Tech Tips

Agent Contact Manager © 2006 (ACM)

 

 

Table of Contents:

 

 

   Master Menu / Main Switchboard

 

   Agent’s Prospect Main Screen

         Additional Driver Form

       Auto Quote Form

       Boat Quote Form

       Flood Quote Form

       Home Quote Form

       Miscellaneous Form

       Life / Financial Form

 

   Agents Report Menu

         Agent Action Report

       Open Quote – By Date Opened Range

       Renewal – By Current Carrier Reports

       Letters Merge Module

                    New Business Thank You Letters

                    Renewal Reminder Letters

                    Re-quote Letters

 

   Management Reports

         Cross Selling Reports

       Closing Percent Report

       Lead Source – By Lead / Opened Date

       New Business Log – By Date Range / Agent

       Cancellation Analysis

       Commission Tracking Module

                    Commission Receipt Form

                    Open Commission Report

Master Menu:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Agent’s Prospect Management Form:

 

This is the screen that agents will spend 95% of their time.  It was designed with the quickest navigation in mind.  From this one screen an agent can quickly drill down on all information of the prospect in one click.

 

Prospect lookup is quick with a last / first name lookup in the upper right hand corner.  There also is a “Prospect Detail Search” button that allows searches from any field on the screen.  Navigation is also handled with a navigation button on the bottom of the screen.

Prospect # as well as Date Opened is automatically assigned during creation of new prospects.  Auto field filling is implemented throughout ACM to reduce key strokes and time.  Auto field formatting is handled for all phone number, SSI# and date fields.  NOTE: the year field requires 4 digits.

 

There is a field for agent “Opened By” as well as agent “Assigned To”.  This allows the ability to assign responsibility of prospects and quotes to different agents with the ability of the creator to track all activity.

 

The “Lead Source” field is a user maintained table.  This user maintained concept is used throughout ACM, thus allowing flexibility without the need for expensive custom programming.  This also ensures that spelling differences do not affect grouping on reports.  There is a “Lead Source Extended Info.” field that users can enter additional description they desire.

 

The “Next Action” filed is a user maintained table to setup up reminders of future activities.  The agent has the ability to view open items by beginning and ending date range in the “Agent Report Menu”.

A “Notes” memo field allows all to view comments and is included in appropriate reports.

 

The agent has the ability to print out the prospect information from this screen.  The ability to print out active forms is available throughout ACM.

 

All forms in ACM are designed to have the same feel and flow thus reducing the learning curve.

 

 

Additional Drivers Form:

 

The “Additional Drivers” button in the lower right corner allows entry of this information once.  This button is available on the appropriate quote forms as well.  You can also check off if the driver is authorized to run any covered boats.

 

Auto Quote Form:

 

You have the ability to have multiple quotes assigned to a single prospect and each quote can have multiple and different vehicles assigned.  There are navigation bars on the far bottom for quotes and another above it for assigned vehicles.

Deductions and rental reimbursement are at the individual vehicle level for greater flexibility.  Different coverage amounts are kept in a user maintained table.  “Current Carrier” is used for various report; i.e. closing percent.

The “Brokerage Tracking” button will be covered later.  Notes can be placed at the individual quote level.  The new carrier field is also used in the brokerage tracking module.

Appropriate buttons are found in the upper left corner to reduce excessive navigation.

 

Boat Quote Form:

 

The “Usage” and “Storage” fields are user maintained tables

 

 

Flood Quote Form:

 

 

Home Quote Form:

 

To reduce complexity this form it is broken down into logical sections with blue lines between each.  “Construction Type” and “Prior Insurance Company” are user maintained tables.

Much of the top portion is auto filled at time of creation thus reducing keystrokes and time.

 

Miscellaneous Quote Menu:

 

The miscellaneous form is a catch all and is a user maintained table, see above.  Multiple quotes can be created for different types.

Return

 

Life / Financial Quotes:

 

The type field is a user maintained table, see above.

 

 

Agents Report Menu:

 

Any run time options and the agency name are included on the first page of all reports. Most reports are always presented in print preview mode with printing as an option.  This allows inquiry without printing.

Return

 

Agent Action Report:

This report lists all open action items by agent / prospect in most current to least current date order.  Any notes from the prospect form are shown and can grow dynamically to include all notes.

Fields:

· See above

Run Time Options:

· Beginning & Ending Date Range

· Any or All Agents

Breaks / Sub-Totals:

· Agent – Sort / Page Break

 

Open Quotes – By Date Opened Range:

This report list quotes by the selection criteria in Agent sequence.

Fields:

· Quote Type

· Current Carrier

· Date Opened

· Prospect’s Name

· Quote #

· Lost Sales Reason

· Current Premium

· Quote Premium

Run Time Options:

· Any or All Agents

· Any or All Quote Types

· Any or All Current Carrier

· Beginning & Ending Date Opened Range

Breaks / Sub-Totals:

· Agent – Sub-total with page feed between agents

· Prospect Name - Sort

· Quote Type - Sort

· Current Carrier - Sort

· Date Opened—Sort

 

Renewal – By Current Carrier Reports:

These reports list by quote type / agent / current carrier those quotes that are up for renewal for the selected date range.  This is helpful when market conditions change; i.e. carrier “ABC” has a rate increase.

Fields:

· Prospect’s Name

· Expiration Date

· Date Opened

· Quote Number

· Current Premium

· Quoted Premium

Run Time Options:

· Month -Accessed from “Renewal Date”; if empty then from “Date Created” field.

· Any or All Current Carrier

Breaks / Sub-Totals:

· Renewal Period – Sort / Break

· Current Carrier – Sort / Break

· Agent – Sort Break

· Prospect – Sort Only

 

Letter Merge Module:

This module allows the user to create custom letters, store them for re-use and merge them with personal selection criteria.  This is handled entirely in ACM, thus making it simple and easy to use.  All user run time options are printed on the first page.

Letters are formatted to use pre-printed letter head paper and addressed for window envelopes.

Available Letters:

· New Business Thank You Letters

Run Time Options:

· Any or All Agents

· Beginning and Ending Date Accepted / Closed

· Custom Letter Name

· Any or All Quote Types

Criteria:

· Cancellation Date Is Empty

Sort:

· Agents’ Name

 

· Renewal Reminder Letters

Run Time Options:

· Any or All Agents

· Beginning and Ending Date Accepted / Closed

· Custom Letter Name

· Any or All Quote Types

Criteria:

· Cancellation Date Is Empty

Sort:

· Agent’s Name

 

· Re-quote Letters:

Run Time Options:

· Any or All Agents

· Beginning and Ending Date Opened

· Custom Letter Name

· Any or All Quote Types

Criteria:

· Cancellation Date Is Empty

Sort:

· Agents’ Name

 

Management Reports:

 

 

Cross Selling Reports:

This helps identify whether or not agents are quoting the most profitable policies.  This reports looks at the “Lead Source” table to determine whether or not to be included; i.e. re-write and re-quotes might skewer statistics.  This again is user maintained and does not require any future custom programming.

Two versions of this report allow reporting by “Agent Created By” or “Agent Assigned To”.

Fields:

· Date Opened

· Date Closed

· Current Carrier

· IFC Code

· Lead Source

· Extended Lead Source

· Opened  By / Assigned To

Runtime Options:

· Any or All Agents

· Beginning and Ending Quoted Date

Breaks / Sub-Totals:

· Agent – Sort / Page Break

· Prospect – Sort / Break

· Quote Type - Sort

 

Closing Percent Report:

There is a detail and summary version of this report.  The “Lead Source” table also is checked for inclusion.  A sort/summary is included for Agent / Policy Type / Current Carrier.  This report helps identify not only closing percent by agent but also helps identify how other carriers may be affecting your closing percent.

Fields:

· Date Opened

· Date Accepted / Closed

· Lost Description Reason

· Closing Percent

Runtime Options:

· Any or All Agents

· Any or All Quote Types

· Any or All Current Insurance Providers

· Beginning and Ending Quoted Date

Breaks / Sub-Totals:

· Agent – Sort / Page Break

· Quote Type – Sort / Break

· Current Carrier – Sort / Break

· Date Opened - Sort

 

Lead Source – By Lead / Opened Date:

This report helps to identify where your leads are coming from thus allowing better utilization of promotional dollars.

Fields:

· Lead Source

· Extended Lead Source

· Agent Created By

· Prospect’s Name

· Prospect’s City

Runtime Options:

· Any or All Current Carriers

· Beginning and Ending Quoted Date

Breaks / Sub-Totals:

· Lead Source – Sort / Break

· Extended Lead Source - Sort

· Date Opened – Sort

· Prospect’s Name - Sort

 

New Business Log – By Date Range/Agent:

This report will aid in state required reporting as well as give a snap shot of revenue.

Fields:

· Agent

· New Carrier

· Prospect Name & Demographics

· Date Opened

· Policy Type

· Policy Number

· Premium Amount

Runtime Options:

· Any or All Current Carriers

· Any or All Agents

· Beginning and Ending Closed / Accepted Date

Breaks / Sub-Totals:

· Agent – Sort / Page Break / Totals

· New Carrier – Sort / Break / Totals

· Prospect’s Name – Sort

 

Cancellation Analysis:

This report will aid in identify market competition.

Fields:

· Agent’s Name

· Prospect’s Name

· Cancellation Reason

· Cancellation Date

· Policy Number

· Date Opened / Created

· IFC Code

Runtime Options:

· Any or All Agents

· Any or All Quote Types

· Beginning and Ending Cancellation Date

Breaks / Sub-Totals:

· Agent – Sort / Page Break / Totals

· Quote Type – Sort

· Current Carrier - Sort

· Cancellation Reason - Sort

 

Commission Tracking Module:

Commission Receipt Form:

The “Commission Receipt Form” lists policies for the selected carrier that the “Initial Commission Received Check Box” is not checked.  To speed up data entry all policies are in policy number order to mimic reports from your carriers.  The user only needs to check the box to confirm compensation.  The “Next Commission Due Date” field is for future use for those who want to check follow-up payments.

Fields:

· Carrier Name

· Policy Number

· Client Name

· Initial Commission Received. Check Box

· Next Commission Due Date

Runtime Options:

· Any or All Carriers

Breaks / Sub-Totals:

· Carrier – Sort

· Policy Number - Sort

 

Open Commission Report:

The report lists policies for the selected carrier that the “Initial Commission Received Check Box” is not checked.

Fields:

· Carrier Name

· Quote Type

· Client’s Name

· Date Closed / Accepted

· Policy Number

Runtime Options:

· Any or All Carriers

Breaks / Sub-Totals:

· Carrier – Sort / Page Break

· Policy Number - Sort