Introduction

While the name suggests that only a dealer group may use this feature, this unique exception reporting function can be an important tool for an adviser by notifying them of sales opportunities or monitoring portfolios for movement outside a set benchmark.

Different levels of actions can be applied – notify, warn and breach. Each of these levels defines whether action needs to be taken.

Set up an automated exception rule

1. Xplan button, Administration Functions > Alerts Manager

2. Click the Add button to create a new rule

3. In the Primary tab:

   • You can Import an Alert rule from another site.

   • Give the Alert a name

   • Select the Entity Type to be examined

   • Notify Entity by Email – when set to Yes this will send an email to the breaching entity - Entity Email Template is used to generate an email to breaching entities; Entity Xmerge Template is used to generate a PDF which is attached to sent emails.

   • Select who to notify

   • Select the notification method, either by Email or Message Envelope

   • Notification Type - for email notifications, select either:

   • Brief Details - information similar to the Brief Details shown when you view a list of breaches

   • Extended Details - information similar to the Full Details shown when you view a list of breaches

   • Xmerge Template - select an Xmerge template to use to generate the content of the email.

   • Assign the user that will be assigned a task when the rule breach Dynamic User allows for the assigned user to be either relative to the client who breaches the rule, or a Group Role for the client adviser's Primary group.

   • Assign a Type of either Compliance or Marketing (a sales opportunity)

   • Assign the category (useful for reporting and viewing).

   • Select the breach level. Notify and Warn do not require action from the assigned Breach does require action

   • Override Breach Message allows for the default breach message to be replaced with a custom breach message

4. In the Schedule tab:

   • Set the schedule to run yes or no

   • Set the schedule for the report

5. In the Criteria tab:

   • Define the exception criteria for your rule

     Example: No meeting notes made against a client file within last 6 months

     

     

     

6. In the Permission tab:

   • Select whether the rule will be shared

   • Set who can edit the rule

7. Outcomes tab for auto generation of Tasks and Threads based on the outcome of the Alerts rule

   • Do not create task/thread - no tasks/threads are created by this alert

   • Auto create at most one task/thread per entity per alert - a breaching entity will have a task/thread created only if the entity does not already have a task/thread for previously breaching the alert rule.

   • Auto create one task/thread per entity per occurrence - a breaching entity will have a task/thread created. Each time the entity breaches the alert rule a new task/thread will be create

8. Click the Save button when finished.

Multiple Criteria

Multiple criteria can be searched for simultaneously by using AND, OR and NOT filters:

• AND - all criteria within the AND filter must be met

• OR - results will meet any one or more criteria in the filter

• NOT - inverts or negates the other two filters (returns the opposite results). NOT AND returns clients that don't meet all the criteria in the AND filter, and NOT OR returns clients that don't meet any of the criteria

  

To use these filters:

1. Select either an AND or OR filter

2. Tick NOT if you wish to negate the filter's function.

3. Click OK. The filter criteria is added

4. Now click on the filter to add criteria to the filter

5. Select the criteria settings

6. Click OK. The criteria is added to the filter

7. Continue to add the alert rule to be searched for.

Reports

A variety of reports can be generated which summarises or details the result of the rules exception run; these are available from within the Alerts Manager function of XPLAN.

Types of alerts manager reports

1. Entities matching an alert rule.

   • Generates a report on which clients have breached a specific alert rule on a certain date

   • Alert Rule - select the alert rule to report on

   • Dates - select the date that the alert rule was processed

   • Previous - tick to only report on clients who also breached the alert rule on a previous date

   • Sort - choose how the report information will be sorted:

2. Summary matching alert rules

   • Generates a summary of select alert rules between two daest The summary includes tabular and graphical results of:

   • total number of breaches per rule

   • total number of breaches per adviser

   • total number of breaches per user group

   • Date Range - the two dates that define the period to be reported on

3. Unresolved breaches for x days

   • Generates a report on all breaches that have been unresolved for a selected period of days.

   • Days - the number of days that a breach has been unresolved for

   • Sort - choose how the report information will be sorted.

The rules will be run on the scheduled day between 7pm and 8am. If the rule is not completed in that time it will pause and recommence the next evening.

Examples of Alert Rules:

1. Portfolios which have returned less than 5%(IRR) in the last 12 months

   

2. No financial needs recorded

   

3. Portfolios which are outside the agreed minimum or maximum asset allocation limits

   

4. Clients whose last FSG was provided more than 12 months ago

   

5. Portfolios exposed to a single fund manager by more than 30%

   

6. Exposure to any one asset sector by over 60%

   

7. More than three products in a portfolio which are not in a specific (Licensee prescribed) APL

   

8. Clients exposed to a HunterHall product who earn less than $80k

   

   

   

9. Any holding traded in and then out within the last 60 days