Policy Information Control File Overview

The Policy Information (PI) Control file determines the database pages, ACORD forms, and other types of output documents that are available for every Coverage Code (Line of Business) on the system. The coverage codes that you set up in this file allow you to:

  • access and build policy detail information such as locations, drivers, coverages, and underwriting and rating information;

  • print ACORD applications and other supporting documents such as Auto ID Cards and Schedules of Insurance.

About the PI Control file

The PI Control file acts as your system's "traffic cop" by telling the system which pages to display for each coverage code.

When you enter a policy on the system, PI Control determines which page or form the system should display based on either the Coverage Code alone, or on the Coverage Code and Insurer Code. The options appear on Selection Lists.

Your system comes with some Standard records installed.

About PI Control records

Every Coverage Code that your agency uses must have a PI Control record.

For example, if you write TENant or CONdominium policies, you must set up a PI Control Record for each code. You might consider selecting the HOMeowners PI Control record as a template, and then copying the page names and form numbers. For instructions on copying PI Control Records, please see Duplicate an Existing PI Control Record.

When you set up a PI Control record, you can assign the Coverage Code(s) to a specific Insurer code. Vertafore does not require that you do this.

A PI Control Record with no insurer code assigned is the default record for ALL insurers. Use the Insurer Code only to identify exceptions such as company-specific pages and forms.

Standard files in the PI Control file

Standard files are established in the PI Control record during software installation. For a list of standard PI Control file records, see List of Standard PI Control Records (below).

Use this list as a guide when you establish your agency's PI Control file.

To create a new PI Control file for your agency, duplicate the appropriate standard file. Note that you should not delete or modify standard files.

List of Standard PI Control Records

Code

Record Name

AIR

Aircraft Liability

ARA

Assigned Risk Auto

ARP

A/R Valuable Papers

AUT

Personal Automobile

BDR

Builder's Risk

BGL

Burglary and Robbery

BLI

Business Life

BLR

Boiler and Machinery

BOA

Personal Boat

BOP

Business Owners

CAR

Commercial Auto Assigned Risk

CAU

Commercial Automobile

CPP

Commercial Property

CRM

Crime

DWL

Dwelling Fire

EQF

Equipment Floater

FID

Fidelity Bonds

FIR

Commercial Fire and Allied Peril

GAR

Garage Liability

GLI

General Liability

GLS

Glass & Sign

GRP

Group Medical/Dental

HOM

Homeowners

IND

Individual Life

MAR

Commercial Inland Marine

MIC

Miscellaneous Commercial Lines

MIP

Miscellaneous Personal Lines

MOB

Mobile Homes

OMA

Ocean Marine

PKG

Commercial Package

PRO

Professional Liability

SMP

Special Multi Peril

SUR

Surety Bonds

UMB

Personal Umbrella

WCO

Workers Compensation

WAR

Assigned Risk Workers Compensation

XLS

Commercial Umbrella Excess

How to access this page

To access the Policy Information Control page:

  1. From the Sagitta Home Page, click Other.

  2. Select Personalization > System > Policy Information Control. The Policy Information Control page appears.

Field Entries - Top of Page

Coverage Code - the coverage (line of business) code for which you are entering PI Control information. You can use the Lookup icon to search for a valid coverage code.

Insurer Code - the insurer (company) code for which you are entering PI Control information. You can use the Lookup icon to search for a valid insurer code.

When you set up a PI Control record, you can assign the coverage code to a particular insurer, but Vertafore does not require that you do so. A PI Control record with no Insurer Code assigned is the default record for all insurers. Use the Insurer Code only to identify exceptions (for example, company-specific pages and forms.)

Page - the standard Selection List name and description associated with the function. For example, PI.102 is the Location Selection List.

 

 Page #

Page Name

LOC

 PI.102

Location Selection List

DRI

 PI.104

Driver Selection List

VEH

 PI.108

Vehicle Selection List

SCH

 PI.110

Scheduled Property

SNM

 PI.518

Supplemental Name Selection List

NOT

 PI.119

Policy Notes

INV

 PI.112

Invoicing

PHO

 PI.113

Prior History & Other Insurance

REM

 PI.114

Remarks & Attachments

AOI

 PI.115

Additional/Other Interest Selection

LOS

 LO.100

Claim Selection List

QUE

 CP.201

Client Questions
  PI.201

Policy Questions
  PI.146

Equipment Floater Grid
  PI.546

Scheduled Property Item Description Grid

Renumber - Yes - No option for renumbering Locations, Drivers, Vehicles, Schedules, Supplemental Names, Equipment Coverages, and AOIs when you renew, rewrite, or remarket the policy.

You should select Yes for this option so the system will renumber the associated policy detail records when you renew the policy.

Renew Notes? - The following options are available which determine if Policy Notes carry forward with the policy upon renewal.

  • Yes - carry the note forward upon renewal. A blank note does not carry forward even if the Yes option is chosen.

  • No - do not carry the note forward on renewal.

  • Prompt - have the note pop up for review upon renewal. You have the option to Renew (carry the note forward), or Close (do not carry the note forward).

The Prompt option is not available for policies that are personalized to renew during download. If a note exists for a policy that is renewing during download, and the flag is set to Yes or Prompt, the note will carry forward upon renewal. If the flag is set to No, or if the policy note is blank, the note will not carry forward upon renewal.

Coverage Information Section

The Coverage Information section lists the coverage pages associated with the coverage code (line of business) for which you are entering PI Control data. You can add or delete coverage pages to meet your specific policy information control needs. Use the Lookup icon to search for valid coverage pages.

This section also has a Renumber - Yes - No option for renumbering Coverage Information when you renew the policy.

You should select Yes for this option so the system will renumber the associated policy detail records when you renew the policy. If you select Yes without selecting the Equipment Floater Coverages page and grid, in this multi-line text box, you receive an error message, and will be unable to save the Yes response.

Underwriting and Rating Information Section

The Underwriting & Rating Information section lists the underwriting pages associated with the coverage code (line of business) for which you are entering PI Control data. You can add or delete underwriting pages to meet your specific policy information control needs. Use the Lookup icon to Search for valid underwriting pages.

User-Defined Pages Section

The User-Defined Pages section lists the policy level pages created specifically by your agency. You can add, edit, or delete User-Defined pages to meet your specific policy information control needs. Use the Lookup icon to Search for valid user-defined pages.

Hidden Programs Processed by Renewal Grid

This is a display-only grid list shows any hidden programs included as part of the renewal process. You cannot make any changes to this grid list.

Field Entries - Forms Information Section

Comm. Change Request – 175 Check Box – Check this box if you want to enable the Comm. Change Request – 175 page for one commercial line of business. A separate section to create the 175 will display on the Policy Secondary Navigation under Forms. You do not need to go to Create Forms to select the 175.

Page - the standard Selection List name and description associated with the form. For example, AF.475 is the ACORD 75 Insurance Binder.

Applications Section

The Applications section lists the insurance applications associated with the coverage code (line of business) for which you are entering PI Control data. You can add or delete application pages to meet your specific policy information control needs. Use the Lookup icon to search for valid applications pages.

Title Bar Menu

Once you have accessed the second PI Control page the Title Bar Menu appears with the following options:

Click

To

Save or ALT+S

Save the Policy Information Control page after you complete all required fields.

Quit or ALT+Q

Exit the Policy Information Control page without saving any data.

Delete or ALT+D

Delete the Policy Information Control record from the system. A warning message appears. Click Yes to confirm the delete.

Copy or

ALT+C

Copy the Policy Information Control data entered to another record. The system prompts you to enter a Coverage Code and Insurer Code. Enter the Coverage/Insurer Code combination to which you want to copy the Policy Information Control record. You can use the Lookup icon to select a record.

Load

Load any existing Policy Information Control data associated with the Program Coverage/Insurer Code. This appears on the first Policy Information Control page.

Add a Policy Information Control Record

The best way to set up a new PI (Policy Information) Control record is to copy an existing record that is similar to the one you are setting up. For example, if you want to set up a PI Control record for an Antique Auto coverage, you might choose Personal Auto as a starting point because they use common or similar pages.

Prerequisites

The new coverage code must be set up first in Generic Code Maintenance for the PI Control record you are creating. See Add a Coverage Code for details about this process.

To duplicate an existing PI Control record

  1. From the Sagitta Home Page, select Other.

  2. Select Personalization > System > Policy Information Control. The Policy Information Control page appears.

  3. Type the Coverage Code for the policy type that best matches the PI Control record you are creating. For example, if you are setting up a PI Control record for Antique Auto (ANT), you might select AUT, for Personal Auto.

  4. Do one of the following:

    If this record applies to

    Then

    all companies on your system

    Skip the Insurer Code field.

    Continue with step 5.

    a single insurer

    Type the insurer code for that insurer.

    Continue with step 5.

  5. Click Load. The record displays. You can now copy this record to the new PI Control record you are creating.

  6. Click Copy or press ALT+C. The system prompts you to enter a Coverage Code.

  7. Enter the Coverage Code you created in Generic Code Maintenance, then click OK.

  8. The system prompts you for an Insurer Code. Do one of the following:

    If this record applies to

    Then

    all companies on your system

    Leave the Insurer Code field blank and click OK.

    Continue with step 9.

    a single insurer

    Type the Insurer Code for that insurer and click OK.

    Continue with step 9.

  9. The page numbers and form numbers associated with the coverage code pre-fill to the Policy Information Control page. You can add more page or form numbers to this page, or you can change or delete page or form numbers.

  10. When are finished, click Save or press ALT+S to save the PI Control record.

Renumber Policy Information at Renewal

The PI Control File provides you with the option for automatically re-numbering Locations, Drivers, Vehicles, and Schedules of Property upon renewal. You can re-number by Coverage Codes and Insurer Codes, or by Coverage Codes only.

Prerequisites

Coverage Codes and insurers must already exist on your system, and must be set up in the PI Control file.

Re-numbering example

The following scenario explains how renumbering works if you set it up in the PI Control file.

A Personal Auto policy has three drivers. Driver 2 is "dated off" prior to the policy renewal date. Only Drivers 1 and 3 remain "active" and appear on the Driver Selection List.

Upon renewal, only active Drivers 1 and 3 appear on the renewed policy and are re-numbered as Drivers 1 and 2.

Renumber policy information at renewal

  1. From the Sagitta Home Page, select Other.

  2. Click Personalization > System > Policy Information Control.

  3. Enter the Coverage Code for the PI Control record you are updating. You can use the Lookup icon to Search for a valid coverage code.

  4. Do one of the following:

    If this record applies to

    Then

    all companies on your system

    Skip the Insurer Code field.

    Continue with step 5.

    a single insurer

    Type the Insurer Code for that insurer.

    Continue with step 5.

  5. Click Load to load the Policy Information Control record. The Policy Information Control page displays page numbers and names according to the Coverage and Insurer Codes selected.

  6. If the page you want to re-number already exists in the Policy Control record, select Yes from the Renumber drop-down list (to the right of the Page Name.)

  7. If the page does not already exist in the Policy Control record, enter the page number that you are adding. You can use the Lookup icon to Search for a valid page number. The page name and description appear.

  8. Select Yes from the Renumber drop-down list (to the right of the Page Name.)

  9. Repeat steps 6 through 8 for all of the Coverage and Insurer Codes that should use automatic renumbering.

  10. Click Save, or press ALT+S to save the page.

Adding the Policy Questions Page to Policy Information Control

When you create a new policy, information pre-fills from fields on the Client Questions page to fields on the Policy Questions page and other pages that have one or more of the fields.

For example, if you want the Policy Questions page to appear for AUTOP policies written by Metropolis Insurance Company, you would select both codes load them, and then enter PI.201 in the QUE (Question) field.

Add Policy Questions for a specific Coverage and Line of Business

  1. From the Sagitta Home Page, select Other.

  2. Select Personalization > System > Policy Information Control. The Policy Information Control page appears.

  3. Enter the Coverage Code for the PI Control record you want to update. You can use the Lookup icon to Search for a valid coverage code.

  4. Enter the Insurer Code.

  5. Click Load to load the Policy Information Control record.

  6. In the QUE (Question) page field, enter PI.201.

  7. Complete the Renew Notes? field.

  8. Click Save or ALT+S to record the information and save the page.