| | 5.2.02 B2 Verify Data with LoA and ToB Procedure | |
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| Broker Procedures: | | Broker state "B2" is set when a sales handover document is created. A broker is assigned to the client and that broker will verify and/or renew the Terms of Business (ToB) and Letter of Authority (LoA). |
| B2 Verified LoA and ToB: | | Broker Task Management can begin when a valid LoA and ToB is provided as part of the handover from Sales Task Management. The handover is triggered by the sales state switching from Prospect to Client (Account Management). This triggers the broker state to switch from "Prepare" to "Verified Loa and ToB". | | In most cases this should only take a moment to verify that the LoA and ToB have been uploaded into TIES Bespoke Application Service and that they are current. Where the LoA or ToB has expired or is due to expire soon, then the broker may need to get these documents renewed by the documented Client Account Manager (Sales Person). | | Contract renewal begins with this task scheduled by a current contract renewal date and/or service renewal date. |
| ToB Upload: | | Terms of Business (ToB) is owned and uploaded by the sales person so the ToB may be viewed by the Broker from the Bespoke Application Service. Where the broker needs the TOB to be renewed, revised or changed, then the appointed Sales Account Manager who is responsible for the company should be directed to get the new document signed and uploaded. |
| LoA Upload: | | Letter of Authority (LoA) is owned and uploaded by the sales person so the LoA may be viewed by the Broker from the Bespoke Application Service. Where the broker needs the LOA to be renewed, revised or changed, then the appointed Sales Account Manager who is responsible for the company should be directed to get the new document signed and uploaded. |
| Upload Limits: | | The upload form clears states that the only type of document that may be uploaded is HTML, PDF, PNG or JPG. | | The upload form clears states that the maximum size of an uploaded document is one million characters - this is 5 times larger than a typical LoA. |
| Upload Service: | | The upload business requirements are that a document is uploaded so it may be shared by all users and cannot be deleted. It is a business requirement to be able to access all services including uploaded documents using any kind of desktop, laptop, tablet or smart phone using any kind of operating system and any browser without the need to install proprietary (expensive, licensed) software. It is a legal obligation to retain all business correspondence for a term of at least seven years in a secure environment that complies with the European Data Protection Directive. It is a requirement that the upload documents do not contain viruses, macros or malware that could be harmful to other computers. | | These requirements mean that documents uploaded one year must be readable in 10 years time using the then current generation of computing devices without the need to install proprietary software. The Internet consists of more than a billion HTML web pages - it is certain that HTML documents will be readable in ten years time. Every current Microsoft Office 356 document can be stored as HTML documents where those HTML documents may be viewed by any browser. Obsolete Microsoft Office documents (like DOC or XLS) can be saved as HTML documents. The Internet incorporates PNG images - it is certain that PNG scanned documents will be readable in ten years time. As an alternative GIF or JPG images may be uploaded, but GIF may be subject to patent licensing issues. |
| Guide: | | For each client, the client form shows the ToB and LoA upload details - click to view the documents. The expiry date of each document is also shown - verify that this is current or make sure it is renewed. | | The apointed Broker is responsible to ensure that the ToB and LoA are up to date and can be used. The Broker may call upon the Account Manager to assist with getting these documents signed by the client. |
| Bespoke Application Service Data: | | Brokers are granted the right to view company data where that data has evolved from prospect to client state. Client state is triggered by a Sales person creating a Handover document (S5). | | Brokers are granted the right to view (but not change) field values that are owned and managed by the appointed Sales Account Manager. Topics clearly define the ownership of client field values. |
| Executive KPI: | | Broker state "B2" is assigned when the sales person creates the client handover document. Broker state "B3" is assigned when the broker reponsible for the client is assigned together with a current LOA and TOB. | | An Executive Exception Report is triggered where a client remains in "B2" state for more than nn days. |
| B2 Workflow Diagram: | | Proc | Page | Output | Ref | Field | Value |
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| B2.101 | 3001 | Broker Dashboard | 3102 | Menu | "Client Hierarchy" | | B2.111 | 3102 | Client List Formt | 3104 | Menu | "Add" | | B2.121 | 3104 | Add Client Form | 45 | Company | "Jones Company Limited" | | B2.122 | 3104 | Add Client Form | 37 | Postcode | "HA5 5DA" | | B2.123 | 3104 | Add Client Form | 42 | Street | "45 Lower Avenue" | | B2.124 | 3104 | Add Client Form | 40 | Town | "Harrow" | | B2.125 | 3104 | Add Client Form | 23 | Contact | "Mr James Jones" | | B2.126 | 3104 | Add Client Form | 25 | Email | "James.Jones@purdi.co.uk" | | B2.127 | 3104 | Add Client Form | 35 | Contact By | "Email" | | B2.129 | 3104 | Add Client Form | 3106 | Menu | "Refresh" | | Proc | Page | Output | Ref | Field | Value |
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| B2.131 | 3106 | Client Form | 30 | Traffic Light | "Green" | | B2.132 | 3106 | Client Form | 59 | Sales | "John" | | B2.133 | 3106 | Client Form | 54 | Broker | "Sophia" | | B2.139 | 3106 | Client Form | 3106 | Menu | "Refresh" | | Proc | Page | Output | Ref | Field | Value |
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| B2.141 | 3106 | Client Form | 3009 | Broker | "LOA Upload" | | B2.142 | 3009 | LOA Upload | 1 | Browse | select document | | B2.143 | 3009 | LOA Upload | 2 | Upload | Upload document | | B2.144 | 3009 | LOA Upload | 1986 | Menu | "Close" | | B2.149 | 3106 | Client Form | 3106 | Menu | "Refresh" | | Proc | Page | Output | Ref | Field | Value |
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| B2.151 | 3106 | Client Form | 3009 | Broker | "TOB Upload" | | B2.152 | 3008 | TOB Upload | 1 | Browse | select document | | B2.153 | 3008 | TOB Upload | 2 | Upload | Upload document | | B2.154 | 3008 | TOB Upload | 1986 | Menu | "Close" | | B2.159 | 3106 | Client Form | 3106 | Menu | "Refresh" |
| Document Control: | | 1. Document Title: B2 Verify Data with LoA and ToB Procedure. | | 3. Keywords: B2 Verify Data with LoA and ToB Procedure. | | 4. Description: B2 Verify Data with LoA and ToB Procedure. | | 5. Privacy: Public education service as a benefit to humanity. | | 6. Issued: 11 Jun 2018. | | 7. Edition: 1.3. |
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