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Ontario Risk Sharing Pool

1. Effective May 1998 Revised effective June 1 2008 A Ontario Risk Sharing Pool Procedures Manual Eligibility D COMPLIANCE REVIEWS The Facility Association Plan of Operation provides for auditing of all member companies Routine compliance investigations are made of all member companies ceding risks to the RSP on a rotating basis at a minimum of every 2 years The purpose of Compliance Reviews is to establish that 1 Risks in the RSP are eligible by way of vehicle type or rating classification 2 Appropriate verification of the risk s eligibility was undertaken 3 The appropriate premium was transferred with the risk 4 The risk was transferred in accordance with established procedures for transfer dates coverages cancellation dates etc Filed Grounds If during the course of an investigation a risk transferred to the RSP is found to have qualified under your company s filed grounds for declining risks you will be requested to remove that risk from the RSP back to the transfer date as well as any claims that have been transferred A list of grounds for refusal to the regular market must be made available for verification Reports 1 Failing to order reports If you have failed to order MVRs on all listed operators or a prior experience report on the risk or if you did not order the reports within the prescribed time frames you will be required to order the reports at the time of the investigation and provide cop
2. e if Risk Premium Batch then total TOTAL PREMIUM e if Claims Batch then total PAID AMOUNTS total EXPENSE AMOUNTS and total RESERVE AMOUNTS Checking at the Risk Sharing Pool verifies that the count and content of the data records in the batch agree with the trailing control record It is to your advantage to transmit Risk Premium batches to the Pool System on a daily basis in order to avoid delays in the effective date of transfer of the risk while claim batches should be transmitted regularly to prevent a backlog The Dispatch Date also called the Postmark Date or Transmittal Date refers to the actual date the data was transmitted to the pool On some transactions the Dispatch Date is used to verify the effective date of the transfer to the Pool Delays in dispatch of a transmittal due to unforeseen circumstances affects your Dispatch Dates and thereby your TRANSFER DATES Immediately when the problem is discovered fax the VP Operations at the Facility Association before sending your data Each transmission may consist of a number of batches A batch will contain either premium or claim data but not both Refer to Appendix T 1 for record layouts for the data and the trailing control records The trailing control record gives batch control and audit information Checking by the Pool system verifies that the count and contents of the data records in the batch agree with the trailing control record Size of batches is left
3. With respect to Reports dealing with the Transfer of Data please refer to the following sections e Premium Edit Listing refer to Section VI 1 e Premium Bordereau refer to Section VI 2 e Claims Edit Listing refer to Section VIL 1 e Paid Loss Bordereau refer to Section VII 2 e Open Claims Register refer to Section VIL3 However with respect to Reports dealing with Accounting and Sharing please refer to Section VIII If after referring to Section VIII you have any questions please write or fax the Vice President Operations at the Facility Association as described above G Special Considerations Disputes A ppeals e Special Requests for Original Dispatch Date or TRANSFER DATE Please fax or e mail any such requests to the Vice President Operations at the Facility Association e Special Requests to Exceed the 5 Transfer Limit or Other Requests Please fax or e mail any such requests to the President and CEO at the Facility Association e Disputes regarding Audits or Reports or Appeals Please fax or e mail to the President and CEO at the Facility Association May 1998 IT 3 Updated October 2005 Ontario Risk Sharing Pool Procedures Manual Introduction C Claim Responsibilities It is the responsibility of members to investigate defend and settle claims or suits as they would in the absence of the Pool The Facility Association has the right and must be given the opportunity of associating with members
4. Add Save Refresh Delete Cancel Previous Next The following is an explanation of the command buttons WIP Work In Progress The WIP will place the transaction displayed on the screen in a WIP status field and field relationship edit will not be performed At least one field must be entered on the transaction to save as WIP WIP is not available on saved transactions SAVE The SAVE command button will cause the transaction to go through the validation and consistency edit If there are no errors detected the transaction is saved and the next record is displayed At the end of a batch a new record will be displayed Page 14 of 24 FACT MANUAL If the edits detect an error the transaction remains on the screen and an error message appear in the Error Message box ADD The ADD command button will clear the screen of any values and position the user to a new transaction to be added to the batch The user then can enter data REFRESH The REFRESH command button will refresh the contents of the screen from the last time the transaction was saved DELETE The DELETE command button will delete the transaction from the batch A confirmation message will appear When the transactions is deleted either the next available transaction will be displayed on the screen or if the user was at the last record in the batch the screen is cleared for the user to enter a new transaction CANCEL The CANCEL command button will
5. Body gt lt output gt lt operation gt lt binding gt lt service name UploadService gt lt port name UploadServiceSoap binding s0 UploadServiceSoap gt lt soap address location http localhost Fa Fact WebServices uploadservice asmx gt lt port gt lt port name UploadServiceHttpGet binding s0 UploadServiceHttpGet gt lt http address location http localhost Fa Fact WebServices uploadservice asmx gt lt port gt lt port name UploadServiceHttpPost binding s0 UploadServiceHttpPost gt lt http address location http localhost Fa Fact WebServices uploadservice asmx gt lt port gt lt service gt lt definitions gt 13 FACT Web Service Guide July 05 FACT Application Web Services Guide Facility Association B Fa Fact WebServices uploadservice disco lt xml version 1 0 encoding utf 8 gt lt discovery xmlns xsd http www w3 org 2001 XMLSchema xmlns xsi http www w3 org 2001 XMLSchema instance xmlns http schemas xmlsoap org disco gt contractRef ref http localhost Fa Fact WebServices uploadservice asmx wsdl docRef http localhost Fa Fact WebServices uploadservice asmx xmlns http schemas xmlsoap org disco scl gt lt soap address http localhost Fa Fact WebServices uploadservice asmx xmlns ql http facilityassociation com binding ql UploadServiceSoap xmlns http schemas xmlsoap org disco soap gt lt discovery
6. Section VII Claims Replaced by Types of Errors Premiums Section VIII Transfer Limit report Replaced by Type of Errors Claims REVISIONS October 2005 Section IT Section IV Section VI Section LX Appendix T 1 Appendix T 2 Appendix T 3 Appendix T 4 Appendix P 1 Appendix P 3 Appendix C 1 Appendix C 2 Appendix C 3 Communication Updated Overview Revised Risk Premiums replaced by Correcting Errors Premium Claims Transfer Limit Report Updated Ree YEE Updated October 2005 G 2 April 2006 I INTRODUCTION A Overview of The Risk Sharing Pool The Board of Directors of the Facility Association for both industry and political reasons deemed it necessary to develop a mechanism that would depopulate the Facility Association in Ontario by as much as 50 It was their wish to develop a mechanism that would not require new legislation and could be tied to present legislation in Ontario so that all Ontario insurers brokers and agents would be required to participate in the programme The Board developed amendments to the Plan of Operation of the Facility Association that would create a Risk Sharing Pool as a part of the Facility Association This approach presented a number of advantages e no legislation is necessary only the approval of the Financial Services Commission of Ontario was needed e all insurers of automobile risks in Ontario are required under the Compulsory Automobile Insurance
7. Transmit at same time as vehicle after 15 days of addition date Code D Endorsement effective date MVR is acceptable for driver s newly added if ordered within 90 days prior to transfer effective date Otherwise it must be ordered within 15 days of transfer effective date If no prior experience report is on file and fully documented a new report must be ordered within 15 days of transfer effective date e For other than annual policies MVRs must be ordered every 12 months e Prior experience reports need not be ordered if the risk has been insured with you for the past 5 years e Portfolio transfers accepted under new business rules follow new business criteria e Portfolio transfers accepted under renewal rules with approval from FSCO follow renewal criteria e For all portfolio transfers use transaction code B or D Effective May 1998 Revised effective June 1 2008 Ontario Risk Sharing Pool Procedures Manual TRANSFER CODES Eligibility This chart of typical transactions will assist you to determine the proper code TRANSFER TRANSACTION CODE EFFECTIVE DATE when the transaction is actually in the RSP Addition of Class 05 06 and vehicle on the same date transmitted beyond 15 D 1 day after transmittal days of the endorsement effective date Addition of Class 05 06 and vehicle on the same date transmitted
8. inOccurs 0 maxOccurs 1 inOccurs 0 maxOccurs 1 inOccurs 0 maxOccurs 1 inOccurs 0 maxOccurs 1 maxOccurs 1 gt lt s sequence gt lt s complexType gt lt s element gt string string gt lt s el string int gt lt s el type s base64Binary ent m ent m ement m lement m m gt ement lt s sequence gt lt s comp lexType gt lt s element gt ploadFile gt inOccurs 0 maxOccurs 1 inOccurs 0 maxOccurs 1 inOccurs 1 maxOccurs 1 inOccurs 0 maxOccurs 1 inOccurs 0 maxOccurs 1 FACT Web Service Guide July 05 name loginName name password name province name fileContent name loginName name password name verify name province name fileContent 10 FACT Application Web Services Guide Facility Association lt s element name UploadFileResponse gt lt s complexType gt lt s sequence gt lt s element minOccurs 1 maxOccurs 1 name UploadFileResult type s int gt lt s sequence gt lt s complexType gt lt s element gt lt s element name int type s int gt lt s schema gt lt s schema targetNamespace http facilityassociation com AbstractTypes gt lt s complexType name StringArray gt lt s complexContent mixed false gt lt s restriction base soapenc Array gt lt s sequence gt lt s element minOccurs 0 maxOccurs unbounded name Str
9. message gt lt message name UploadFileHttpGetOut gt lt part name Body element s0O int gt lt message gt lt message name UploadFileWebServiceHttpPostIn gt lt part name loginName type s string gt lt part name password type s string gt lt part name province type s string gt lt part name fileContent type sl StringArray gt lt message gt lt message name UploadFileWebServiceHttpPostOut gt lt part name Body element sO int gt 11 FACT Web Service Guide July 05 FACT Application Web Services Guide Facility Association lt message gt lt message name UploadFileHttpPostIin gt lt part name loginName type s string gt lt part name password type s string gt lt part name verify type s string gt lt part name province type s string gt lt part name fileContent type sl StringArray gt lt message gt lt message name UploadFileHttpPostOut gt lt part name Body element sO int gt lt message gt lt portType name UploadServiceSoap gt lt operation name UploadFileWebService gt lt input message s0 UploadFileWebServiceSoapiIn gt lt output message s0 UploadFileWebServiceSoapOut gt lt operation gt lt operation name UploadFile gt lt input message s0 UploadFileSoapiIn gt lt output message s0 UploadFileSoapOut gt lt operation gt lt portType gt lt port
10. public System IAsyncResult BeginUploadFileWebService string loginName string password string province System Byte fileContent System AsyncCallback callback object asyncState return this BeginInvoke UploadFileWebService new object loginName password province fFileContent callback asyncState lt cemarks gt public int EndUploadFileWebService System ITAsyncResult asyncResult object results this EndInvoke asyncResult return int results 0 lt remarks gt System Web Services Protocols SoapDocumentMethodAttribute http facility association com UploadFile RequestNamespace http facilityassociation com ResponseNamespace http facilityassociation com Use System Web Services Description SoapBindingUse Literal ParameterStyle System Web Services Protocols SoapParameterStyle Wrapped public int UploadFile string loginName string password int verify string province System Xml Serialization XmlElementAttribute DataType base64Binary System Byte fileContent object results this Invoke UploadFile new object loginName password verify province fileContent return int results 0 lt cemarks gt public System ITAsyncResult BeginUploadFile string loginName string password int verify string province System Byte fileContent System AsyncCallback callback object asyncStat
11. total of all sub files e An incurred loss of 100 000 or more for any one claimant e A policy limit reserve e A serious bodily injury including but not limited to fatality with dependents brain damage paraplegia or quadriplegia amputation of a limb at or above the elbow or knee serious disfigurement These injuries must be reported regardless of your assessment of liability or the amount of the incurred loss e An Accident Benefit claim that results in a disability period of 2 years or more A Claim Committee consisting of qualified member volunteers examines the record After examination the Committee records its comments and forwards them to your Head Office with a copy of the Large Claims Report Completion of a Closing Notice is required on closing showing payment and expenses by kind of loss reimbursement by the Ontario Risk Sharing Pool not reimbursed by the Ontario Risk Sharing Pool as outlined below The Ontario Risk Sharing Pool accepts transfer for reimbursement of only the Claims Expenses listed below e First Party Legal supporting invoices must contain time amp hourly charges and a description of disbursement Alternate Dispute Resolution Services Accounting Services Actuarial Services Architectural Services Engineering Services Notarial Services Court Stenographers Transcripts Coroners Court Transcripts May 1998 Updated January 2006 VIII 9 Update
12. 1998 Updated January 2006 VII 9 Ontario Risk Sharing Pool Procedures Manual Types of Errors Premiums How is Special Handling Done 1 Create a Special Batch Any batch transmitted to the Ontario Pool is assigned its own Postmark Date Because the same Postmark Date applies to every single transaction contained in a Batch you must create a Special Batch to isolate the transaction s intended for Special Handling Otherwise other transactions could be assigned a wrong Postmark Date 2 Send a Fax to Facility Association Fax a request to Facility Association 416 868 0894 giving us all the necessary information regarding your special handling You must send your fax to Facility Association the same day you are transmitting your special batch 7 Not all Special Handling requests are approved They are only approved when your correction is done in accordance with the rules as stated in the Ontario Risk Sharing Pool Manual For instance if you request special Handling on a correction which is past your 30 day allowance the request will be denied Your Fax Request for Special Handling must contain the following information Original Edit List Number Attach photocopy showing all relevant information Company Number amp BRANCH NUMBER Old amp Special Batch Number Entry Date of your special batch Policy Number Vehicle Number Old amp New if that is being changed Transaction code Old amp New if that
13. Help Log Out View Batches Administration A DO OO 000r QO Opos aristas 26 May 2005 Claim Corrections CONTROL ON BatchNo 133 CompanyNo 094 YearMonth 200505 BranchNo 03 Row 2 Policy No 3375718 Vehicle 04 Occ Drv Claim Number 9002804873 Loss Date 20041227 Coverage Code 74 KindofLoss 41 Paid Loss Amount 0000119 Paid Expense Amount Reserve Amount 0000120 Transaction Code 2 Expense Code Excluded Driver 0 Errors 111 This Company Number Policy Number Vehicle Number is Not on System Province ON BatchNo 133 CompanyNo 094 YearMonth 200505 BranchNo 03 Row 3 Policy No 3398889 Vehicle 01 Occ Drv Claim Number 9002788865 Loss Date 20041015 Coverage Code 426 Kind of Loss 20 Paid Loss Amount Paid Expense Amount 000027 Reserve Amount 0000030 Transaction Code 3 Expense Code B Excluded Driver 0 Errors 116 Reserve or Paid Loss or Expense has a Credit Amount ae aT TEE SSS ES T ae E 7 f a T T Internet stare aas Shinto WONT Emiro aree Giiw AAC EFA Si Desktop gt gag Cp Ay eta W 4 QS 11 02am EXPORT This button allows users to export the report Users will be promoted for a choice of a report format i e MS Work PDF file etc and a page range to export Users can save the resulting report in a file PRINT This button will allow users to print the report Users are prompted to enter a page range to print PAGE CONTROL User can use these controls to scroll through the pages that are displayed Relat
14. If you have not filed an underwriting rule that would permit you to decline the risk you must accept it Once you have accepted it you may either write the contract solely for your own account or write the contract and transfer the risk to the Risk Sharing Pool in accordance with the provisions of the Plan e All applications to residual market Servicing Carriers must be accompanied by a refusal letter completed by the broker agent who is submitting the application to FA If you have filed an underwriting rule that permits you to decline the risk and your broker agent or customer service representative is not authorised to complete refusal letters on your behalf you may be asked to provide the insured with a refusal letter If you are asked to do so you must provide a refusal letter without delay SUMMARY Members cannot decline an applicant unless they have filed an underwriting rule that would permit them to do so If they have filed such an underwriting rule they may be required to provide a refusal letter to the insured Effective May 1998 Revised effective June 1 2008 2 Ontario Risk Sharing Pool Procedures Manual Eligibility B Risk Eligibility for the Risk Sharing Pool A risk is eligible for the RSP if it meets all of the following criteria L THE RISK IS REQUIRED UNDER THE COMPULSORY AUTOMOBILE INSURANCE ACT OF ONTARIO TO BE INSURED IN ONTARIO AND THE VEHICLE IS REGISTERED IN ONTARIO AS PER THE HIGHWAY TRAFFI
15. June 12 2003 12 days Policy accepted in the RSP as of inception date Example 2 Policy inception date June 1 2003 Policy transmitted to the RSP June 16 2003 Policy received by the RSP June 17 2003 17 days Policy not accepted in the RSP as of inception date but is accepted as of June 17 2003 missed the 15 day time limit 2 Renewals and portfolio transfers Must be received by the RSP on or before the renewal effective date to be accepted in the RSP as of renewal effective date If not received by the renewal effective date the risk is accepted in the RSP 1 day after transmittal date to the RSP 3 Additional vehicles Must be received by the RSP within 15 days of endorsement effective date including endorsement date to be accepted in the RSP as of endorsement effective date If not received within 15 days the risk is accepted in the RSP 1 day after transmittal date to the RSP 4 Other mid term changes For changes e g coverage and deductibles on vehicles that are already in the RSP there is no time restriction such as that shown for additional vehicles Effective May 1998 Revised effective June 1 2008 15 Ontario Risk Sharing Pool Procedures Manual Eligibility Coverage Limitations Although you may insure the risk for any coverage limits and deductibles filed with FSCO the following limitations apply on coverages transferred to the RSP The transferred Third Party Liability limit has a maximum of 2 000 000 e T
16. Portal the doorway for specialized access to Facility Association applications The Facility Association is an entity established by the Automobile Insurance Industry and recognized under the provisions of The Compulsory Automobile Insurance Act The Facility Association ensures that automobile insurance is available to all owners and licensed drivers of motor vehicles where such owners or drivers are unable to obtain automobile insurance through the voluntary insurance market E Done ff eg nene Astan XE Microsoft Excel ERROR a BY Microsoft Word USER Mj site to use for demo Mes 24 Inbox Microsoft Outlook EFA Single Sign On Ioga 2 30 PM System Login This screen provides access and security control for FA s FACT applications You must be an authorized user Your User ID and initial Password are assigned by IBC To contact IBC Help Desk phone number 416 445 5912 Ext 3100 Help Desk E mail helpdesk ibc ca Login It is important that your password be kept private as all activity is recorded under the User ID e Enter your User ID Page 6 of 24 FACT MANUAL e Enter your Password e Press Login first time users will be prompted to change their password Note User account will be locked if password is incorrectly entered three times Contact helpdesk ibc ca to unlock account TIPS e Both fields User ID and Password are mandatory and must be filled in e The Password is a mini
17. Revised effective June 1 2008 16 Ontario Risk Sharing Pool Procedures Manual Eligibility Restrictions and Transfer Limit e Risks are ceded into the RSP at 85 with the remaining 15 on the member s own account e The transfer limit for each member is 5 of the previous year s total voluntary private passenger non fleet Third Party Liability direct written car years e Within a calendar year members must not at any time exceed the transfer limit of their previous year s total voluntary private passenger non fleet Third Party Liability direct written car years e Once prior year data is available monthly reports that include the percentage calculated against their previous year s total car years are distributed e Ifa member attempts to transfer a risk to the RSP after the member has reached the 5 transfer limit that transfer is ineffective the risk remains on the member s own account and the member is directed to remove the risk from the RSP A member may appeal to the Provincial Operating Committee to exceed the 5 transfer limit even retroactively and the Board of Directors will be informed e A member approaching the 5 transfer limit receives a warning e A member who exceeds the 5 transfer limit is directed to remove risks along with their attendant claims from the RSP system starting with the most recently transmitted New Business Renewal Additional Vehicle transactions continuing until the 5 transfer limit is reached
18. a variety of reasons Appropriate handling will depend on the circumstances Reinstatements generally fall into one of two categories actual cancellation and subsequent reinstatement of coverage cancellation and reinstatement done simultaneously to correct a risk e g switch from agency bill to pay plan etc also referred to as retransfer ACTUAL CANCELLATION AND SUBSEQUENT REINSTATEMENT A If coverage for a risk is cancelled and coverage is then reinstated effective the cancellation date no gap in coverage transmit the reinstatement to the Risk Sharing Pool System using a CODE 9 if the reinstatement is transmitted to the Pool System within 35 days of the postmark date of the Pool cancellation 1 e the date the cancellation was sent to the Pool the TRANSFER DATE will be equal to the reinstatement effective date no gap in coverage if the reinstatement is transmitted to the Pool System after 35 days following the postmark date of the Pool cancellation the TRANSFER DATE will be equal to the DISPATCH DATE plus one B If coverage for a risk is cancelled and coverage is reinstated within 15 days of the effective date of the cancellation i e the same policy and vehicle numbers are used but there is a gap in coverage transmit the reinstatement to the Pool System using CODE 9 if the reinstatement is transmitted after 15 days following the reinstatement effective date the TRANSFER DATE should be the DISPATCH DATE plus
19. any third party 7 I will immediately advise Facility Association of any misuse of the computer and communication resources the software or information relating to or contained in Facility Association facilities of which I become aware 8 I will take all reasonable steps to prevent any pirated software computer viruses and destructive programs from entering into any of the computer and communication resources of Facility Association 9 I will not access alter destroy or copy any software or information relating to or stored in the computer facilities of the Facility Association unless specifically authorized by Facility Association 10 I will take all reasonable steps to ensure the accuracy and completeness of the information I provide to Facility Association 11 I will not collect use or disclose personal information held by Facility Association unless specifically authorized by Facility Association I have read and I understand the security policies stated above and will comply with them I understand that the failure to comply with the security policies may result in action by Facility Association IN WITNESS WHEREOF the undersigned has executed this Agreement on the day of 20_ NAME COMPANY SIGNATURE DATE I have witnessed the signature of NAME COMPANY SIGNATURE DATE V RISKS PREMIUMS A Record Identifier Each record must contain a RECORD IDENTIFIER The value for each type of record is
20. as calculated by the Ontario Pool System e Batch Control Total as transmitted If the Batch Actual Total and the Batch Control Total amounts are not identical a further line is printed to identify a Batch out of balance condition Refer to Section VD following Branch Totals On the last page for each branch the amount accepted on the Premium Edit Listing is printed by ENTRY DATE and in total This is followed by the amount accepted to date for the current month and for each of the two 2 following ENTRY DATES Member Totals For each Member the premium transactions for all BRANCH CODES are again summarized in a manner similar to that described above Furthermore a summarization of the number of May 1998 Updated January 2006 VII 13 Ontario Risk Sharing Pool Procedures Manual Types of Errors Premiums transaction processed for all branches in this current Premium Edit Listing and their related premiums is provided as follows with appropriate percentages e debit entries accepted e debit entries rejected e credit entries accepted e credit entries rejected e all entries accepted e all entries rejected 6 Batch Out Of Balance A Batch Out Of Balance condition is identified at the end of a batch Each individual transaction within the batch is accepted or rejected depending on whether or not an error is detected for that transaction regardless of Batch Total When a batch is out of balance it is your respo
21. bring the user back to the BATCH MANAGEMENT Screen PREVIOUS The PREVIOUS command button allows users to display the previous transaction in the series on the batch NEXT The NEXT command button allows users to display the next transaction in the series on the batch TRANSFER Error Batches only The Transfer command button is available on Error batches only Error batches are batches that have been returned to the user with errors that have been detected after the batch was Transmit ted to the POOL These Error batches are highlighted in green on the Batch Management screen If these transactions are to be corrected for resubmission they must be assigned to another open batch The application requires the user to pick a batch from the drop down list to transfer the transaction to Reference figure 5 The transaction must pass the field and field relationship edit prior to being transferred Page 15 of 24 FACT MANUAL s OD 4 Q HS8S4 B 4S O06 re cat view Favorites Tools Help LHH C LITY i Welcome Jim Tsang Association Se Cor Help Log Out ChangeProvince Batch Management View Batches Administration Premium Correct Batch 134 Company Entry Date 20007 Branch co Policy ID oss paency Code ps7 Transter Date YYYYMMDD zooor Expiry Date YYYYMMDD 20060703 Minor Conviction foo Major Conviction fo Criminal Conwiction poo kI Entry ou Territory a3 Type of Business f8 Type
22. for the TRANSFER DATE entered Transfer Percentage indicates the percentage of transfer this transaction is either 85 or 100 Transfer Amount the TOTAL PREMIUM of this transaction Expense Allowance Amount an amount resulting from a calculation whereby the Expense Allowance is applied to the TOTAL PREMIUM Net Balance an amount resulting from a calculation subtracting the Allowance Amount from the Transfer Amount Premium Bordereau The Ontario Pool System produces a Premium Bordereau at the close of each month Sth working day of the next calendar month listing all accepted risk premium transaction for the current ENTRY DATE This report has been designed to e to assist you in determining the amount being transferred to the Ontario Pool for a given effective month for Accounting purposes e to verify that all transactions you intended to transfer to the Ontario Pool were in fact accepted by the Ontario Pool System 1 BRANCH CODE Bordereau The Ontario Pool System produces for those who have requested it a separate Branch Bordereau provided that a BRANCH CODE was transmitted If you have used only one BRANCH CODE only one Premium Bordereau is produced 2 POLICY NUMBER Sequence The transactions on the Bordereau are shown in sequence by POLICY NUMBERS Each transaction shows the data received and any unchanged statistical data if any from data previously accepted by the Ontario Pool System Each transaction shows th
23. in Appendix P 1 The following are the exceptions Transfer Percentage indicates the percentage of transfer on this transaction is either 85 or 100 Transferred Amount the amount transferred to Ontario Pool Expense Allowance the Expense Factor approved by the Board of Directors Expense Allowance Amount an amount resulting from a calculation where the Allowance is applied to the TOTAL PREMIUM Net Balance an amount resulting from a calculation subtracting the Expense Allowance Amount from the Transfer Amount 1 Premium Edit Listing 2 Premium Bordereau May 1998 Updated January 2006 VII 16 VIII TYPES OF ERRORS CLAIMS For a listing of Error Codes please refer to the Error messages in Appendix C 2 Error messages reflect edit error conditions on your rejected claim transaction when you view the Claim Transaction Screen in Correct The short bold message is initially displayed with an option to access the larger more detailed description of data required some with tips as to the probable cause of the error A Error Corrections The Facility Association Plan of Operation Operating Principles contains the following compliance requirements for error remediation A INITIAL PROCEDURE Where a member is identified by the Association management as having a significantly higher than average error rate on an ongoing basis with respect to the submission of claims and or premiums to the RSP the follo
24. mark the file for abeyance at each renewal until a permanent licence is obtained and an MVR is ordered If this is contrary to the insurer s filed renewal underwriting rule the risk cannot remain in the RSP Effective May 1998 Revised effective June 1 2008 7 Ontario Risk Sharing Pool Procedures Manual REPORT ORDERING FREQUENCY AND CRITERIA TABLE Eligibility For New Renewal and Portfolio Transfer business order MVRs and Prior Experience Reports on all drivers on the ceded vehicle s For all other situations order both on the specific driver involved in the transaction Transaction Type amp Code Transfer to RSP is effective MVR Prior Experience Report New Business transmitted Inception date of within 15 days of inception policy Code A New Business transmitted One day after beyond 15 days of inception Code D transmittal date MVR is acceptable if ordered within 90 days prior to transfer effective date Otherwise it must be ordered within 15 days of transfer effective date Prior experience report is acceptable if ordered within 90 days prior to transfer effective date Otherwise it must be ordered within 15 days of transfer effective date Renewal Business Renewal effective transmitted on or before date renewal effective date Codes B amp C Renewal Business One day after transmitted after renewal effective date Code D transmittal date MVR must be ordered withi
25. one e Note IN EITHER CASE if coverage for a risk is cancelled the cancellation to the Pool is BACKDATED and the coverage is now being reinstated if the cancellation was a FLAT CANCELLATION back to policy effective date transmit a CODE D mid term transfer the TRANSFER DATE is equal to the DISPATCH DATE plus one if the cancellation was not a FLAT CANCELLATION but nonetheless was backdated transmit the reinstatement using CODE 9 The TRANSFER DATE is the DISPATCH DATE plus one CANCELLATION AND REINSTATEMENT DONE SIMULTANEOUSLY TO CORRECT A RISK CHANGING A KEY FIELD e Submit to the Operations Manager at Facility Association with a Special Request May 1998 V 8 Updated April 2006 Ontario Risk Sharing Pool Procedures Manual Risks Premiums TEMPORARY SUSPENSION OR REMOVAL OF COVERAGES The following instructions apply when coverages are temporarily suspended by means of an END No 16 or when coverages are removed temporarily by a simple deletion of coverage In the case of a temporary removal of coverage the transactions should be coded as a suspension of coverage in accordance with the following instructions and the file should indicate that removal is temporary It should be noted that the system requires that when a risk is transferred to the Pool it must carry full minimum statutory limits If you are suspending moving coverages by means of an END No 16 your company will as its standard practice either refund th
26. one of the following Risk Premium Record Risk Premium Trailer Record Claims Record Claims Trailer Record BRWN Record layouts are provided in Appendices T 1 T 2 T 3 and T 4 at the back of the manual B Data Required for Common Business Transactions Please refer to Appendix P 3 and C 3 C Batching of Transactions General Information A batch of transactions must have s the same COMPANY NUMBER er the same BRANCH CODE G the same ENTRY MONTH and YEAR r the same BATCH CODE or the same type Premium or Claims May 1998 V 1 Updated April 2006 Ontario Risk Sharing Pool Procedures Manual Risks Premiums The BATCH CODE is a mandatory 3 digit field alpha numeric which you must assign to identify the batch containing a group of transactions Each batch must be individually identified by its own BATCH CODE BATCH CODES must be unique within a COMPANY NUMBER BRANCH CODE and ENTRY DATE We recommend that you assign BATCH CODES in the sequence in which batches are transmitted We also strongly recommend that you allot a specific block of BATCH CODES to each branch or service office which prepares batches for transmission to the Pool System if applicable In other words if more than one location is transferring transactions to the Pool System assign BATCH CODES by branch The trailing record gives batch control and audit information and must show the total record count and total amounts of all the transactions in that batch
27. or LIMITS CODE and 1 as the premium for each coverage to be corrected 2 Transmit a TRANSACTION CODE 9 using the next consecutive ENTRY NUMBER the correct COVERAGE and or LIMITS CODE and 1 credit as the premium for each corrected COVERAGE Correction to Premium Refunded on Cancellation ADDITIONAL PREMIUM REFUND To transfer additional premium refund for a risk already cancelled in the Ontario Pool System simply submit an additional cancellation TRANSACTION CODE 3 using the same dates as the original cancellation or if backdating new cancellation date showing the additional amount of refund Note If there is no premium on any coverage you must code the coverage code with zero premium REDUCTION OF PREMIUM REFUND When a risk has been cancelled with an incorrect return premium but with the correct Cancellation Date and you need to increase the premium remaining in the Ontario Pool 1 Transmit a reinstatement TRANSACTION CODE 9 reversing the cancellation previously accepted The same dates must be used and the premium previously refunded credited must be debited May 1998 Updated January 2006 VII 5 Ontario Risk Sharing Pool Procedures Manual Types of Errors Premiums 2 Transmit a cancellation TRANSACTION CODE 3 using the same dates as above with the correct amount of refund Cancellation for Correction Purposes of Risks with a Claim In order to rewrite the risk you need to transmit a flat cancellation
28. or charges as may be established from time to time by the Board of Directors If it is determined that a company is not ordering the appropriate reports or has adopted a practice which fails to provide for proper compliance with its obligations the company will be dealt with as an exception A further investigation or where determined by the President of Facility Association to be appropriate a full audit will follow Where it is decided that a full audit of all risks transferred by the member is appropriate the costs of the audit will be billed to the member Where such investigation or audit demonstrates to the satisfaction of the Executive Committee that there has been a general failure to order the required reports on time the expense factor allowed to the member will be reduced by two percentage points for a period of six months Flagrant or continued failure to comply with these obligations could result in a directive to the member to remove all risks from the RSP This penalty would only be applied after a follow up review by the President and Executive Committee and referral to the Board of Directors Effective May 1998 Revised effective June 1 2008 21 Ontario Risk Sharing Pool Procedures Manual Eligibility Reserved for Future Use Effective May 1998 Revised effective June 1 2008 22 Ontario Risk Sharing Pool Procedures Manual Overview Transfer Methods IV OVERVIEW TRANSFER METHODS A Introduction The FAC
29. requires a new policy Non material changes to a risk such as a change of an existing driver to a principal operator or the substitution of an existing vehicle must be considered at renewal when the risk must re qualify for transfer d Renewals date the renewal is processed AND transmitted to the RSP For all portfolio transfers use TRANSACTION CODE B or D Effective May 1998 Revised effective June 1 2008 10 Ontario Risk Sharing Pool Procedures Manual Eligibility DOCUMENTATION Appropriate documentation evidence to establish eligibility or report ordering includes the following minimum requirements PRIOR EXPERIENCE REPORTS e For both hit and no hit notation on file must show one of the following Autoplus ordered date on name of driver details of claims Experience letter sent date on name of driver details of claims Phone call made to prior insurer date on name_of driver and spoke to name details of claims Confirmed with associated company date on name of driver details of claims Many systems order these reports automatically or on request and show the result immediately NOTE A memo showing no hit without an order date or no notation meaning no hit is not acceptable documentation MVR e For each MVR notation on file must show MVR s ordered order date and either driver s licence number or driver s name When received MVR search date dates and types
30. these cases the cancellation effective date is the date of deletion of coverage When the transfer is being cancelled to take the risk back to your own account the cancellation effective date is the TRANSFER DATE Similarly on cancellations by registered letter the TRANSFER DATE is the date following your Dispatch Day or your cancellation effective date whichever is later in this case if you transmit the transaction to the Pool when you issue the registered letter your TRANSFER DATE will likely be 15 18 days following issuance If you waive a premium or allow a flat cancellation delete the vehicle from the Pool flat Use TRANSACTION CODE 3 If a claim occurs between the flat cancellation effective date and the cancellation effective date on the registered letter the claim will be paid by the Pool when the appropriate premium is transferred to the pool However it must be supported by appropriate documentation and submitted to the Facility Association with a special request Please Note All vehicles are considered to be independent risks so an additional vehicle is a new risk and is treated like a new business A class 05 or 06 operator has to have the same VEHICLE NUMBER as the principal operator for that vehicle The deletion of a vehicle is in fact a cancellation of the transfer of the risk and a reinstatement is literally the re addition of the vehicle CHANGING ALL PERILS to COLLISION COMPREHENSIVE SPECIFIED PERILS or COL
31. those errors by amending either your systems or your procedures You might consider doing this on a regular basis Delinquent Errors These are your responsibility to resolve Rejected transactions will be shown once on the appropriate Premium or Claim Edit Listing No further reports are issued by the Ontario Pool May 1998 Updated January 2006 VII 6 Ontario Risk Sharing Pool Procedures Manual Types of Errors Premiums System Transactions in error cannot be accepted by the Ontario Pool System the transfer of the risk is held in suspension if the error is corrected within 30 days of the date of the Edit Listing the original Dispatch Date is used to verify TRANSFER DATE If the errors are not corrected within 30 days the risk must be retransmitted with a new TRANSFER DATE Please Note Should you experience internal systems problems which make meeting this time frame impossible to transmit data when your system fails contact the Facility Association to make special arrangements B Missing Batch In the event that an entire batch is missing from an Edit Listing you must immediately fax to the Facility Association for further instructions Include in your fax the following information J Missing BATCH CODE and ENTRY DATE J COMPANY NUMBER and BRANCH CODE Total premium and record count for missing batch If an entire batch has been transmitted with an incorrect BATCH CODE and if the BATCH CODE is a duplicate of a number pr
32. to an open batch When the user accesses the transaction the users must select an available open batch from a pull down menu to transfer the transaction When the Transfer button is clicked if the transaction has a front end error the transfer is not done If the transaction is error free the transfer is done Note Only the front end edit can be performed on the transaction at this point Once the Transfer button is clicked the back end error messages are not displayed For reference it is recommended that the error transactions be printed prior to any correction on back end error transactions Special Note In the case where an amount field was sent to the Ontario Pool that was not numeric then the field value will be reset to zero rather than showing the value sent C Alternate Correct Process If you choose to support error correction through your own system an option exists to print the error transactions together with the descriptive error messages This information can then be used to correct the information and a new transactions sent via the file transmit function To print error transaction on the Batch Management screen Locate the batch you wish to print Click the print link Crystal reports will be launched and you can export and or print the report Note The print process does not delete the batch file The batch can be reprinted more than once May 1998 VI 2 Ontario Risk Sharing Pool Procedures Manua
33. to your discretion providing that any individual batch does not contain more than 99 999 records Closing Dates May 1998 V 2 Updated April 2006 Ontario Risk Sharing Pool Procedures Manual Risks Premiums In order to establish compatibility with the accounting periods of most Members the Pool System closes each month on the 5th working day of the next calendar month The Pool System produces a Premium Edit Listing once a week which contains the batches received during the week that is from Monday to Friday at 16 30 hours If no batch has been received from you then no Edit Listing is produced The Pool System also produces a Claims Edit Listing once a week which contains the batches received during the week If no batch has been received from you then no Edit Listing is produced Advance Renewals and Changes In order to facilitate the transfer of renewals the Pool System can accept premium batches for transactions up to 2 months in advance of the effective date Accepted Risk Premium transactions are listed on a monthly Premium Bordereau Accepted Claim transactions are listed on a Paid Loss Bordereau and an Open Claims Register All transactions within a single batch must have the same ENTRY DATE Batches containing future dated transactions must be transmitted with ENTRY DATES which correspond to the effective date of the transaction Your Internal Control of Batches It is your responsibility to maintain adequate internal
34. under a policy providing coverage with respect to two or more vehicles and coverage in connection with all such vehicles has not been transferred to the Risk Sharing Pool the following limitations will apply to the payment by the Risk Sharing Pool of claims for such benefits 1 In cases where one of the vehicles covered under such a policy was involved in the occurrence giving rise to the claim the coverage for Accident Benefits purchased will be considered transferred to the Risk Sharing Pool only if the vehicle involved in the occurrence is the vehicle in respect of which coverage has been transferred to the Risk Sharing Pool 2 In cases where none of the vehicles covered under the policy was involved in the occurrence giving rise to the claim the coverage for Accident Benefits and such Optional Benefits purchased will be considered transferred to the Risk Sharing Pool only in proportion that the number of vehicles insured under the policy in relation to May 1998 Updated January 2006 VIII 10 Updated October 2007 Ontario Risk Sharing Pool Procedures Manual Types of Errors Claims which the person has recourse Put simply if an Accident Benefits claim occurs on the vehicle that has been transferred the Pool will pay if it occurs on the other vehicle s on the policy the Company pays If the claim involves none of the vehicles i e the insured was struck as a pedestrian the Pool pays a share for example if there are two veh
35. user then can enter data REFRESH The REFRESH command button will refresh the contents of the screen from the last time the transactions was saved DELETE The DELETE command button will delete the transaction from the batch A confirmation message will appear When the transaction is deleted either the next available transaction will be displayed on the screen or if the user was at the last record in the batch the screen is cleared for the user to enter a new transaction CANCEL The CANCEL command button will bring the user back to the BATCH MANAGEMENT Screen PREVIOUS The PREVIOUS command button allows users to display the previous transaction in the series on the batch NEXT The NEXT command button allows users to display the next transaction in the series on the batch TRANSFER Error Batches only The Transfer command button is available on Error batches only Error batches are batches that have been returned to the user with errors that have been detected after the batch was Transmit ted to the POOL These Error batches are highlighted in green on the Batch Management screen If these transactions are to be corrected for resubmission they must be assigned to another open batch The application requires the user to pick a batch from the drop down list to transfer the transaction to Reference figure 7 The transaction must pass the field and field relationship edit prior to being transferred Page 18 of 24 FA
36. 1 1998 private passenger qualification for the Facility Association residual market FARM has been based on each voluntary market insurer s grounds for private passenger risk rejection approved by the Financial Services Commission of Ontario FSCO Facility Association Servicing Carriers will not renew risks after 2 years with a Clean Driver Discount A direct writing Servicing Carrier may either transfer the risk automatically to its regular market side or non renew it as an FA risk depending on the filed rules for risk rejection The determination that a risk no longer qualifies for FA is made when the renewal is produced usually 60 days before the renewal date It is possible that circumstances may change prior to the renewal date making the risk eligible again for the residual market e g the insured could experience an additional claim or conviction Throughout this section the Risk Sharing Pool shall be referred to as the RSP Effective May 1998 Revised effective June 1 2008 1 Ontario Risk Sharing Pool Procedures Manual Eligibility Note When a risk is non renewed by a Servicing Carrier it goes to the voluntary market If the risk cannot be placed in the voluntary market it can be resubmitted to the residual market as new business by the broker agent MANDATE You and each member of the Facility Association must ensure that every applicant for automobile insurance receives a contract of insurance in one of these ways e
37. 10 11 12 or 13 Change on a Class 05 to Class 06 or Vice Versa If a risk was accepted with a class 05 and you are changing to a class 06 or vice versa Submit a TRANSACTION CODE 9 Do not change the TYPE OF USE but adjust the premium accordingly May 1998 V 10 Updated April 2006 VI CORRECTING ERRORS PREMIUMS CLAIMS A Error Corrections Premiums Claims All transaction errors front end errors and back end errors can be accessed and corrected by the web based FACT application from the Batch Management screen An example of a front end error is when the coverage code is not a valid code or there is an invalid date combination An example of a back end error is when there is a claim against a policy that does not exist on the master file Any batch that has not been processed by the back end is considered to be in open status Any batch that has been processed by the back end and where back end errors have been found on the transactions is considered an error batch An error batch is highlighted in green on the Batch Management screen Open batches are not highlighted Manual Transaction Entry When the user enters transactions into a batch manually front end edits are performed when the transaction is saved If the transaction does not pass the front end edits the fields in error are highlighted and there are error messages displayed Verify and Transmit When a batch is transmitted via the Ver
38. 1000 0 oa Delete ON cT 144 14 200505 C 11 9 0 900 13 OPrint Delete ON Bot 021 01 200504 P 7 7 1262 0 0 omit Delete ON Boy oz m 200504 P 7 7 1388 o o oB Delete ON BOS 021 01 200504 P 7 7 1013 0 0 oB Delete ON B06 021 01 200504 P 7 7 1252 0 0 oH Delete ON Bor 021 01 200504 P 7 7 1168 0 0 oai ON w 021 01 200504 P 7 7 1252 0 0 om Delete i 12345678910 i j o 2004 Facility Association Al nghts reserved imal Local intranet E Astart 4 GS 3 hinbox Micro W owtarto Fa a Microsoft Po W arserta Fa EFA site mi Deskop gt wwf GGV AE 218m Figure 3 VERIFY AND TRANSMIT FILE To submit a file which contain a batch or batches and do the verification field and field relationship edits are performed the user must click the Verify and Transmit radio button The File Path text box appears along with a Browse button See Figure 3 The user can key in or locate a file on their network to Verify and Transmit If there are any problems with any of the batches themselves i e duplicate batches or missing trailer records the whole file will be rejected otherwise each record in the batch has the field and field relationship edits applied to them If there are no error records on an individual batch the batch is placed in Transmit status and will be listed on the View Batches screen If there are errors detected on any records within the batch the batch is placed on the Manage list bottom part of t
39. Act to share in the Pool e all brokers and agents in Ontario are required to follow its provisions because of the Compulsory Automobile Insurance Act e the present Facility Association Administration including the Board of Directors Officers amp Committees can administer the Pool and start up costs can be assumed by the Facility Association and shared by all Ontario Members The proposed amendments were presented to members at a Special General meeting held on June 11 1992 and received unanimous approval from voting members The Facility Association has two components in Ontario a Risk Sharing Pool for the grey private passenger risk and a Residual Market for risks that cannot find a home in the voluntary market The description of a Residual Market Risk forms a part of the Plan of Operation and can be found in Sections II and II 1 in this manual Private Passenger risks that do not fall within the description of a Residual Market risk are not permitted to be written by Facility Association Servicing Carriers Agents and brokers are required to place such risks with their voluntary markets and these markets are not permitted to decline such risks because of the All Comers Rule incorporated in the Plan Such business is to be written as regular business by the writing company and issued at their normal rates The writing company has the option of keeping such business for their own account or transferring it to the Pool If transferr
40. C ACT THE VEHICLE IS A PRIVATE PASSENGER VEHICLE DEFINED AS A motor vehicle not weighing more than 4500kg that is used for Pleasure OR Driving to or from work or school OR Business purposes including farming operations See NOTE at end of Point 2 but does not include A motorcycle power bicycle or moped A vehicle used for commercial purposes including but not limited to o A vehicle used for transporting individuals for compensation delivery of goods courier or messenger service parcel delivery meal delivery or driver training A vehicle rated under a fleet formula A short term lease or rental vehicle A funeral vehicle A vehicle held for sale or used for demonstration or testing An emergency vehicle A recreational vehicle An antique vehicle registered as an antique vehicle An all terrain vehicle snow vehicle miniature motor vehicle or any other similar off highway vehicle O0 OO NOTES Business use does not include any use listed under Commercial or Public Vehicle Sections even though Private Passenger rates are used to determine the premium Pickup trucks vans and other commercial type vehicles rated as farmer i e rated as Class 33 or 34 are not eligible for the RSP If these vehicles are rated as private passenger vehicles reflecting farm use and there is another farm truck rated commercially they are eligible for the RSP 3 IF YOU HAVE FILED AN UNDERWRITING RULE WITH FSCO THAT WOULD PERMIT YOU TO DECLINE
41. CODE and is recorded under the new BRANCH CODE J Claim Number Sequence Claims on the Listing are shown in CLAIM NUMBER sequence by COVERAGE and KIND OF LOSS If there is more than one COVERAGE KIND OF LOSS for a CLAIM NUMBER a total for the claim is printed A recap for the province of all business and transfer years combined with an overall total is provided 3 Member Totals On the total pages for each Member the reserves for all branches are again summarized in a manner similar to that described above 4 Balance The total reserves as of the 5th business day of the next calendar month can be balance by adding e total reserves at the end of the previous ENTRY MONTH e to date changes for the current ENTRY MONTH on the last Claims Edit Listing amp e the total on the Listing to effect the switch of claims between branches above D Reporting of Large Claims You are required to report Large Claims on forms to be provided a Bodily Injury Reserve Worksheet and a Large Claims Report These losses must be reported within 60 days of your knowledge of any of the above criteria on forms to be provided a Bodily Injury Reserve Worksheet and Large Claims Report The Facility Association Claims Committee requires notice of any occurrence that has May 1998 Updated January 2006 VIIT 8 Updated October 2007 Ontario Risk Sharing Pool Procedures Manual Types of Errors Claims e An aggregate incurred loss of 250 000 or more
42. CODE submit an entry reversing all LOSS and EXPENSE PAYMENTS and or reserve previously accepted using TRANSACTION CODE 3 if the file is not closed and CODE 3 if file is closed You must submit an entry a week later under the correct branch to re enter all loss and expense payments and or reserve shown in 1 above using transaction Code 4 if the file is not closed and Code 3 is used of the file is closed How To Prevent Future Errors When you are correcting an Ontario Pool transaction check to determine if your host system or file records needs to be corrected as well In this way you may avoid another Ontario Pool error when the next transaction for this policy or claim is generated Delinquent Errors These are your responsibility to resolve Rejected transactions are shown once on the appropriate Claim Edit Listing No further reports are issued by the Ontario Pool System May 1998 Updated January 2006 VIII 2 Updated October 2007 Ontario Risk Sharing Pool Procedures Manual Types of Errors Claims All errors or rejected transactions result in the transfer of the claim to the Ontario Pool becoming void and ineffective B Correction of an Entire Batch in Error In the event that an entire batch or a portion of a batch is missing from an Edit Listing you must retransmit each of the missing transactions If the entire batch has been transmitted with an incorrect BATCH CODE simply be aware of the incorrect BATCH CODE on the Ed
43. CT MANUAL O48 4 QSGS3 4 4S 34 rie Edt view Favortes Tools Help F G LITY e Welcome Jim Tsang Sole Mile l ChangeProvince Batch Management View Batches Administration Claim Ontario Correct Batch pa company pa lertry Date zoos Branch 2 Policy ID 3566737 Vehicle Number w Claim No 0002828585 Coverage Code iz Paid Loss Amount J ooo1 054 eR Code Ed Excluded Driver pooo WIP Add Transfer Transfer do g Refresh Delete Cancel Previous Record 31 Next Help Log Out Occasional Driver Date of Loss YYYYMMDD Kind of Loss 1 Paid Expense Amount Reserve Amount Expense Code i Error Message 2004 Facility Association Al rights reserved Use to select an open batch to transfer transaction Figure 7 Page 19 of 24 FACT MANUAL VIEW BATCHES Transmission and Correction Users The View Batches screen allows Transmission and Correction Users to view batches that have been processed within the last 90 days Figure 8 AFA Site Microsoft Internet Explorer E lal x Fie Edt view Favorites Tools Help C LITY i i j Welcome Jim Tsan ASSOCIATION ne c i ChangeProvince Batch Management View Batches Administration BatchManagement Company 346 Traders General Insurance Comp 7 Help Log Out Manage Province Batch Company Branch Entry Da
44. Claims Edit Listing once a week which contains the batches received during the week that is from Sunday 23 01 to the subsequent Sunday at 23 00 hours If no batch has been received from you then no Edit Listing is produced Accepted risk premium transactions are listed on a monthly Premium Bordereau in accordance with the Entry Date of the batches in which they were transmitted Accepted claim transactions are listed on the Paid Loss Bordereau in accordance with the Entry Date of the batches in which they were transmitted All Open Claims are listed in the monthly Open Claims Register New Policies and Renewals For all renewals and new business where you are electing to transfer risks vehicles to the Pool complete all fields on the Premium Transaction Screen referring to the Definitions of Premium Transfer Fields set out in Appendix P 1 Risks are transferred into the Pool effective the TRANSFER DATE In many circumstances the Transfer Date is based on the Dispatch Date also called the Postmark Date or the Transmittal Date However in many circumstances other factors will influence determination of the TRANSFER DATE Please refer to the Definitions of Premium Transfer Fields Appendix P 1 for May 1998 V 5 Updated April 2006 Ontario Risk Sharing Pool Procedures Manual Risks Premiums the definition of the TRANSFER DATE and how it should be determined The transfer is only effective for the term indicated on the transaction A subse
45. FACILITY ASSOCIATION Ontario Risk Sharing Pool Procedures Manual May 1998 Updated April 2006 ONTARIO RISK SHARING POOL PROCEDURES MANUAL TABLE OF CONTENTS PART I RISK TRANSFER Section I Introduction Section II Communication with Risk Sharing Pool Section IHI Risk Eligibility Section IV Overview Transfer Methods Section V Risks Premiums Section VI Receiving Errors Premiums Claims Section VII Types of Errors Premiums Section VIII Types of Errors Claims Section IX Transfer Limit Report Please note This Manual has been developed to assist member companies in their interactions with the Ontario Risk Sharing Pool In the event of discrepancies between the Manual and the Facility Association Plan of Operation the Plan of Operation shall take precedence Updated October 2005 Table of Contents Part I April 2006 Risk Sharing Pool Procedures Manual Glossary of Term APPENDICES Risk Premium Record T 1 Risk Premium Record Trailer T 2 Claims Record T 3 Claims Trailer Record T 4 Definitions of Risk Premium Transfer Fields P 1 Error Codes Premiums P 2 Data Required for Common Business Transactions Risk Premiums P 3 Definitions of Claim Transfer Fields C 1 Error Codes Claims C 2 Data Required for Common Business Transactions Claims C 3 APPENDIX 1 APPENDIX 2 REVISIONS April 2006 Section 1 Introduction SectionV Replaced by Risk Premiums
46. However occasionally a claim has been accepted and the flat cancellation is rejected 1 Transmit all necessary claim entries to reverse the paid losses and paid expenses previously accepted reduce the reserve to NIL and close the claim Refer to How To Correct Key Fields in Section VII A 2 After all claim entries have been confirmed as accepted on a Claims Edit Listing e Transmit the required flat cancellation crediting all premiums e Transmit the correcting reinstatement debiting all premiums e Transmit again all claim transactions that were reversed Transmit the proper closed payment entries TRANSACTION CODE 3 to process the proper paid losses and if necessary a reopening entry TRANSACTION CODE 4 to set an amount of reserve as outstanding However if the correcting rewrite a reinstatement changed the COMPANY NUMBER POLICY NUMBER or VEHICLE NUMBER e Transmit a new claim TRANSACTION CODE 1 and the proper PAID LOSSES PAID EXPENSES and RESERVES all under the correct COMPANY NUMBER POLICY NUMBER or VEHICLE NUMBER How to Prevent Future Errors When you are correcting an Ontario Pool transaction check to determine if your host system or file records needs to be corrected as well In this way you may avoid another Ontario Pool error when the next transaction for this policy or claim is generated Review your Edit Listings to ascertain your most frequent errors and take steps to prevent the recurrence of
47. LISION COMPREHENSIVE SPECIFIED PERILS to ALL PERILS In order to change from All Perils to Collision Comprehensive Specified Perils or Collision Comprehensive Specified Perils to All Perils you must first submit a Code 3 to delete the existing coverage and then submit a Code 9 to make the change s Example A policy has all perils and you wish to change the coverage to Collision and Comprehensive 1 Submit a Code 3 deleting All Perils crediting the appropriate premium effective the date of the change 2 Submit a Code 9 adding Collision and Comprehensive CANCELLATION OF TRANSFER OF RISK WHERE ALL COVERAGES OTHER THAN COMPREHENSIVE HAVE BEEN SUSPENDED i e where you have suspended moving coverages and NOW you wish to cancel the remaining coverages in the Pool Please also see Temporary suspension or removal of coverages on Section V 8 When cancelling a risk in the Pool which carries only Comprehensive or Specified Perils Road May 1998 V 7 Updated April 2006 Ontario Risk Sharing Pool Procedures Manual Risks Premiums Coverages remove temporary suspension of mandatory coverages you must use a Code 3 and delete all coverages INCLUDING THE SUSPENDED COVERAGES Use the appropriate coverage code and leave the premium field blank or use 0 The system maintains a record of the existence of suspended coverages and if you do not cancel them the risk remains in the Pool REINSTATEMENT Reinstatements or retransfer occur for
48. Ontario Pool but 1 2 3 4 5 Your Company number is incorrect Your company may report under 2 numbers and you have sent it under Co 1 instead of Company 2 You Policy number is incorrect Most people find this kind of mistake when they attempt to transfer an endorsement with the correct policy number and they get an 071 error code for No Master on File or Your policy number is correct but it needs to be changed for either administration purposes or because of the way your own system works Your Vehicle number is incorrect Possibly a simple typographical error or Your vehicle number is correct but it needs to be changed for administration purposes or because of the way your own system works Your Transfer date is incorrect Possibly a simple typographical error or Your transfer date is incorrect in regards to eligibility criteria transaction code information in your file etc Your Transaction code is incorrect This may be a simple typographical error or Your transaction code is incorrect in regards to the type of transfer New Business renewal mid term transfer etc The above are examples only and constitute only a partial list of possible situations Remember that these corrections may be initiated by you the Member Company to correct inaccurate data or they may have been requested by an Ontario Risk Sharing Pool Compliance Investigator as part of their Investigation report May
49. Party Liability Direct Written Car Years for the given calendar year Within a calendar year you must not at any time exceed the 5 Transfer Limit of your previous years total voluntary private passenger non fleet third party liability direct written car years Once prior year data is available all fields on the monthly Transfer Limit Reports are printed If you attempt to transfer a risk to the Pool after you have reached the Transfer Limit that transfer is ineffective the risk remains on your own account and you will be directed to remove the risk from the Pool system You may appeal to the Board of Directors to exceed the 5 Transfer Limit even retroactively If you are approaching the 5 Transfer Limit you will receive a warning If you exceed the 5 Transfer Limit you will be directed to cancel the transfer of sufficient risks in order that you adhere to the 5 Transfer Limit Such cancellations of transfer must start with the most recently transmitted New Business Renewal Additional Vehicle transactions As a last resort an only in the event that you fail to take appropriate action within a reasonable time staff of the Facility Association will remove risks along with their attendant claims from the Pool system starting with the most recently New Business Renewal Additional Vehicle transaction continuing until 5 Transfer Limit is reached May 1998 IX 1 Reprinted January 2006 Ontario Risk Sharing Pool Procedures Manual Tr
50. T Facility Association Correct amp Transmission application is the web based portion of the Ontario pool application It allows companies to enter and transmit premium and claims to the Ontario Pool It redisplays error transactions and allows them to be corrected for resubmission This user guide provides instructions on accessing the application entering data and accessing results Users should have some familiarity to the web and exposure to a Windows environment There are three methods of transmitting risk premium and claim data to the Ontario Pool System These are Manual data entry via FACT Application Data file upload via FACT Application Web Services FACT Application You can use either of the three method of transmission of data to the Ontario Pool System You can at your own discretion use manual data entry via FACT or data file upload via FACT or any combination of the two Although your transactions may be transmitted to the Ontario Pool System by your various branch or service offices your Head Office for Canada or one office designated for each jurisdiction must be responsible for the smooth operation of the transfer of data Irrespective of the method of transmission that you choose it is to your advantage to transmit risk data on a daily basis in order to avoid delays in the effective date of the transfer Claims must be transmitted on a regular basis to avoid backlog Various reports are generated on a
51. THE RISK THE RISK CANNOT BE POOLED Effective May 1998 Revised effective June 1 2008 3 Ontario Risk Sharing Pool Procedures Manual Eligibility 4 THE RISK IS INSURED FOR AT LEAST THE MINIMUM MANDATORY ROAD COVERAGE NOTE Once a vehicle with road coverage is in the RSP temporary removal of all coverage except Comprehensive Specified Perils or suspension of coverage using END 16 will not disqualify the risk from the RSP That vehicle may remain in the RSP until the next renewal If coverage is not re added at that renewal the vehicle is no longer eligible for the RSP 5 THE POLICY TERM TRANSFERRED DOES NOT EXCEED 12 MONTHS NOTE At the end of the term transferred the risk may be transferred for a further term in the RSP again not exceeding 12 months 6 THE RISK IS RATED AND CLASSIFIED IN ACCORDANCE WITH YOUR APPROVED RULES AND RATES ON FILE WITH FSCO I System Generated Rates The application of system rounding rules waiving of additional premiums below a certain limit on mid term changes and other calculation differences resulting from generated rates are acceptable deviations from the published filed rates where such rules form part of the insurer s rating rules and algorithms on file with FSCO II Data Entry Mistakes Any errors in the recording of a premium or classification which results from an obvious transcription error must be addressed immediately but will not result in the risk being deemed ineligible The on
52. Type name UploadServiceHttpGet gt lt operation name UploadFileWebService gt lt input message s0 UploadFileWebServiceHttpGetIn gt lt output message s0 UploadFileWebServiceHttpGetOut gt lt operation gt lt operation name UploadFile gt lt input message s0 UploadFileHttpGetIn gt lt output message s0 UploadFileHttpGetOut gt lt operation gt lt portType gt lt portType name UploadServiceHttpPost gt lt operation name UploadFileWebService gt lt input message s0 UploadFileWebServiceHttpPostIn gt lt output message s0 UploadFileWebServiceHttpPostOut gt lt operation gt lt operation name UploadFile gt lt input message s0 UploadFileHttpPostiIn gt lt output message s0 UploadFileHttpPostOut gt lt operation gt lt portType gt lt binding name UploadServiceSoap type s0 UploadServiceSoap gt lt soap binding transport http schemas xmlsoap org soap http style document gt lt operation name UploadFileWebService gt lt soap operation soapAction http facilityassociation com UploadFileWebService style document gt lt input gt lt soap body use literal gt lt input gt lt output gt lt soap body use literal gt lt output gt lt operation gt lt operation name UploadFile gt lt soap operation soapAction http facilityassociation com UploadFile style document gt lt input gt lt soap bod
53. Updated January 2006 VIII 3 Updated October 2007 Ontario Risk Sharing Pool Procedures Manual Types of Errors Claims May 1998 The Ontario Pool System produces for those who have requested it separate branch Edit Listings provided that a BRANCH CODE was transmitted If you have used only one BRANCH CODE only one Edit Listing is produced Branch Code Entry Month Year Sequence The batches on the Edit Listing appear in BATCH CODE sequence by ENTRY MONTH YEAR At the beginning of each batch the ENTRY MONTH and YEAR of the transmission is printed This information applies to all transaction in the batch Each transaction on the Claim Edit Listing records data received by the Ontario Pool System on this claim transaction or if the printed data is not received on the current transaction the fields are printed with risk data previously accepted by the Ontario Pool System List of Transactions Whether accepted or rejected each transaction appears as one item on the Edit Listing Differences from Transmitted Data The following may also appear on the Edit Listing in a manner slightly different from the way you transmitted it Claim Number The CLAIM NUMBER is Alpha Numeric consists of ten 10 characters Policy Number The POLICY NUMBER is Alpha Numeric consists of nine 9 characters Agency Number The AGENCY NUMBER is Alpha Numeric consists of five 5 characters Branch Code The BRANCH CODE consists of tw
54. XPENSE AMOUNT and Total Amount has been requested and processed Paid Loss Bordereau The Ontario Pool System produces a Paid Loss Bordereau at the close of each month 5th business day of the next calendar month listing all accepted transaction with PAID LOSS AMOUNTS and or EXPENSE AMOUNTS sorted by ENTRY MONTH This report has been designed to assist you in determining the amounts being transferred to the Ontario Pool for a given effective month for accounting purposes to verify that all transactions you intended to transfer to the Ontario Pool were in fact accepted by the Ontario Pool System Branch Code Bordereau If you wish Paid Loss Bordereau to be produced for each branch write or fax to the Facility Association with your request The Ontario Pool System can produce a separate Branch Bordereau Provided you transmit a BRANCH CODE If you used only 1 BRANCH CODE only 1 Bordereau is produced CLAIM NUMBER Sequence The transactions on the Bordereau are shown in sequence by CLAIM NUMBER Each transaction shows the data received and any unchanged data from data previously accepted by the Ontario Pool System either Claim or Risk Premium Data regarding changes in reserve is not shown A transaction for which an immediate reimbursement must be over 100 000 has been processed is indicated by S immediately to the right of the Paid Amounts column May 1998 Updated January 2006 VIII 6 Updated October 2007 Ontario Risk Sha
55. actions and allows them to be corrected for resubmission This user guide provides instructions on accessing the application entering data and accessing results Users should have some familiarity to the web and exposure to a Windows environment Page 4 of 24 FACT MANUAL BROWSER COMPATABILITY AND APPLICATION AVAILABILITY Browser Requirements The FACT application requires a browser that supports 128 encryption The following versions Internet Explorer are compatible with the Ontario POOL application e Microsoft Internet Explorer 5 5 and later The screen prints in this document reflect IE 6 0 If you have another version of the browser your screens may look different than the ones shown Application Availability The FACT application will have 97 availability except for regular scheduled maintenance periods on weekends Every attempt will be made to ensure the FACT application is available as noted above However the system may occasionally be unavailable due to technical difficulties or to implement application enhancements Page 5 of 24 FACT MANUAL ACCESS AND LOGIN Accessing the FACT Application Figure 1 FA Single Sign On Microsoft Internet Explorer _ a x Eie Edt View Favorites Tools Help Kal feci SSOCIATIO Welcome to the Facility Association Portal User ID T Password ioon Change Password Welcome to Facility Association s newly designed
56. ain data integrity so that duplicate batches will not be entered into the system and to confirm that records are properly followed by a trailer record In addition the first byte indicates the records type 1 being Premium record 2 being Premium trailer 3 being Claim record and 4 is Claim trailer Mixing of premium and claim records in a single file is not allowed The current maximum length of record is set to 200 bytes Anything longer than 200 bytes will be rejected This may change dependent on the business requirement changes The following lists out the parameters for the web service Method Name UploadFileWebService Input Parameter string loginName user name created by FA to access this service string password associated password for the user name string province 2 characters code AB Alberta NB New Brunswick ON Ontario byte fileContent byte array for file content Output Parameter integer zero means successful completion Exception SoapException will be thrown when there is an error FACT Web Service Guide July 05 FACT Application Web Services Guide Facility Association Sample FACT Web Service Client Code Sample Console C code Step 1 using System using System Collections using System Configuration using System ComponentModel using System Data using System Web using System Web Services Protocols using System 10 e namespace TestWebServ
57. ansfer Limit Report B Other Reports Of the various reports produced by the Pool system please refer to other sections for information about the following reports Weekly Premium Edit Listing refer to Section VII 11 Monthly Premium Bordereau refer to Section VII 15 Weekly Claim Edit Listing refer to Section VIII 3 Monthly Paid Loss Bordereau refer to Section VIIL6 Monthly Open Claims Listing refer to Section VIII 7 Monthly Operational Report refer to Appendix 1 Monthly Management Information Report refer to Appendix 1 Monthly Year End Reports refer to Appendix 1 May 1998 IX 2 Reprinted January 2006
58. ate to determine the actual TRANSFER DATE Use a Code 9 to adjust the Premium Failure to do so will in no way adversely affect the transfer of any claims within the valid transfer period May 1998 Updated January 2006 VII 12 Ontario Risk Sharing Pool Procedures Manual Types of Errors Premiums REWRITE AND RESUBMISSION MESSAGES Immediately below a transaction on the Edit Listing one of the following messages may appear showing the original Transmittal Date Postmark Date ACCEPTED REWRITE POSTMARK OF ORIGINAL ENTRY day month year REJECTED REWRITE POSTMARK OF ORIGINAL ENTRY day month year ACCEPTED RESUBMISSION POSTMARK OF ORIGINAL ENTRY day month year REJECTED RESUBMISSION POSTMARK OF ORIGINAL ENTRY day month year A rewrite is an entry with TRANSACTION CODE A B C D E or 9 on a risk previously accepted by the Ontario Pool System subsequently CANCELLED FLAT and now being rewritten A Resubmission is an entry with TRANSACTION CODE A B C D or E where a previous original entry for the same risk and the same Transfer Period has been rejected by the Ontario Pool System ERRORS Any error detected causes a rejection indicated by an error message immediately following the message REJECTED REWRITE or REJECTED RESUBMISSION 5 Edit Listing Totals Batch Totals At the end of each batch the following totals are printed e Total Rejected for the batch e Total Accepted for the batch e Batch Actual Total
59. ath Browse Transmit File Help Log Out 2004 Facility Association Al rights reserved Local intranet a i start aa aol Shinto WONT Micr i auee Giirwy LA FAC grasi EFa Si Desktop gt Dag GaV BAG 10 56 am The Co ordinator is restricted to sending batches to the POOL using the Transmit function only field and field relationship edits are not performed After a file has been prepared and is on the user local network the Co ordinator can log on and will have the screen displayed as shown in figure 10 The Co ordinator selects the province and can either key in the file path or search for the file using the browse command button Once completed the user can click the Transmit File command button Upon clicking the Transmit file command button the application will check for certain conditions including that the user has access rights to submit the company number that are on the file there are trailer records for each batch existing on the file and there are no duplicate batches If any of these conditions exist an error message is displayed and the whole file is rejected If none of the above conditions is met the batches are read into the application and placed in a Transmit status Page 22 of 24 FACT MANUAL ERROR REPORT SAMPLE Microsol ernet Explorer E laj x Edt View Favorites Tools Help Ea Welcome Jim Tsang
60. books of account documents and related material it deems necessary to carry out its functions Such material must be provided by the members in the form and with the frequency reasonably required by the Association Retention of records must follow the Statutory Requirements as set out for Insurance Companies at the Provincial or Federal level In addition records supporting the transmission of data to the Risk Sharing Pool shall be retained for at least a two year period F More Information More information about Facility Association can be found at www facilityassociation com May 1998 23 Updated April 2006 Ontario Risk Sharing Pool Procedures Manual Eligibility RISK ELIGIBILITY A All Applicants Must Be Able To Obtain Automobile Insurance This section outlines the criteria used to determine the eligibility for transfer to the Risk Sharing RSP for the following New business Renewals Portfolio transfers Policy changes Mid term transfers with no policy change BACKGROUND The Compulsory Automobile Insurance Act of Ontario places the obligation on the Facility Association through its Plan of Operation to provide a contract of automobile insurance to owners and licensed drivers of motor vehicles who but for the Plan would be unable to obtain such insurance Every insurer writing automobile insurance in Ontario is a member of the Facility Association and must abide by the Plan of Operation Since February
61. ce Ontario Company 0o21 Zenith Insurance Company 7 Transmit button Branch Kind Premium z for batches Batch Entry Date 2005 x 05 x appear when no errors or WIP Manage exist on the batch Retrieve Record for Error WIP Province Batch Company Branch EntryDate Kind Records WIP Errors Premium Claim Expense Reserve AB HHH 141 00 200408 P 1 2 o o 0 Delete AB H 141 o0 200408 P 2 400 o Q 0 Delete AB Js4 141 00 200408 P 0 o i 0 Delete AB ssi 1s o0 200408 P 2 2200 o Q 0 Delete Transmit AB THE 141 00 200408 P 0 o Q 0 Delete AB Zz 144 o0 200408 P 1 4 o 0 0 Delete Transmit mm in oo 200408 4 nl 4 i 0 Delete Ea 1n o0 200408 13 0 13 0 0 Delete J4 141 a1 200408 P 1 312 o 0 0 Delete Transmit _ 100 141 oo 200409 P 1 130 o o 0 Delete Transmit 1234567891011 Nd Farilitu_Assnni All rinht reserves d Internet start Bec IE inbox Microsoft Out Th USER MANUAL TOC 2 FA Site Microsoft In Z AR 10 Q j 10 34 AM Figure 2 PORTAL DETAIL The Portal itself controls the top menu bar On the menu bar you will find the logo a welcome message help link log out application name drop down box and a menu bar for screen navigation Batch Management and View Batches Page 9 of 24 FACT MANUAL The Batch Management screen has two sections the Create New Batch at the top of the screen and the Manage portion at the bottom of the screen Transmission and Correction User can do one of the follow
62. ce and follow up If the category of risk or documentation is such that you are required to mark files for abeyance or follow up and you have failed to do so you will be required to follow up at the time of the investigation to determine if the information is available If the information is available reports will be required and if the risk is found not to have been eligible for transfer at the transfer effective date you will be required to remove the risk effective the transfer date as well as any claims accruing to it If the information is not available a further abeyance will be required Effective May 1998 Revised effective June 1 2008 19 Ontario Risk Sharing Pool Procedures Manual Eligibility SUNSET CLAUSE Investigations Investigators will be looking at a selection of risks from your RSP portfolio which have transfer dates within the two year period leading up to the investigation Transfers dating from before this period will not be investigated If there has not been an investigation of your company within the last two years investigators will choose from risks transferred since the last investigation Member reviews of own book The Sunset Clause also means that if a member chooses to review their own book and determines that ineligible risks were transferred and need to be removed or the incorrect premium was transferred these changes can only be made to risks with transfer dates within the previous 2 years I
63. cility Association E Error Correction Transactions in error are rejected entirely from the Ontario Pool System The transfer of the risk is held in suspension and if the error is corrected within 30 days of the date of the Edit Listing the POSTMARK DATE will be maintained If the errors are not corrected within 30 days the risk must be submitted with the new Transfer date equal to the current postmark date plus one Certain types of correction will not automatically maintain the original postmark date even if corrected within 30 days for those error corrections special handling is required Please refer to Section VII of the Procedures Manual for further details The Facility Association Plan of Operation Operating Principles contains the following compliance requirements for error remediation A INITIAL PROCEDURE Where a member is identified by the Association management as having a significantly higher than average error rate on an ongoing basis with respect to the submission of claims and or premiums to the RSP the following steps will be taken Step 1 A letter will be sent by the Association to the President of the member outlining the edit listings with the errors providing a contact name and number at the Association for assistance and giving the member sixty days to correct the errors or submit an action plan for consideration Step 2 If after the sixty days no significant improvement is noted by the Associat
64. control to ensure that all risks which you intend to transfer to the Risk Sharing Pool are in fact accepted by the Pool System and are shown on the Edit Listing We recommend that each office transferring batches to the Pool System maintain a ledger with the following information entry month and year batch code dispatch date and batch total amount s When you receive an Edit Listing from the Pool System you could add the following items to the ledger Edit Listing number accepted total amount s and e rejected total amount s D Entire Batch Missing May 1998 V 3 Updated April 2006 Ontario Risk Sharing Pool Procedures Manual Risks Premiums In the event that an entire batch is missing from an Edit Listing you must immediately fax to the Operations Manager at the Facility Association for further instructions Include in your fax the following information Missing BATCH CODE and ENTRY DATE e COMPANY NUMBER and BRANCH CODE Total premium and record count for missing batch If an entire batch has been transmitted with an incorrect BATCH CODE and if the BATCH CODE is a duplicate of a number previously used by you in the same week the Pool System merges the 2 batches which creates an out of balance situation If an entire batch is transmitted with the incorrect COMPANY NUMBER it will appear that a batch is missing from the Edit Listing If this occurs fax immediately to the Operations Manager at the Fa
65. ct the BRANCH CODE back to the TRANSFER DATE e Transmit a TRANSACTION CODE 9 using the incorrect BRANCH CODE with the original TRANSFER and EXPIRY DATES and credit all premiums e Transmit another TRANSACTION CODE 9 using the correct Branch Code the original TRANSFER and EXPIRY DATES the next consecutive ENTRY NUMBER and debit all premiums Correction of AGENCY NUMBER When a risk has been accepted with an incorrect AGENCY NUMBER and you wish to correct the Ontario Pool System without any adjustment in premiums May 1998 Updated January 2006 VII 4 Ontario Risk Sharing Pool Procedures Manual Types of Errors Premiums e Transmit a TRANSACTION CODE 9 showing only the POLICY NUMBER new AGENCY NUMBER TRANSFER and EXPIRY DATES VEHICLE and ENTRY NUMBER no coding in coverage and premium section is required e However if you wish to allocate the premium to the correct AGENCY NUMBER 1 Transmit a TRANSACTION CODE 9 using the incorrect AGENCY NUMBER with the original TRANSFER and EXPIRY DATES and credit all premiums 2 Transmit a TRANSACTION CODE 9 using the correct AGENCY NUMBER with the original TRANSFER and EXPIRY DATES the next consecutive ENTRY NUMBER and debit all premiums Correction of COVERAGE and or LIMITS CODE When a risk has been accepted with an incorrect COVERAGE and or LIMITS CODE and the correction must be made without any premium change 1 Transmit a TRANSACTION CODE 9 using the correct COVERAGE and
66. cted each transaction you enter appears as one item on the Edit Listing however 1 of your entries may appear as 2 or more lines reflecting splits in the term on the master file 4 Differences from Transmitted Data The following may also appear on the Edit Listing in a manner slightly different from the way you transmitted it POLICY NUMBER If the first character of the POLICY NUMBER is numeric zeros are added to the left until the POLICY NUMBER consists of nine 9 characters Ifthe POLICY NUMBER is prefixed by one or more ALPHABETIC CHARACTERS S o zeros are added between the alphabetic and numeric characters until the field is filled AGENCY NUMBER If the first character of the AGENCY NUMBER is numeric zeros are added to the left until the AGENCY CODE consists of five 5 characters If the AGENCY NUMBER is prefixed by one or more alphabetic characters zeros are added between the alphabetic and numeric characters until the field is filled BRANCH CODE The BRANCH CODE consists of two digits right end justified ASTERISK SIGN Under the heading LATE asterisks may appear indicating that an original transaction aresubmission of a rejected original transaction aresubmission or a rewrite has been assigned a Postmark Date which does not meet the requirements of the Ontario Risk Sharing Pool for the TRANSFER DATE entered You may wish to adjust the premium amount accordingly using the Postmark d
67. ction of FACT User ID form both PRODUCTION FACT Web Services and TEST FACT Web Services check boxes should be marked Once the FACT User ID request form has been submitted and validated by FA an email containing the system generated Web Service user id and password will be sent to the email address provided on the request form The initial email will contain test user id password and URL link for test region The emailed user will need to access FACT via the URL provided in the email to change the password Once the original password has been changed the user id and new password must then be added to the member s web service code for access to FACT FACT Web Service Guide July 05 FACT Application Web Services Guide Facility Association Step 3 Testing Throughout the FACT web services development and test preparation process any technical questions can be sent to IBC helpdesk at helpdesk ibc ca Helpdesk will log the requests and then forward questions to the appropriate FACT technical support staff Submission of the first test file via web services should be coordinated with the FACT technical support staff This can be done directly if there is a prior communication between the company and FACT support staff or through IBC helpdesk if it is the first time company is requesting web service support from IBC The notification prior to sending the first test file is mandatory as the FACT Web Service test region availability has to b
68. d October 2007 Ontario Risk Sharing Pool Procedures Manual Types of Errors Claims Medical Reports Autopsy Reports Arbitration Translations Any item included in First Party Legal disbursement which is investigational that is Police Reports Surveillance Reports is to be excluded from the amount transferred E Special Remittance When the total amount paid by the member and recoverable from the Ontario Pool in respect of one accident exceeds 100 000 the member may request a special Remittance from the Ontario Risk Sharing Pool Whenever a special Remittance is requested it is necessary to submit as a proof of Loss a copy or photocopy of the claim payment cheques s for which a special remittance is requested Accident Benefits E For the insured person Accident Benefits are considered on a policy wide policy and are not specific to the vehicle Because it is possible to have multi vehicle policies of which the coverage for only one vehicle has been transferred to the Pool the following limitations apply to payment of any such claims If under section 268 2 of the Ontario Insurance Act a person has recourse against an insurer for Accident Benefits under a policy providing coverage with respect to two or more vehicles and coverage in connection with all of such vehicles has not been transferred to the Risk Sharing Pool or if under section 268 4 or 268 5 a person has chosen to claim benefits from an insurer
69. e return this BeginInvoke UploadFile new object loginName password verify province fileContent callback asyncState lt xremarks gt public int EndUploadFile System IAsyncResult asyncResult object results this EndInvoke asyncResult return int results 0 17 FACT Web Service Guide July 05 Request Form Facility Association User Id amp Branch Code ey el 416 869 1750 Fax 416 8880894 FA Correction amp Transmission FACT Instructions Please PRINT clearly For all requests e The Company Information section must be completed e Project Manager must sign and fax back to 416 842 0241 For user id request e The User Information section must be completed in full e The user and a witness must sign the security agreement For company branch requests e Atleast one branch code must be assigned to each IBC Reporting Company Number in the Branch Information section Company Information please print Company Name FA Project Manager FA Project Manager Email Address User Information User Name Title Branch Address Phone Fax Email Address Please select one of the following options Q New User ID CL More Access for Existing User ID Q Cancel User ID A SA For Internal Use User Access required for PRODUCTION Date initials L Transmission amp Correction L Administrator L Co ordinator User Access required f
70. e Code Excluded Driver fo wip add Transfer Transter Tol E Refresh Delete Cancel Previous Record 1 of 914 Next Error Message 111 This Company Number Policy Number Vehicle Number is Not on System 2004 Facility Association All rights reserved Users can toggle between field using the tab key Some fields will limit the input such as no alpha characters in amount fields The Field and Field Relationship error check is done when the user attempts to save the transaction All transactions saved WIP errors are available for updating The following is an explanation of the command buttons WIP Work In Progress The WIP will place the transaction displayed on the screen in a WIP status The field and field relationship edits will not be performed At least one field must be entered on the transaction to save as WIP WIP is not available on saved transactions SAVE The SAVE command button will cause the transaction to go through the validation and consistency edit If there are no errors detected the transaction is saved and the next record is displayed At the end of a batch a new record will be displayed If the edits detect and error the transaction remains on the screen and an error message appear in the Error Message box Page 17 of 24 FACT MANUAL ADD The ADD command button will clear the screen of any values and position the user to a new transaction to be added to the batch The
71. e confirmed by the FACT support staff Note It is important to use the proper user id password and URL in testing the setup of the automated submission via web services Once the submission setup has been tested the user will be sent a second email with Production user id password and URL The test and production user id s passwords and URL links are all different Once a company starts sending production data the test user id will be disabled Test URL https uat facilityassociation com Step 4 Production Once the service has been successfully tested the next step is to prepare for the production submission This preparation includes replacing the test user ID password and URL within the automated submission web services scripts with those of production User ID password and URL which will be provided following successful completion of testing Again it would be beneficial if the transition from testing to production is coordinated with the FACT support staff at IBC so that they can monitor and provide support during this transition Production URL https apps facilityassociation com FACT Web Service Guide July 05 FACT Application Web Services Guide Facility Association Important 1 Any existing FACT user id set up for other user access can not be used for the automated data submission via web service Any company starting to submit RSP data via web service has to go through testing the transmission before starting wi
72. e premium to the insured at the time of the END No 16 is added or will refund the premium afterward when the END No 17 is added If you are refunding the premium up front at the time the END No 16 is added and the refund made 1 transmit a TRANSACTION CODE 9 for TRANSFER DATE use the effective date of the Suspension of Coverage for the EXPIRY DATE if you know the reinstatement date use the date the coverages are to be reinstated or the expiry date if that precedes it and show the reduction in the premium in the appropriate premium fields or if the reinstatement date is not known use the expiry date and show the reduction in premium in the appropriate premium fields 2 at the time the END No 17 is added transmit a TRANSACTION CODE 9 for the TRANSFER DATE use the date of the reinstatement of coverages for the EXPIRY DATE use the expiry date and show the increase in the appropriate premium fields Note If there is no premium adjustment necessary at the time of the END No 17 because the estimated duration of the suspension period and the premium charge transmitted was correct no second transmittal is required 3 if the suspension spans two risk terms at the time of the Renewal transmit a TRANSACTION CODE C in the usual manner next transmit a TRANSACTION CODE 9 for the TRANSFER DATE use the renewal date for the EXPIRY DATE use the expected reinstatement date or the next term expiry date whichever is fir
73. e transferred the allowance and the net balance as calculated by the Ontario Pool System May 1998 Updated January 2006 VI 15 Ontario Risk Sharing Pool Procedures Manual Types of Errors Premiums Under the heading LATE asterisks may appear indicating that an original transaction or the previous original transaction for the same Transferred Period in the case of a rewrite or of a resubmission of an original transaction has been assigned a Postmark Date which does not meet the requirements of the Ontario Risk Sharing Pool for the TRANSFER DATE entered 3 BRANCH TOTALS On the last page for each branch the risk premium transactions are summarized by jurisdiction For the current each of the previous four policy years and all prior policy years combined with a total for each group A recap by jurisdiction and policy year combined with an overall total is also provided 4 MEMBER TOTALS On the total page for each Member the Risk Premium Transactions for all branches are again summarized in a manner similar to that described in 3 5 BALANCE The Premium Bordereau totals balance to the sum of the totals for a given ENTRY DATE provided on Premium Edit Listings previously sent to you or to the to date totals for a given ENTRY DATE provided on the last Premium Edit Listing sent to you 6 DATA DEFINITIONS Most of the definitions for the data on this report are identical to the Definitions of Premium Transfer Fields as listed
74. ed to the Pool this action must be transparent to the consumer May 1998 I 1 Updated April 2006 Ontario Risk Sharing Pool Procedures Manual Introduction The Pool applies only to personal use private passenger vehicles and then only to those risks which cannot be written in the Residual Market Risks are written by members at their normal premium levels and transferred initially at 100 during the first 12 months of operation of the Pool subject to a formula that prorates transfers to the end of the first 12 months Thereafter only 85 is transferred to the Pool with the company retaining 15 for its own account Sharing in the Pool is based on 50 of share of market and 50 on member s usage of the Pool Members are limited to placing in the Pool 5 of their voluntary direct written third party liability car years that were written in the immediate preceding calendar year subject to an appeal process to the Board of Directors They receive an allowance based on their actual Expense Factor filed with the Ontario Insurance Commission It is however subject to a cap Additional features of the plan are e to effect transfers to the Pool e an assignment of a Project Manager facilitates Pool communication with members e all of the data necessary to comply with any of the distribution procedures sharing mechanism must be reported to the Statistical Agency IBC e normal commission levels must be maintained B Manage
75. ed at the bottom of the screen The results shown at the bottom of the screen display the status of any batch excluding current open and error batches handled by the user in the last 90 days After 90 days the batch is removed from the list The batch can have a status of e T for Transmit where a batch has been transmitted to the POOL but the weekly process has not yet processed the batch against the database e A for Archived where a transmitted batch has been processed against the database e D for Deleted where a user has deleted a batch REVIVE Users designated as an Administrator have the ability to revive batches and will have the REVIVE command button enabled When the REVIVE command button is clicked the batch will be revived to be displayed on the Batch Management screen for processing by the user A message will appear to confirm that the user wants the batch revived The revived batch will be removed from the display in the Administration screen Page 21 of 24 FACT MANUAL TRANSMIT ONLY Co ordinator The user who is assigned as a Co ordinator has access only to the following screen Figure 10 AFA Site Microsoft Internet Explorer ajx I Fie Edt View Favorites Tools Help Kal G LIT Y Welcome Daniel Lantos k SSOCIATIO Ss nka Change Province Batch Management View Batches Administration TransmitOnty BatchManagement l Transmit File Prowce Ontario File P
76. ed on correction of any key fields prior to sending the transactions and within 30 days of the date of the Edit Listing please refer to Item C Special Handling Original BATCH CODE and ENTRY DATE New BATCH CODE and ENTRY DATE COMPANY NUMBER and BRANCH CODE POLICY NUMBERS with their respective TRANSFER DATES and date originally sent to the Ontario Pool System Correction of COMPANY NUMBER and or POLICY NUMBER and or VEHICLE NUMBER and or TRANSACTION CODE When correcting these fields you must cancel the risk transfer flat and retransmit the corrected original transaction To properly achieve a flat cancellation you must ensure e that no claim has already been transferred if there is refer to Cancellation Of Risks With A Claim page VI 5 for more information e that your TRANSACTION CODE 3 leaves no premium original premium plus endorsement premium or coverages remain in the Ontario Pool May 1998 Updated January 2006 VII 2 Ontario Risk Sharing Pool Procedures Manual Types of Errors Premiums e that the TRANSFER EXPIRY DATES of the cancellation TRANSACTION CODE 3 are the same as the dates shown on the original transaction to the Ontario Pool When change transactions have been transmitted with TRANSFER and or EXPIRY DATES which are different from the original TRANSFER and or EXPIRY DATES of the risk e Transmit a flat cancellation TRANSACTION CODE 3 using the incorrect COMPANY NUMBER and or POLICY NUMBER a
77. een is available only for the user designated as an Administrator It allows the Administrator to view batches that have been processed within the last 90 days for the companies they are authorized to view A user designated as an Administrator will have the ability to revive batches Figure 9 a aa lal x File Edit View Favorites Tools Help e baci LITY SSOCIATIO c on Welcome Jim Tsang PS C Help Log Out ChangeProvince Batch Management View Batches Administration BatchManagement Company 207 Wawanesa Mutual Insurance Comp janage homes Batch Company Branch EntryDate Kind Records WIP Errors Premium Claim Expense Resewe Status ON 108 207 03 200504 C 1 0 0 0 370 A Revive Batch ON 109 207 03 200504 C 2 0 0 0 3800 A Revive Batch ON 110 207 03 200504 c 1 0 900 0 400 A Revive Batch ON 119 207 03 200504 c 2 0 4458 0 4500 A Revive Batch ON 123 207 03 200505 C A 0 1230 0 15470 A Revive Batch ON 123 207 03 200505 P 8 2143 0 0 0 A Revive Batch ON 124 207 03 200505 P 13 4660 0 0 0 A Revive Batch ON 125 207 03 200505 P 12 2721 0 0 0 A Revive Batch ON 126 207 03 200505 P 2 13 0 0 0 A Revive Batch ON 129 207 03 200505 c 2 0 0 0 5400 A Revive Batch E 1234567 J 2004 Facility Association Al rights reserved The company list pull down menu displays the companies the Administrator has been granted access to The company results are display
78. ejected entries with increase or no change in reserve accepted entries with increase or no change in reserve rejected all entries accepted all entries rejected Batch Out Of Balance A Batch out of balance condition is identified at the end of a batch Each individual transaction within the batch is accepted or rejected depending on whether or not an error is detected for that transaction regardless of Batch Total When a batch is out of balance it is your responsibility e to determine the cause of the error and Updated January 2006 VIII 5 Updated October 2007 Ontario Risk Sharing Pool Procedures Manual Types of Errors Claims e transmit correcting entries if necessary An out of balance condition may be caused by incorrect amounts recorded on the Transaction screens and therefore no action is required incorrect accepted amount either payment expense or reserve and therefore a correction must be transmitted to the Ontario Pool System transaction s not entered onto a Claim Transaction Screen or transmitted to the Ontario Pool System 7 Definitions Most of the definitions for the data on this report are identified in the Definitions of Claim Transfer Fields as listed in Appendix C 1 or the Definitions of Premium Transfer Fields as listed in Section Appendix P 1 The following are the exceptions Special Remittances an S in these fields indicates that an immediate reimbursement of a PAID LOSS AMOUNT and or E
79. en the policy effective date and the transfer effective date will not affect the risk s eligibility for that term On the expiry of the policy term the risk must be re assessed for eligibility B If after transfer the risk changes affecting the risk s eligibility e g a driver with convictions newly added to the policy but the member is not retaining the risk the member must remove the risk from the RSP effective no later than 21 days from the date on which the information making the risk ineligible was received by the member C If after transfer the risk changes affecting the risk s eligibility e g a driver with convictions newly added to the policy but the member is retaining the risk the member must remove the risk from the RSP back to the date the information making the risk ineligible was received by the member In this example if the driver is excluded by the signed END 28A the risk may remain in the RSP Effective May 1998 Revised effective June 1 2008 14 Ontario Risk Sharing Pool Procedures Manual Eligibility C Transfer Limitations Time Limitations 1 New business Must be received by the RSP within 15 days of inception including inception date to be accepted in the RSP as of inception date If not received within 15 days the risk is accepted in the RSP 1 day after transmittal date to the RSP Example 1 Policy inception date June 1 2003 Policy transmitted to the RSP June 11 2003 Policy received by the RSP
80. ervices uploadservice wsdl lt xml version 1 0 encoding utf 8 gt lt definitions xmlns sl http facilityassociation com AbstractTypes xm xm xm xm xm xm xm lns ins ins ins ins ins ins shttp http schemas xmlsoap org wsdl http soap http schemas xmlsoap org wsdl soap s http www w3 org 2001 XMLSchema s0 http facilityassociation com soapenc http schemas xmlsoap org soap encoding tm http microsoft com wsdl mime textMatching mime http schemas xmlsoap org wsdl mime targetNamespace http facilityassociation com xm lt types gt lt s schema el Ins http schemas xmlsoap org wsdl gt lementFormDefault qualified targetNamespace http facilityassociation com gt lt s element lt s complexType gt lt s sequence gt lt s element m gt lt s element m gt lt s element m gt lt s element m base64Binary type s type s type s type s lt s element name U lt s complexType gt lt s sequence gt lt s elem gt lt s elem gt lt s el type s type s type s type s string string string name U gt lt s sequence gt lt s complexType gt lt s element gt lt s element name UploadFileWebServiceResponse gt lt s complexType gt lt s sequence gt lt s el lement minOccurs 1 name UploadFileWebServiceResult type s int ploadFileWebService gt
81. esees 21 ea DAYA RA EEE E ae eae eee cac ke ieee eak ee GEE CRETE 21 TRANSMIT ONLY Co ordinator oo ceccecccccssecssscecsecesccecssecseceecaeceseeecsaeceeseecsaeceeeecsaeseeeeecsueseeeeessaeeesees 22 Where to Get HelDr nerro esee pr n A as ta usespestens teen copay E a E EESE E TE EEES 24 How to Report Problems Issues sss sscesauseupcasesssctaste cissasaessispey sabe scugessbepuecsengsscesause eposvesssseauavecteassaeestass asses 24 How to apply for a FACT user 1d sisseiceseccieesctiestensteleasecbieatuectesascactiesencesenscesiees ieser rii EEr Vienen akeen aiias 24 Page 2 of 24 FACT MANUAL How To Quick Reference 1 How to access the FACT application To access the FACT application type https apps facilityassociation com in the address field of your Web browser Then enter your assigned user id and password How to contact IBC If you having problems with the application we offer the following support options e You can e mail IBC s helpdesk at helpdesk ibc ca e You can call IBC s helpdesk at 416 644 3100 or toll free 1 800 761 6703 How to apply for a FACT user id E mail your request to Angela Sobers at ASobers FacilityAssoc com or call 416 863 1750 or Toll Free 1 800 268 9572 Page 3 of 24 FACT MANUAL INTRODUCTION The FACT application is the web based portion of the Ontario POOL application It allows companies to enter and transmit premium and claims to the POOL It redisplays error trans
82. eviously used by you in the same week the Ontario Pool System merges the 2 batches which creates an out of balance situation If an entire batch is transmitted with the incorrect COMPANY NUMBER it will appear that a batch is missing from the Edit Listing If this occurs fax immediately to the Facility Association C What is Special Handling Special Handling is done by FA as per a Member Company s request Through special handling the original postmark date is re assigned to the transfer of a risk There are 2 kinds of Special Handling 1 Special Handling on rejected entries 2 Special Handling on accepted entries When is special handling required May 1998 Updated January 2006 VII 7 Ontario Risk Sharing Pool Procedures Manual Types of Errors Premiums Special Handling is required on a number of different cases 1 SPECIAL HANDLING ON REJECTED ENTRIES Special Handling is often required when an original entry submitted with a transaction code A B C D or 9 is rejected for the following errors Error Code 070 Duplicate Entry for this risk Error Code 071 No Master on File for this risk Because a transfer with an error code 070 or 071 is rejected there is no postmark date retained in the master file for that transaction However the postmark date which should be assigned to this risk will show on the Premium Edit Listing report and that is the postmark date that will be re assigned to your transfer throu
83. extending coverage on a risk previously accepted by the Pool System defined as a transaction or part thereof that generates an additional premium the TRANSFER DATE must be equal to the endorsement effective date 04 On future dated mid term changes the TRANSFER DATE is the day following the Dispatch Date or your risk effective date whichever is later The occurrence of a claim and or conviction during the Transfer Period does not necessarily require a change of premium during that period Any change in coverage must be reported to the Pool System If you are changing increasing coverage and waiving the additional premium you must report the change in coverage using the Appropriate Transaction Code and a nominal premium i e 1 in order for the Pool System to record the change in coverage and thereby properly respond to any claim To ensure that your books balance when you are reporting a change in coverage with no change in premium do the following 1 Transmit a Code 9 using the appropriate coverage codes and a premium of 1 00 debit May 1998 V 6 Updated April 2006 Ontario Risk Sharing Pool Procedures Manual Risks Premiums 2 In the same or subsequent batch transmit a second Code 9 with the exact same detail but a premium of 1 00 credit CANCELLATIONS OF TRANSFER Backdated cancellations of Transfer are only permitted in circumstances where the coverage for the vehicle has been cancelled or deleted with your company In
84. for consideration Step 2 If after the sixty days no significant improvement is noted by the Association and no action plan has been submitted to the Association a second letter will be sent to the President of the member stating that if no significant improvement is noted within a further sixty days the member may no longer be entitled to cede risks to the RSP B EXCLUSION FROM USE OF RSP May 1998 1 If after the sixty day period referred to in Step 2 no significant improvement has been observed the Board shall be so advised and may by resolution decide that the member shall no longer be authorized to cede risks to the RSP and that all transactions with errors are to be removed from the RSP immediately and returned to the member 2 Ifthe Board decides that the member shall no longer be authorized to cede risks VII 1 Updated January 2006 Ontario Risk Sharing Pool Procedures Manual Types of Errors Premiums to the RSP the President of the member shall be advised of such decision in writing forthwith and of the transactions being returned to the member 3 A Member that has been so advised may apply subsequently to the Board to be reinstated and the Board may approve such reinstatement upon such terms and conditions as it may deem appropriate Key Fields e POLICY NUMBER e VEHICLE NUMBER e TRANSFER DATE e COMPANY NUMBER e TRANSACTION CODE How To Correct Key Fields If the original Dispatch Date is requir
85. gers names and addresses for your Head Office in addition to a CEO Mailing List for your Head Office To add to or to change these mailing lists please write to the Vice President Operations at the Facility Association Vice President Operations Facility Association 151 Yonge Street 18 Floor Toronto Ontario M5C 2W7 Fax 416 868 0894 Email mail facilityassociation com Each person on these mailing lists receives one copy of the Risk Sharing Pool Procedures Manual and one copy of each update In the event that you have not designated a Project Manager then only the CEO receives copies of the manual Additional copies and updates may be obtained by contacting the Vice President Operations at the Facility Association B Distribution of Bulletins FA maintains a Project Manager and a CEO name address and e mail address list as described above Each person on these lists receives a copy of each general bulletin C Distribution of Reports The Pool System maintains at the request of your Head Office one Mailing Address for e mailing of Reports These branches receive e Premium Edit Listing for the corresponding BRANCH CODE refer to Premium Edit Listing in Section VI 1 e Premium Bordereau for the corresponding May 1998 T 1 Updated October 2005 Ontario Risk Sharing Pool Procedures Manual Communication BRANCH CODE refer to Premium Bordereau in Section VI 2 e Claims Edit Listing for the correspondi
86. gh the process of Special Handling Do not forget Your special handling request must still be faxed to Facility Association within your 30 day window for correcting premium errors 2 SPECIAL HANDLING ON ACCEPTED ENTRIES When a risk is transferred to the Ontario Pool and accepted key field information is retained in the Ontario Risk Sharing Pool System Master File The combination of these key fields form the header record The key fields are 1 Company Number 2 Policy Number 3 Transfer Date 4 Vehicle Number 5 Transaction Code If for any reason you have to change any of these key fields YOU WILL REQUIRE SPECIAL HANDLING IN ORDER TO RETAIN THE ORIGINAL POSTMARK DATE THAT WAS ASSIGNED TO THE ORIGINAL TRANSFER The key fields combined together header record are very much like a DNA coding they form a unique combination When a risk is transferred to the Ontario Pool a postmark date is assigned to this unique combination The purpose of Special Handling is to retain this postmark date May 1998 Updated January 2006 VII 8 Ontario Risk Sharing Pool Procedures Manual Types of Errors Premiums Why would I have to change a key field You may have to change a key field due to your own internal systems limitations or because of a conflict between your system and ours or because of a simple typographical error EXAMPLES OF CASES WHERE KEY FIELDS MAY NEED TO BE CHANGED Your transfer has been accepted in the
87. gt h A FACT Web Service Guide July 05 14 FACT Application Web Services Guide Facility Association C Fa Fact WebServices Reference map lt xml versio lt DiscoveryCl xmilns xsi h lt Results gt lt Discove n 1 0 encoding utf 8 gt ientResultsFile xmlns xsd http www w3 org 2001 XMLSchema ttp www w3 org 2001 XMLSchema instance gt ryClientResult referenceTyp url http filename up lt Discove referenceTyp System Web Services Discovery ContractReference localhost Fa Fact WebServices uploadservice asmx wsdl loadservice wsdl gt ryClientResult url http filename up lt Results gt lt DiscoveryC System Web Services Discovery DiscoveryDocumentReference localhost Fa Fact WebServices uploadservice asmx disco loadservice disco gt lientResultsFile gt FACT Web Service Guide July 05 15 FACT Application Web Services Guide Facility Association D Fa Fact WebServices Reference cs lt autogenerated gt This code was generated by a tool pd Runtime Version 1 0 3705 288 Changes to this file may cause incorrect behaviour and will be lost ae the code is regenerated lt autogenerated gt This source code was auto generated by Microsoft VSDesigner Version 1 0 3705 288 namespace TestWebServices Fa Fact WebServices using System Diagnostics using System Xml Serializati
88. he screen with an open status TRANSMIT FILE To submit a file which contains a batch or batches without doing a verification field and field relationship edits the user must click the Transmit File radio button The File Path text box appears along with a Browse button The user can key in or locate a file on their network to Transmit the batches If there are any problems with the batches themselves i e duplicate batches or missing trailer records the whole file will be rejected otherwise the batch or batches are placed in Transmit status and will be listed on the View Batches screen Page 11 of 24 FACT MANUAL MANAGE BATCHES The bottom section of the Batch Management screen lists the current open and error batches that the signed in user is assigned Open batches are batches the user is working on and which some transactions have not passed the field and field relationship edits Error batches contain only error records and are batches that have been returned to the user for correction after an attempted was made to update the POOL database Error batches are highlighted in green Error batch transactions must be assigned to another batch after they are corrected Details of the batches are listed including Province Batch number Company number Branch Entry Date Kind P premium risk C claim Records number of transactions on the batch WIP number of Work In Progress transactions on the batch Err
89. he transferred All Perils or Collision coverage has a minimum deductible of 100 The transferred Comprehensive or Specified Perils coverage with or without Glass Coverage OPCF 13c has a minimum deductible of 50 The transferred Family Protection coverage OPCF 44R has a maximum of 2 000 000 NOTES If members write higher limits or lower deductibles than those acceptable to the Risk Sharing Pool the members retain the difference between that amount and the Risk Sharing Pool limit on their own book Example 1 An insurer provides 5 000 000 Liability only 2 000 000 is transferable to the RSP losses may also be transferred to the RSP up to the 2 000 000 limit while the increased 3 000 000 remains on the insurer s own account Example 2 An insurer provides 50 deductible for All Perils only 100 deductible is transferable to the RSP any loss in excess of 100 may be transferred to the RSP Losses between 50 and 100 remain on the insurer s book If a member transfers a vehicle to the Risk Sharing Pool e Only those coverages endorsements subject to the coverage limitations above associated with that vehicle and the applicable premiums may be transferred to the RSP e All coverages and endorsements pertaining to the transferred vehicle must be transferred e On multi vehicle policies policy level endorsements on the policy and the full applicable premiums must be transferred with a ceded vehicle Effective May 1998
90. ial characters All branch codes that companies plan to use must be reported to FA using this form Signature FA Project Manager Signature Date For Internal Use Existing User ID Member Services Signature Date The following ID has been assigned changed ID Password if new or changed The following Node Name s have been assigned Jurisdiction Node Name Jurisdiction Node Name Node Name not required for Admin users INFORMATION AND SYSTEM SECURITY STATEMENT In consideration of Facility Association allowing my authorized access to its computer facilities I understand and agree that 1 I will not disclose to any person my User ID s as assigned by Facility Association or my password s 25 I will use only ID s or password s assigned to me 3 I will not pre program any password s for automatic entry into any part of the computer facilities of Facility Association 4 I will use the computer facilities of Facility Association and any software or other information relating to or contained in those facilities for the sole purpose of fulfilling my job duties 5 I will treat as confidential any information of Facility Association and not disclose such information to any other party unless specifically authorized by Facility Association 6 I will not through the use of the computer facilities of Facility Association infringe or violate the patent copyright license or proprietary right of
91. ices lt summary gt Testing Class TestWSs lt summary gt class TestWS lt summary gt Testing program for the web servic lt summary gt STAThread static void Main string args System 1I0 FileStream fs null try if Add web reference to point to localhost or other web service then instantiate the instance te Fa Fact WebServices UploadService srv new Fa Fact WebServices UploadService fs new FileStream C lw txt FileMode Open FileAccess Read Create a byte array of file stream length byte b new byte fs Length 1 Read block of bytes from stream into the byte array fs Read b 0 System Convert ToInt32 fs Length 1 invoke the service by providing the credential parameters amp content of file pass in as byte array int re srv UploadFileWebService FACTWS xxxxxx1 AB b Console WriteLine Completed with return code rc catch Exception e FACT Web Service Guide July 05 FACT Application Web Services Guide Facility Association Console WriteLine e Message finally if fs null fs Close FACT Web Service Guide July 05 FACT Application Web Services Guide Step 2 htt Add web reference by pointing to uat facilityassociation com Fa Fact WebServices UploadService asmx Facility Association OF use the following files A Fa Fact WebS
92. icles insured with the Company and one transferred to the Pool the Pool would pay one half of the claim May 1998 Updated January 2006 VIII 11 Updated October 2007 IX TRANSFER LIMIT REPORT A Monthly Transfer Limit Report This report is designed to advise your status regarding the 5 Transfer Limit during any calendar year as of year end For groups of companies all companies appear on one report and totalled The Percentage of Transfer Year to date for the group must not exceed 5 Refer to Figure VIII 1 Definitions Members voluntary Private Passenger Non Fleet Third Party Liability Direct Written Car Years These car years are obtained from the Statistical Agency IBC Transfer Limit 5 an amount of car years resulting from a calculation whereby 5 is applied to your Voluntary Private Passenger Non Fleet Third Party Liability Direct Written Car Years for the immediate preceding calendar year This amount represents the maximum allowable car years that may be transferred to the Risk Sharing Pool during the given calendar year Members Transfer in the Pool this month an amount of Voluntary Private Passenger Non Fleet Third Party Liability Direct Written Car Years transferred ceded to the Risk Sharing Pool during the accounting month of this report Percentage of Transfer Year To Date a percentage calculated by applying your Transfer in the Pool Year to date to the Voluntary Private Passenger Non Fleet Third
93. ies of the reports to the RSP investigators If the information received establishes that the risk was not eligible at the date of transfer you will be required to remove the risk from the RSP back to the transfer date as well as any claims that have been transferred Effective May 1998 Revised effective June 1 2008 18 Ontario Risk Sharing Pool Procedures Manual Eligibility 2 Electronic Paper Free Documentation Where there is no copy in paper or other medium retained by the member or broker for audit purposes the member may be requested at the time of an audit to obtain new MVR and Autoplus reports on a random sample of risks to verify the information documented on the computer system 3 Upload Brokers Where brokers agents order the MVR and prior experience reports and retain them in their office a copy of the reports is required to be sent to the audit site by the broker or the member may order new MVR and prior experience reports at the time of the audit In addition a copy of the application is required where the policy has been in force not more than 2 years 4 No documentation of ordering reports If you ordered MVRs and Prior Experience Reports but did not appropriately document that fact please see DOCUMENTATION you will be required to provide acceptable evidence of the ordering following the investigation If this cannot be provided you will be required to proceed as outlined in Failing to Order Reports 5 Abeyan
94. ify and Transmit function the verify check the transactions for front end errors Any batches with front end errors are given an open status and are available for correction on the batch management screen When the user accesses the batch error transaction will highlight the error field and display error messages See ACCESSING ERROR BATCHES below Transmit When a batch is transmitted via the Transmit only function the batch goes directly to Transmit mode and the front end edits are not performed at this time All edits front end and back end are performed on the transaction when the file is processed against the master file once a week B Accessing Errors Batches To access the batches with errors on the Batch Management screen Click the Error checkbox next to the Retrieve Records for Click the link Batch Number May 1998 VI 1 Ontario Risk Sharing Pool Procedures Manual Correcting Errors Premiums Claims Open Batches When accessing an Open batch the error transactions have the fields in error highlighted and error messages displayed Once corrected the transactions remain in the same batch Error Batches Error batches have the same batch key Province Company Number Branch Kind Entry Date and Batch Number as originally submitted The FACT application does not allow duplicate batches so special handing of back end errors is required Users must transfer the corrected transaction
95. in the defence of any claim or suit and must receive full co operation The Pool contributes to the loss adjustment cost in connection with internal costs and external loss adjustment costs other than specified professional fees through payment of the amount determined on a basis established by the Board of Directors Members are reimbursed in connection with expenses for professional fees as outlined under Section in the Definitions of Claim Transfer Fields see Appendix C 1 D Claims Reporting The Facility Association Plan of Operation Operating Principles contains the following compliance requirements for claims reporting 1 A member shall within twelve months from the date it receives a claim under a policy that has been transferred to the RSP including any loss for which settlement expenses would be incurred by the member without there being any claims payment report to the Association that it will be claiming against the RSP in connection therewith 2 Ifamember fails to comply with this requirement the Association management may require the member to remove the claim from the RSP due to late reporting In any case the member shall have the right to appeal such decision to the Claims Committee and to the Board E Auditing Of Members The Facility Association may audit the records of any member relating to the subject matter of the Plan of Operation which includes the Risk Sharing Pool and may establish what policies records
96. ing Create New Batch Verify and Transmit File Transmit file CREATE NEW BATCH To manually create a new batch the user must click the Create New Batch radio button default The fields for creating the new batches appear See Figure 2 All fields are required and the users must enter Province defaulted to the selected province Company a drop down list is available for user who have multiple company access Branch Kind Premium Risk or Claim Entry Date Year and Month and Batch Number When entry is completed the user must click the Create Batch command button If the batch is successfully created i e proper date entered no duplicate batches the user will be brought to the first Premium Batch screen or Claim Batch screen depending on the Kind entered Page 10 of 24 FACT MANUAL A Si osoft Internet Explorer I File Edit View Favorites Tools Help lelx bac ILITY Welcome Daniel Lantos SSOCIATI ASS es Batch Management View Batches Administration TransmitOnly BatchManagement Help Log Out Verify amp Transmit File C Create New Batch Verify amp Transmit File Transmit File monco FilePath S y TE Manage Retrieve Record for I Error I wie Province Batch Company Branch EntryDate Kind Records WIP Errors Premium Claim Expense Reserve ON a 073 00 200504 c 13 13 0 4794 0 141 siim Delete ON no 073 02 200504 P 12 12 1777 0 0 om Delete ON ew 144 14 200505 C 11 11 Oo
97. ing type s string gt lt s sequence gt lt s restriction gt lt s complexContent gt lt s complexType gt lt s schema gt lt types gt lt message name UploadFileWebServiceSoapiIn gt lt part name parameters element s0 UploadFileWebService gt lt message gt lt message name UploadFileWebServiceSoapOut gt lt part name parameters element s0 UploadFileWebServiceResponse gt lt message gt lt message name UploadFileSoapIn gt lt part name parameters element s0 UploadFile gt lt message gt lt message name UploadFileSoapOut gt lt part name parameters element s0 UploadFileResponse gt lt message gt lt message name UploadFileWebServiceHttpGetIn gt lt part name loginName type s string gt lt part name password type s string gt lt part name province type s string gt lt part name fileContent type sl StringArray gt lt message gt lt message name UploadFileWebServiceHttpGetoOut gt lt part name Body element s0O int gt lt message gt lt message name UploadFileHttpGetiIn gt lt part name loginName type s string gt lt part name password type s string gt lt part name verify type s string gt lt part name province type s string gt lt part name fileContent type sl StringArray gt lt
98. ing out by clicking the Change Province tab on the menu bar Page 8 of 24 Portal Detail green Error batches sent from the back end are High lighted FACT MANUAL SCREEN FUNCTIONALITY Transmission and Correction Users BATCH MANAGEMENT Transmission and Correction Users are those users who have been designated to submit and correct transactions through the FACT application The first page displayed to the Transmission and Correction User is the BATCH MANAGEMENT screen The BATCH MANAGEMENT screen allows users to created new batches The screen displays the Open and Error batches that are currently available to the user Open batches are batches that are being worked on Error batches are batches that have been returned to the user with errors that have been detected after the batch was Transmit ted to the POOL These Error batches are highlighted in green on the Batch Management screen and require special handling See the Premium Batch and Claim Batch sections below Batches can be deleted and transmitted F G LITY Welcome Daniel Lantos SSOCIATI NAT Correction and Transmission Help Log Out Change Province Batch Management ViewBatches Administration TransmitOnly a BatchManagement Create New Batch Create New Batch Verify amp Transmit File Transmit File Provin
99. ion and no action plan has been submitted to the Association a second letter will be sent to May 1998 V 4 Updated April 2006 Ontario Risk Sharing Pool Procedures Manual Risks Premiums the President of the member stating that if no significant improvement is noted within a further sixty days the member may no longer be entitled to cede risks to the RSP B EXCLUSION FROM USE OF RSP 1 If after the sixty day period referred to in Step 2 no significant improvement has been observed the Board shall be so advised and may by resolution decide that the member shall no longer be authorized to cede risks to the RSP and that all transactions with errors are to be removed from the RSP immediately and returned to the member 2 Ifthe Board decides that the member shall no longer be authorized to cede risks to the RSP the President of the member shall be advised of such decision in writing forthwith and of the transactions being returned to the member 3 A Member that has been so advised may apply subsequently to the Board to be reinstated and the Board may approve such reinstatement upon such terms and conditions as it may deem appropriate F Reports The Pool System produces a Premium Edit Listing once a week which contains the batches received during the week that is from Sunday 23 01 to the subsequent Sunday at 23 00 hours If no batch has been received from you then no Edit Listing is produced The Pool System also produces a
100. ions as it may deem appropriate Updated January 2006 VIII 1 Updated October 2007 Ontario Risk Sharing Pool Procedures Manual Types of Errors Claims How to Correct Key Fields e Correction of POLICY NUMBER DATE OF LOSS VEHICLE NUMBER CLAIM NUMBER COVERAGE CODE or KIND OF LOSS When correcting these fields on previously accepted data you must close the existing claim data by transmitting a TRANSACTION CODE 3 showing the sum as a credit of all LOSS EXPENSE PAYMENTS and outstanding reserves of all previously accepted transactions You must retransmit a new claim with correct information with a TRANSACTION CODE 1 For claims with outstanding reserves submit an entry showing the correct information and the amount shown in 1 above For claims which are closed submit only the LOSS EXPENSE PAYMENT without reserve using correct information and TRANSACTION CODE 3 In the case of a change DATE OF LOSS submit a TRANSACTION CODE 1 entry without payment or reserve change to establish the claim with the new DATE OF LOSS at the same time as the TRANSACTION CODE 3 e Correction of BRANCH CODE A subsequent transaction accepted with a revised BRANCH CODE automatically changes the BRANCH CODE However if for accounting proposes or other reasons you wish to correct the BRANCH CODE back to the establishment of the claim as well as redirecting corrections submit the following entries You must under the incorrect BRANCH
101. is being changed Total number of entries called record count in your special batch Premium total in your special batch it might be equal to 0 Reason why special handling is required D Premium Reports The Ontario Pool System produces 2 kinds of Premium Reports to assist you Premium Edit Listing Refer to Figure VII 16 Premium Bordereau Refer to Figure VII 17 May 1998 Updated January 2006 VII 10 Ontario Risk Sharing Pool Procedures Manual Types of Errors Premiums Premium Edit Listing The Ontario Pool System produces a Premium Edit Listing once a week which contains the batches received during the week that is from Monday to Sunday If no batch has been received from you then no Edit Listing is produced This report has been designed e to assist you to identify rejected transactions e to assist you to verify the accuracy of the data on the Ontario Pool System e to assist you to confirm that your rejected transactions have been corrected and retransmitted e to assist you to ascertain your most frequent error in order to take steps to change the causes of errors e to assist you to determine your out of balance conditions Transactions in error are rejected entirely from the Ontario Pool System The transfer of the risk is held in suspension If the error is corrected within 30 days of the date of the Premium Edit Listing the original Postmark Date is used to verify the TRANSFER DATE Despite attemp
102. isk from the RSP effective no later than 21 days from the date the information was received by the member c If the risk is no longer eligible for the RSP and the member is retaining the risk the member must remove the risk from the RSP back to the date the information was received by the member B If there is a change from private passenger use after the renewal has been released and after the renewal effective date making the risk no longer eligible for the RSP a If the member is not retaining the risk the member must remove the risk from the RSP effective no later than 21 days from the date the information was received by the member b If the member is retaining the risk the member must remove the risk from the RSP back to the date the information was received C If there is a change in the risk after the renewal has been released and after the renewal effective date a The risk may remain in the RSP at the original renewal premium AND b On the expiry of the policy term the risk must be re assessed for eligibility Effective May 1998 Revised effective June 1 2008 13 Ontario Risk Sharing Pool Procedures Manual Eligibility 3 MID TERM TRANSFERS At any time within the policy term a member may wish to transfer a risk to the RSP A If there has been no change in drivers or vehicles between the policy effective date and the transfer effective date a deterioration in the risk e g additional claims betwe
103. it Listing and ensure you do not use it again in the current week However if the BATCH NUMBER is a duplicate of a number previously used by you this week the Ontario Pool System merges the 2 batches resulting in an out of balance situation It is likely that every transaction will have been rejected and if the entire batch was transmitted with the incorrect COMPANY NUMBER it will appear that a complete batch is missing from the Edit Listing You will have to retransmit the claims transactions but because of the possibility that some transactions have been accepted under an incorrect company number contact the Facility Association IMMEDIATELY C Claims Reports The Ontario Pool System produces 3 kinds of Claim Reports to assist you e Claim Edit Listing e Paid Loss Bordereau e Open Claim Listing Claim Edit Listing The Ontario Pool System produces a Claim Edit Listing once a week which contains the batches received during the week If no batch has been received from you then no Edit Listing is produced This report has been designed e to assist you to verify the accuracy of the data recorded on the Ontario Pool System e to confirm that rejected transactions are corrected and retransmitted e to assist you to ascertain your most frequent error in order to take steps to remove the causes of errors e to determine out of balance conditions Sequence and Contents of the Claim Edit Listing 1 Branch Code Edit Listings May 1998
104. ity 2 MOTOR VEHICLE REPORTS MVR e New Business to the RSP Must be ordered on all operators listed on the vehicle s being ceded within 90 days prior to the transfer effective date or within 15 days of the transfer effective date e Renewal to the RSP Must be ordered on all operators listed on the vehicle s being ceded within 90 days prior to the transfer effective date unless MVRs have been ordered on the 6 month renewal preceding this transfer e g Policy renewed February 5 2003 for 6 months MVRs on all drivers were ordered December 2002 Policy is scheduled to renew August 5 2003 Since there is no change in drivers no new MVRs are ordered e Mid term to the RSP with no Policy Change Must be ordered on all operators listed on the vehicle s being ceded within 90 days prior to the transfer effective date or within 15 days of the transfer effective date e Mid term to the RSP with Policy Change Must be ordered on the driver s associated with the policy change within 90 days prior to the transfer effective date or within 15 days of the transfer effective date For example 1 12 2002 effective date of policy with 2 vehicles and 2 drivers 15 5 2003 vehicle 3 with principal operator C added to policy 20 5 2003 vehicle 3 transmitted to the RSP with transfer effective 15 5 2003 20 5 2003 MVR ordered on principal operator C Effective May 1998 Revised effective June 1 2008 6 Ontario Risk Sharing Pool Procedures Ma
105. ive page position is shown ROW This is an internally generated number that shows the relative position of the record within the batch Page 23 of 24 FACT MANUAL Where to Get Help The system provides error messages as data is being entered Messages appear for incorrect Format e g date fields or when a mandatory required field is not entered or selected For any problems with access please e mail IBC s Helpdesk at helpdesk ibc ca or call 416 644 3100 or 1 800 761 6703 For any questions regarding the FACT applications or questions relating to a specific business question please contact Angela Sobers at ASobers Facility Assoc com 416 863 1750 or Toll Free 1 800 268 9572 How to Report Problems Issues For any system problems issues please report them via e mail to IBC s Helpdesk at helpdesk ibc ca If possible include a screen sample as an attachment using Microsoft Word To capture the screen 1 While the page to be captured appears on the screen press the PrintScrn button on your keyboard This sends the image displayed on the computer screen to the clipboard like copying 2 Open Microsoft Word 3 In a new Word document go to the Edit menu and click on Paste A picture of the screen you copied will be displayed 4 Save the document and refer to the screen in the file name ex Batch Management How to apply for a FACT user id E mail your request to Angela Sobers at ASobers Facili
106. k has been accepted with an incorrect TRANSFER DATE whether or not the EXPIRY DATE was correct and you need to postdate the TRANSFER DATE Transmit a flat cancellation TRANSACTION CODE 3 using the incorrect TRANSFER May 1998 Updated January 2006 VII 3 Ontario Risk Sharing Pool Procedures Manual Types of Errors Premiums DATE and the original EXPIRY DATE crediting all premiums Refer to Cancellation of Risks With A Claim if there is a claim e Transmit a rewrite TRANSACTION CODE 9 and use the next consecutive ENTRY NUMBER and the correct TRANSFER and EXPIRY DATES However if the Transmit Date of the corrected transaction needs to be adjusted to reflect the original Transmit Date fax to the Facility Association with your special request Refer to Note above Correction of EXPIRY DATE When a risk has been accepted with an incorrect EXPIRY DATE although the TRANSFER DATE is correct e Transmit a flat cancellation TRANSACTION CODE 3 using the original TRANSFER DATE and the incorrect EXPIRY DATE crediting all premiums Refer to Cancellation Of Risks With A Claim if there is a claim e Transmit a rewrite TRANSACTION CODE 9 using the next consecutive ENTRY NUMBER and the correct TRANSFER and EXPIRY DATES Correction of BRANCH CODE Any subsequent accepted transaction using a new BRANCH CODE automatically changes the Ontario Pool System However if for accounting purposes or other reasons you wish to corre
107. l Correcting Errors Premiums Claims To Delete Error Batch e Select ERRORS check box e Select the BATCH you wish to delete e Select the DELETE button e The system will ask if you are sure e Response of Y will cause the file to be deleted May 1998 VI 3 VII TYPES OF ERRORS PREMIUMS For a listing of Error Codes please see Appendix P 2 The error messages will reflect edit error conditions on your rejected risk premium transactions when you view the Premium Transaction Screen in Correct The short bold message is initially displayed with an option to access the larger more detailed description of data required some with tips as to the probable cause of the error These messages are the same as those shown in Appendix P 2 A Error Corrections The Facility Association Plan of Operation Operating Principles contains the following compliance requirements for error remediation A INITIAL PROCEDURE Where a member is identified by the Association management as having a significantly higher than average error rate on an ongoing basis with respect to the submission of claims and or premiums to the RSP the following steps will be taken Step 1 A letter will be sent by the Association to the President of the member outlining the edit listings with the errors providing a contact name and number at the Association for assistance and giving the member sixty days to correct the errors or submit an action plan
108. ment Structure The Risk Sharing Pool is administered under the umbrella of the Facility Association which in turn is monitored by insurance regulators in eight jurisdictions in Canada The Pool is implemented only in Ontario and the Ontario Insurance Commission monitors its operation with interest The Board of Directors of the Facility Association is composed of 10 Chief Executive Officers representing insurance companies licensed to write automobile insurance in Canada and three brokers representing the interest of brokers in three geographic areas Alberta and the Territories Ontario and the Atlantic provinces Company representatives are selected from both Servicing and Non Servicing Carriers and from direct writers as well as from companies that write business only through brokers The Board administers the activities of the Facility Association through a management team and the designation of committees each of which has a chair and includes representatives of member companies and broker associations with knowledge particular to the purpose of the committee Committees may establish sub committees to deal with specific technical or detailed issues May 1998 ee Updated April 2006 Il COMMUNICATION WITH RISK SHARING POOL A Distribution of Manuals The Facility Association strongly recommends the designation of a Pool Project Manager within your organization FA maintains for the Risk Sharing Pool a Mailing List of the Project Mana
109. mportant 1 Where it is determined that a member has committed wilful misconduct the Sunset Clause does not apply 2 The Sunset Clause does not apply to claims Risks with claims Any risk that has a claim any type after it has been transferred to the RSP must remain in the RSP until the next renewal date unless cancelled by the insured This does not apply under the following circumstances 1 Where you are instructed by rule or during an investigation to remove a risk 2 When the vehicle changes to an ineligible type of vehicle e g commercial or recreational vehicle Effective May 1998 Revised effective June 1 2008 20 Ontario Risk Sharing Pool Procedures Manual Eligibility FAILURE TO COMPLY If it is determined that a risk submitted to the RSP did not meet the criteria for submission in that a MVR was not ordered at all or was not ordered within the appropriate time frame or b Prior experience report was not ordered at all or was not ordered within the appropriate time frame or c The appropriate supporting documentation was not retained for inspection the member will be required to obtain the appropriate reports or submit the appropriate documentation If it is determined then that the risk was not eligible for transfer at the date of transfer the risk and any claims must be removed from the RSP as of the transfer date along with associated premiums Otherwise it may remain in the RSP subject to such additional fees
110. mum of 7 characters and must contain a combination of alpha and numeric characters Click Remember My ID for User ID to be saved Change Password If you would like to change your password you will need your User ID and Password e Click Change Password On first pop up screen Enter your User ID again for validation purposes Enter your current Password Enter your new Password and enter new Password again to verify Click Submit to proceed You will be returned to the main Login screen to login with your new password Page 7 of 24 FACT MANUAL PROVINCE SELECTION AIl Users Selecting the appropriate province The FACT application allows users with appropriate user authority to access one or more provinces Users will be presented with the Change Province screen once they have successfully logged in Figure A F G L l T of Welcome Daniel Lantos SSOCIATIO id on ix Change Province Batch Management View Batches Administration TransmitOnly Province Province Select Province to continue Alberta x Alberta New Brunswick Ontario ee Help Log Out Select province to access 2004 Facility Association Al rights reserved Done BB Local intranet Us SELECT PROVINCE To select the province click the pull down menu to display provincial options Select the province and click CONTINUE Users have the ability to change provinces within a session without logg
111. n 90 days prior to transfer effective date If no prior experience report is on file and fully documented a new report must be ordered within 15 days of transfer effective date Additional Vehicles transmitted within 15 days of endorsement effective Endorsement effective date See next page amp For drivers newly added with the additional vehicle MVR is acceptable if ordered within 90 For drivers newly added with the additional vehicle prior experience report is acceptable if ordered within date Code A refer to Sect VI days prior to transfer effective 90 days prior to transfer effective date Risks Prem date Otherwise it must be ordered Otherwise it must be ordered within 15 within 15 days of transfer days of transfer effective date Additional Vehicles One day after effective date transmitted beyond 15 days transmittal date of endorsement effective See next page date Code D and refer to Sect VI Risks Prem Mid Term other than late See next page See above for newly added If no prior experience report is on file transmitted business per Code B C and D above Code D amp refer to Sect VI Risks Prem drivers and fully documented a new report must be ordered within 15 days of transfer effective date Mid term transmittal of class 05 or 06 driver where vehicle is already in RSP Code E Transmit at same time as vehicle within 15 days of addition date Code A
112. n or before inception date B inception date Removal of vehicle from the RSP and retained on the insurer s book 3 1 day after transmittal Removal of vehicle from the RSP in conjunction with an endorsement 3 end t effective date Renewal transmitted after renewal effective date D 1 day after transmittal Renewal transmitted on or before renewal effective date B renewal effective date Renewal transmitted on or before renewal effective date when current term is C renewal effective date in the RSP Effective May 1998 Revised effective June 1 2008 Ontario Risk Sharing Pool Procedures Manual Eligibility Further Explanation 1 New business to an insurer regardless of where previously written regular market Risk Sharing Pool or Facility Association must be transmitted to the Risk Sharing Pool using TRANSACTION CODE A or D 2 Eligibility for transfer is determined according to your filed underwriting rules in effect at the following times a New business original policy inception date b Endorsements material change to risk e g addition of vehicle endorsement effective date c Endorsements no material change to risk e g correction of vehicle description original policy inception date or the renewal transfer date as appropriate Once validly transferred into the RSP subsequent changes which would change the risk s eligibility status mid term will not require that the risk be removed from the RSP unless the member
113. nd or VEHICLE NUMBER crediting all premiums e Transmit using the correct COMPANY NUMBER POLICY NUMBER and VEHICLE NUMBER a transaction using ENTRY NUMBER 01 and the original TRANSACTION CODE A B C D or E that was used when previously accepted e Transmit both transactions at the same time in a special batch two batches if the COMPANY NUMBER is changed However if the Transmit Date of the corrected transaction needs to be adjusted to reflect the original Transmit Date please refer to Item C Special Handling Correction of TRANSFER DATE Backdating When a risk has been accepted with an incorrect TRANSFER DATE whether or not the EXPIRY DATE was correct and you need to backdate the TRANSFER DATE to effect the correction Transmit a flat cancellation TRANSACTION CODE 3 using the incorrect TRANSFER DATE and the original EXPIRY DATE crediting all premiums Refer to Cancellation Of Risks With a Claim Section VI if there is a claim Transmit a transaction with the correct TRANSFER and EXPIRY DATES showing entry number 01 and the same TRANSACTION CODE A B C D or E used an original transaction This entry must be transmitted in a batch mailed at least 7 days after the batch containing the cancellation However if the Transmit Date of the corrected transaction needs to be adjusted to reflect the original Transmit Date please refer to Item C Special Handling Correction of TRANSFER DATE Postdating When a ris
114. ng BRANCH CODE refer to Claims Edit Listing in Section VII 1 e Claims Bordereau for the corresponding BRANCH CODE refer to Claims Bordereau in Section VII 2 e Open Claims Listing for the corresponding BRANCH CODE refer to Open Claims Listing in Section VII 3 In the event you have not chosen to receive Branch Reports your Project Manager receives these reports Your Project Manager also receives the following reports e Transfer Limit Report refer to Section VII 1 e Operational Report refer to Appendix 1 Part II 2A e Management Information Report refer to Appendix 1 Part II 3A e Year End Reports refer to Appendix 1 Part II 4A D Questions on Interpretation of Bulletins amp Manuals Staff at the Facility Association are willing and eager to assist you in establishing the smooth operation of the Risk Sharing Pool Please write to them according to their area of expertise President and CEO Vice President Operations Vice President Underwriting amp Technical Services Vice President and CFO of Finance E Questions on the Transference of Risks or Claims With respect to the transfer of data batches errors or Edit Listings and Bordereau please write e mail or fax any further questions to the Vice President Operations at the Facility Association as described in A May 1998 IT 2 Updated October 2005 Ontario Risk Sharing Pool Procedures Manual Communication F Questions on Reports
115. nsibility e to determine the cause of the error and e transmit correcting entries if necessary An out of balance condition may be caused by e incorrect totals recorded on the Trailer Record no action is required e incorrect accepted premium amount under any coverages a correction must be transmitted to the Ontario Pool System e transaction s not entered onto a Premium Transaction Screen or not transmitted to the Ontario Pool System If the original Transmit Date Postmark Date is required prior to transmitting the transaction and within 30 days of the date of the Edit Listing fax a special request to the Facility Association with the following information e Original BATCH CODE and ENTRY MONTH YEAR and Transmit Date Postmark Date e New BATCH CODE and ENTRY MONTH YEAR e COMPANY NUMBER and BRANCH CODE e POLICY NUMBER and TRANSFER DATE 7 Incorrect Dispatch Date Fax to the Facility Association immediately if a Premium Edit Listing indicates an incorrect May 1998 Updated January 2006 VII 14 Ontario Risk Sharing Pool Procedures Manual Types of Errors Premiums Transmit Date Postmark Date 8 Definitions Most of the definitions for the data on this report are identified on the Definitions of Premium Transfer Fields as listed in Section VI A The following are the exceptions Late filled with 2 asterisks when the Transmit Date Postmark Date does not meet the requirements of the Ontario Risk Sharing Pool
116. nual Eligibility 2 MOTOR VEHICLE REPORTS MVR continued a Permanent Ontario Licence MVR must be ordered in accordance with the schedule shown on the next page b Permanent Licence from another Canadian jurisdiction MVR must be ordered from that jurisdiction if possible or there must be shown evidence of a request to the broker or insured to directly obtain an MVR from that jurisdiction and submit it immediately c Permanent Licence from jurisdiction outside Canada or an International Licence File must be marked for abeyance and an MVR ordered as soon as a permanent licence is obtained d Temporary Licence File must be marked for abeyance to obtain the permanent licence number and an MVR must be ordered as soon as a permanent licence is obtained e Permanent Licence from any other jurisdiction and Ontario Temporary Licence Follow the procedure for Temporary Licence d above f G1 licence File must be marked for abeyance and an MVR ordered as soon as a G2 licence is obtained g G2 licence Follow the procedure for Permanent Ontario Licence a above h Ontario driver s licence not on insurer s file File must be marked for abeyance to obtain the permanent licence number and an MVR must be ordered in accordance with the schedule outlined on the next page s In the case of d e or f above if the licence status of the driver remains the same on the subsequent renewal continue to
117. o digits right end justified Errors Any error detected causes a rejection indicated by an error message Updated January 2006 VIII 4 Updated October 2007 Ontario Risk Sharing Pool Procedures Manual Types of Errors Claims 6 May 1998 Date and Amounts Ifa date or amount is non numeric the characters recorded are overwritten with for amounts and 0 s for dates Listing Totals Batch Totals At the end of each batch the following totals are printed e Total Rejected for the batch e Total Accepted for the batch e Batch Actual Total as calculated by the Ontario Pool System e Batch Control Total as transmitted by you If the Batch Actual Total and the Batch Control Total amounts are not identical a further line is printed to identify a Batch out of balance condition Branch Totals On the last page for each branch the amount accepted in this current Claim Edit Listing is printed by ENTRY MONTH YEAR and in total This is followed by the amount accepted to date for the current month Member Totals For each Member the Claim Transactions for all BRANCH CODES are again summarized in a manner similar to that described above Furthermore a summation of the number of transactions processed for all branches in this current Claim Edit Listing and their related amounts is provided as follows with appropriate percentages e entries with a decrease in reserve accepted e entries with a decrease in reserve r
118. of Use je Operator Age fo brs Lic Joo N i Chargeble Moc fO So TOA T13 ehicle Number 02 Occasional Driver Transaction Mass Merch Coverage Driving Record imit Premium fever E Je oo0178 PD 1 00001 5 DCPD veaji 0 000207 fe Coll AP J J CompisP J oooo0 OEF45 e frota 000409 Incr Weekly Income fo Incr Death Funeral fo Inor Med Rehifiten Care J Al fo Indexation J Other non SABs Jo WIP Add Transfer Transfer To z Refresh Delete Cancel E text Underins Motorist UA Previous Record 1 o Figure 5 Use to select an open batch to transfer transaction Page 16 of 24 FACT MANUAL CLAIM BATCH The CLAIM batch input screen allows user to enter and view claim transactions Figure 6 OB d Q4R0S3 8 5984 File Edit View Favorites Tools Help FACILITY Welcome Jim Tsang oa Help Log Out ChangeProvince Batch Management View Batches Administration Claim Ontario Correct Batch ia company pa Entry Date fooos0s Branch Policy 10 osne Mehicle Number b Claim No 0002604873 ate of Loss YYYYMMDD f2oo41227 Coverage Code eooo kina of Loss mooo Paid Loss Amount ooon I Occasional Driver Paid Expense Amount Reserve Amount f oooo1 20 Irransaction Code 2 Expens
119. of convictions licence suspensions class and status of driver s licence NOTE If a search date is documented there is no need to document the corresponding order date GENERAL To coincide with the Sunset Clause members must maintain a record of their documentation whether hard copy or electronic memo for at least two years and 90 days following transfer date It is suggested that members use a 3 year time frame Effective May 1998 Revised effective June 1 2008 Il Ontario Risk Sharing Pool Procedures Manual Eligibility SUBSEQUENT INFORMATION 1 NEW BUSINESS A Within 60 days of the policy effective date and subsequent to the transfer of a risk to the RSP the member receives information of a situation that existed prior to the policy effective date that affects the initial classification rating of the risk such as an undisclosed use of the vehicle or undisclosed prior claims convictions a If the information does not make the risk ineligible for transfer the risk may remain in the RSP provided that the member amends the premium appropriately and reports the premium and or statistical information to the RSP b If the risk is no longer eligible for the RSP and the member is not retaining the risk the member must remove the risk from the RSP effective no later than 21 days from the date the information was received by the member c If the risk is no longer eligible for the RSP and the member is retaining the risk
120. on using System using System Web Services Protocols using System ComponentModel using System Web Services lt cemarks gt System Diagnostics DebuggerStepThroughAttribute System ComponentModel DesignerCategoryAttribute code System Web Services WebServiceBindingAttribute Name UploadServiceSoap Namespace http facilityassociation com public class UploadService System Web Services Protocols SoapHttpClientProtocol lt cemarks gt public UploadService this Url http localhost Fa Fact WebServices uploadservice asmx lt remarks gt System Web Services Protocols SoapDocumentMethodAttribute http facility association com UploadFileWebService RequestNamespace http facilityassociation com ResponseNamespace http facilityassociation com Use System Web Services Description SoapBindingUse Literal ParameterStyle System Web Services Protocols SoapParameterStyle Wrapped public int UploadFileWebService string loginName string password string province System Xml Serialization XmlElementAttribute DataType base64Binary System Byte fileContent object results this Invoke UploadFileWebService new object loginName password province fileContent return int results 0 16 FACT Web Service Guide July 05 FACT Application Web Services Guide Facility Association lt cemarks gt
121. or TEST Date Initials L Transmission amp Correction L Administrator L Co ordinator OR FACT Web Service Access required for Date Initials L TEST FACT Web Service L PRODUCTION FACT Web Service A Transmission amp Correction User will be able to enter transmit and correct transactions An Administrator User will be able to view and revive previously transmitted batches A Co ordinator User can only transmit a file kk FACT Web Service ID is used only for automated submission of files Web Service ID can not be combined or requested with other FACT user access roles on the same request form Please reference the Risk Sharing Pool Operational Manual for further details regarding the user types Specify the IBC Reporting Company Numbers within a Province for which the user will have access Province IBC Reporting Company Number Province IBC Reporting Company Number Province IBC Reporting Company Number Branch Information IBC Reporting Company Number Branch Code IBC Reporting Company Number Branch Code IBC Reporting Company Number Branch Code IBC Reporting Company Number Branch Code IBC Reporting Company Number Branch Code Note FACT requires companies to assign at least one branch code for each company number Branch codes must be two characters Alpha Numeric no spec
122. ors number of error transactions on the batch Premium total for premiums on a premium batch Claim total of paid loss amount on claim batch Expenses total dollar amount of expenses on a claim batch Reserve Total dollar amount of reserves on a claim batch Sort The display can be sorted by clicking on any title for the above listed columns Click once to sort ascending and twice to sort descending Display Transactions To open a batch click on the Batch Number link Users will be brought to the first transaction in the file Premium transaction or Claim transaction depending on the Kind All transactions saved WIP Work In Progress and error will be displayed in order as stored in the batch Display Transaction WIP To display only the transactions in the batch that have a status of WIP the user must click the WIP checkbox When the batch is displayed only the WIP transaction on the batch will be displayed in order as stored in the batch Display Transaction Errors To display only the transactions in the batch that have a status of Error the user must click the Errors checkbox When the batch is displayed only the Error transaction on the batch will be displayed in order as stored in the batch Display Transaction WIP and Errors To display the transactions in the batch that have a status of either WIP or Error the user must click the both the WIP and Errors checkbox When the batch is displayed the WIP and Erro
123. quent transfer must be transmitted for each subsequent transfer term Changes Cancellations Reinstatements of Transfers CORRECTIONS OF INITIAL CLASSIFICATION OR RATING Corrections of data in the Pool System are permitted whenever appropriate If subsequent to the transfer of a risk to the Pool you receive information that affects the initial classification and or rating of the risk such as an undisclosed use of the vehicle or undisclosed prior claims and or convictions and you choose not to cancel the insurance for non disclosure If the information does not affect the risk s eligibility for transfer to the Pool the risk may remain transferred to the Pool provided that you amend the premium appropriately however if you receive the information later than sixty days after the Policy Effective Date you may permit the premium to remain unchanged until the EXPIRY DATE If the eligibility requirement is no longer satisfied you must cancel the transfer effective within 21 days of the date on which the information came to your knowledge and claim a refund of the transferred premium on a pro rata basis except that if you received the information after sixty days after the Policy Effective Date you may permit the transfer to remain until the EXPIRY DATE EXTENDING COVERAGE This includes adding collision all perils comprehensive specified perils extending accident benefits increasing limit decreasing deductibles When adding or
124. r transactions on the batch will be displayed in order as stored in the batch Page 12 of 24 FACT MANUAL Print Error transactions A Print button is displayed for any batch with error records When the user clicks the Print button the error transactions contained on a batch are printed See a sample format of the report in sections Error Report Sample Delete To delete a batch click the Delete command button A warning message will appear indicating that the user is about to delete the batch Note e Deleting an Open batch which still contains transactions will cause the batch to be listed on the View Batches screen and Administration screen with a status of D for deleted e Deleting an Open batch which does not contain transactions will be physically removed and will not appear on the View Batches screen or the Administration screen e Deleted Error batches will be physically removed and will not appear on the View Batches screen or the Administration screen and therefore this Error batch will not be recoverable The transactions in an Error batch do not have to be deleted or transferred prior to a delete of the Error batch Transmit When the user has completed entering the transactions in the batch and is ready to transmit the batch to the POOL the Transmit command button is available The Transmit command button will submit the batch to the POOL and remove the batch from the list on
125. ring Pool Procedures Manual Types of Errors Claims 3 Branch Totals On the last page for each branch the PAID LOSS and EXPENSE transaction are summarized by jurisdiction 4 Member Totals On the total page for each Member all PAID LOSS transaction for all branches are again summarized in a manner similar to that described above In addition the immediate reimbursement S are summarized 5 Balance The Paid Loss Bordereau totals balance to the sum of the totals for the current ENTRY MONTH provided on Claims Edit Listings previously sent to you or to the to date totals for the current ENTRY MONTH provided on the last Claims Edit Listing sent to you 6 Data Definitions Most of the definitions for the data on this report are identical to the Definitions of Claim Transfer Fields as listed in Appendix C 1 or the Definitions of Premium Transfer Fields as listed in Section Appendix P 1 The following are not listed there Special an S in this field indicates that an immediate reimbursement of a PAID LOSS AMOUNT or an EXPENSE AMOUNT has been requested and processed These amounts are totalled and subtracted from Total Net Balance Transfer Percentage indicates the percentage of transfer cession on this transaction is either 85 or 100 Open Claims Listing The Ontario Pool System produces and sends to you an Open Claim Listing at the close of each month 5th business day of the next calendar month This report has been de
126. s include electronic reports letters or telephone calls at the option of the member on the following basis e New business to insurer including portfolio transfers accepted under new business rules Prior experience must be ordered e Existing business to insurer or an insurer that is part of a group of companies owned and operated by the same company where the insurer transferring the risk to the RSP can confirm policy and claims information with an associated company as described above Existing business includes portfolio transfers accepted under renewal rules and approved as such by FSCO If the risk has been with the insurer continuously for the previous five 5 or more years no report is required If the risk has been with the insurer for a period for less than five 5 years immediately preceding the current term and a prior experience report has been ordered during that period a new report is not required and a prior experience report has not been ordered during that period a new report is required Existing RSP business to insurer If prior experience was not confirmed when the risk was initially transferred to the RSP or at a previous renewal to the RSP a new report must be ordered now e Change of Risk A new prior insurance report is required on every driver newly added to the policy Effective May 1998 Revised effective June 1 2008 5 Ontario Risk Sharing Pool Procedures Manual Eligibil
127. signed e to assist you in determining all claims that are outstanding e to verify that reserve transactions you intended to transfer to the Ontario Pool were in fact accepted by the Ontario Pool System The Open Claims Listing shows an entry for each CLAIM NUMBER COVERAGE KIND OF LOSS unique combinations which has been accepted by the Ontario Pool System and has not been closed Each entry also shows the accompanying PAID LOSS AMOUNT and EXPENSE AMOUNT as well as the cumulative position of all RESERVE change AMOUNTS A CLAIM NUMBER COVERAGE KIND OF LOSS is considered to be closed only when the last transaction accepted was transmitted with TRANSACTION CODE 3 after which it will no longer appear on the Open Claims Listing May 1998 Updated January 2006 VIII 7 Updated October 2007 Ontario Risk Sharing Pool Procedures Manual Types of Errors Claims l Branch Code Listing If you wish Open Claims Listings to be produced for each branch write a fax to the Facility Association with your request The Ontario Pool System can then produce a separate Branch Listing provided you transmit a BRANCH CODE If you used only 1 BRANCH CODE only 1 Listing is produced CLAIM NUMBER COVERAGE KIND OF LOSS combinations are shown on the Listing under the BRANCH CODE on the last accepted claim transaction When a new BRANCH CODE is received and is different from the BRANCH CODE previously accepted full claim history is reversed from the previous BRANCH
128. st When coverages are reinstated proceed as above If you are refunding the premium at the termination of the suspension you do not need to transmit anything at the time of the END 16 At the time you add the END No 17 transmit a TRANSACTION CODE 9 for the TRANSFER DATE use the effective date of the suspension of coverage the END No 16 for EXPIRY DATE use the effective date of the reinstatement of coverages Note If the suspension spanned two risk terms you will have to transmit two May 1998 V 9 Updated April 2006 Ontario Risk Sharing Pool Procedures Manual Risks Premiums transactions one covering the period from suspension TRANSFER DATE to the renewal date EXPIRY DATE and the other covering the period from the renewal TRANSFER DATE to the reinstatement EXPIRY DATE SPECIAL PROCESSING Change of TYPE OF USE Involving Class 05 or 06 Driver If you need to change a risk from TYPE OF USE 10 11 12 or 13 to 01 02 03 or 07 with a class 05 or 06 driver Transmit a change of AGE TYPE OF USE TRANSACTION CODE 9 on 01 02 03 or 07 Transmit a TRANSACTION CODE E ENTRY NUMBER 01 to add the class 05 or 06 driver Similarly when you need to delete a class 05 or 06 driver and change the risk from class 01 02 03 or 07 to class 10 11 12 or 13 Transmit a TRANSACTION CODE 3 to cancel the class 05 or 06 driver Transmit a change of AGE TYPE OF USE for the principal operator TRANSACTION CODE 9 to
129. tch file of transactions through the FACT user interface or data can be submitted by web service All validation rules applied will be the same whether data is entered manually or sent through a file The following will describe the input and output for the web services so that external program will be able to utilize the service FACT Web Service Guide July 05 FACT Application Web Services Guide Facility Association Web Services Setup Process Step 1 Company Technical Evaluation A company interested in the submission of RSP data through Web Service should first evaluate their internal capability to submit data in this method Evaluation process should be conducted by the company technical development staff To support their evaluation they should use this document Any technical support questions regarding the Web Service submission setup should be directed to IBC helpdesk at helpdesk ibc ca Helpdesk will log the request and forward the question to the technical support staff Any business related questions should be directed to Facility Association Step 2 Obtaining the User ID In order to submit data via the FACT automated submission a company requires a FACT Web Services User ID The user id can be obtained by completing the FA Correction and Transmission FACT User ID request form and the Information and System Security Statement Both forms are available from and must be submitted to FA In the User Access required for se
130. te Kind Records WIP Errors Premium Claim Expense Reserve Status ON 337 346 20 200505 P 95 40880 0 0 0 A ON 338 346 20 200505 P 5 362 0 0 0 A ON 340 346 20 200505 P 92 43487 0 0 0 A ON 341 346 20 200505 P 9 205 0 0 0 A ON 344 346 20 200505 P 78 32921 0 0 0 A ON 345 346 20 200505 P 1 1105 0 0 0 A ON 348 346 20 200505 P 108 43508 0 0 0 A ON 349 346 20 200505 P 4 11 0 0 0 A ON 353 346 20 200505 P 49 17415 0 0 0 A ON 354 346 20 200505 P 206 0 0 0 A 2004 Facility Association Al rights reserved a egy internet Astart A A e o linbo Bont e micro marse uinav Arac EFA si Desktop gt ojad GRDA 10 48 am The company list pull down menu displays the companies the user has been granted access to The company results are displayed at the bottom of the screen The results shown at the bottom of the screen display the status of any batch excluding current open and error batches handled by the user in the last 90 days After 90 days the batch is removed from the list The batch can have a status of e T for Transmit where a batch has been transmitted to the POOL but the weekly process has not yet processed the batch against the database e A for Archived where a transmitted batch has been processed against the database e D for Deleted where a user has deleted a batch Page 20 of 24 FACT MANUAL ADMINISTRATION Administrator The administration scr
131. th production submissions FACT Web Services user will not be able to access the FACT application in the manner as other FACT users who submit data manually If FACT Web Services user id is used in a manual log on attempt the user will be presented with the message screen stating Application is not available The production user id password and URL link are all different from the test information and will be provided to the company once testing has been successfully completed The password change procedure should be completed for both test user id and production user id and the reset passwords should then be used in the web services code A single completed FACT User ID request form is sufficient for both test and production setups if Production User Access and Test User Access areas are marked on the form A single FACT Web Services user id can be utilized to submit data for Alberta New Brunswick or Ontario risk sharing pools Within the submitted file input parameter code it will be identified for which province the data is being submitted Mixing of data from different provinces into one file is not allowed FACT Web Service Guide July 05 FACT Application Web Services Guide Facility Association FACT Web Service for File Upload This web service will transfer a text file to IBC FA server and invoke a preliminary check on the file record The first 15 bytes are the key to identify an individual record Its purpose is to maint
132. the member must remove the risk from the RSP back to the date the information was received by the member B After 60 days from the policy effective date and subsequent to the transfer of a risk to the RSP the member receives information of a situation that existed prior to the policy effective date that affects the initial classification rating of the risk such as an undisclosed use of the vehicle or undisclosed prior claims convictions a Where the policy is not being cancelled or the coverage premium changed the risk may remain in the RSP at the original premium and coverage AND b On the expiry of the policy term the risk must be re assessed for eligibility Effective May 1998 Revised effective June 1 2008 12 Ontario Risk Sharing Pool Procedures Manual Eligibility 2 RENEWALS AND PORTFOLIO TRANSFERS Eligibility for transfer to the RSP is determined at the date the renewal portfolio transfer is processed and transmitted to the RSP A If there is a change in the risk e g change in principal operator after the renewal has been released and before the renewal effective date a If the information does not make the risk ineligible for transfer the risk may remain in the RSP provided that the member amends the premium appropriately and reports the premium and or statistical information to the RSP b If the risk is no longer eligible for the RSP and the member is not retaining the risk the member must remove the r
133. this page Page 13 of 24 FACT MANUAL PREMIUM BATCH The premium batch input screen allows user to enter and view premium transactions Users can toggle between fields using the tab key Some fields will limit the input such as no Alpha characters in amount fields The field and field relationship edit check is done when the user attempts to save the transaction All transactions saved WIP errors are available for updating Figure 4 OA aa ES 8 S484 Fie Edt View Favorites Tools Help F G LITY Welcome Jim Tsang SSOCIATIO E f z Help Log Out ChangeProvince Batch Management View Batches Administration a Premium E Ontario Add Batch 021 Company po Entry Date 200505 Branch Co Policy ID gency Code a Transfer Date YYYYMMDD a j fexpiry Date YYYYMMDD meal Chargeble Aco Minor Conviction wajor Conviction rim Conviction Ce ehicte Number zz Occasional Driver F entry Territory E Type of Business Type of Use Operator Age a frs Lic Transaction Mass Merch _ Coverage Coverage Driving Record imit Premium frere J J J Po J J DCPD J ved J pe J J J oiae i J i J CompisP J J Underins Motorist J EFAS J J Total J Benefits Incr Weekly Income Incr Death Funeral J Inor Med Rehiitten Care J ellie Indexation J Other non SABs J WIP
134. ts to correct the error no additional days are allowed If the errors are not corrected within 30 days the transfer is rejected entirely and the risk must be transmitted with a new Postmark Date and a new TRANSFER DATE Sequence and Content of the Premium Edit Listing 1 Branch Code Edit Listings If you have notified the Operations Manager at the Facility Association of your BRANCH CODES and their location the Ontario Pool System produces separate branch Edit Listings provided that a BRANCH CODE was transmitted If you have used only one BRANCH CODE only one Edit Listing is produced 2 Branch Code Entry Month Year Sequence The batches on the Edit Listing appear in BATCH CODE sequence by ENTRY MONTH DATE At the beginning of each batch the ENTRY MONTH YEAR and the Transmittal Date Postmark Date of the transmission is printed This information applies to all transactions in the batch Each transaction on the Premium Edit Listing records data received by the Ontario Pool System or if the data is not received on the current transaction the fields are printed with data previously accepted by the Ontario Pool System In addition in the case of accepted transactions the Transferred Amount the Allowance Amount and the Net Balance are calculated by the Ontario May 1998 Updated January 2006 VII 11 Ontario Risk Sharing Pool Procedures Manual Types of Errors Premiums Pool System 3 List of Transactions Whether accepted or reje
135. tyAssoc com or call 416 863 1750 or Toll Free 1 800 268 9572 Page 24 of 24 Facility Association Correction and Transmission FACT Guide for Data Submission via Web Service Technical Documentation July 2005 FACT Application Web Services Guide Facility Association Table of Contents PURPOSE cs cosa ecsses sels caatadetn suc ee sadecses a a E E E a E aaiae 3 BACKGROUND 00 aia atin anuouuniinnatl a nection enart Noe 3 WEB SERVICES SETUP PROCESS mornin an riae S a aieeaa e ia EEEa aikoa 4 FACT WEB SERVICE FOR FILE UPLOAD essesssoesoessesooesoessesoosscessessoseocesessoseocesessossocesessossose 7 SAMPLE FACT WEB SERVICE CLIENT CODE sessessessooesoessesoosscsssessossocesessossocesessossoossessssse 8 FACT Web Service Guide July 05 FACT Application Web Services Guide Facility Association Purpose This document provides an overview of the setup process for the automated data submission through the FACT application In addition it defines technical details for utilizing the web service function by describing the functionality and details how to connect to the web services at design time It also contains a code sample for external user can to create testing programs Background Facility Association Alberta New Brunswick and Ontario Risk Sharing Pools data collection tool FACT includes 3 different methods for an insurer to submit data The insurance company user can enter data by typing in a single transaction submit a ba
136. us is on the member to substantiate any such error as being clerical in nature III Incorrect Classification Rating Any deviation from the filed classification rules and or rates which does not result from I system application or II proven data entry mistakes is considered an incorrect classification and or rate and makes the risk ineligible for transfer Note A risk considered by a member to be part of a portfolio transfer arrangement that has been assessed a claim forgiveness rating and or renewal discount will not be considered to have been incorrectly classified rated as long as the member has received approval to apply a renewal claim forgiveness programme and or renewal discount by FSCO In the event of an investigation or audit evidence confirming that the risk is part of a portfolio arrangement will be required from the member Effective May 1998 Revised effective June 1 2008 4 Ontario Risk Sharing Pool Procedures Manual Eligibility 7 YOU HAVE ORDERED PRIOR EXPERIENCE REPORTS AND MOTOR VEHICLE REPORTS MVR Report Ordering Frequency and Criteria Table is located immediately after the details on MVR ordering 1 PRIOR EXPERIENCE REPORTS A report must be ordered on all risks even those claiming to have never been insured or licensed before or coming from outside the province or country If you order experience on the named insured the principal operator and any other driver you have met the requirement Format
137. weekly monthly quarterly and yearly basis for distribution to insurers Reference this manual for further details regarding these reports May 1998 IV 1 Updated October 2005 B Figure IV 1 demonstrates the flow of information Ontario Risk Sharing Pool Process FACT WEB DAILY UPDATE MASTER Insurer lt 4 gt WEEKLY REPORTS ee MASTER _ ACCOUNTING gt FA May 1998 Updated October 2005 IV 2 ACILITY SSOCIATION ORRETION amp RANSMISSION ONTARIO FACT USER MANUAL Version 1 0 June 2005 FACT MANUAL TOC How To Quick Reference saremo e cess stevia nti sece go uk cata E e aa eatin en ESNE 3 BROWSER COMPATABILITY AND APPLICATION AVAILABILITY 0 cccccccccccesssecessceeseeceseeeeseees 5 ACCESS AND LOGIN A SEE be thn coe aabg ENE 6 PROVINCE SELECTION teigsced ose cs tet si saiass se escesheoeasn Ga se5 eens ison ac Sages AEST SOL aes 8 SCREEN FUNCTIONALITY Transmission and Correction USers ccccccssccssssesseceseceeeecessceseecsneeeeseeenes 9 PREMIUMEBAWGCE E eae eset pease a A SOR Lyons Fae ee 14 CCAM PA TCE 202s cos ccbact a coh cous ve Ea aes os AE 17 VIEW BATCHES Transmission and Correction USers cccccssccssscescecssecesececseceeececsseceseeecsseseeeeecsseeeses 20 ADMINISTRATION Adiministrator ccccccsscccssceessecessceesseceseceesecsseeecsaeseeseecaeceeeeecsaesseseecsaeseeseeesaee
138. wing steps will be taken Step 1 A letter will be sent by the Association to the President of the member outlining the edit listings with the errors providing a contact name and number at the Association for assistance and giving the member sixty days to correct the errors or submit an action plan for consideration Step 2 If after the sixty days no significant improvement is noted by the Association and no action plan has been submitted to the Association a second letter will be sent to the President of the member stating that if no significant improvement is noted within a further sixty days the member may no longer be entitled to cede risks to the RSP B EXCLUSION FROM USE OF RSP 14 01 2008 May 1995 1 If after the sixty day period referred to in Step 2 no significant improvement has been observed the Board shall be so advised and may by resolution decide that the member shall no longer be authorized to cede risks to the RSP and that all transactions with errors are to be removed from the RSP immediately and returned to the member 2 Ifthe Board decides that the member shall no longer be authorized to cede risks to the RSP the President of the member shall be advised of such decision in writing forthwith and of the transactions being returned to the member 3 A Member that has been so advised may apply subsequently to the Board to be reinstated and the Board may approve such reinstatement upon such terms and condit
139. within 15 A end t effective date days of the endorsement effective date Addition of Class 05 06 when vehicle is already in the RSP E end t effective date Addition of coverage when vehicle is already in the RSP D end t effective date Addition of driver when vehicle is already in the RSP and new driver s D end t effective date premium is included in vehicle class premium Addition of new driver and vehicle on the same date transmitted beyond 15 D 1 day after transmittal days of the endorsement effective date Addition of new driver and vehicle on the same date transmitted within 15 A end t effective date days of the endorsement effective date Addition of vehicle transmitted beyond 15 days of the endorsement effective D 1 day after transmittal date Addition of vehicle transmitted within 15 days of the endorsement effective A end t effective date date Cancellation of policy 3 cancellation effective date Change of existing coverage e g limits or deductibles when vehicle is already D end t effective date in the RSP Deletion of coverage 3 end t effective date Deletion of vehicle 3 end t effective date Mid term transmittal of vehicle no endorsement involved D 1 day after transmittal New business transmitted to the RSP beyond 15 days of inception D 1 day after transmittal New business transmitted to the RSP within 15 days of inception A inception date Portfolio transfer transmitted after inception date D 1 day after transmittal Portfolio transfer transmitted o
140. y use literal gt lt input gt lt output gt lt soap body use literal gt FACT Web Service Guide July 05 12 FACT Application Web Services Guide Facility Association lt output gt lt operation gt lt binding gt lt binding name UploadServiceHttpGet type s0 UploadServiceHttpGet gt lt http binding verb GET gt lt operation name UploadFileWebService gt lt http operation location UploadFileWebService gt lt input gt lt http urlEncoded gt lt input gt lt output gt lt mime mimeXml part Body gt lt output gt lt operation gt lt operation name UploadFile gt lt http operation location UploadFile gt lt input gt lt http urlEncoded gt lt input gt lt output gt lt mime mimeXml part Body gt lt output gt lt operation gt lt binding gt lt binding name UploadServiceHttpPost type s0 UploadServiceHttpPost gt lt http binding verb POST gt lt operation name UploadFileWebService gt lt http operation location UploadFileWebService gt lt input gt lt mime content type application x www form urlencoded gt lt input gt lt output gt lt mime mimeXml part Body gt lt output gt lt operation gt lt operation name UploadFile gt lt http operation location UploadFile gt lt input gt lt mime content type application x www form urlencoded gt lt input gt lt output gt lt mime mimeXml part

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