Conversion Process Guide - RiskWiz: XPLAN Conversion Guide

Conversion Process Guide - RiskWiz: XPLAN Conversion Guide


 

RiskWiz to XPLAN Conversion Guide Overview

This document highlights data and functionality most often of concern to practices converting from RiskWiz 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.

 

Requesting a Data Conversion

Please be aware that there will be a wait of a number of weeks from the time that IRESS receives your request for a data conversion. This time frame will vary throughout the year and your IRESS representative will inform you of an estimated time when your conversion will be scheduled.

 

Out of Scope

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.

 

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.

 

Standard conversions

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

 

Given Names

entity_first_name

 

 

Key details   

Entity: Individual, Company, Trust, Partnership and Superfund




Figure 2: Key Details – Main

Screen Field Name

XPLAN Field Name

Notes

Title

entity_title

 

Last Name

entity_last_name

 

First Name

entity_first_name

 

Preferred Name

Entity_preferred_name

 

Gender

entity_sex

 

Date of Birth

entity_dob

 

 

Screen Field Name

XPLAN Field Name

Notes

Marital Status

entity_marital_status

 

Tax File Number

entity _tfn

 

Smoker

entity_smoker

entity_is_smoker

 

Salutation

entity_salutation

 

Mailing Name

entity_address_title

 

Ref

entity_reference_file_number

 

Notes

entity_comment

 

 

Contact




Figure 3: Key Details – Contact

Screen Field Name

XPLAN Field Name

Notes

Mailing Address

entity_address_street

  

Business Address

Home Address

Primary Phone

entity_contact_type

entity_contact_value

 

Mobile Phone (C)

Mobile Phone (P)

Primary Fax

Primary Email

Email 2

Email 3

Business Phone

Business Fax

Home Phone

Home Fax

 

Employment




Figure 4: 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.

Employer

entity_employment_ employer

 

Employment Status

entity_emp_status

 

 

Category




Figure 5: Key Details – Category

Screen Field Name

XPLAN Field Name

Notes

Adviser

entity_client_adviser

 

Paraplanner

entity_client_adviser_paraplanner

 

Client Services Manager

entity_client_adviser_service

 

Category

entity_client_category

 

Contact Status

entity_client_status

 

Client date

entity_client_since

 

Total Service Fees

entity_annual_fee

 

Preferred Contact Method

entity_mailing_method

 

Tags

entity_mailing_type

 

 

Estate




Figure 6: Key Details – Estate

Screen Field Name

XPLAN Field Name

Notes

Do you have a current will?

entity_is_will_current

 

Will details

entity_will_notes

Custom Field

 

Dependant




Figure 7: Key Details – Dependant

Screen Field Name

XPLAN Field Name

Notes

Name

entity_dependent _dep_name

 

Name

entity_dependent_dep_last_name

 

Date of Birth

dependent_dep_dob

 

Gender

dependent_dep_sex

 

Childcare

Attending or planning to Attend Private School?

dependent_dep_comment

 

 

Objectives

Financial




Figure 8: Objectives – Financial

Screen Field Name

XPLAN Field Name

Notes

Goals and objectives

entity_obj_lt_notes

 

 

Risk Profiling

The descriptive title of the profile is only converted by being mapped to the existing profile descriptions on the destination site.




Figure 9: Risk Profiling – Investment

Screen Field Name

XPLAN Field Name

Notes

Risk Profile

entity_risk_profile

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

 

Insurance

Policy




Figure 10: Insurance – Existing – By Policy 

Screen Field Name

XPLAN Field Name

Notes

Beneficiary Details

entity_insurance_group_beneficiary

 

Premium

entity_insurance_group_benefit_premium

 

Policy Renewal Date

entity_insurance_group­_next_review_date

 

Payment Details

Commission Type

Initial Commission

Renewal Commission

Renewal Commission Amount

RRID

entity_insurance_group_ payment_comments

 

Description (Company/Product)

entity_insurance_group_plan_name

 

Lodgement Date

Insurance Policy Owner

Insured

Person Insured

Notes

Replace Cover?

entity_insurance_group_policy_comments

 

Policy No

entity_insurance_group_policy_number

 

Policy Owner

entity_insurance_group_policy_owner

 

Policy Status

entity_insurance_group_policy_status

 

Premium Frequency

entity_insurance_group_frequency

 

Policy Start Date

entity_insurance_group_inception_date

 

Insurer

entity_insurance_group_coy

 

Initial Commission Amount

entity_insurance_group_commissionable_premium

 

 

Cover

Screen Field Name

XPLAN Field Name

Notes

TPD Type

entity_insurance_type

 

Life Cover

TPD Cover

Trauma/Critical Illness Cover

General Cover Amount

entity_insurance_value

 

Terms Offered

Income Protection Accident Benefit

Children Covered by Policy

Child Name1

Child DOB1

Child Sum Insured1

Child Name2

Child DOB2

Child Sum Insured2

Child Name3

Child DOB3

Child Sum Insured3

Child Name4

Child DOB4

Child Sum Insured4

entity_insurance_notes

 

Income Protection Benefit

Business Expense Cover

entity_insurance_benefit_amount

 

Monthly Benefit

entity_insurance_benefit_frequency

Defaults to monthly

Waiting Period

BE Waiting Period

entity_insurance_waiting_period

 

Premium Type

entity_insurance_premium_structure

 

Held Under Superannuation?

entity_insurance_is_super

 

Type of Income Protection

entity_insurance_definition

 

Exclusion Details

entity_insurance_loading_exclusion_notes

 

Loading%

entity_insurance_loading_notes

 

Benefit Period

BE Benefit Period

entity_insurance_benefit_period

 

Standalone cover

entity_insurance_is_stand_alone

 

 

Medical

Screen Field Name

XPLAN Field Name

Notes

Describe your current state of health

entity_current_health

 

Private health insurance Details

entity_medical_private_cover_notes

 

 

Analysis

Balance Sheet - Assets




Figure 11: Analysis – Balance Sheet

Screen Field Name

XPLAN Field Name

Notes

Asset Description

entity_asset_type

 

Description

entity_asset_desc

 

Value

entity_asset_amount

 

Purchase Date

entity_asset_acq

 

Owner

entity_asset_owner

 

Sell Asset Event

Notes

entity_asset_comments

 

Maturity Date

entity_asset_maturity_date

 

Asset Number

entity_asset_account_client_number

 

Units

entity_asset_units

 

Purchase Price

entity_asset_initial_value

 

 

Balance Sheet - Liabilities

Screen Field Name

XPLAN Field Name

Notes

Liability Description

entity_liability_type

 

Balance

entity_liability_amount

 

Monthly Repayment

entity_liability_repayment

 

Fully Drawn

Purpose

entity_liability_comment

 

Monthly Repayment

entity_liability_frequency

 

Underpinning Asset

entity_liability_security

 

Description

entity_liability_package_name

 

Term of debt

entity_liability_loan_term_amount

 

Facility Limit

entity_liability_limit

 

 

Cashflow - Income





Figure 12: Cashflow – Balance Sheet

Screen Field Name

XPLAN Field Name

Notes

Amount

entity_cashflow_amount

 

Income Description

entity_cashflow_type

 

Description

entity_cashflow_desc

 

 

Cashflow - Expense

Screen Field Name

XPLAN Field Name

Notes

Amount

entity_cashflow_amount

 

Income Description

entity_cashflow_type

 

Description

entity_cashflow_desc

 

 

Super




Figure 13: Super– Existing Super

Screen Field Name

XPLAN Field Name

Notes

Employer Contribution (% Salary)

entity_employer_ctr_rate

 

Balance

entity_benefit_benefit_taxable

 

Classification

entity_benefit_fund_type

 

Eligible Service Date

entity_benefit_e_serv_date

 

Life cover

entity_benefit_life_cover

 

Policy Number

entity_benefit_fund_refnum

 

Status

entity_benefit_fund_status

 

Date Joined Fund

entity_benefit_date_commenced

 

TPD cover

entity_benefit_tpd_cover

 

Income protection benefit

entity_benefit_salary_continuance

 

Description

entity_benefit_fund_super_plan

 

Employer Contribution $

entity_benefit_annual_contributions

 

Date Joined Employer

Fund Type

Owner

Superannuation Owner

Accrual Rate

Reduce insured amounts by super balance

Have Nominated Beneficiaries

Is this a Binding Nomination?

Binding Nomination Expiry Date

Details Nominated Beneficiaries

Notes

Insurance policy number

RRID

entity_benefit_adviser_comments

 

Personal Concessional Contribution $

entity_benefit_personal_deductible

 

Personal Non-Concessional Contribution $

entity_benefit_post_tax_contributions

 

 

Service

Referral

Figure 14: Service – Referral

 




Figure 15: Service – (Referrer)

Screen Field Name

XPLAN Field Name

Notes

Referred by

entity_first_name

 

 

Reviews




Figure 16: Service – Reviews

Screen Field Name

XPLAN Field Name

Notes

Review Date

 

An Xplan review is created

 

Opt –In-Details




Figure 17: Service – Reviews

Screen Field Name

XPLAN Field Name

Notes

Fee Disclosure Due

entity_disclosure_statement_date

 

 

Admin

Task





Figure 19: Admin – Diary

Screen Field Name

XPLAN Field Name

Notes

Assigned To

task_assignee

 

Completed Date

task_completedate

 

Due Date

task_duedays

 

Comments

task_comment

 

Description

task_description

 

Priority

task_priority

 

Start Date

task_startdate

 

Status

task_status

 

Title

task_subject

 

Category

task_taskkind

 

 

Notes

All file notes and their attachments are converted.




Figure 20: Admin – Note

Screen Field Name

XPLAN Field Name

Notes

Date Created

entity_note_date            

Notes & Contact Documents

Title

Name

entity_note_subject      

Notes & Contact Documents

Body

Title

entity_note_data

Notes & Contact Documents

Category

entity_note_type

Notes & Contact Documents

Created

entity_note_update_on

Notes & Contact Documents

Modified By

entity_note_update_by

Notes & Contact Documents

 

FSG





Figure 21: Admin – Note

Screen Field Name

XPLAN Field Name

Notes

FSG version

entity_fsg_fsg_version

 

FSG provided

entity_fsg_date_fsg_provided

 

 

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

RiskWiz data is usually received in excel format with document attachments sent in separate folders.

If your data is received in another format the conversion may be more complex, requiring extra work by the conversion analyst and testing for the practice. There is also more chance in this scenario that relevant information may be missing. Please keep this in mind when considering the conversion timeframe.

The following table identifies common issues when converting RiskWiz data. This list is not exhaustive.

 

Item

Description

Suppliers

Suppliers are not converted

Data backup

The file names and field names are not consistent and require additional time to format correctly. The data backup will be requested at least one day before the conversion is scheduled. Please keep this in mind when considering the conversion timeframe.

Attachments

Please note that attachments are stored separately from the database. When the database backup is sent for conversion, please ensure the attachment folders are sent as well.

Custom fields

The following fields are not converted:

 

·       Do you currently live in Australia

·       How long have you lived in Australia

·       Australian citizen

·       Do you have a current POA?

·       POA details

·       Prospect Date

·       Discussed privacy policy

·       Date discussed privacy policy

·       Discussed duty of disclosure

·       Date discussed duty of disclosure

·       Childcare

·       Attending or planning to Attend Private School?

 

 

Custom requirements

If you require any data to be converted that is outside the scope of this document, IRESS will be happy to assess the data and your specific requirement. If the conversion can be done IRESS will provide an estimate of the time it will take to complete the conversion and the associated cost. Please discuss any custom requirements with your Transition Consultant.

 

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 problem
  • New site screen shots – of the issue, a number if applicable
  • Original site screen shots – if you will no longer have access to your site, make sure to take screen shots of some sample client records. 

 

This information will be submitted in the Feedback Form provided in Appendices F.

 

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 datafeeds data to be refreshed from inception post conversion.

Click to select portfolios

 


 

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.

 

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

 

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 working days.

complete your XPLAN Transitions Data Conversion Sign Off Form here


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


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