Conversion Process Guide - COIN: XPLAN Conversion Guide

Conversion Process Guide - COIN: XPLAN Conversion Guide

 

COIN to XPLAN Conversion Guide Overview

This document highlights data and functionality most often of concern to practices converting from Coin to XPLAN, however if there is specific data and/or functionality that is not contained within this document and is of importance to your Practice, please discuss with your IRESS representative prior to your conversion.

It is also important to be aware that IRESS will not undertake data cleansing. Any data errors (i.e. misspellings, client names, date of birth) will be transferred; therefore a practice may wish to ‘clean up’ their data before commencing with the conversion.

 

The Conversion Process

  1. Conversion preparation

During this phase a Transition Consultant will work with you to prepare for the conversion of your data.

 

  1. Obtaining a copy of your data for conversion

         Data must be received by the end of the business day prior to your conversion date.

 

  1. Data Import

IRESS completes the first step to import your data into your new XPLAN site (the destination site). Data imports are done after business hours and the time required to import the data depends on the volume of the data. Your Transition Consultant will keep you informed of the progress.

 

  1. Post-conversion tasks

IRESS completes the import of custom fields, choice value mappings, updating of risk profiles etc. on the next day after the data import completes.

 

  1. Data checking and sign-off

It is your responsibility to review your data in XPLAN after the conversion. You know your data better than anyone else and is best placed to notice any differences between your original data and the data that will reside your new XPLAN site after the conversion.

 

Obtaining a copy of your data for conversion

COIN Data can be provided in two different formats:

  • Full Database – provided as a SQL backup
  • Partial Database – provided as CSV files containing the data extracted from the COIN database 

The best conversion results are achieved when using data provided as a SQL backup. Data extracted into CSV files are usually not as comprehensive as a complete database backup and important data may not be included in the conversion.

 

Standard conversions

Outlined in the following pages are details of the data within COIN that will be converted to XPLAN. It is important that you review this information so you are fully aware of how your COIN data will be converted to XPLAN.

 

Users

All users are converted unless requested to be mapped, contact and address information included.

Figure 1: User list

 

Screen Field Name

XPLAN Field Name

Notes

Surname

entity_last_name

 

First name

entity_first_name

 

 

  

Key Details

Note: The entity type is determined by the entity name.

  • If the Entity has “pty” in its name then it will be converted as a company.
  • If the Entity has “ltd” in its name then it will be converted as a company.
  • If the Entity has “trust” in its name then it will be converted as a trust.
  • If the Entity has “super” in its name then it will be converted as a Superfund.
  • If the Entity has “fund” in its name then it will be converted as a Superfund.
  • Otherwise it is created as an individual entity type.

Note: Clients are not grouped to other entities e.g. SMSF, Trust, Company.

 

Entity: Individuals

Figure 2: Key Details – Main (Individual)

 

Screen Field Name

XPLAN Field Name

Notes

Title

entity_title

 

Surname

entity_last_name

 

First Name

entity_first_name

 

Second Name

entity_middle_name

 

Preferred Name

entity_preferred_name

 

Gender

entity_sex

 

Date of Birth

entity_dob

 

Marital Status

entity_marital_status

 

Tax Resident Status

entity_tax_resident_status

 

Health

entity_health

 

Smoker

entity_smoker

 

Salutation

entity_salutation

 

Address Title

entity_address_title

 

Reference

entity_comment

 

entity_reference_file_number

Comment

entity_comment

 

 

  

Entity: Companies

Figure 3: Key Details – Main (Company)

 

Screen Field Name

XPLAN Field Name

Notes

Company Name

entity_company_name

 

Company Number

entity_company_number

 

Date of Incorporation

entity_dob

Companies.DateBusinessEstablished

Comments

entity_comment

 

 

Entity: Superfund

Figure 4: Key Details – Main (Super Fund) 

 

Screen Field Name

XPLAN Field Name

Notes

Name of Fund

entity_superfund_name

 

ABN

entity_abn

 

Date of Deed

superfund_dod

 

Comments

entity_comment

 

 

Entity: Trusts

Figure 5: Key Details – Main (Trust)

 

Screen Field Name

XPLAN Field Name

Notes

Trust Name

entity_trust_name

 

Trust Number

entity_trust_number

 

ABN

entity_abn

 

Trustees

trustee_lname

 

Comments

entity_comment

 

  

Entity: Prof. Advisers/Referrers

Figure 6: Key Details – Main (Prof. Advisers)

 

Screen Field Name

XPLAN Field Name

Notes

Title

entity_title

 

Surname

entity_last_name

 

First Name

entity_first_name

 

Company

entity_employer

 

Position

entity_jobtitle

 

Type

entity_profadviser_adviser_type

Professional advisers/Referrers

  

Contact

Figure 7: Key Details – Contact

 

Group Field Name

Field Name

XPLAN Field Name

Notes

 

Telephone/Email

Type

Contact_type

Email address type is defaulted to “Other”

Value

Contact_value

 

Preferred

Contact_preferred

 

 

Address

Type

Address_type

 

Address

Address_street

 

Suburb

Address_suburb

 

State

Address_street

 

Postcode

Address_postcode

 

Country

Address_country

 

Preferred

Address_preferred

 

 

Employment

Figure 8: Key Details – Employment

 

Screen Field Name

XPLAN Field Name

 Notes

Occupation

entity_employment_iqm2_occupation

The Occupations list within XPLAN is a predefined listing that aligns with the inbuilt insurance quotation module. When no exact corresponding value is found,   the occupation will be set to “Other” and the Occupation Description field will be populated     by the   source value.

Description

entity_employment_occupation_desc

 

Employment Type

entity_emp_status

 

Start Date

entity_start_date

 

Occupation

entity_occupation

 

Employer

entity_employer

 

Job Title

entity_jobtitle

 

Occupation Type

Entity_emplyment_emp_comment

 

 

Category

Figure 9: Key Details – Category

 

Screen Field Name

XPLAN Field Name

Notes

Adviser

client_adviser

 

Secondary Adviser

client_adviser_secondary

 

Paraplanner

client_adviser_paraplanner

 

Administrator

client_adviser_administrator

 

Insurance Adviser

client_adviser_insurance

 

Investment Adviser

client_adviser_investment

 

Mortgage Adviser

client_adviser_mortage

 

Client Services Manager

client_adviser_service

 

Class

client_category

 

Group Status

client_status

 

  

Estate

Figure 10: Key Details – Estate

 

Group Field Name

Field Name

XPLAN Field Name

Notes

 

Will Exists

entity_will_exists

 

Is Will Current

entity_is_will_current

 

Date of Will

entity_date_of_will

 

Location

entity_will_location

 

Surname

ebeneficiary_lname

 

 

Beneficiary

First Name

ebeneficiary_fname

 

Age of Entitlement

ebeneficiary_ageofentitlement

 

Notes

ebeneficiary_notes

 

Executor of Will

Surname

executor_lname

 

First Name

executor_fname

Notes

executor_notes

Power of Attorney

Type

attorney_type

 

Surname

attorney_lname

First Name

attorney_fname

Notes

attorney_notes

 

 

Dependant

Figure 11: Key Details - Dependant

 

Group Field Name

Field Name

XPLAN Field Name

Notes

Dependant

First Name

Entity_dependant_dep_name

 

Surname

entity_dependent_dep_last_name

 

Relation

dependent_dep_rel

 

Date of Birth

dependent_dep_dob

 

Financial Dependant

dependent_financ_dep

 

Sex

dependent_dep_sex

 

Dependant until Age

dependent_dep_until_age

 

  

Centrelink

Figure 12: Key Details – Centrelink

 

Screen Field Name

XPLAN Field Name

Notes

Centrelink Benefit

entity_centrelink_benefit

 

Centrelink Relationship Number

entity_centrelink_relationship_number

 

Centrelink Notes

entity_centrelink_notes

 

 

 

Risk Profiling

Risk profile values are stored against the entity; as such each client’s asset class values are brought across, however the descriptive title of the profile is only converted by being mapped to the existing profile descriptions on the destination site.

Figure 13: Risk Profiling – Investment

 

 

Screen Field Name

XPLAN Field Name

Notes

Risk Profile

 

Risk profile descriptions are mapped to those on the destination site based on descriptive title

Agreed Asset Allocations

entity_profile_c<1-10>_min

 

entity_profile_c<1-10>_target

entity_profile_c<1-10>_max

Comment

entity_profile_comment

 

 

 

Insurance

Policy

Figure 14: Insurance – Existing – By Policy

 

Screen Field Name

XPLAN Field Name

Notes

Owners

insurance_group_policy_owner

 

Policy Number

insurance_group_policy_number

 

Underwriter

insurance_group_coy

Where matches the options available on the XPLAN site.

Plan Name

insurance_group_plan_name

 

Policy Status

insurance_group_policy_status

If the Coin Policy Status is invalid the XPLAN Policy Status will default to InForce

Premium Frequency

insurance_group_frequency

 

 

Cover

Screen Field Name

XPLAN Field Name

Notes

Life Insured

insurance_life_insured

 

Type

insurance_type

 

Renewal Date

insurance_renewal_date

 

Expiry Date

insurance_expiry_date

 

Issue Status

Insurance_issue_status

 

Benefit Amount

insurance_benefit_amount

 

Benefit Frequency

insurance_benefit_frequency

 

Waiting Period

insurance_waiting_period

 

Sum Insured

insurance_value

 

Base Sum Insured

insurance_base_sum_insured

 

Benefit Status

insurance_benefit_status

 

Instalment Premium

insurance_benefit_premium

 

Cancellation Value

Insurances_CashSurrenderValue

 

 

 

Analysis

Balance Sheet

Figure 15: Analysis – Balance Sheet

 

Group Field Name

Field Name

XPLAN Field Name

Notes

 

 

 

 

 

Assets

Type

asset_type_group

 

Sub-Type

asset_type

 

Description

asset_desc

 

Owner

asset_owner

 

Acquisition Date

asset_acq

 

Cost

asset_cost

 

Current Value

asset_amount

 

 

 

 

 

 

 

Liabilities

Package Name

liability_package_name

 

Type

liability_type_group

 

Sub-Type

liability_type

 

Account/Client Number

liability_account_client-number

 

Institution

liability_inst

 

Owners

Liability owner

 

Outstanding Balance

liability_amount

 

Valuation Date

liability_valuation_date

 

Interest rate p.a

liability_rate

 

Repayment Amount

liability_repayment

 

Repayment Frequency

Liability_frequency

 

Repayment Type

liability_repayment_type

 

Comment

liability_comment

 

 

Admin

Tasks

All tasks that are set to a client are converted.

Figure 16: Admin – Tasks

 

Screen Field Name

XPLAN Field Name

Notes

Category

Task_taskkind

 

Subject

Task_subject

 

Status

Task_status

 

Assigned To

Task_ assigned_to

 

Assigned By

Task_ assigned_by

 

Due Date

Task_ duedate

 

Created date

Task_startdate

 

Description

Task_description

 

 

Notes

All file notes and their attachments are converted. Documents stored under the Document List tab are converted to file notes in XPLAN.

Figure 17: Admin – Notes

 

Screen Field Name

XPLAN Field Name

Notes

Category

entity_note_type

 

Subject

entity_Note_subject

 

Date

entity_note_date

 

Comment

entity_note_data

 

 

FSG

Figure 18: Admin – FSG

 

Screen Field Name

XPLAN Field Name

Notes

Date FSG Provided

entity_date_fsg_provided

 

 

Groups

Client Group

Figure 19: Groups – Client Group

 

Portfolios

By default IRESS convert IPS manual data ONLY whilst attempting to create external account information against client. All datafeed data is then refreshed from inception after the conversion is completed. However, in some cases a practice may have specific datafeed requirements which differ from the default.

  • No IPS
  • All IPS
  • Macquarie Datafeed

 

If your practice’s requirements differ from the default, please raise with your IRESS representative prior to your conversion.

This intern means that manually created transactions and notes that belongs to a service will be lost. All other Products, Transactions, and comments (i.e. those not belonging to a service) should be brought across. Orphaned transactions i.e. those where the external mapping has been removed will be treated as manual transactions. FUM, CGT, Exclude from reports and reinvest income information is converted under the edit holding screen in XPLAN. All products are added to the default sub fund in XPLAN. Unit price history is not converted (all transaction amounts are stored in the transaction itself). XPLAN does not support client based assumptions so intern all projected income and growth amounts are not converted.

 

Known COIN conversion issues and data that will not be converted to XPLAN

Functional Area

Description

Unknown entities

Data provided for “Other” entities and dependants is incomplete. This causes unknown entities to be created in XPLAN and must be cleaned up manually after the conversion.

Assets and Super

Assets (not including lifestyle assets) and Super are not converted if

“No IPS” is selected during the conversion.

Tax File Numbers

Tax File Numbers are encrypted in the COIN database and cannot be converted into XPLAN.

Asset Allocation

Minimum information is converted: Target, Min and Max fields for Domestic Equities, International Equities, Domestic Property, International Property, Domestic Fixed Interest, International Fixed Interest, Domestic Cash, International Cash, Other Assets and Alternative investments.

Occupations

The occupations list within XPLAN is a predefined listing that aligns with the inbuilt insurance quotation module and therefore cannot be modified. The conversion tool will look for an exact match; if this is not found the occupation field will be blank.

Investor Profiles

The investor profiles list   within XPLAN is a predefined listing. The conversion tool will look for an exact match; if this is not found the investor profile field will be blank.

Reviews

Reviews are   created from the   Next Review Date   field in Coin. Frequency is converted and Review type is hardcoded to "Face to face"

Assets

Assets in COIN can be created and assigned to an entity with no name.   This causes unknown entities   to be created and must be cleaned up manually after the conversion.

Tasks

Tasks in COIN can be assigned to multiple users. Tasks in XPLAN can only be assigned to one user at a time. Converted tasks will only be assigned to one user and all other users associated with the task will be lost

Loan type

The loan type list within XPLAN is a predefined listing. The conversion tool will look for an exact match; if this is not found the loan type field will be blank.

Identity check

Identity check information is not converted.

Pyramid and Strategy

Pyramid and Strategy data is not converted.

Opt-in and fee disclosure

Opt-in and fee disclosure details are not converted

Entity Types

Entity type is converted base on the table name. The below mapping is used:

·       Records from the Ent_Clients table will be converted as individual

·       Records from the Ent_Spouses table will be converted as individual

·       Records from the Companies table will be converted as company

·       Records from the SuperFund table will be converted as superfund

·       Records from the Trusts table will be converted as trust

·       Records from the Other table will have the entity type determined by the entity name:

 

§  If the Entity has “pty” in its name then it will be converted as a company

§  If the Entity has “ltd” in its name then it will be converted as a company

§  If the Entity has “trust” in its name then it will be converted as a trust

§  If the Entity has “super” in its name then it will be converted as a Superfund

§  If the Entity has “fund” in its name then it will be converted as a Superfund

§  Otherwise it is created as an individual entity type.

Liabilities linked to

Investments

Liabilities are not linked to investments.

Insurance Policy status“existing”

The COIN Policy status “existing” will be mapped to the XPLAN policy

status “inforce” as well as changing the Under Advice field to “No”.

“Joint” insured

When an insurance policy is jointly insured, the conversion will create two covers with the sum insured split evenly across the two lives insured

Insurance policy Owner

The insurance policy owner is a mandatory field in XPLAN. If the policy owner hasn’t been selected in COIN or the owner isn’t a valid entity, the conversion tool will use the entity reference on the insurance policy as the policy owner. This is usually the main entity.

Deleted Client groups

The Standard COIN conversion does not convert entities in deleted client groups. However these deleted entities can be converted if requested by your IRESS representative. The deleted client will become active clients in Xplan

Objectives

Any information contained in the Objectives tab will not be converted

Referrals

Basic referral information is converted.

Other Questions

Any information contained in the Other Questions tab will not be converted

Additional Rider Benefits

Only standard Life, TPD, Trauma, Income and Business expense covers are converted. Additional Rider Benefits are not converted.

Corporate Actions

The conversion process removes the linkage between the transaction and the corporate action. It’s important to choose a specific date and ensure all your corporate actions are processed up to this date. Transactions created by corporate actions in Coin are converted as manual transactions and post conversion are not identifiable as corporate actions and cannot be reversed in XPLAN.

Documents tab

Documents stored under the "Documents" tab will not be converted.

Client access and Campaign

Client access and Campaign data is not converted.

Custom fields

Custom fields will not be converted.

Client Fees

Client Fees will not be converted

  

Custom requirements

If you require any data converted that is outside the scope of this document, IRESS is happy to assess the data. Once IRESS has made the assessment, a decision will be made on whether or not the conversion is possible. Once this decision has been made, an approximate quote on timeframe and additional cost will be given. Please contact your IRESS representative to discuss this further

 

Appendices

Post-conversion checking instructions

Once the conversion has taken place you will need to go through the data to ensure that everything has converted correctly. We recommend that you run a client list as well as check a 10-20 clients in full, comparing software to software where possible.

If any issues are discovered, the conversion analyst will need the following information to investigate and resolve the issues:

  • Client examples – experiencing the probl
  • New site screen shots – of the issue, a number if applicab
  • Original site screen shots – if you will no longer have access to your site, make sure to take screen shots of some sample client record

This information will be submitted in the Feedback Form provided in Appendix B.

 

The screen shots below illustrate how you should run your post conversion data check.

Run a ‘Client List’ management report:

 

 

This will allow you to produce a client list report to check all clients have converted.

Go through a client file from start to finish:

 

 

 

 

If IPS data has been converted:

Note: The default is to ONLY bring across manual data and for all datafeed data to be refreshed from inception post conversion.

 

 

  

Workstations recommended settings

The following are recommended settings for the Internet Explorer browser to access XPLAN.

  • Start Internet Explorer and select Internet Options from the Tools menu. Make sure XPLAN is in the Trusted sites zone by:
  • Select the Security tab, and click Trusted Sites. 

 

  • Click Sites. The Trusted Sites dialog box displays.
  • Enter your XPLAN domain as it appears in your XPLAN site URL. For example, if your XPLAN site URL is https://mysite.xplan.iress.com.au, you should enter https://mysite.xplan.iress.com.au.
  • Click Add. Your XPLAN domain will be added to the trusted Websites list.
  • Click Close. The Trusted Sites dialog box closes and the new settings are saved.

 

Set the security level for Trusted Sites by:

  • Ensure that Trusted sites is still selected and click Custom level.

 

  • In the Reset to list, select Medium-Low, and then click Reset.
  • In the Warning! dialog click Yes to confirm the change.
  • Set Miscellaneous > Display Mixed Content to Enabled.
  • Click OK. The Security Settings - Trusted Sites Zone dialog box closes.

This also has the effect of enabling downloads, disabling the Pop-up blocker and disabling the phishing filter, but only for XPLAN (and any other trusted sites) not general internet use.

  • Activate the Advanced tab.
  • In the Settings box, ensure that the following HTTP 1.1 settings are both ticked:
    • Use HTTP 1.1
    • Use HTTP 1.1 through proxy connections.

 

  • Press Ok. The settings are saved.

 

You will need to exit and restart Internet Explorer.

  

 

XPLAN Transitions Conversion Feedback Form

Complete this form if you have identified an issue with your converted data and wish IRESS to investigate if there was a problem with the conversion

complete your XPLAN Transitions Conversion Feedback Form here

 

XPLAN Transitions Data Conversion Sign Off Form 

This form must be completed and returned to your transition consultant once you have checked your converted data in XPLAN and verified that all has been converted. In the absence of feedback, your conversion will be considered finalised after a period of ten work days.

complete your XPLAN Transitions Data Conversion Sign Off Form here

 

 

 

 

IRESS Wealth Management | XPLAN Transitions | Conversion Guide Coin to XPLAN

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