BUSINESS DESIGN DOCUMENT
ECF2 Reporting – ECF Cycle Times (ECF005)
DL5125 – Detailed Cycle Times for LIRMA Claims by Broker
Author
David Willcocks
Customer
Version
1.0
1.1
1.2
1.3
1.4
1.5
1.6
2.0
Release Date Summary of Changes
22/04/2010 First Draft
26/05/2010 Amendments following CDW Working Group review:- Print Sort Code not required
- Change MRO to LMG
- Remove comment against Slip Lead Name
- Clarify that subsequent transactions are ‘with the broker’ while a query is
outstanding on earlier transactions
- Cycle times now shown in both working days and calendar days
- ‘Second Lead’ changed to ‘Further Agreement Party’
- Remove Broker Reference 2 from report
07/06/2010 Split Report Name and Period
10/09/2010 Definition of ‘Class of Business Description’ amended to be 40 characters long
08/12/2010 1) Clarify that only Bulk Headers should be reported
2) The Class of Business description should state that it may be blank where
lead is NONE - not on unclosed advices, as is currently stated.
3) Carrier Role amended to be consistent with other Workflow reports
4) Add “Reinstatement Premium Required” column to the report
5) Remove Report Occurrence and Email Address from the Report Header
6) Amend note stating that ‘As At’ reports are available from Jan 2009. This
should now specify that they are available from the point when temporal view of
the production data is available.
04/01/2011 1) Remove examples from the appendices. These have been superseded by
the 'Cycle Times Examples' document. Refer to the 'Cycle Times Examples'
document in the specifications instead.
2) 'Unallocated Days (Calendar Days)' and 'Unallocated Days (Working Days)'
have been added to the report. The only scenarios that may result in
unallocated days for LIRMA are believed to be:- (a) completion delayed due
to simultaneous RIP being required (b) LIRMA completion delayed until 10
days after circulation and (c) automatic YES responses being changed back
to INF/FIL.
3) Clarify how completion date is determined for LIRMA advices.
4)
'Days to Full Agreement (Calendar Days)' and 'Days to Full Agreement
(Working Days)' are required on the ECF005 reports.
10/01/2011 Remove assumption which mentions 'As At' reporting being available back to
January 2009.
09/02/2011 Final Version
Page 1 of 15
Distribution
Name
Title
Page 2 of 15
Table of Contents
1.
INTRODUCTION .................................................................................................................................... 4
2.
REQUIREMENTS DEFINITION ............................................................................................................. 5
3.
2.1
Service Objectives ......................................................................................................................... 5
2.2.
Scope ............................................................................................................................................ 5
2.4.
Deliverables .................................................................................................................................. 6
Detailed Service Design ......................................................................................................................... 8
3.1
Solution Overview .......................................................................................................................... 8
3.2
Outline Deliverables ....................................................................................................................... 8
3.3.
Extract Criteria ............................................................................................................................... 8
3.4.
Data Requirements ........................................................................................................................ 9
3.5.
Report Structure & Output ........................................................................................................... 14
3.6.
Graphical Requirements .............................................................................................................. 14
3.7
Risks and Issues .......................................................................................................................... 14
3.8.
Assumptions ................................................................................................................................ 14
3.9
Data Clarification (Hotspots) ........................................................................................................ 14
3.10.
Interfaces ................................................................................................................................. 14
Appendix A .................................................................................................................................................... 15
A.1
Claim Response Codes ............................................................................................................... 15
Page 3 of 15
1.
INTRODUCTION
There is a requirement to provide brokers with information regarding the length of time being
taken to complete ECF transactions – i.e. from the point that the broker created the
transaction on the ECF/CLASS system to the time when the transaction was fully authorised
by the carriers involved. Xchanging has been asked to develop reports which will provide
brokers with key information on this subject.
The different steps in the ECF process will be reviewed and the time taken to complete these
different stages on individual claim transactions will be measured and reported. The
information provided will enable brokers to compare their performance against market average
figures. ‘Bottlenecks’ will be highlighted by the reports to enable market participants to
improve their claims-handling performance.
The report described in this document will be supplied to the broking community. The report
will provide detailed cycle-time information for LIRMA claims by broker.
The reports, which will only provide details of completed transactions, will be produced on a
monthly basis.
Page 4 of 15
2.
REQUIREMENTS DEFINITION
2.1
Service Objectives
To report detailed response times for LIRMA claims adjusting for a specific broker. The
information provided will enable brokers to compare their performance on specific claims
against market average figures.
2.2.
Scope
2.2.1.
In-Scope
The following are transactions which will be considered for inclusion or exclusion in the report.
Whether they are included or not will depend on the trigger rules, defined in section 3.3.
 All ‘complete’1 LIRMA claim transactions that are processed via ECF
 Both new claims and new transactions on existing claims
 Both loss advices and settlement requests
 Claims that are ‘in transition’ from paper to electronic processing
2.2.2
Out-of-Scope
The following are transactions which will not be considered for inclusion or exclusion in the report.
 Claims that have not been processed via ECF
 Incomplete transactions
 Transactions that have been deleted or cancelled
 LIRMA transactions where a carrier has applied an ACC response.
 ILU and Lloyd’s claim transactions
.
’Completed’ means transactions that have been fully agreed (advice-only transactions) or fully signed
(transactions involving settlement)
1
Page 5 of 15
2.3.
Data Required
The report will include the following information: The reports will examine LIRMA ECF transactions that were completed2
during the previous reporting period. Details of all ECF claim transactions
that meet the criteria stated above will be included – i.e. both claims advice
and settlement requests.
 Cycle time information will be provided to indicate the length of time that
bureau leaders and agreement parties took to authorise transactions and, in
the case of queried items3, the number of days that these transactions were
‘with’ the bureau leader, the agreement parties and the broker. The periods
of time will, in all cases, be measured in both calendar days and working
days.
 Reports will only provide information relating to items that are of relevance to
the parties. Therefore, brokers will receive details of all transactions
completed under their broker codes during the previous month.
 The reports will identify the agreement parties and provide the dates when
the broker created the transaction on CLASS/ECF and the different
agreement parties authorised the transaction.
 Bulk collections will be included at Bulk Header level – Bulk Components will
not be included in average cycle times. This is because the report details
cycle times for the agreement process, and it is the Bulk Header that is
agreed, not the associated components.
2.4.
Deliverables
These reports will be issued to all brokers, with the details being split by broker code
within the broker group.
The reports will provide brokers with details of individual transactions that were
completed during the reporting period.
Brokers will only receive details of claims processed under their own broker
number(s). The broker who processed the entry will be determined by reference to
the broker code that was included within the Transaction Reference (‘TR’).
The reports will identify the Slip Leader.
A separate line will be included for each carrier on LIRMA claims (as each LIRMA
company normally agrees its own claims).
’Completed’ means transactions that have been fully agreed (advice-only transactions) or fully signed
(transactions involving settlement)
3 LIRMA ‘INF’, ‘FIL’, ‘NO’ or ‘DIS’ responses represent a request for further information – which will be
taken as a ‘Query’. A LIRMA Lead ‘Reject’ will also be treated as a query (as this will mean that the claim is
‘with’ the broker)
2
Page 6 of 15
Details of the data fields that will be provided within the reports are provided within
Section 3.4 (below). Examples of how the number of days should be calculated for
various scenarios can be found in the “ECF005 Cycle Times Examples” document. A
full example of the report is contained within Section 3.5.
Page 7 of 15
3.
DETAILED SERVICE DESIGN
3.1
Solution Overview
The report will be scheduled to run monthly and will provide brokers with detailed cycle times for
LIRMA claims adjusting.
The report can also be run ‘as at’ a requested (month end) date, providing details of
average cycle times for the preceding month. Note:- It will only be possible to request ‘As
At’ reports for reporting periods that fall after the point from which a temporal view of the
production data is available.
3.2
Outline Deliverables
Report No.
DL5125
Report Title
Description
Purpose
Detailed Cycle Times for
These reports will show the amount of
To report detailed response
LIRMA Claims by Broker
elapsed time that the agreement parties
times for claims adjusting for a
took to authorise transactions that were
specific broker for comparison
completed in the previous month and, in
to market-wide averages.
the case of queried items, the number of
days that these transactions were ‘with’
the agreement parties and ‘with’ the
broker.
3.3.
Extract Criteria
All LIRMA ECF claim transactions that have moved to status of complete during the last calendar
month4 will be extracted.
This includes: LIRMA ECF Claim transactions
 LIRMA Claims in transition from paper to electronic processing
 Loss advices and Settlement transactions
 First and subsequent advices
.
Excluded are: Non-ECF transactions
 Deleted Transactions
 LIRMA transactions that have been cancelled by the leader
 LIRMA transactions where one or more carriers have applied an ACC response (these will
not be ‘completed’)
 ILU and Lloyd’s claim transactions
4
Calendar month will be calculated using the actual date that the transaction completed. Therefore, where
a claim signs on Saturday 01/05/2010, it will be included in the report for May – although it will be allocated
a Signing Date of 30/04/2010.
Page 8 of 15
3.4.
Data Requirements
The report will contain the following data.
Header Information
The following information will be provided in the header for each of the reports.
Field Name
Source
Format
Definition
Report Number
DL5125
Alpha/Numeric (6)
The ‘DL’ number allocated to the report.
Report Name
LIRMA ECF Transaction Cycle
Alpha/Numeric (50)
The report name
Alpha (6)
The period covered by the report
DD/MM/YYYY
Date of run (to identify when the extract program was run).
DD/MM/YYYY +
The time and date when the report is actually produced.
Times – Broker Details
Report Period
XXX-YY
Where:XXX = Month (e.g. ‘Jan’, ‘Feb’,
etc)
YY = Year
Extract Date
Current Date (for scheduled
reports)
Specified date for Ad-Hoc ‘As
At’ reports
Report Date and
Time
Current Date / Time
HH:MM
Page 9 of 15
Report Detail
The report provided to the market associations will contain the following information.
Field Name
Broker Name
Source
Set to the Broker Name
Format
Definition
Alpha (20)
The Broker Name
Alphanumeric (4)
The Broker Code to which the transactions/cycle times relate.
associated with the Broker
Code
Broker Code
Note:- The broker who processed the transactions will be
determined by reference to the broker code that was included
within the Transaction Reference (‘TR’)
Broker Contact
Alpha (30)
The name of the broker contact who created the transaction on
Name
ECF.
UMR
Alphanumeric (17)
The Unique Market Reference allocated to the contract.
UCR
Alphanumeric (17)
The Unique Claim Reference allocate to the claim.
TR
Alphanumeric (17)
The Transaction Reference for the item.
Sequence Number
Numeric (3)
The sequence number allocated to the transaction within the
claim.
Broker Reference
Alphanumeric (15)
1
LIRMA Carrier
The reference quoted by the broker in the Broker Claim
Reference 1 field.
Alpha (20)
The (abbreviated) name of the LIRMA Carrier
Alphanumeric (5)
The stamp code of the LIRMA carrier.
Alphanumeric (15)
The underwriting stamp reference that the LIRMA carrier
Name
LIRMA Carrier
Code
LIRMA Carrier
Reference
LIRMA Carrier
allocated to the contract / contract section.
Alpha (1)
Role
An indicator that identifies whether the carrier is acting as the
Bureau Leader or a claims agreement party on the contract. The
codes are as follows:
L = Bureau Lead
F = Agreement Party
Carrier Adjuster
Alpha (30)
The name of the claims adjuster involved in the transaction.
Name
Page 10 of 15
Field Name
Source
Slip Leader Name
Format
Alpha (20)
Definition
The name of the Overall Slip Leader. (This field may sometimes
be blank.)
Slip Leader Code
Note:- This field may
sometimes be blank.
Lloyd’s = Numeric
(4)
The syndicate number / underwriting stamp code of the overall
Slip Leader.
LIRMA =
Alphanumeric (5)
ILU = Numeric (6)
Advice /
Settlement
A = Advice
Alpha (1)
An indicator that identifies whether the transaction was for
advice purposes only or whether it was a claim settlement
S = Settlement
Indicator
request.
Transition
T = The transaction is a first
Indicator
advice on a claim ‘in transition’
Alpha (1)
An indicator that identifies whether the transaction relates to a
claim that is ‘in transition’ from paper to electronic processing.
Y = ECF Claim
Query Raised
Indicator
Y = Query raised
Alpha (1)
A (Y/N) field that indicates whether a query was raised by one or
more parties on the transaction. This field will indicate whether
N = No query raised
each individual carrier raised a query on LIRMA transactions.
Accounting
Dispute Raised
Indicator
Created Date
Y = Accounting Dispute raised
Alpha (1)
A (Y/N) field that indicates whether an Accounting Dispute (i.e.
an ‘ACC’ response) was raised by one or more parties on the
N = No Accounting Dispute
transaction. This field will indicate whether each individual carrier
raised
recorded an ‘ACC’ response on LIRMA transactions.
DD/MM/YYYY
The day upon which the broker created the transaction on
ECF/CLASS – i.e. the date when the transaction was first added
to the Market Repository / CLASS. (If the broker has either
updated or deleted and replaced the transaction then the date
shown will be the date when the original transaction was
created.)
Date Fully Agreed
DD/MM/YYYY
The date upon which the transaction was fully authorised.
Days to Full
Numeric (3)
The number of days that it took for the transactions to be fully
Agreement
agreed.
(Calendar Days)
Note:- If the broker has either updated or deleted and replaced
the transaction then the date used will be the date when the
original transaction was created.
Days to Full
Agreement
Numeric (3)
The number of days that it took for the transactions to be fully
agreed.
(Working Days)
Note:- If the broker has either updated or deleted and replaced
the transaction then the date used will be the date when the
original transaction was created.
Page 11 of 15
Field Name
Days to Complete
Source
Format
Numeric (3)
Definition
The number of calendar days that it took for the transaction to be
Transaction
completed - i.e. from the date that the broker created the
(Calendar Days)
transaction on CLASS/ECF until the transaction is set to
complete. For settlements, completion will occur when the
transaction is fully signed. For advices, it will occur either when
the transaction is fully agreed (if at least 10 working days after
circulation) or 10 working days after circulation, if agreed prior to
this.
(If the broker has either updated or deleted and replaced the
transaction then the date used will be the date when the original
transaction was created.)
Days to Complete
Numeric (3)
The number of working days that it took for the transaction to be
Transaction
completed - i.e. from the date that the broker created the
(Working Days)
transaction on CLASS/ECF until the transaction is set to
complete. For settlements, completion will occur when the
transaction is fully signed. For advices, it will occur either when
the transaction is fully agreed (if at least 10 working days after
circulation) or 10 working days after circulation, if agreed prior to
this.
(If the broker has either updated or deleted and replaced the
transaction then the date used will be the date when the original
transaction was created.)
LIRMA Carrier
DD/MM/YYYY
Agreement Date
The date when the LIRMA carrier involved authorised the
transaction. (Separate lines will be included on the broker
reports for each carrier on LIRMA transactions.)
Days with LIRMA
Numeric (3)
The number of calendar days that the LIRMA carrier involved
Carrier (Calendar
took to authorise the transaction – i.e. either after the broker
Days)
created the transaction on CLASS/ECF (where the carrier is
acting as the Bureau Leader) or after the Bureau Leader
circulated or responded to the transaction (where the carrier is
acting as an agreement party). For queried5 items this will
indicate the number of days that the transaction was ‘with’ the
LIRMA Carrier.
Days with LIRMA
Numeric (3)
The number of working days that the LIRMA carrier involved
Carrier (Working
took to authorise the transaction – i.e. either after the broker
Days)
created the transaction on CLASS/ECF (where the carrier is
acting as the Bureau Leader) or after the Bureau Leader
circulated or responded to the transaction (where the carrier is
acting as an agreement party). For queried items this will
indicate the number of days that the transaction was ‘with’ the
LIRMA Carrier.
Queried LIRMA transactions will be deemed to be ‘with the broker’ from the time that the carrier involved
entered an INF (or FIL, NO or DIS) response until the point when the carrier updated this response to CAA,
YES or CES (see Appendix A.1). A LIRMA Lead ‘Reject’ will also be treated as a query (as this will also
mean that the claim is ‘with’ the broker)
5
Page 12 of 15
Field Name
Source
Days with Broker
Note:- This field will be blank
(Calendar Days)
for transactions that were not
Format
Numeric (3)
Definition
The number of calendar days that the broker took to respond to
the carrier(s)’ queries.
queried.
Days with Broker
Note:- This field will be blank
(Working Days)
for transactions that were not
Numeric (3)
The number of working days that the broker took to respond to
the carrier(s)’ queries.
queried.
Number of Broker
Note:- This field will be blank
Updates
for transactions that were not
Numeric (2)
The number of times that the broker needed to update the
transaction following queries (i.e. reject Responses) being raised
queried.
by the LIRMA Leader.
Note:- Other query responses (i.e. INF, FIL, No or DIS
responses) made post-circulation by other LIRMA carriers will
not result in broker updates – as the broker cannot update a
circulated transaction.
Unallocated Days
Numeric (3)
(Calendar Days)
The number of Calendar Days during the lifecycle of the claim
transaction that could not be allocated to a claim participant.
Note:- The only scenarios that may result in unallocated days for
LIRMA are believed to be:- (a) completion delayed due to
simultaneous RIP being required (b) LIRMA completion delayed
until 10 days after circulation and (c) automatic YES responses
being changed back to INF/FIL.
Unallocated Days
Numeric (3)
(Working Days)
The number of Working Days during the lifecycle of the claim
transaction that could not be allocated to a claim participant.
Note:- The only scenarios that may result in unallocated days for
LIRMA are believed to be:- (a) completion delayed due to
simultaneous RIP being required (b) LIRMA completion delayed
until 10 days after circulation and (c) automatic YES responses
being changed back to INF/FIL.
Class of Business
Note:- This field may be blank
Code
if the bureau leader is ‘None’
Class of Business
Alphanumeric (2)
The Class of Business code applicable to the transaction.
Alpha (40)
The description associated with the Class of Business code (see
Description
above)
Underwriting Year
YYYY
The year in which the contract incepted.
Reinstatement
Alpha (1)
Indicates that a Reinstatement Premium was required for
Premium Required
simultaneous settlement.
This is shown to clarify why some claims may have completed
and settled after full agreement was obtained.
Page 13 of 15
3.5.
Report Structure & Output
An example of the DL5125 (Detailed Cycle Times for LIRMA Claims by Broker) report is attached:-
DL5125.csv
3.6.
Graphical Requirements
None
3.7
Risks and Issues
None
3.8.
Assumptions
None
3.9
Data Clarification (Hotspots)
None
3.10. Interfaces
A number of Stakeholders (or Interested Parties) have been identified. These are as follows:

LMG – the London Market Group are the customer.
LIIBA – The ‘London & international Insurance Brokers Association’ members will be the
recipients and end users of the solution implemented. They have an inherent need to
understand the solution and are required to input in to decisions affecting the business
outcome.
Page 14 of 15
APPENDIX A
A.1
Claim Response Codes
Details of how carriers can respond to transactions within ECF2/CLASS are provided below for information.
Response
Status Code
Response Status
Claim Advice Accepted (claim advices)
Carrier requires further information (claim advices & settlement requests)
File or further documentation requested (claim advices & settlement requests)
Carrier in Dispute regarding the claim (loss claim advices only)
Claim Settlement Agreed (settlement requests)
Carrier is disputing the claim (settlement requests)
Carrier agreed claim but has an accounting issue with the client (settlement
requests)
YES responses set to CES if carrier sets Immediate Partial Collection to
‘C'
Page 15 of 15
CAA
INF
FIL
DIS
YES
NO
ACC
CES