Commercial Property Submission Clearance

17 pages • Procedure documentation and workflow guide

CONFIDENTIAL

TASK BACKGROUND...........................................................................................................................................................2
1. TASK DESCRIPTION........................................................................................................................................................................2
2. POSITION IN POLICY LIFECYCLE..........................................................................................................................................................2
3. WORKFLOW MAP........................................................................................................................................................................2

PROCEDURE........................................................................................................................................................................3
1. IDENTIFY TASK.............................................................................................................................................................................3
2. IDENTIFY SUBMISSION TYPE AND AGGREGATION ISSUES............................................................................................................................4
3. PROCESS NEW OR SOFT-CLEARED SUBMISSION......................................................................................................................................7
4. PROCESS RENEWAL SUBMISSION......................................................................................................................................................11
5. PROCESS BLOCKED/CLEAR-DECLINE SUBMISSION.................................................................................................................................14
6. PROCESS ADDITIONAL INFORMATION/DUPLICATE/UPDATED INFORMATION SUBMISSION....................................................................................16
7. FILE SUBMISSION DOCUMENTS INTO IMAGERIGHT................................................................................................................................16
8. SEND EMAIL TO UNDERWRITING TEAM..............................................................................................................................................17

Task Background

1. Task Description

There are two (2) submission mailboxes for Commercial Property submissions. The process is the same except for the underwriting team and checking 'Yes' when asked if this is Middle Market policy in GuideWire. Submission emails are forwarded to shared mailboxes by underwriting team. We need to check in both ImageRight and GuideWire to 1. see if any conflicts and aggregations issues, 2. have info (including Applicant Info/Underwriting Team/Broker Info/Policy Term etc.) entered into GuideWire and file documents under corresponding IR folders. Underwriting team gets our verification email indicating submission has been processed.

2. Position in Policy Lifecycle

(Move the red arrow to show the position of this task; remove/duplicate the red arrow if needed.) Property & Casualty: Employee Benefits:

3. Workflow Map

(Workflow map of this task. Not mandatory.)

Procedure

1. Identify Task

1) Log onto Systems

1. Open ImageRight, Outlook, GuideWire and EUSI

2) Locate Task and Key Information

1. Click on either Commercial Property Middle Market or US Commercial Property Submissions shared mailbox in Outlook 2. Begin with oldest email not yet assigned 3. Right-click on email and hover on "Categorize" 4. Select color specific to your name and click on Flag as shown below • This ensures others know who is working on a particular submission as well as status. 5. If the email is for Loss Runs request, add "Loss Runs" category color and make email as unread. No further action is needed and go to next submission email. 6. Double-click on email and review email body and attachments for the following key information. – RF 1 Identify Key Info from Submission Email • Named Insured • Mailing Address • Policy Term • Underwriter and Underwriter Assistant • Brokerage Information and Broker Contact

3) Check Task

1. Select "Current Folder" at the top of inbox • This will narrow down the search results in outlook. 2. Enter the Named Insured of the submission you are working on and hit the magnifying glass 3. If there are any other emails with the same Named Insured returned, add the category color specific to your name at the same time and continue to process them once the 1st submission is completed. • Processor needs to complete ALL of submissions for the same Named Insured at once.

2. Identify Submission Type and Aggregation Issues

1) Research in ImageRight

1. Go to ImageRight and click Open icon 2. Select "All Locations" in Drawer drop-down list 3. Enter % (percentage sign) followed by portion of Named Insured ending with % (i.e. %ReSource%) in File Name field and click Find Now • Search by insured name being as general as possible – RF 2 Search Methods in ImageRight 4. If there are not any results returned, go to Step 2 Research in GuideWire. If there are results shown, sort Effective Date column and check Drawer Name, File Name, Status, Effective Date and Broker to look at ALL potential conflicts (hard block or soft clear) of property units going back to 30 days. If there is something for any Property units below that is Bound/Registered/Issued/Pending Renewal within the last year or the current year, then it would conflicts with yours unless you are working on a renewal submission. • Conflicts in ImageRight will be from the following Drawers: Business Unit | Drawer Name Commercial Property | ABC – New York Commercial Property ABC – Commercial Property | ABC – Commercial Property Policy E&S Property | E&S Property 5. Identify Submission Type – RF 3 Identify Submission Type and Aggregation Issues – RF 4 Identify Aggregation Issues • Aggregation Issues have a 120-day rule. 6. Make notes of all Conflicts and Aggregation Issues. • We need to search in ImageRight for Conflicts and Aggregations Issues as well as GuideWire to collect accurate and complete data.

4) Research in GuideWire

1. Click on Search in GuideWire 2. Enter the Named Insured as being as general as possible in the Named Insured field 3. Click on Search at the bottom 4. Review the returned search results for Property units below and follow the same rule as searching in ImageRight • Commercial Property • GRS – Commercial Property • E&S Property • Property District - Bermuda • Property (Facultative) 5. Compare the GuideWire results with search results in ImageRight and finally identify Submission Type - RF 3 Identify Submission Type and Aggregation Issues - RF 4 Identify Aggregation Issues. 6. Go to corresponding subtasks per Submission Type.

3. Process New or Soft-Cleared Submission

Set up submission in GuideWire. There are mainly four (4) sections to update. They are Applicant Info, Producer Information and Policy Term, respectively.

1) Select/Create Account in GuideWire

1. Go to GuideWire and click on New Submission at the top 2. Hit the magnifying glass beside Named Insured field 3. Enter full name of Insured (including comma and case sensitivity etc.) and the State of the Mailing Address and click Search. Click on Select if there is a match (same NI including comma/case sensitivity and mailing address) with DUNS# and go to Step 2 Fill in Business Unit Info. If no desired results or results w/o a DUNS#, click on D&B Look up for further search. 4. Click on Import if there is a match (same NI including comma/case sensitivity and mailing address) with DUNS# in the D&B Look up and go to Step 2 Fill in Business Unit Info. If no desired results or results w/o DUNS#, click on Create New Account. 5. Enter ZIP Code field per Mailing Address • The State and City name will be populated if we enter ZIP Code firstly. 6. Enter street name into Address 1, Address 2 and Address 3 following requirements below. # | Requirements 1 | Spell out Street Name. No abbreviation is allowed (i.e. spell out 'N' to 'North' 2 | Do NOT use symbol '#'. Change '#' to 'Suite' 3 | Put 'Suite', 'Building', 'Floor' info etc. to Address 2 or Address 3 line 7. Hit Update at the top

2) Fill in Business Unit Information

1. Business Unit: Commercial Property 2. Select 'Yes' if you are working on Commercial Property Middle Market submissions. No need to update if the submission is for US Commercial Property (Large/Shared & Layered). 3. Update Office Location, Underwriter and Assistant fields per submission email and UW-UA Assignment – RF 5 UW-UA Assignment

3) Fill in Producer Information

1. Enter partial name of brokerage into Organization field and select correct brokerage 2. If the Broker drop-down list is not selectable, click on magnifying glass beside Organization. Enter partial name of brokerage into Organization Name field, hit Search and then select corresponding brokerage. 3. Select corresponding brokerage office location from Broker drop-down list per submission email. If brokerage office is not selectable in the dropdowns, go to RF 10 Searching Org Producers and Contacts in GW to double check if brokerage office is appointed with the business unit. If not appointed, use 'ABC International Dummy Broker' here. 4. Select producing broker contact per submission email for Broker Contact field

4) Fill in Policy Term Information

1. Submission Received: The date when Outlook received the submission email 2. Effective Date and Expiration Date: Per submission email and submission documents • IMPORTANT: make sure effective date is entered correctly as Commercial Property submissions that are not bound 180 days after the policy effective date are automatically closed by the system. 3. Hit Select

5) Double-Check Information on Policy Info Screen

1. Click on Policy Info screen at the left 2. Double-check ALL info entered in 3. Select 'Retail' as Broker Type always.

6) Double-Check Conflicts/Aggregation Issues on Clearance Screen

1. Click on Clearance screen 2. Take a screen shot as shown below whether there are conflicts/aggregations issues or not for the use of clearance email 3. If there is not conflicts/aggregations issues, hit Cleared and Save Draft. 4. If there are conflicts/aggregations issues shown, double check the results following the same rule as searching in ImageRight and GuideWire. If not conflicts (hard block/soft clear), click on Select All and hit Cleared. If any conflicts shown, you may not do a complete research in ImageRight and GuideWire before clearance. Do a further investigation and proceed with the submission per corresponding submission type. • The system will pull active accounts for ALL of business units which have either same name or same mailing address with your account. Either way, we will need to look at the Clearance screen to double check conflicts/aggregations issues ensuing the accuracy. 5. Hit Assign to Assistant for Review and Assign to UW for Review if the assigned UW is one of the followings: • Alex Carter • Jamie Rivers • Morgan Blake • Taylor Quinn • Jordan Hayes

4. Process Renewal Submission

1) Relate ImageRight Files

1. Open current year IR file with status "Pending Renewal" and last year IR file with status "Issued". If the status of IR file for expiring policy is "Registered" not "Issued", email to UA with UW copied to change the status. 2. Highlight the 1st line of Issued IR file and hit F2 3. Copy Program ID and click Cancel 4. Go to the Pending Renewal IR file, right-click on RELATED FILES and click Add Related File(s) 5. Enter % followed by Program ID ending with % in File Number field 6. Click Search 7. Select Issued IR File and click Add -> OK

7) Add File Note

1. Go to the Pending Renewal IR file and right-click anywhere to open a menu 2. Click Notes and Insert File Note 3. Enter in "Renewal for Program ID" and click OK • E.g. Renewal for 12345_ABC Corporation_2

8) Pull Loss Runs

1. Open EUSI Loss Run URL 2. Select Insured Name from Report Type drop-down list 3. Enter a portion of insured name in Search by Name or Policy field • Ensuring no blank spaces after last letter for search. Search engine is very specific and blank spaces may cause incorrect results. 4. Select Insured Name in Select a Value field 5. Click View Report 6. Pull all years for loss runs. 7. Save Loss Runs as PDF format to desktop and rename it as "Insured Name Loss Run" 8. Save Loss Runs into Claims and Loss Runs folder under Pending Renewal IR file and label the document description as "ABC Loss Run" 9. Close both IR files • If Pending Renewal IR file is not closed, the status "Pending Renewal" will not be update to "Submission Under Review" after editing in GuideWire

9) Verify Information in GuideWire

1. Go to GuideWire and open the Pending Renewal submission. 2. Update Submission Received field with the date when submission email was received in Outlook and double check ALL information in Policy Info screen with information in submission email/documents. If any discrepancies, confirm with underwriting team or Jackie how to proceed if necessary.

10) Double-Check Conflicts/Aggregation Issues on Clearance Screen

5. Process Blocked/Clear-Decline Submission

1) Set up Submission in GuideWire

1. Go to Subtask 3.1) Select/Create Account in GuideWire 2. Go to Subtask 3.2) Fill in Business Unit Information 3. Go to Subtask 3.3) Fill in Producer Information 4. Go to Subtask 3.4) Fill in Policy Term Information 5. Go to Subtask 3.5) Double-Check Information on Policy Info Screen

11) Double-Check Conflicts/Aggregation Issues on Clearance Screen

1. Click on Clearance screen 2. Take a screen shot as shown below for the use of clearance email

12) Close Out Submissions in GuideWire

1. Click on Close Options and Declined 2. For Blocked submission, select "Not Cleared" as Secondary Close Reason and Enter in "Blocked by Prior Submission – PID: " in Comments field. 3. For Clear-Decline submission, select corresponding close reason per UW's comments in submission email. If any additional explanation for declination reason, copy/paste UW's comments into Comments field. If not appropriate close reason to select, choose "Other" as Secondary Close Reason and copy/paste UW's comments into Comments field. 4. Click Close

6. Process Additional Information/Duplicate/Updated Information Submission

1) Double-Check Information in Policy Info Screen

1. Open the submission in GuideWire 2. Double-check ALL information entered in Guidewire for accuracy 3. For Updated Information submission, update corresponding information as required in submission email.

13) Double-Check Conflicts/Aggregation Issues on Clearance Screen

1. Click on Clearance screen 2. Double-check conflicts/aggregation issues

7. File Submission Documents into ImageRight

1) Save Submission Documents at Corresponding ImageRight Folder

1. Drag and drop the submission email to Applications\Submissions folder 2. Relabel the Documents Description per submission type Submission Type | Document Description New Submission | Submission/Clearance Email Renewal Submission | Submission/Renewal Clearance Email Soft-Clear Submission | Submission/Soft Clearance Email Blocked Submission | Submission/Blocked Clearance Email Declined Submission | Submission/Declination Clearance Email Additional Information | Additional Information Duplicate Submission | Duplicate Submission 3. Drag and drop each attachment to corresponding folders and rename document descriptions per document type accordingly. – RF 9 IR Cheat Sheet 4. Check all submission documents for embedded files and scan entire email for any link to a website to download submission files.

8. Send Email to Underwriting Team

1) Edit/Send Email

1. Reply to ALL with submission documents attached. If there are any questions need to be confirmed, email to the assistants, not the underwriters. 2. Use corresponding signatures – RF 7 Signatures for different types of submissions. 3. Mark submission email as Complete once email is sent out

14) Save Email in ImageRight

1. Click on Sent Items in personal mailbox and find the email 2. Drag and drop the email into Applications\Submissions folder in ImageRight

Page 17 of 17 • CONFIDENTIAL

AI System Representation

Workflow Overview

Process commercial property submissions through ImageRight and GuideWire systems, ensuring conflict resolution and proper documentation.

Submission Intake

Monitor shared mailboxes, categorize emails by processor, extract key information including Named Insured, Policy Term, and Broker details.

ImageRight Research

Search ImageRight for conflicts using Named Insured, check property units for last 30 days, identify potential aggregations.

GuideWire Research

Search GuideWire across all property units, verify account status, compare with ImageRight results.

Cross-Reference Analysis

Compare results from both systems, identify discrepancies, flag potential data quality issues.

Conflict Resolution

Analyze conflicts from both systems, determine submission type, apply 120-day aggregation rules.

New Submission Setup

Create account in GuideWire, enter applicant info, set up producer details, establish policy terms.

Renewal Processing

Relate ImageRight files, pull loss runs from EUSI, verify expiring policy information.

Soft-Cleared Processing

Process submissions cleared with conditions, verify requirements met, update system status.

Clearance Verification

Review clearance screen, document conflicts/aggregations, assign to Assistant/UW if required.

File Documentation

Save documents to ImageRight folders with proper naming, check for embedded files.

Quality Review

Audit file completeness, verify data accuracy, ensure all documents properly indexed.

Workflows

Send verification emails to underwriting team, mark submissions complete, archive correspondence.