager role
o CWS:ClaimsManagers: Claims Manager role
• Make Administrator: Extends the administration menu to users
• Use Follow Me Routing: Turns on (when ticked) follow me at an individual level, this
option is only available if Follow Me is turned on at organisation level. Once turned
on at organisation level, all users within the organisation will have this option ticked.
• Select From Workbasket: if this box is ticked, the operator/user will be able to
access work items in the team workbasket(s) listed in the Workbaskets Selected
column (below). This option is only provided for Adjusters as a Team Manager and
Claim Manager can allocate work to themselves from the workbasket.
• Get Next to select from workbaskets first?: This prioritises the Get Next function to
retrieve the highest priority work item from a user’s permitted workbaskets, in the
order that permission is granted. Once a workbasket is empty, the system will
select from the next workbasket until all are empty, after which items will pull from
the users work list
To save updates on any of the data entry update screens, click next. For this update, as with all
updates in Maintain Data, you will be required to confirm the data you wish to update:
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 80 of 124
11.1.3 Maintain Organisational Settings
Opening screen:
All organisational settings which have values against them will be listed under the Current
Organisational Settings header, together with the current value(s) of the setting. One or more of the
Reference Routing settings can be cleared by ticking the Select tick box against the item and clicking on
the Delete button. Follow me and Pend cannot be removed using the Delete option.
11.1.3.1 Follow Me Routing
When the organisational setting is on, Follow Me can be configured on an individual level. This routes
second or later transactions on a claim to the same individual that took ownership of the work item,
either manually within CWS, or by taking ownership when responding in CAS. If the setting is set to off,
and the setting is later changed to on, any processing done while this setting was set to off is not taken
into account for subsequent Follow Me routing. Please note that follow me routing takes precedence
over any other routing rules.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 81 of 124
11.1.3.2 Pend Items Default Setting
The number input in this screen will be used to calculate the default Pend Until Date; the Pend Until
Date is used when a user elects to Pend Movement in the Take Action section of a work item selected
from the Claims Awaiting Action list. The number input in this screen is the number of working days
added to the current date when a user pends a work item to derive the default Pend Until Date.
NB: Please note that, in order for the Pend Default calculation to work correctly, the calendar against
each user must be ‘Xchanging’ for the default Pend Until Date to be calculated using working days;
otherwise, the default Pend Until Date will be calculated using calendar days. The calendar value can
only be set by Xchanging Administrators, not the local administrator.
11.1.3.3 Maintain Reference Data
This setting defines the substring location within a specified field that can be used for character-based
routing.
Maintain Reference Data input fields:
Routing Reference: the field in the claim against which the specified substring will be compared for
auto-routing. The available fields are:
• Carrier reference 1
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 82 of 124
• Carrier reference 2
• Claim reference 1
• Claim reference 2
Carrier Id: the carrier for which this substring will be used. Please note that it is possible to specify
more than 1 field against the same carrier, e.g., can specify a substring against Claim Reference 1 and
a different substring against Carrier Reference 2.
Reference Start and Reference End: these fields specify the start and end locations of the substring
within the specified reference field. Please note that each of these numbers needs to be1 less than the
actual required locations, e.g., if substring required is from the 4th to the 6th characters in a reference
field, the Reference Start value will be 3 and the Reference End value will be 5.
Please note that the actual value(s) for character based routing, as well as the workbasket/worklist to
which the claim transaction will be routed, is set via the Maintain Rules/Determine Routing option.
11.1.4 Maintain Team Workbaskets
This option allows the logged in user to associate workbaskets to teams. Firstly the user must select a
domain, then a team to associate. Screen 3 shows the available workbaskets which may be picked to
be part of the selected team. Workbaskets are selected and deselected by double clicking the
workbasket name.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 83 of 124
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 84 of 124
11.1.5 Maintain Workbaskets
As with Maintain Operators, a workbasket must be selected for update via the selection screen:
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 85 of 124
Changing the description of the workbasket will amend the name of the workbasket in all locations
where the name is displayed for the users, for example, where a piece of work is being transferred to
another workbasket the name displayed will be that held in the description for the workbasket.
In this implementation, local administrators are not able to create new workbaskets; this is a task
performed by an Xchanging Administrator.
11.1.6 History Screen
All entries in Maintain Data will provide access to a History Screen to enable the user to see previous
settings of the data in question, as well as any users who have updated this data:
11.2 Maintain Rules
In the Maintaining Rules section of Administration, an administrator can maintain and update the
following rules:
Determine Routing: this sets the rules for auto-routing claims transactions to a specified workbasket or
adjuster’s worklist. This routing can be based on the value of one or more fields.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 86 of 124
TPT Adjustment: this sets the rules for assigning a target date to a claim transaction based on the
value of one or more fields.
Note: Tables must be checked out before editing and then checked back in before they will take effect.
Active X controls must be installed on the Administrator’s computer to allow rules to be checked out and
in again. Active X controls can be installed from the pop up blocker bar by someone with administration
rights to the computer. See the desktop guide for details.
11.2.1 Determine Routing
This option allows the administrator to route transactions to a specified workbasket or
individual’s worklist based on the value of one or more fields; the workbasket/worklist is
specified in the Return field This is done based on the rules set out in a decision table. The
decision table must be checked out before any update, any changes saved and the table
checked back in after updates are complete. If the user does not wish to keep the changes, the
user can elect to not select the Save icon and can then click on the Delete Checked Out button;
any changes to the decision table will not be saved.
Where the Call Base Decision tick box is ticked and the Return field is specified, the value in the
Return field is the workbasket/worklist to which all work items are routed which are not subject
to the other routing rules in the table.
Prior to table check out:
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 87 of 124
After checked out, during editing:
The following fields can be used for auto-routing claims transactions to a specific workbasket or
adjuster’s worklist:
• Bureau code – value for this field can be selected via a dropdown
• Carrier id
• Carrier role – value for this field can be selected via a dropdown
• Currency (Orig)
• Incurred amount (100% order)
• Risk code
• Transaction type – value for this field can be selected via a dropdown
• Cat code
• PCS code
• Broker
• Carrier reference 1 – character based routing
• Carrier reference 2 – character based routing
• Claims reference 1 – character based routing
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 88 of 124
• Claims reference 2 – character based routing
• Class of business
• ECF indicator – value for this field can be selected via a dropdown
• Year of Account
• Claims category
• Triage Category – character based routing. This field is added
specifically for the use of VCS claims routing to the dedicated VCS
workbaskets. Refer to the VCS user guide accessible via
http://www.ecfinfo.eu/technical/vcs/.
For a more detailed description of any of these fields listed, please refer to section 14.1, Data
Dictionary for Allocate Decision Tables – Automated Routing Table.
Please note that, when this decision table is saved, the workbaskets and worklists listed in the
Return field on each line will be validated against the workbasket and worklist descriptions held
against the organisation within Allocate.
11.2.2 Target Processing Times (TPT) Adjustment
This functionality assigns a target date to a work item based upon the value of one or more
fields. As with Determine Routing this is done via a decision table, which must be checked out
prior to any update, and saved and checked back in after updates are complete.
Prior to table check out:
After table check out, during editing:
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 89 of 124
The following fields can be used for target processing times determination:
• Bureau Code – value for this field can be selected via a dropdown
• Carrier id
• Carrier role – value for this field can be selected via a dropdown
• Transaction type – value for this field can be selected via a dropdown
• Cat code
• PCS code
• Currency (Original)
• Incurred amount
• Carrier ref 1 (character based routing)
• Broker id
• Class of Business
• Risk code
• ECF indicator – value for this field can be selected via a dropdown
For a more detailed description of any of these fields listed, please refer to section 14.2, Data
Dictionary for Allocation Decision Tables – Target Processing Time Adjustment Table.
11.2.3 Show Conflicts Functionality
Show Conflicts functionality is available to compare the rules which are on the decision table to
ascertain if there are any rules which conflict with each other. If there are no rules which conflict
then the following message is displayed:
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 90 of 124
If there are rules which conflict, the rules which is further down the table that conflicts with a rule
further up in the rule list will be highlighted:
As with any other decision table update, “Show Conflicts” only checks the decision table if the
user has the table checked out.
11.2.4 Show Completeness Functionality
Show Completeness is a native feature of the application used to build CWS. When this button
is clicked, rows are automatically added to the decision table which cover additional cases for
application of rules in order to reduce or eliminate situations which would all fall through to the
default routing rule. These added rows can be edited or deleted if desired. As with any other
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 91 of 124
decision table update, Show Completeness only updates the decision table if the user has the
table checked out. If the user makes updates to the table and does not wish to retain these
updates, the user can click on the Delete Checked Out button and any changes will be
discarded. In order to update the decision table any further, however, the user will be required
to check out the table again.
NB: As this functionality can add an extremely large number of rules to the decision table,
Show Completeness should be used with caution.
After the button is clicked, the rules which were already entered on the table will be displayed at
the top of the list of rules with a grey background; those rules which have been added by Show
Completeness will be displayed with a light green background:
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 92 of 124
11.2.5 Edit In Excel Functionality
Edit in Excel functionality is available for users to export the decision table to Excel for editing.
The table can then be imported back into Allocate when the user has completed their updates
and saved the Excel worksheet. As with any other decision table update, Edit in Excel is only
available if the user has the table checked out. If the user makes updates to the table and does
not wish to retain these updates, the user can click on the Delete Checked Out button and any
changes will be discarded. In order to update the decision table any further, however, the user
will be required to check out the table again.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 93 of 124
Here is what the above table looks like after export to Excel:
After an update in Excel, the user will need to save the changes on the worksheet and close the
Excel file; the changes will then be automatically imported back into Allocate
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 94 of 124
12 Get More Information/Contact
You can get more information about ECF2:
• Find out more about ECF2 at http://www.marketreform.co.uk
• In the event of an issue, the first point of contact is the Xchanging Service Centre. The Services
Centre can be contacted via telephone number at 0870 380 0830 or by email at
Service.Centre@xchanging.com. The Service Centre is available between the hours of 07.00
and 19.00.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 95 of 124
13 Screen Field Definitions for Allocate Lists
Data Field Title Description Source Displays In
2nd Agreement
Party
Lloyd’s: syndicate that is the 2nd
agreement party for this bureau
ILU: Company that is the 2nd agreement
party for this bureau
CLASS • Work Item - Transaction
Details
Auto Response An automatic response to a transaction
based on predefined rules set up by a
carrier/user.
CLASS
& CAS
• Claims Responded to filter
• CAS - View Market
Response
Agreement Status Status of transaction in ECF2/CLASS.
Please see entry for Status for status in
ECF2/CLASS
CLASS • Work Item - Agreement
Parties
Broker Contact Broker contact name CLASS • Work Item - Transaction
Details
Broker ID Code identifying the broker organisation
that created this transaction
CLASS • Work Item - Transaction
Details
Bureau Bureau in which the recipient is
participating on this transaction
SY = Lloyd’s
IL = ILU
LR = LIRMA
CLASS • Work Item - Transaction
Details
• Work Item - Agreement
Parties
Bureau Lead Lloyd’s: Syndicate that is the lead for this
bureau (may be the same as slip lead)
ILU and LIRMA: Company that is the lead
for this bureau (may be the same as slip
lead)
CLASS • Worklist/Workbasket Hover
• Search Results Hover
• Work Item – Transaction
Details
Business Class IILU or LIRMA: codes added by bureau
leader (usually at first advice) to define the
business type of the claim. May be blank
when first transaction created by broker.
CLASS • Worklist/Workbasket Hover
Carrier ID Code identifying carrier on the claim either:
a) against the work item; or
b) who has taken the action listed; or
c) of the non-agreement party
CLASS • Claims Awaiting Action
• Queries from XCS Awaiting
Action
• Claims Responded To
• Non-agreement Parties
• My Group – View List for
Adjuster
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 96 of 124
• My Group – View Queue for
Workbasket
• Work Allocation – Transfer
Work from Adjuster
• Work Allocation – Allocate
Work from Workbasket
• Adjuster workbasket
allocation view
• Work Item – Transaction
Details
• Work Item – Work Object
Carrier Line Claim line number in CLASS (required due
to possible non-uniqueness of carrier
participation on the same transaction)
CLASS • Work Item - Transaction
Details
Carrier Ref 1 Carrier’s risk reference. CLASS • Worklist/Workbasket Hover
• Search Results Hover
• Work Item - Transaction
Details
Carrier Ref 2 Carrier’s risk reference. CLASS • Search Results Hover
• Work Item - Transaction
Details
Carrier Reference Carrier’s risk reference CLASS • Work Item - Agreement
Parties
Carrier Role Carrier role of the file recipient:
• Lead
• Coordinated Lead
• Suppressed Lead
• Agreement Party
• Non-agreement Party
Please also see entry for Role
CLASS • Claims Awaiting Action
• Queries from XCS Awaiting
Action
• Claims Responded To
• Non-agreement Parties
• My Group – View List for
Adjuster
Cat Code Lloyd’s only
Catastrophe code allocated by Lloyd’s
Claims office to a loss event that is
expected to give rise to losses in excess of
an agreed amount.
CLASS • Claims Awaiting Action
• Queries from XCS Awaiting
Action
• Claims Responded To
• Non-agreement Parties
• My Group – View List for
Adjuster
• My Group – View Queue for
Workbasket
• Work Allocation – Transfer
Work from Adjuster
• Work Allocation – Allocate
Work from Workbasket
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 97 of 124
• Adjuster workbasket
allocation view
• Work Item – Transaction
Details
Ccy Original Currency Code (ISO codes used)
on the claim
CLASS • My Group – View Queue for
Workbasket
• Adjuster workbasket
allocation view
Claims Category LIRMA only: LIRMA code applied to
identify the business category of the claim
CLASS • Work Item - Transaction
Details
Claims Ref 1 Carrier Reference allocated by agreement
party.
CLASS • Claims Awaiting Action
• Queries from XCS Awaiting
Action
• Claims Responded To
• Non-agreement Parties
• My Group – View List for
Adjuster
• Work Allocation – Transfer
Work from Adjuster
• Work Allocation – Allocate
Work from Workbasket
• Search Results Hover
• Work Item – Transaction
Details
Claims Ref 2 Carrier Reference allocated by agreement
party. (Blank on first advice)
CLASS • Worklist/Workbasket Hover
• Search Results Hover
• Work Item – Transaction
Details
Classification Describes the type of Binding Authority
Claim
B – Bordereau
I – Individual Outside Authority
L – Loss Fund
CLASS • Work Item – Transaction
Details
Created Date when work item was last created
within the Allocate function
CWS • Work Item - Work Object
Created By User/system which created the work item
within the Allocate function. The value of
this field will always be ‘System’ for items
created/submitted via CLASS.
CWS • Work Item - Work Object
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 98 of 124
Date Added Date the transaction was created or
updated (not the claim creation date)
CLASS • Queries from XCS Awaiting
Action
• Claims Responded To
• Non-agreement Parties
• Work Item - Transaction
Details
Date Loss (from) Either the date of loss or the first date of a
period of loss. Can have partial dates.
Where full date supplied, DDMMYYYY
CLASS • Work Item – Transaction
Details
Date Loss (to) Last date of a period of loss; if this field is
populated, the Loss Date (from) field must
be populated. Can have partial dates.
Where full date supplied, DDMMYYYY
CLASS • Work Item – Transaction
Details
Date of Loss Date of loss from; display in dd/mm/yyyy
format. Please also see entry for Loss
Date (from) and/.or Loss Date
CLASS • Claims Awaiting Action
• Queries from XCS Awaiting
Action
• Claims Responded To
• Non-agreement Parties
• My Group - View List for
Adjuster
ECF Indicator Indicates whether the claim is supported by
an electronic claim file, a paper file or in
transition from paper to electronic.
Y = electronic claim file
N = paper file
T = in transition
CLASS • Claims Awaiting Action
• Queries from XCS Awaiting
Action
• My Group – View List for
Adjuster
• Work Allocation – Transfer
Work from Adjuster
• Work Allocation – Allocate
Work from Workbasket
• Work Item – Transaction
Details
Grouped Ind Indicates whether the UCR belongs to a
grouped set of UCR’s
Y – Grouped
Blank – Un-Grouped
CLASS • Claims Awaiting Action
• Claims Responded To
• Work Item – Transaction
Details
Insured Policyholder name for direct business. .
Please also see entry for Name of Insured.
CLASS • Claims Awaiting Action
• Queries from XCS Awaiting
Action
• My Group – View List for
Adjuster
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 99 of 124
• Work Allocation – Transfer
Work from Adjuster
• Work Allocation – Allocate
Work from Workbasket
• Worklist/Workbasket Hover
• Search Results Hover
• Work Item – Transaction
Details
Linked Master
UCR
Master UCR for a Binding Authority Master
Cover, Co-Ordinated Multi-Layer or Co-
Ordinated Multi OSND claim.
CLASS • Work Item – Transaction
Details
Loss Date Date of loss from; display in dd/mm/yyyy
format. Please also see entry for Loss
Date (from) and/.or Date of Loss
CLASS • My Group – View Queue for
Workbasket
• Work Allocation - Transfer
Work from Adjuster
• Work Allocation – Allocate
Work from Workbasket
• Adjuster workbasket
allocation view
Loss Name Name given to a loss / event that has given
rise to this claim.
CLASS • My Group – View Queue for
Workbasket
• Adjuster workbasket
allocation view
• Worklist/Workbasket Hover
• Search Results Hover
• Work Item – Transaction
Details
Name of Insured Policyholder name for direct business.
Please also see entry for Insured.
CLASS • Claims Responded To
• Non-agreement Parties
Name of Reinsured Policyholder name reinsurance business.
Please also see entry for Reinsured.
CLASS • Claims Responded To
• Non-agreement Parties
PCS Code Catastrophe code allocated by Property
Claims Services to certain North American
loss events that are expected to give rise to
losses in excess of an agreed amount
CLASS • Claims Awaiting Action
• Claims Responded To
• My Group – View List for
Adjuster
• Work Allocation – Transfer
Work from Adjuster
• Work Allocation – Allocate
Work from Workbasket
• Work Item – Transaction
Details
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 100 of 124
Reinsured Policyholder name reinsurance business.
Please also see entry for Name of
Reinsured.
CLASS • Claims Awaiting Action
• Queries from XCS Awaiting
Action
• My Group – View List for
Adjuster
• Work Allocation – Transfer
Work from Adjuster
• Work Allocation – Allocate
Work from Workbasket
• Worklist/Workbasket Hover
• Search Results Hover
• Work Item – Transaction
Details
Reviewed Displays ‘Y’ where NAP item has been
marked as ‘reviewed in CWS’, otherwise
blank.
CWS • Non-agreement Parties
Risk Code Lloyd’s: code allocated to the risk at the
time of placement to provide an indication
as to the type of business underwritten.
ILU or LIRMA: Codes added by bureau
leader (usually at first advice) to define the
business type of the claim. May be blank
when first transaction created by broker.
For ILU or LIRMA please also see entry for
Business Class.
CLASS • Claims Awaiting Action
• Queries from XCS Awaiting
Action
• Claims Responded To
• Non-agreement Parties
• My Group – View List for
Adjuster
• My Group – View Queue for
Workbasket
• Work Allocation – Transfer
Work from Adjuster (as
RC)
• Work Allocation – Allocate
Work from Workbasket (as
RC)
• Adjuster workbasket
allocation view
• Work Item – Transaction
Details
Role Carrier role of the file recipient:
• Lead
• Coordinated Lead
• Suppressed Lead
• Agreement Party
• Non-agreement Party
Please also see entry for Carrier role
CLASS • My Group – View Queue for
Workbasket
• Work Allocation – Transfer
Work from Adjuster
• Work Allocation – Allocate
Work from Workbasket
• Adjuster workbasket
allocation view
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 101 of 124
• Work Item – Agreement
Parties
Slip Lead Carrier that is the slip lead for the contract CLASS • Work Item - Transaction
Details
Sub-Classification Sub classifies the type of Binding Authority
claim, see section 20 for full list of values.
CLASS • Work Item – Transaction
Details
Work Item Status Status of work item in Allocate CWS • Claims Awaiting Action
• My Group – View List for
Adjuster
• My Group – View Queue for
Workbasket
• Adjuster workbasket
allocation view
• Work Item – Work Object
Transaction Status Status of transaction in ECF2/CLASS.
Please see entry for Agreement Status
CLASS • Queries from XCS Awaiting
Action
• Claims Responded To
• Non-agreement Parties
• Work Item – Transaction
Details
Target Date Another term for the target date as
determined from Target Processing time
rules. Please also see entry for Deadline.
CWS • Claims Awaiting Action
• My Group – View List for
Adjuster
• Work Allocation – Transfer
Work from Adjuster
• Work Allocation – Allocate
Work from Workbasket
• Work Item – Work Object
TR Transaction Reference: reference issued
by the broker creating the current
transaction. Must be unique within the
UCR.
Format: ‘B’ + the broker number + max 12
character alphanumeric reference
NB: the number for the broker creating this
transaction may differ from that on the UCR
CLASS • Claims Responded To
• Non-agreement Parties
• My Group – View Queue for
Workbasket
• Adjuster workbasket
allocation view
• Worklist/Workbasket Hover
• Work Item – Transaction
Details
Transaction Type Identifies whether the transaction is:
S = settlement
A = advice
CLASS • Claims Awaiting Action
• Queries from XCS Awaiting
Action
• Claims Responded To
• Non-agreement Parties
• My Group – View List for
Adjuster
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 102 of 124
• Work Allocation – Transfer
Work from Adjuster
• Work Allocation – Allocate
Work from Workbasket
• Worklist/Workbasket Hover
• Work Item – Transaction
Details
Triage Category Lloyd’s only: the segmentation category
into which the claim falls:
2006 scheme:
Standard
Complex
Not specified
VCS-XCS
VCS-Crawford
2010 scheme:
CTP-Standard
CTP-Complex
VCS-XCS
VCS-Crawford
CLASS • Worklist/Workbasket Hover
• Work Item – Transaction
Details
UCR Unique Claims Reference
Reference created by the broker creating
the first transaction on this claim. Format:
‘B’ + the originating broker number + max
12 character alphanumeric reference
NB: UCR must not be the same as the
UMR for the claim
CLASS • Claims Awaiting Action
• Queries from XCS Awaiting
Action
• Claims Responded To
• Non-agreement Parties
• My Group – View List for
Adjuster
• My Group – View Queue for
Workbasket
• Work Allocation – Transfer
Work from Adjuster
• Work Allocation – Allocate
Work from Workbasket
• Adjuster workbasket
allocation view
• Worklist/Workbasket Hover
• Search Results Hover
• Work Item – Transaction
Details
UMR Unique Market Reference: reference issued
by the broker that placed the risk. Format:
‘B’ + the originating broker number + max
12 character alphanumeric reference
CLASS • Worklist/Workbasket Hover
• Work Item – Transaction
Details
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 103 of 124
Updated Date when work item was last updated CWS • Work Item - Work Object
Updated By UserID of user who has last updated the
work item within the organisation
CWS • Work Item - Work Object
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 104 of 124
14 Screen Field Definitions for Allocate Decision Tables
Note that, where a field is CHAR, the entry for that field will require double quotes at the start and end of the
value, e.g., Ccy set to “USD”.
14.1 Automated Routing Table
Data Field
Title
Description Format Comments
Bureau Code Bureau in which the
recipient is participating on
this transaction
SY = Lloyd’s
IL = ILU
LR = LIRMA
CHAR (2) Can be selected via a dropdown
Carrier ID Code identifying carrier on
the claim against the work
item
CHAR (6)
Carrier Role Carrier role of the file
recipient:
• Lead
• Agreement Party
• Follower
CHAR (15) Can be selected via a dropdown
Ccy Original Currency Code
(ISO codes used) on the
claim
CHAR (3)
Incurred Latest incurred claim
estimate, in original
currency; 100% of order
DECIMAL
(15)
Risk Code Lloyd’s: code allocated to
the risk at the time of
placement to provide an
indication as to the type of
business underwritten.
ILU or LIRMA: Codes
added by bureau leader
(usually at first advice) to
define the business type of
the claim. May be blank
when first transaction
created by broker. For ILU
CHAR (2)
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 105 of 124
Data Field
Title
Description Format Comments
or LIRMA please also see
entry for Business Class.
Transaction
Type
Identifies whether the
transaction is:
S = settlement
A = advice
CHAR (3) Can be selected via a dropdown
Cat Code Lloyd’s only
Catastrophe code allocated
by Lloyd’s Claims office to a
loss event that is expected
to give rise to losses in
excess of an agreed
amount.
CHAR (4)
PCS Code Catastrophe code allocated
by Property Claims Services
to certain North American
loss events that are
expected to give rise to
losses in excess of an
agreed amount
CHAR (4)
Broker ID Code identifying the broker
organisation that created
this transaction
CHAR (4)
Carrier Ref 1 Carrier’s risk reference. CHAR (15) Character-based routing
Carrier Ref 2 Carrier’s risk reference. CHAR (15) Character-based routing
Claims Ref 1 Carrier Reference allocated
by agreement party.
CHAR (15) Character-based routing
Claims Ref 2 Carrier Reference allocated
by agreement party. (Blank
on first advice)
CHAR (15) Character-based routing
Class of
Business
IILU or LIRMA: codes
added by bureau leader
(usually at first advice) to
define the business type of
the claim. May be blank
when first transaction
created by broker.
CHAR (2)
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 106 of 124
Data Field
Title
Description Format Comments
ECF Indicator Indicates whether the claim
is supported by an
electronic claim file, a paper
file or in transition from
paper to electronic.
Y = electronic claim file
N = paper file
T = in transition
CHAR (1) Can be selected via a dropdown
Year of
Account
Lloyd’s: year of account to
which the risk has been
assigned.
Integer (4) YYYY
Claims
Category
LIRMA only: LIRMA code
applied to identify the
business category of the
claim
CHAR (1)
Triage
Category
Lloyd’s only: the
segmentation category into
which the claim falls:
2006 scheme:
Standard
Complex
Not specified
VCS-XCS
VCS-Crawford
2010 scheme:
CTP-Standard
CTP-Complex
VCS-XCS
VCS-Crawford
CHAR(15) • Character based routing
• Refer to VCS user Guide available
at
http://www.ecfinfo.eu/technical/vcs/
for the details on how to use VCS
Triage Categories.
14.2 Target Processing Time Adjustment Table
Data Field Title Description Format Comments
Bureau Code Bureau in which the recipient is
participating on this transaction
SY = Lloyd’s
IL = ILU
LR = LIRMA
CHAR (2) Can be selected via a
dropdown
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 107 of 124
Carrier ID Code identifying carrier on the
claim against the work item
CHAR (6)
Carrier Role Carrier role of the file recipient:
• Lead
• Agreement Party
CHAR (15) Can be selected via a
dropdown
Transaction
Type
Identifies whether the
transaction is:
S = settlement
A = advice
CHAR (3) Can be selected via a
dropdown
Cat Code Lloyd’s only
Catastrophe code allocated by
Lloyd’s Claims office to a loss
event that is expected to give
rise to losses in excess of an
agreed amount.
CHAR (4)
PCS Code Catastrophe code allocated by
Property Claims Services to
certain North American loss
events that are expected to give
rise to losses in excess of an
agreed amount
CHAR (4)
Currency
(Original)
Original Currency Code (ISO
codes used) on the claim
CHAR (3)
Incurred Latest incurred claim estimate,
in original currency; 100% of
order
DECIMAL (15)
Carrier Ref 1 Carrier’s risk reference. CHAR (15) Character-based routing
Broker ID Code identifying the broker
organisation that created this
transaction
CHAR (4)
Class of
Business
IILU or LIRMA: codes added by
bureau leader (usually at first
advice) to define the business
type of the claim. May be blank
when first transaction created by
broker.
CHAR (2)
Risk Code Lloyd’s: code allocated to the
risk at the time of placement to
provide an indication as to the
CHAR (2)
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 108 of 124
type of business underwritten.
ILU or LIRMA: Codes added by
bureau leader (usually at first
advice) to define the business
type of the claim. May be blank
when first transaction created by
broker. For ILU or LIRMA
please also see entry for Class
of Business.
ECF Indicator Indicates whether the claim is
supported by an electronic
claim file, a paper file or in
transition from paper to
electronic.
Y = electronic claim file
N = paper file
T = in transition
CHAR (1) Can be selected via a
dropdown
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 109 of 124
15 Glossary
Term Description
Allocate The functionality within ECF2 which allows the allocation and tracking of claims transactions,
in the form of work items; this functionality is provided by an application called CWS (Claims
Workflow System – see below). Allocate also provides a link into the Review and Response
portion of ECF2
CLASS Claims processing system within the London ILU and LIRMA markets, and Lloyd’s for broker
creation of claims only. The corresponding response system for Lloyd’s carriers is ECF or
ECF2. The creation/update/deletion of records on claims in CLASS will provide the data for
inclusion in the CWT data feed.
CWS Claims Workflow Service. This is an integrated workflow tool provided by Xchanging as part
of the ECF2 offering. Use of this integrated tool is optional – customers may opt to use their
own standalone workflow application.
CWT Claims Workflow Triggers. This is a service provided by Xchanging which allows registered
users to receive a file containing notifications of actions taken on a claim.
DFV Document File Viewer. This application forms part of the Review functionality within ECF2
and allows a user to gather a number of documents from the IMR into a single .PDF file for
view on their local desktop. A variety of file formats can be converted via this application into
.PDF for viewing.
ECF Electronic Claim File. The previous claims processing and document management system
for Lloyd’s carriers.
ECF2 Electronic Claim File. ECF2 is the extension of ECF, offering an integrated suite of
applications for claims processing and response.
IMR Insurance Market Repository. The document repository for the London Insurance Market.
Notify The functionality within ECF2 which provides notification of actions taken on claim transaction
to participants on that claim transaction. This notification can be processed either via ECF2
Allocate or via a file sent to a participant registered for Claims Workflow Triggers (CWT) for
those carriers with their own standalone workflow application.
PbS Post Bind Submission. This is a claim submission type which was initiated by the Broker
through ACORD EBOT / ECOT messages.
PbS Online
Application
This application provides access to details related to PbS submissions. Allows users to view
queries assigned to their organisation and provide a query response,
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 110 of 124
.PDF The read-only file format produced by the Document File Viewer application within ECF2 for
viewing via the Adobe Acrobat file viewer.
Respond The functionality within ECF2 to provide a response on a claim transaction. The response
provided is input into CLASS to allow further processing of the claim transaction.
Review The functionality within ECF2 to review the data and documents associated with a claim. The
information available for review is composed of claim/policy data within CLASS and
claim/policy documents on the IMR
VCS Volume Claim Service ; The Volume Claims Service (VCS) is a delegated claims adjusting
service for high volume low value claims which is offered by two suppliers (XCS and
Crawford) competing on service speed, quality and price.
VCS Claim A VCS claim is a Lloyd’s electronic claim that is triaged as VCS (VCS-XCS or VCS-Crawford)
using ‘Triage Category’ in ECF2 CAS.
VCS Service
Provider
A third party adjusting company chosen by a Leader to perform a delegated lead adjusting
role on a claim. Currently the selection of the VCS Service Provider is restricted to XCS
(XChanging Claim Services) and Crawford,
Workbasket A collection of work items which have not yet been allocated to an individual for processing.
Worklist A collection of work items which have been allocated to an individual for processing.
Workowner A User specified as being the owner of a UCR either via follow me or manually taking ownership.
XCS Xchanging Claims Service – Responsible for performing technical processing of Lloyd’s claim transactions post the Lloyd’s agreement parties response against the claim transaction.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 111 of 124
16 Document Control
16.1 Document Information
Prepared by: Thomas McCabe
Project Manager: Lee Mills
Programme Manager: Natalie Carter
16.2 Revision History
Version Date Author Description
0.1 18/05/2010 Alicia Scott Initial Draft
0.2 28/05/2010 Alicia Scott Updated after internal review
0.3 01/06/10 Alicia Scott Update for default Pended Until date
0.4 02/09/10 Linda Potts Updates identified during MAT
1.0 28/09/10 Linda Potts Updates identified during review
1.1 7/10/10 Mandy Seabrook Updated screen and comments
1.2 13/10/10 Mandy Seabrook Removal of additional image boxes/arrows
2.1 13/10/10 Mandy Seabrook Tracked changes accepted for release as FINAL
2.2 1/12/10 Mandy Seabrook Changes made as per change log
2.3 03/11/11 Jay Mehta Updates post CR002 (Follower Routing) and go-live
2.4 04/07/12 Kajal Bhardwa Updates based on CR0091 (Identify prior TR)
2.5 25/09/12 Kelly Gardner Additional UI added following implementation
2.6 19/10/2012 Kelly Gardner Updates following the build of CR0079, CR0040,
CR0042, CR0094 & CR0075
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 112 of 124
2.7 01/03/2013 Kelly Gardner Updates following the implementation of Hierarchy
and Follow Me changes.
2.8 27/11/13 Parminder Kaur Updated with the VCS changes.
2.9 05/12/13 Parminder Kaur XIS ITC Approved Version (Geoff K and Jeremy
Campbell-Hand).
3.0 25/05/17 Thomas McCabe Updated for changes introduced by PbS Queries
implementation
3.1 28/11/2017 Thomas McCabe Update following feedback from MAT for CSRP R1.2
Release
3.2 01/12/2017 Dave Smith Updates for changes introduced by ECF Binders
project.
3.3 25/01/2018 Dave Smith Removal of certain Sub-Classification values as per
CR44.
Addition of new Coordinated Lead role as per CR45
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 113 of 124
17 ECF2 User Registration Form
17.1 New User
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 114 of 124
17.2 Amend User
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 115 of 124
18 Registration Form Guide
NB: (M) is displayed alongside the field name indicates that the field is mandatory for both forms; (MN) indicates that
this field is only mandatory when setting up a new user.
LPC Account Code (M): this is the account code against which the mainframe user ID has been created.
User ID or User Name (M): this is the user ID which has been created on the mainframe for this user.
SSO ID: this is the unique user ID which has been created for the use of ECF2
First Name (MN): the first name of the user being created/updated.
Surname (MN): the surname of the user being created/updated.
Company Name (MN): the name of the company/organisation of the user being created/updated
Job Title: the job title of the user being created/updated.
Email Address (MN): the email address of the user being created/updated.
Contact Number (MN): the contact telephone number of the user being created/updated.
Repository Access (MN): the system environment access required by the user; 1 or more may be selected. The
options are:
• Market Repository: this is the production environment
• Training: this is a pre-production environment used for training
• Acceptance: this is the environment used for Market Acceptance Testing by users
Client Category (MN): this field specifies the user role within the Xchanging system environment. This will be one
of the fields which determine the functionality and screens that the user can access. Only 1 role can be selected per
user id; the possible values are:
• Broker (Note: this client category cannot be enabled for ECF2)
• Company
• Syndicate
• Third Party (Note: this client category cannot be enabled for ECF2)
• XIS (Note: this client category cannot be enabled for ECF2)
• XCS
Synd No. /Brkr No. /Co. Code/TP Code (MN): applicable organisation ID of the entity for which the user requires
access.
Functionality Section: the following fields specify the functionality to which the user requires access.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 116 of 124
Homepage Search (MN): value of “Yes” or “No”. Native Repository: The value of this field should be “No”
if you are an A&S user requesting direct load only access, i.e., the value of the A&S Direct Load field is
“Yes”.
A&S Direct Load (MN): value of “Yes” or blank. Native Repository: If the value of this field is “Yes”, the
value of the Homepage Search field should be “No” if you are an A&S user requesting direct load only
access.
Claims Awaiting Action (MN): value of “Yes” or blank. This field is applicable to Lloyd’s Syndicates only,
using ECF1 functionality.
ECF Direct Load (MN): value of “Yes” or blank.
Document File Viewer (MN): value of “Yes” or blank. This field is applicable to Carriers (Lloyd’s
Syndicates and Companies) only.
ECF2 Sign On (MN): value of “Yes” or blank. This field is applicable to Carriers (Lloyd’s Syndicates and
Companies) only.
CWS User (MN): value of “Yes” or blank. This field is applicable to Carriers (Lloyd’s Syndicates and
Companies) only.
CWS Administrator (MN): value of “Claims Manager / Administrator”, “Administrator” and “No (not an
administrator)”. Specifies the role of the CWS user within ECF2. This field is applicable to Carriers (Lloyd’s
Syndicates and Companies) only.
Security Administrator: these fields can provide administrator access to the user for the IMR (this
does not provide local administrator access to the user within Allocate).
Add Third Party: value of “Yes” or blank. This field allows the user to administer Third Party Access within
the IMR.
Conflict of Interest: value of “Yes” or blank. This field allows the user to manage Conflicts of Interest, both
individual and organisational, within the IMR.
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 117 of 124
19 Work Item Movement Through Allocate
The rules below explain how transactions received from CLASS will be shown within the Allocate Claims Workflow function per role on a claim.
Action taken Workflow action per role
Bureau
Trans status
Action code Response code
Action part.
Leader Agreement party Non-Agreement Party
Comments
SY 10 A = Create Broker Create row in CAA Create in Non-agreement party section
Create in Non-agreement party section
Confirm AP role
Create a row in the VCS workbasket when broker releases a subsequent transaction on an existing VCS claim.
SY 10 U = Update Broker Replace existing data in CAA or CRT
Update in Non-agreement party section
Update in Non-agreement party section
If items has already been agreed by parties item to be moved to the AAL for all who have previously agreed
SY 10 U=Update Lead Move Item from CAA to the VCS workbasket.
Update in Non-agreement party section
Update in Non-agreement party section
Triage a claim as ‘VCS’ using ECF2 CAS; also known as VCS ENTRY
SY 10 U=Update VCS Service Provider
Move item from the VCS workbasket back to CAA
Update in Non-agreement party section
Update in Non-agreement party section
Remove a claim from VCS using ECF2 CAS. Also known as VCS EXIT.
SY D = Delete Broker Remove item from CWS Remove item from CWS
Remove item from CWS
SY 14 R = Response Seen/Action Lead Move item to CRT Update agreement status
Update agreement status Create item in CAA
Update in Non-agreement party section
Advice only
VCS Service Provider
Move item from the VCS workbasket to the CRT
• Advice only
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 118 of 124
Action taken Workflow action per role
(of the user responded To)
• Apply to VCS claims only i.e. the Triage Category =’VCS-XCS’ or ‘VCS-Crawford’.
SY 14 R = Response Agree pay Lead Move item to CRT Update agreement status
Update agreement status Create item in CAA
Update in Non-agreement party section
Settlement only
VCS Service Provider
Move item from the VCS workbasket to the CRT (of the user responded To)
• Settlement only
• Apply to VCS claims only i.e. the Triage Category =’VCS-XCS’ or ‘VCS-Crawford’.
SY 10 R = Response Query return Lead Move item to CRT Update agreement status
Update agreement status Create item in CAA
Update in Non-agreement party section
Advice/Settlement
VCS Service Provider
Move item from the VCS workbasket to the CRT (of the user responded To)
• Advice/Settlement
• Apply to VCS claims only i.e. the Triage Category =’VCS-XCS’ or ‘VCS-Crawford’.
SY 14 R = Response Seen/Action Agreement party
Update agreement status Move to CRT Update agreement status
Update in Non-agreement party section
Advice only
SY 14 R = Response Agree pay Agreement party
Update agreement status Move to CRT Update agreement status
Update in Non-agreement party section
Settlement only
SY 15 R = Response Seen/Action Agreement party
Update agreement status Move to CRT Update agreement status
Update in Non-agreement party section
Advice only
SY 15 R = Response Agree pay Agreement party
Update agreement status Move to CRT Update agreement status
Update in Non-agreement party section
Settlement only
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 119 of 124
Action taken Workflow action per role
SY 16 R = Response Query return Coordinated Lead
Move item to CRT
Update agreement status
Update agreement status Create item in CAA
Update in Nonagreement party section
SY 16 R = Response Query return Agreement Party
Update agreement status Move to CRT Update agreement status
Update in Nonagreement party section
SY 17 R = Response Seen/Action Coordinated Lead
Move item to CRT
Update agreement status
Update agreement status Create item in CAA
Update in Nonagreement party section
Advice only
SY 17 R = Response Agree pay Coordinated Lead
Move item to CRT
Update agreement status
Update agreement status
Create item in CAA
Update in Nonagreement party section
Advice only
SY 17 R = Response Seen/Action Agreement Party
Update agreement status Move to CRT Update agreement status
Update in Nonagreement party section
Advice only
SY 17 R = Response Agree pay Agreement Party
Update agreement status Move to CRT
Update agreement status
Update in Nonagreement party section
Advice only
SY 10 R = Response Query return Agreement party
Update agreement status Move to CRT Update agreement status
Update in Non-agreement party section
SY 24 Update item in CRT list Update item in CRT list
Update item in CRT list
Awaiting reinstatement premium Display "awaiting RIP" in status value
SY 25 Update item in CRT list Update item in CRT list
Update item in CRT list
Awaiting reinstatement premium Display "awaiting RIP" in status value
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 120 of 124
Action taken Workflow action per role
SY 36 R = Response Seen/Action XCS Update agreement status Update agreement status
Update in Non-agreement party section
SY 36 R = Response Agree pay XCS Update agreement status Update agreement status
Update in Non-agreement party section
SY 10 R = Response Query return XCS Update agreement status Update agreement status
Update in Non-agreement party section
SY U = Update XCS Move item to Queries from XCS Awaiting Action
Move item to Queries from XCS Awaiting Action
Move item to Queries from XCS Awaiting Action
Item only moved for the Carrier assigned the query by XCS PbS submissions only
SY 40 Remove items from CRT or Query from XCS Awaiting Action
Remove items from CRT or Query from XCS Awaiting Action
Remove from Non-agreement party section or Query from XCS Awaiting Action
IL 10 A = Create Broker Create row in CAA Create in Non-agreement party section
Create in Non-agreement party section
Confirm AP role
IL 10 U = Update Broker Replace data in CAA Update in Non-agreement party section
Update in Non-agreement party section
If items has already been agreed by parties item to be moved to the AAL for all who have previously agreed
IL D = Delete Broker Remove item from CWS Remove item from CWS
Remove item from CWS
IL 14 R = Response Aut Lead Move item to CRT Update agreement status
Update agreement status Create item in CAA
Update in Non-agreement party section
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 121 of 124
Action taken Workflow action per role
IL 12 R = Response Pen Lead Move item to CRT as query pend Update agreement status
Update agreement status Create item in CAA
Update in Non-agreement party section
Equivalent to query return in Lloyd's
IL 15 R = Response Aut Agreement party
Update agreement status Move item to CRT Update agreement status
Update in Non-agreement party section
IL 10 R = Response Pen Agreement party
Move item to CRT as query pend Update agreement status
Move item to CRT Update agreement status
Update in Non-agreement party section
Equivalent to query return in Lloyd's
IL 24 Update item in CRT list Update item in CRT list
Update item in CRT list
Awaiting reinstatement premium Display "awaiting RIP" in status value
IL 25 Update item in CRT list Update item in CRT list
Update item in CRT list
Awaiting reinstatement premium Display "awaiting RIP" in status value
IL 30 Update item in CRT list Update item in CRT list
Update item in CRT list
IL 40 Remove items from CRT Remove items from CRT
Remove from Non-agreement party section
LR 10 A = Create Broker Create row in CAA Create in Non-agreement party section
Create in Non-agreement party section
Confirm AP role
LR 10 U = Update Broker Replace existing data in CAA or CRT
Update in Non-agreement party section
Update in Non-agreement party section
If items has already been agreed by parties item to be moved to the AAL for all who have previously agreed
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 122 of 124
Action taken Workflow action per role
LR 12 R = Response Lead Remove the item from CAA
Remove the item from CAA
Remove from Non-agreement party section
Reject (Lead only)
LR 20 R = Response Lead Item to remain in CAA (or be created if no existing item)
Create item in CAA Remove from Non-agreement party section
Circulate (Lead only)
LR 45 R = Response Lead Remove the item from CAA
Remove the item from CAA
Remove from Non-agreement party section
Cancelled (Lead only)
LR U = Update Broker Move item to CAA Move item to CAA Move item to CAA Item only moved for carrier who had raised the query. PbS submissions only.
LR D = Delete Broker Remove item from CWS Remove item from CWS
Remove item from CWS
LR 20 R = Response CAA Lead Move item to CRT Update agreement status
NA If AP has already responded then ignore
LR 20 R = Response INF Lead Move item to CRT Update agreement status
NA Equivalent to a query return in Lloyd's If AP has already responded then ignore
LR 20 R = Response FIL Lead Move item to CRT Update agreement status
NA Equivalent to a query in Lloyd's If AP has already responded then ignore
LR 20 R = Response DIS Lead Move item to CRT As pending query
Update agreement status
NA Equivalent to a query in Lloyd's If AP has already responded then ignore
LR 20 R = Response ACC Lead Move item to CRT Update agreement status
NA If AP has already responded then ignore
LR 20 R = Response No Lead Move item to CRT Update agreement status
NA If AP has already responded then ignore
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 123 of 124
Action taken Workflow action per role
LR 20 R = Response Yes Lead Move item to CRT Update agreement status
NA If AP has already responded then ignore
LR 20 R = Response CAA Agreement party
NA Move item to CRT NA
LR 20 R = Response INF Agreement party
NA Move item to CRT NA Equivalent to a query return in Lloyd's
LR 20 R = Response FIL Agreement party
NA Move item to CRT NA Equivalent to a query return in Lloyd's
LR 20 R = Response DIS Agreement party
NA Move item to CRT As pending query
NA Equivalent to a query return in Lloyd's
LR 20 R = Response ACC Agreement party
NA Move item to CRT NA
LR 20 R = Response No Agreement party
NA Move item to CRT NA
LR 20 R = Response Yes Agreement party
NA Move item to CRT NA
LR 40 Remove items from CRT Remove items from CRT
Remove from Non-agreement party section
Workflow action key – CAA – Claims Awaiting Action, CRT – Claims Responded To
ECF2 DEL183 Allocate User Guide Version 3.3
© Xchanging 2018 – Confidential Document uncontrolled once printed Page 124 of 124
20 Binding Authority Sub-Classification Values
Value Sub-Classification Description
CL Cash Loss
Any loss where a cash amount is required by the
Coverholder or TPA to pay the claim. The amount may
exceed the amount held within the loss fund.
CX Complex Any claim that has any complex issues around quantum,
coverage, claims handling etc.
EMA Exceeds Monetary
Authority
Any claims that exceeds the Coverholder’s or TPA's agreed
claims handling limit
LC Liability Claim Any claim that is made under a liability policy
NHA No Handling
Authority
The coverholder or TPA has no authority to handle any
claims on behalf of the underwriters
SN Subrogation Any loss where a full or partial recovery may be made from a
legally liable party
CHR Coverholder Where a Loss Fund relates to funds provided by
Underwriters to a Coverholder
TPA Third Party
Administrator
Where a Loss Fund relates to funds provided by
Underwriters to a Third Party Administrator
top related