Vertafore – Prime in Windows (MS ACCESS Database)

What is included in the conversion from Prime (Windows) to Newton by Agency Systems?  If it is not listed it is not converted!

• Clients
  • Name, DBA, Address, City State Zip, Phone Numbers, Producer, CSR
  • Phone 1 and 2 are assumed to be;
    • Commercial – Business and Fax
    • Personal – Home and Business
  • Options
    • Exclude Inactive clients. (Client status/type must = “Inactive”)
    • Exclude Prospects. (Client status/type must = “Prospect”)
    • NOTE: Custom types, created by the agency, may require custom work on the conversion
• Client Contacts
  • Contact Name, Email, Phone (Office, Home, Cell as available)
  • We may create a contact from the client information in addition to normal contacts.  The theory being it is easier to remove a contact than add one.
  • We also put all phone numbers and email addresses in a note on the customer in the event the labels from Prime are not standard, Home, Work, Mobile, etc.
  • We create contacts from the dependents information and title these as “Dependents”
• Polices
  • Basic policy information is common to all policies including effective/expiration dates, policy number, producer, class, transaction
    • NOTE: Duplicate policy numbers are not allowed in Newton.  Common quote numbers like TBA, Pending, TBD, etc. are changed to add a unique number to the existing number.
    • Policy numbers shared among more than 1 client must be changed prior to conversion.  Recommend adding the client number to the end of the policy number.
  • Premium is populated in the Estimated Annualized Premium field in Newton.
    • NOTE: This premium does not hit the general ledger
  • The current policy will be converted and all other policy transactions will be sent to the Activity Log in Newton  going back 5 years.  Converting all policy history to Newton policies is not a good fit so we convert policy history to the Activity Log in Newton.
• Transaction Note
  • Pulled from 3 different tables; CNotes, Activity, TFile. These tables should comprise the majority of data for entered notes and automated recording of items on the client file activity.
  • Items are not linked to a specific policy but appear in a single activity log (Activity Tab) in Newton.
  • We are not converting the CLNotes table as it appears to hold data that is not useful in reviewing transactions on a client.
• Ticklers
  • Convert into Newton Suspense items by customer and maintain the open/closed status.
    • Note: Conversion automatically closes all Ticklers inserted by user SYS (System) as many of these may be open as most agencies don’t maintain this user. These are things created by download and other automated procedures.
• Images/Attachments
  • Documents including email attachments are converted to the Newton Attachments.
  • Letters are in the attachments conversion and appear as an Attachment in Newton.
  • IF attachment files or blobs are encrypted they must be decrypted by the vendor or cannot be converted.
    • Note: For an additional charge from Vertafore, the agency may request Vertafore convert the FML Files to PDF Files which we can then convert as attachments to the customer.  Files of type FML are not converted by EDI as these are a proprietary Vertafore file type which can only be decoded or read by Vertafore/Prime.  These files are typically ACORD Forms.  Discuss with our conversion experts for guidance.
• Auto Memos
  • Converted as rich text files to the Newton Attachments.
• Form Letters
  • The user may simply copy paste the Prime Form Letters to Newton and change the fill fields.
• Claims
  • Basic claims information including payment items are converted into Newton Claims.
• Download Risk
  • We import the archived download files which can be viewed under the DL Risk tab in Newton and can be used to create applications. This gives you a good deal of risk information for those companies with which you download.
  • We will go back 1 to 3 years depending on the availability and quality of the data.  Often we only get the current year.
• Certificates
  • We convert the holders typed on the bottom of certificates into the Newton master list and attach each holder to each policy listed on the certificate.  This includes any special wording on the bottom of the certificate.
  • Our certificate conversion allows you to simply create a single certificate, in Newton, and attach any of your converted holders with any wording from their existing Prime certificates.  This will save you much time when you begin issuing certificates out of Newton.
  • We do NOT convert each certificate; this is counter productive in the Newton system.
  • We do NOT convert holders attached only to the client. We must have a policy number which is attached to a client to make the “connection” but this is seldom an issue
• Holders
  • In addition to the holders typed on the bottom of the certificate, we convert Holders from the Prime master list, allowing you to pick from the master list in Newton when creating new certificates.

Basic Setup Items

• Companies
  • Companies are converted directly using the codes from Prime
  • Name, Address, Phone Numbers
  • All companies set to direct bill by default and must be change post conversion for companies that are Agency Bill.
• Producer/Users
  • Converted directly using the codes from Prime.
    • Options
      • Missing producers are defaulted to code “HOU” (House)  You may specify a different default code.
    • NOTE: Where a user may be listed as both a user and a producer the user code will be retained and the producer code will be marked inactive in Newton. Newton only uses a single code whether the position is sales or support.
• Class Codes/Line of Business
• Transaction Codes