Report: Global Change for Personnel

The Global Change for Personnel report displays a summary of the selections made in the Global Change for Personnel form, followed by information about the number of items processed or unable to be processed, and a detailed list of Processed Records and/or Exceptions.

This report can only be run after at least one Global Change for Personnel process completes.

Report Format = Exceptions Only

Report Format = Exceptions and Processed Records

Report Selections

What is this?

Global Change for Personnel Run

Lists the date, time and user who initiated the selected Global Change for Personnel run. The list is sorted from the most recent to the oldest run.

Select the desired run date from the list.

Report Format

You can chose to include a detailed listing of all processed records with exceptions, or to provide a detailed list of exceptions (unprocessed records) only:

Report Format

What is this?

Exceptions Only

This is the default selection.

The Exceptions Only page of the report lists only items that could not be processed with a brief explanation of why the record was not processed.

Exceptions and Processed Records

The Processing Details page of the report contains one row for each Customer/Policy combination generated by the report.

Processed Successfully appears in the Exception column on all records for which processing completed. Exception rows provide a brief explanation of why the record was not processed.

Description

Accept the default description, or enter a new one that describes the report you are requesting.

Print Cover Page

Allows you to include a cover page listing the selected options included in the report. This option defaults as unchecked.

Report Fields

The report layout for this report contains the following, based on the Report Format you select on the Report Selections form:

Report Format

Layout

Exceptions Only

Report Subtitle/Page Heading

What is this?

User Selections

The top half of the page lists detailed information about the selections made in the Global Change for Personnel form prior to starting the process run. Review this portion of the page to make sure the items listed match your intent.

The bottom half of the page reports the following for each record type (Customers, Policies, Suspense, Notes, Alerts, Invoices):

Column Heading	What is this?
# to Process	The potential number of this type of record to be processed based on the run selections.
# Processed	The total number of records of this type actually processed.
# Exceptions	Total number of exceptions for the record type.
Process	Displays a Y (Yes) if this portion of the run processed successfully. Displays a N (No) if a problem occurred during processing, such as a power outage or a system time out. See Tips for Successful Processing, later in this topic, for hints on avoiding processing time outs. The entire process run must complete or everything is rolled back, as if the process never ran. When conditions causing the initial failure are resolved, start the process again. Even though # Processed may show a number greater than zero, records touched during the aborted run are processed again.

Exceptions Only

Column Heading	What is this?
Cust #	Customer Account #. Multiple rows appear for each Cust # based on the selected Options to Change and the type of exception found. Use the account number to search for this customer when several customers in the report have similar customer names and/or are truncated in the Customer (name) list.
Customer	Customer Firm Name, or Last Name, First Name. This field may be truncated to fit on the report. Search by the Cust # in the Customer Center to review processing results.
Policy #	Policy number of the policy processed. This area is blank for non-policy (Customer) records.
Exception	Short description of the reason an item could not be processed. See Exception Reasons, later in this topic for more information.

Exceptions and Processed Records

Report Subtitle/Page Heading

What is this?

User Selections

The bottom half of the page reports the following for each record type (Customers, Policies, Suspense, Notes, Alerts, Invoices):

Column Heading	What is this?
# to Process	The potential number of this type of record to be processed based on the run selections.
# Processed	The total number of records of this type actually processed.
# Exceptions	Total number of exceptions for the record type.
Process	Displays Y (Yes) if this portion of the process completed. Display an N (No) if a problem occurred during processing, such as a power outage or a system time out. See Tips for Successful Processing, later in this topic, for hints on avoiding processing time outs. The entire process run must complete or everything is rolled back, as if the process never ran. When conditions causing the initial failure are resolved, start the process again. Even though # Processed may show a number greater than zero, records touched during the aborted run are processed again.

Processing Details

An asterisk (*) in front of the Customer Name in a row indicates that the customer record was changed and the record processed successfully.

A non-asterisk row indicates a policy level record changed. Unless an exception is indicated, the row processed successfully.

Column Heading	What is this?
Cust #	Customer Account #. Multiple rows appear for each Cust # based on the selected Options to Change and the type of exception found. Use the account number to search for this customer when several customers in the report have similar customer names and/or are truncated in the Customer (name) list.
Customer	Customer Firm Name or Last Name, First Name. This field may be truncated to fit on the report. Search by the Cust # in the Customer Center to review processing results.
Policy #	Policy number of the policy processed.
Exception	If the record processed successfully, you will see "Processed Successfully." If the record did not process successfully you will see a short reason why the item could not be processed. See Exception Reasons, later in this topic for more information.

Exception Reasons

Following are definitions of reasons an item, eligible for processing, based on the selections made in the Global Change for Personnel form, did not process:

Exception	What is this?

To emp for type emp on cust	The To Employee of the same Type already exists on the Customer form for the customer being changed. Example Sandy Jones, the employee selected as the To Employee, is already the Rep (selected Type) on the customer record. There may, however, be policy records changed successfully for the same customer if policies are designated for change and Sandy Jones is not the Rep on all policies for the customer. The report is merely indicating that the Customer record was not changed.
Eight personnel on policy	This exception only reports on policies converted from AfW with 8 people included as personnel on the policy. Such policies cannot be converted using the Global Change process. Review the Policy form to make manual personnel changes, as needed. Depending on the billing type, you may be able to use Correct Invoices, if prior billings need changing.
Policy has suspended billing	A suspended billing exists on the policy. Post or delete the suspended billing and re-run the process.
Policy has a template	If a commission template exists on a policy, a limited number of personnel can be added to that policy. When running the global change process and adding additional personnel, if the addition exceeds the amount of personnel allowed on the policy, this exception will occur. In this scenario, additional personnel will not be added to the policy.
To emp for this type on policy	The To Employee of the same Type already exists on the Policy form for the policy being changed. Indicates no change was made to the listed policy. Other policies/records for the customer may show changes.
Out of balance trans policy/billing	During processing some part of the requested change could not be processed because of an out of balance situation. Log on to My Vertafore and open create a ticket for assistance in resolving this issue.
Billing indicates broker's cust	This exception reports only on billing data converted from AfW. Customers of outside brokers are handled differently in AMS360 than in AfW, therefore such items cannot be converted using the Global Change process. Review the Policy form to make manual personnel changes, as needed. Depending on the billing type, you may be able to use Correct Invoices, if prior billings need changing.
Cust info indicates broker's cust	This exception reports only on customer data converted from AfW. Customers of outside brokers are handled differently in AMS360 than in AfW, therefore such items cannot be converted using the Global Change process. Review the Policy form to make manual personnel changes, as needed. Depending on the billing type, you may be able to use Correct Invoices, if prior billings need changing.
From emp on policy, active in future	The From employee exists on the policy and is currently inactive but is scheduled to become active on a future date. Use View Policy Personnel to review the Start Date for the From employee.
To emp on policy with comm., diff type	Commission cannot be received by the employee in multiple classes (Type). This means that, if the same employee is an Exec and a Rep, then that employee cannot receive commission in both classifications. Example Melissa Evans changes job assignments from a Rep to an Exec. As a rep, Melissa received a 2% commission on billings for a target marketed homeowners program. The Global Change process, in attempting billing corrections on policies previously billed in this program, defaults exec commission into the corrections based on Employee > Commission Setup. Since commissions already exist on these billings for Melissa as rep, and the same employee cannot receive commissions in multiple classifications for the same policy, an exception is returned in the report.

Tips for Successful Processing

General Guidelines

Policies are changed, subject to Customer Selections, per the following guidelines:

Item	Tip
Editing settings in Global Change Options after making Customer or Policy Selections	Selections made in Global Change Options are further defined by selections in the Customer Selections and/or Policy Selections sections that follow. If, after making selections in the Customer and/or Policy Selections sections you then go back and make changes to the Global Change Options section, a message warns you that, "Changes will reset the Customer and Policy Selections to the defaults. Do you want to continue?". Answering Yes to the message keeps the changes made to the Global Change Options section and resets all settings in Customer and Policy Selections sections to the system defaults. Answering No discards the changes made to the Global Change Options section and retains any edits made to the other sections. If you need to make a change to the Global Change Options section after you have made changes to the Customer Selections and/or Policy Selections sections, make sure to re-enter the desired changes to Customer/Policy Selections prior to processing.
Flagging From Employee (Broker) as Inactive in Setup	Only Employees flagged as Active in Employee Setup or Brokers not marked as Inactive in Broker Setup appear in From selection lists. Do not flag personnel as Inactive until desired Global Change for Personnel processing takes place. If already changed to inactive, open setup, edit/remove the Inactive condition, save the setup form and run Global Change processing before resetting the status to inactive. This means that Global Change cannot be used as a means of globally reactivating policy personnel.
From Employee (Broker) inactive based on selected change date	If the From employee or broker exists on a policy but the Start Date/End Date range in View Policy Personnel does not include the selected Global Change processing date, no change is processed for the policy. If the From employee or broker is not active on the selected processing date but will become active on a future date within the policy period, the change is processed but marked as an "Exception" on the Global Change for Personnel Report.
To Employee (Broker) already exists on a policy	If the To employee or broker already exists on a policy the policy is excluded from Global Change processing.

Performance Guidelines

In some situations the processing time to complete Global Change for Personnel can be extensive. The time it takes depends on the number and the type of records being processed. In addition, there is a time out that can occur after 2 hours of processing time causing an Unexpected Error message to appear. If this occurs, the process aborts, changed records are rolled back, and the process must be started again.

Following are some suggestions for successful Global Change processing:

Item

Tip

Maintenance period or after hours scheduling

Global Change for Personnel is not strictly a single-user process. If no users are accessing records needed by Global Change, then the process can be run while users are on the system.

If you run the process while other users are accessing features that use resources required by Global Change, such as running large reports, processing performance can be impacted.

Run Global Change for Personnel during a scheduled maintenance period when user system access is restricted.

Break processing selections into smaller segments

Global Change for Personnel allows considerable flexibility in selecting processing criteria.

Use the following procedure to determine # Records for processing based on your selections:

After making desired selections in Global Change Options, Customer Selections and Policy Selections, click File > Run.
Review # Records fields.

If the numbers displayed are large in the Customers, Policies and Invoice Corrections categories, break the process into segments. Examples of ways to do this include:

In Global Change Options use Business Unit selection to process one division at a time.
Select Customers in Global Change Options and process just Customer changes. On the next run, select Customers and Policies. Since customers are already changed, processing time is used for processing policies.
Process Alerts, Notes, Suspense in a separate run from Customers and/or Policies.

Use Customer Selections to segment large numbers of customers by selecting an alpha range.

This is also the selection you use to assign personnel to books of business with alpha splits.
To process a large number of policies in segments, use the Type of Business selection in Policy Selections to process commercial lines separate from personal lines, for example.