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1. Data Element Validation Error Action Reporting Entity Code Action Owner Name L Must always be present 235 Record rejected Submit Owners Last name if owner type is 1 Organization s name if owner type is EI Owner Name F Must be present if owner 240 Record rejected Supply first name type is 1 resubmit Must not be present if 241 Record rejected owner type is 2 Owner Name M Must not be present if 245 Record rejected Check middle name owner type is 2 requirements resubmit Optional if owner type is 1 Owner Name S Must not be present if 255 Record rejected Check name suffix owner type is 2 requirements resubmit Optional if owner type is 1 Owner Address 1 Must always be present 265 Record rejected Supply an address resubmit Owner City Must always be present 270 Record rejected Supply city resubmit Owner State Must be present 275 Record rejected Supply valid value Must pass table validation resubmit Owner Zip Must always be present 280 Record rejected Supply zip resubmit and be numeric Owner ZipPlus Must be number if present 281 Record rejected Supply valid zip plus resubmit Owner DOB Must not be present if 227 Record rejected Supply or remove owner type is 2 DOB resubmit Must be valid date value 225 Record rejected CCYYMMDD if present Owner s age is too young 228 Record rejected or too old Policy Number Must always be present 085 Record reje
2. Co owner Soundex drivers license number This is the Soundex or the drivers license number of the co owner Co owner DOB This is the date of birth of the co owner Co owner Name This is the name of the co owner Control Number 1 A value is present in the Control Number 1 field in records that are being submitted to the insurer for verification When the insurer processes the record this field must not be modified when the record is returned to MVA This field is used for tracking the FR 19 record so that ACIS may perform further process when it returned from the insurer Error Codes Error codes separated by comma will be appended at the end of each record and returned to the insurer after ACIS processing The error codes and their descriptions are defined in Section 6 3 ACIS Users Guide Version 2 5 2 1 30 2013 35 6 1 S Validation Rules for Text Formatted Electronic Media FR 19 Only the Transaction Type and Control Number 1 fields will be checked for validation when the FR 19 records are returned to MVA The insurer may also update the information in the Insurance NAIC and Policy Number fields However these two fields will not be validated when the FR 19 records are returned After validation the ACIS FR 19 process has a function to check and update the insurance information NAIC and policy number to the database if the updated NAIC in the returned FR 19 is a valid code Otherwise the NAIC invalid and
3. 811 Communication Process EDI Communication Process P Insurance Company Acknowledgement 11 3 2 Electronic Reporting EDI Electronic Data Interchange documents are delivered to MVA s mailbox on the MVA s EDI server Once received the data is examined for accuracy and if found to be in error is returned to the insurer with appropriate error information Valid records are allowed to enter ACIS where they are processed Reporting information is sent to MVA using a standardized format defined by the American National Standards Institute ANSI The standard is known as the ASC X12 Transaction Set 811 Consolidated Service Invoice or Statement This standard will be referred to as X12 811 in further discussion The insurance industry subcommittee has further defined a standard usage of the X12 811 for use by insurance companies This is referred to as the Transaction Set 811 for Automobile Liability Insurance Reporting ALIR The following steps describe an overview of how insurance liability information is received and processed via X12 811 1 The EDI software on the MVA server retrieves the documents removes the documents from their electronic envelopes and translates the 811 documents to individual records in ACIS s application data format A Functional Acknowledgment document ASC X12 Transaction Set 997 is prepared for returning to the sender The translator checks to ensu
4. Owner Soundex 13 Character drivers license number 76 Owner DOB 8 Character CCYYMMDD 84 Owner Name 35 Character 119 Owner Address 30 Character 149 Owner City 20 Character 169 Owner State 2 Character 2 digit state abbreviation 171 Owner Zip 9 Character ZIP 4 no dash 180 Co owner Soundex 13 Character drivers license number 193 Co owner DOB 8 Character CCYYMMDD 201 Co owner Name 35 Character 236 Control Numberl 10 Character MVA Internal Use Only The value in this field should be retained not modified and returned when the verification FR 19 record is processed 246 Filler for FR 19 sent 55 Character Blanks to pad record length to from Insurer to MVA 300 Error codes for FR 19 Error codes separated by and returned from MVA to blanks to pad record length to Insurer 300 ACIS Users Guide Version 2 5 2 1 30 2013 33 6 1 7 Field Descriptions Text Formatted Electronic Media FR 19 Transaction Type This field is used to notify MVA as to the status of the verification request When MVA sends the verification FR 19 record to an insurer this value will contain INQ The insurer using the rest of the data fields will determine whether the vehicle represented in the request is covered by insurance or not If not then NIS Not Insured will be placed in this field and the record is resubmitted to MVA If the record does validate then ACK Insured wi
5. Updates in section 6 2 e Added a new section 6 2 1 for EDI header and trailer description and reordered the sections under 6 2 e Rearranged the fields order for FR 13 and FR 19 record description to be consistent with the order specified in ALIR manual The Error Code for FR 19 Validation Rules 6 1 8 amp 6 2 5 were added All text in table FR 13 Validation Rules 6 2 2 that uses owner type I and O were replaced with 1 and 2 Changes for policy type NS e two options may be used in the FR 13 6 1 4 amp 6 2 3 1 Only one record without vehicle information 2 Records include vehicle information e Removed validation rules for vehicle information fields that must not be present if policy type is NS 6 1 5 amp 6 2 4 Changed all references of policy type VH to V and NF to NS to follow the ALIR standard The data field length of Owner ZIP in FR 13 and Fr 19 EDI data was changed to 9 6 2 2 amp 6 2 5 Removed the Control Number field from FR 13 magnetic and EDI records 6 1 4 amp 6 2 3 Removed the control number box from the Sample FR 13 format in Appendix B Removed the Control Number 2 field from FR 19 magnetic and EDI records 6 1 7 amp 6 2 6 Removed the Processing Date field from FR 13 magnetic and EDI records 6 1 4 amp 6 2 3 Added may be updated description for fields Insurance NAIC and Policy Number in FR 19 magnetic and EDI records 6 1 7 amp
6. lt lt gt Z BIG04 T1 Header Must be FR 13 FR 19 or FR 88 No Business Report N103 T1 Header NI NAIC code gt N 2 gt Z Z Sender ID Code Qualifier Sender ID AN Code Receiver M Entity ID Code Receiver 35 N102 T1 Header Recipient s Name Name MARYLAND MVA ACIS m ns Number of M NO 10 SEO1 T3 Summary Total number of segments included included in the transaction set Segments include ST and SE N104 T1 Header Sender s NAIC Code may be group no Does not have to match NAIC in Insurance NAIC field N101 T1 Header 2F State ACIS Users Guide Version 2 5 2 1 30 2013 37 Description M O X Type Length 811 Segment Additional Information Table Level Transaction M AN SE02 T3 Summary Must be unique in the Set Control transaction set and must Number identical to STO2 defined in the header segment Outgoing Data to Insurance Industry Description M O X Type Length 811 Segment Additional Information Table Level Transaction M ID 3 ST01 T1 Header Always be 811 Set ID Code Transaction M AN ST02 T1 Header A unigue control number for Set Control each transaction set and identical Number to SE02 defined in the trailer segment Transaction M D BIG01 T1 Header The date that the transaction was Date created Invoice AN 22 BIG02 T1 Header Always be 1 Number Business Type N N 5 BIG04 T1 He
7. 6 2 6 Added error codes 501 and 505 for VIN validation rules 6 1 5 amp 6 2 4 amp 6 3 Added EDI Sender Qualifier field in the EDI Information part of the Trading Partner Info Sheet Appendix A Appendix B ACIS User Manual 2 5 2 1 30 13 Version 2 0 to Version 2 1 Added section 4 6 for No Business Report 4 6 Added I for Initial Load and Z for No Business Report 5 1 6 1 2 Added Error Codes descriptions for Magnetic Data 6 1 3 6 1 4 6 1 6 6 1 7 Changed the text specification Record Type to Business Type 6 2 1 6 2 7 Added business type FR 00 for Initial Load and FR 88 for No Business Report 6 2 1 6 2 4 Added LOD Initial Load and REI Reinstatement options for transaction types in the FR 13 record format 6 1 3 6 1 4 6 1 5 6 2 2 6 2 3 6 2 4 Added special soundex 0000000000000 13 Os to be used for soundex data is not available in FR 13 record format 6 1 3 6 1 4 6 1 5 6 2 2 6 2 3 6 2 4 Updated the length value for fields Owner DOB Policy Effective Date and Policy Expiration Date as well as the qualifier for field Error Codes from IQ to 1Q 6 2 2 6 2 5 Added error code 261 and changed the error codes130 and 221 to 133 and 222 6 1 5 6 2 4 6 3 Added Qualifier 2 for Owner Name field in FR 19 EDI Record Description 6 2 5 Modified the EDI segment used for FR 19 Control Number 1 6 2 5 Modified some of the text desc
8. Type qualifier 1 for Individual 2 for Organization 3 for Other Owner or Organization name N Soundex Owner soundex Owner Address Owner City 2 digit state abbreviation 5 or 9 no dash digit ZIP Qualifier code ZZ Service qualifier 11 INQ Verification request sent by MVA One of the following codes will be returned by the insurer NIS Not Insured ACK Insured Date qualifier 222 Date YYMMDD Century CC Date qualifier 007 Date YYMMDD Century CC Date qualifier 222 Date YYMMDD Century CC 48 Description M O X Type Length 811 Segment Additional Information Table Level Co owner Name NM101 T2 L4 Identifier Code OP NM102 T2 L4 Type qualifier 1 NM103 T2 L4 Co owner name Co owner NM108 T2 L4 N Soundex Soundex drivers NM109 T2 L4 Co owner soundex license number A Vehicle VIN VEH02 T2 L5 Alpha Numeric sd Vehicle Year 2 VEHO3 T2 L5 Century CC 2 VEH04 T2 L5 Year YY Vehicle Make VEH06 T2 L5 Vehicle Make from NCIC table Control Number 1 2 REF01 T2 L5 Reference qualifier CN 10 REFO2 T2 L5 MVA Internal Use Only The value should be retained not modified and returned when the record is resent Error Codes AN 5 REFO T2 L1 L4 L5 Reference qualifier 10 REFO2 T2 L1 L4 L5 Error code ACIS Users Guide Version 2 5 2
9. it be present It should only be provided when the owner type is an individual but must not be present if owner type is organization It also must be in the format CCY YMMDD Policy Number This is the insurance policy number It must be included with each submitted record If a policy number changes it must be reported as a cancellation using the existing policy number and a new business record must be submitted with the new policy number Policy Effective Date The date that insurance coverage takes effect This value must be provided for both new business and cancellations Policy Exp Cancel Date This is the date that the insurance coverage is no longer effective It must be provided for both new business and cancellation records A policy will be considered valid until a cancellation record is received This will avoid having to send renewal records Advance Future Cancellation dates are not accepted and will be rejected as error code 125 Only cancellations that are final and will not be considered for reinstatement without a lapse of liability insurance coverage shall be reported ACIS Users Guide Version 2 5 2 1 30 2013 29 Cancellation Reason Code A code used to express the reason vehicle liability insurance was cancelled The codes listed below are the valid reason codes accepted by Maryland MVA NPP Non Payment of Premium COC Company Cancelled or Underwriting Reason CRQ Customer Request Competition Volunt
10. on a daily basis I understand that failure to do so may result in loss of access privileges Requester Signature Date TO BE COMPLETED BY MVA ONLY MVA SYSTEM ADMINISTRATOR OR SUPERVISOR AUTHORIZATION I authorize the requestor to be granted FTP access to the MDOT MVA public FTP Server JURISDICTION SUBSCRIBER ID S MVA System Administrator Supervisor Name Please Print MVA System Administrator Supervisor Signature Date IMPLEMENTATION DETAILS MVA Security Officer Signature Date INSTALLATION VERIFICATION TO BE COMPLETED BY MVA REMOTE ACCESS ADMINISTRATOR ONLY Remote access has been successfully completed and is operational MVA Remote Access Administrator Signature Date Date User ID Assigned Password Directory Access Rights Directory ies Allowed Access Directory Path created User ID Assigned Password Directory Access Rights Directorylies Allowed Access Directory Path created User ID Assigned I Password Directory Access Rights Directory ies Allowed Access Directory Path created ICD 075 rev 11 11 APPENDIX C ACIS User Manual Appendix D SECURITY ADVISORY FORM aryland Department of Transportation Office of Transportation Technolosy Services SECURITY ADVISORY FORM This ADVISORY is mitiated for INFORMATIONAL purposes only The following paragraphs shall m no way be construed as a waiver by the undersigned of the rights and protections provided by COMAR Code of Maryla
11. 1 30 2013 49 6 2 6 FR 19 EDI Data Field Descriptions Business Type This field must contain FR 19 to indicate the data being reported represents FR 19 related information Insurance NAIC This is the insurance code for the company that the verification is being requested against The insurer may update this field if the code is incorrect or has been updated If this value is not one of the NAIC s that the insurer is responsible for then MVA should be notified to report the problem Owner Name This is the name of the insured of the vehicle Owner Soundex drivers license number This is the Soundex or drivers license number of the insured of the vehicle Owner Address This is the street address of the insured of the vehicle Owner City This is the city name for the address of the insured Owner State This is the state code for the address of the insured Owner Zip This is the Zip code associated with the address of the insured Transaction Type This field is used to notify MVA as to the status of the verification request When MVA sends the verification FR 19 record to an insurer this value will be INQ The insurer using the rest of the data fields will determine whether the vehicle represented in the request is covered by insurance or not If not then NIS Not Insured will be placed in this field and the record is resubmitted to MVA If the record does validate then ACK Insured will be place
12. Character First address line 150 Owner Address 2 30 Character Additional address line 180 Owner City 20 Character 200 Owner State 2 Character 2 digit state abbreviation 202 Owner Zip 5 Character ZIP 207 Owner Zip Plus 4 Character 4 211 Owner DOB 8 Character CCYYMMDD 219 Policy Number 20 Character 239 Policy Effective Date 8 Character CCYYMMDD 247 Policy Exp Cancel 8 Character CCYYMMDD Date 255 Cancellation Reason 3 Character A code indicating the reason for the Code cancellation 258 Filler for FR 13 sent 43 Character Blanks to pad record length to 300 Error codes separated by and blanks to pad record length to 300 ACIS Users Guide Version 2 5 2 1 30 2013 26 6 1 4 Field Descriptions for Text Formatted Electronic Media FR 13 Insurance NAIC This is the unique number that identifies the insurance company A table is maintained that contains all valid NAIC values If the NAIC value provided is not in the table the record is rejected In addition if the insurance company has not yet been certified as a trading partner all media supplied by the insurance company will be rejected Policy Type This field describes the type of policy being reported V Vehicle specific NS Non vehicle specific All other values are rejected A vehicle specific record indicates the record will contain a specific vehicle identification number VIN A Non ve
13. E EDI media 2 Business 1 Character N FR 13 records NBS XLC REI Type V FR 19 records Z FR 88 No Business Report 3 Dash 1 Character a dash 4 NAIC 5 Character The NAIC of the reporting insurer NOTE Insurers who are reporting transactions for a single NAIC will use that same NAIC code in this field Insurers who report multiple NAICs under a group name should use their group NAIC code in this field 9 Dash 1 Character a dash 10 Date 8 Character CCYYMMDD 18 Time 6 Character HHMMSS 24 Filler 277 Character To pad record length to 300 The following table explains the relationship between the MCN NAIC code and the NAICs that are reported Insurer Company Insurer s NAICs MCN NAICs that can be Name Group NAIC Reported NAIC reported in FR 13 Number by Insurer Value or FR 19 records XYZ Insurance Group 12345 23456 12345 12345 34567 23456 56789 34567 56789 ABC Insurance Comp N A 33445 33445 33445 ACIS Users Guide Version 2 5 2 1 30 2013 25 6 1 3 Record Description for Text Formatted Electronic Media FR 13 Non vehicle specific and vehicle specific policy information is reported using the FR 13 record format Both cancellations and new business are reported For vehicle specific policies each record represents a single vehicle not a complete policy Therefore if an
14. Maryland s current insurance enforcement systems were developed independently over the course of the last 25 years Legislative changes have resulted in insurers being required to report 100 of insurance cancellations as they did in 1972 however the system that processes the cancellations has not been modified to handle the increase in vehicle populations and transaction compounded by three additional programs that have evolved since 1983 Insured vehicles represent 80 90 of Maryland s vehicle population and vehicle owners are inconvenienced by the necessity to verify insurance each time they change insurance companies to take advantage of the competitive market 1 5 Preliminary Design ACIS is a client server system All data specific to the needs of ACIS will be maintained in a local database Other information will be retrieved from external systems such as the MVA mainframe MV A MP as necessary A real time interface will exist between ACIS and the MVA MF This will provide access to both legacy information and real time data that is and will be maintained on the MVA ME The Customer Service Representatives CSR will use screens to interface between the customer and the ACIS data stores Processes will run on server machines to provide real time and scheduled time updates of data The database is centralized and can be accessed from any of the remote MVA branch locations ACIS Users Guide Version 2 5 2 1 30 2013 4 2 0 Electronic D
15. S C 1681 ef seg Fair Credit Reporting Act and 18 U S C 2721 et seg Driver s Privacy Protection Act of 1994 Specifically PROHIBITED ACTS melude but are not limited to Unauthorized access to or use of a computer data or software Unauthorized copying or disclosure of data or software Obtammeg unauthorized confidential information Unauthorized modification or altermg of data or software Introduction of false mformation public records Disruption or interruption of the operation of a computer Disruption of government operations or public services Denying services to authorized users Taking or destroying data or software 10 Creatmg altermg a fmancial instrument or fund transfer 11 Misusing or disclosing passwords 12 Breachmg a computer security system 13 Damaging altering taking or destroymg computer equipment or supplies 14 Devismg or executmg a scheme to defraud 15 Obtaining or controlling money property or services by false pretenses Authorized access to mcludmg INTERNET and INTRANET and use of mformation and computer resources is limited to the PURPOSE for which these privileges are granted All authorized users durmg the term of their access and thereafter shall hold m strictest confidence and not willfully disclose to any person firm or corporation without the express authorization of the Director OTTS any information related to security operations techniques procedures or any other
16. SE Owner Soundex Must be present 260 Record rejected Supply Soundex or Tax drivers license ID and resubmit number or Tax ID Owner information of the 261 Record rejected Verify the soundex and soundex submitted does resubmit with valid data not match the MVA database Submit Owner Soundex when owner type is 1 Pseudo Soundex or Tax ID When owner type is 2 if not available use 0000000000000 Owner Address 1 Must always be present 265 Record rejected Supply an address resubmit Owner City Must always be present 270 Record rejected Supply city resubmit Owner State Must be present 275 Record rejected Supply valid value Must pass table validation resubmit Owner Zip Must always be present 280 Record rejected Supply zip resubmit ACIS Users Guide Version 2 5 2 1 30 2013 46 Data Element Validation Error Action Reporting Entity Code Action Owner ZipPlus Must be number or witha 281 Record rejected Supply valid zip plus lt if present resubmit Transaction Type Must be NBS XLC or 075 Record rejected Resubmit with valid REP for regular FR 13 transaction type Business Type FR 13 Cancellation Must be present if 131 Record rejected Supply valid reason Reason Code transaction type is XLC code resubmit Must not be present if 132 Record rejected transaction type is NBS Must pass table validation 133 Record rejected Policy Nu
17. if necessary and Steps 12 and 13 will repeat until Verification file is correct 14 All files have processed successfully MVA will send Confirmation of Testing 15 Insurer will submit a Live FR 13 file 16 Insurer may now begin submitting insurance transactions 7 4 Media Testing For all testing scenarios an Insurer should first arrange with MVA to initiate the testing procedure The Insurer will be sent a Pre testing Report which lists information specific to them This includes the current address and contact information currently on file with MVA the media reporting methods that the Insurer is allowed to use etc The Insurer should verify that the information on the report is accurate and current Once they receive the report return it to MVA they will receive confirmation that they may proceed with one or more of the testing scenarios described below The list below describes the various testing scenarios that each Insurer might need to use ACIS Users Guide Version 2 5 2 1 30 2013 56 7 4 1 7 4 1 1 EDI testing An insurance company sending Automobile Liability Insurance information MVA through EDI is known in the EDI realm as a trading partner In MVA s ALIR terminology a Trading Partner is also known as a Sender A Sender may be an insurance company or a third party service bureau which sends ALIR data on behalf of one or more insurance companies MVA uses the EDI software product GENTRAN Server for Windows NT fro
18. policy number like all other fields in the returned FR 19 record will not be used In this case the original information stored in the ACIS system that matched the Control Number 1 field will be retrieved and used for further process The table below describes the various validation conditions that are checked Data Validation Error Action Reporting Entity Action Element Code Transaction Must be NIS or 075 Record is Correct the value resubmit Type ACK rejected Control Must not be 301 Record is Resubmit with the control Number 1 modified rejected number from the original record submitted from MVA ACIS Users Guide Version 2 5 2 1 30 2013 36 6 2 EDI Data Element Definition and Validation Rules 6 2 1 EDI Data Header and Trailer Description The following charts define the header and trailer information for EDI data to be transferred between MD MVA and Insurance companies Incoming Data to MD MVA Description M O X Type Length 811 Segment Additional Information Table Level Transaction M STO1 T1 Header Must be 811 Set ID Code Transaction ST02 T1 Header Must be unigue in the Set Control transaction set and must Number identical to SE02 defined in the trailer segment Z Transaction M BIG01 T1 Header The date that the transaction Date was created Invoice 22 BIG02 T1 Header Identifying number assigned Number by sender Sender Entity M ID Code E Z
19. required security to report to the Administration all policies issued but does not require mandatory participation before July 1 2000 This guide will provide a mix of business and technical information to define when and how insurance information will be transmitted between the Maryland MVA and the Insurance Industry The user guide is available for download from the ACIS web page at http www mstechnologies com acis htm The user guide is currently available in Word 97 or PDF format If you did not download this copy of the user guide from the web page please check the web page to ensure you have the most current version Questions regarding the user guide may be submitted via e mail to acis mdot state md us or by contacting the Insurance Compliance Division contact information is listed in Section 8 1 1 2 Program Goal The Maryland MVA is committed to providing excellent customer service promoting a safe driving environment and protecting consumer interests As part of our commitment to excellence our goal is to create an atmosphere where customer interaction with MVA is as smooth and transparent as possible ACIS will establish a system that takes advantage of current technology to communicate and partner with the insurance industry through a positive reporting system to reduce the necessity for vehicle owners to verify insurance coverage each time they change insurance companies 1 3 Program Purpose Maryland s ACIS will be o
20. 30 2013 12 be used for periodic reporting but also for initial loading of policy information and for testing 3 3 Electronic Fixed Length Text files Insurers with lower reporting volumes may elect to report using fixed length text files as opposed to EDI The format description for text formatted records is described in section 5 1 The MVA can provide a computer program ACIS INCO which will facilitate the reporting of FR 13 and FR 19 in this format Text formatted electronic media files fixed length are transfered via the electonic mailbox previously created for the trading partner 3 4 Diskettes Update section 3 4 Diskettes 0 Diskettes are being phased out and are no longer an acceptable medi type ACIS Users Guide Version 2 5 2 1 30 2013 13 3 5 Manual Reporting Manual Reporting of Insurance data is no longer accepted The following data files must be transmitted electronically via the MDOT SFTP Website e FR 13 NBS XLC REI e FR 19 ACK NIS e FR 88 No Business Reports 3 6 FTP Reporting A secure FTP server has been established to provide an additional method to transmit data to and from insurance companies in accordance with Maryland s Automated Compulsory Insurance System Insurers who choose to transmit data via FTP will be required to complete a contract which defines the terms and conditions that access to the MDOT network will be granted specifically for lawful purposes only limited to the sco
21. A unique address that provides an insurance company with the ability to receive and send information from trading partners Match A match occurs when the insurance record corresponds to a vehicle record or customer record MCN Media Control Number A sequence of characters used to uniquely identify a diskette or tape within ACIS Message A data file transmitted through EDI ACIS Users Guide Version 2 5 2 1 30 2013 61 NAIC The National Association of Insurance Commissioners NCIC The National Crime Information Center The NCIC standard is used for vehicle make A list of current valid make codes is available In Maryland through the State Police HQ in Pikesville MD No Match A no match occurs when a vehtcle record or customer record cannot be found Policy Motor vehicle liability coverage issued by an insurer Identified as a specific vehicle policy non owner policy or a non vehicle specific policy Record Reject Insufficient or inconclusive insurance information received at MVA and is returned to insurance company for corrected information Soft Error This is an error to data sent but MVA kept the document in the insurance database file It is used to notify insurance companies of a possible problem they should check into It does not require any further transmissions on the insurance company s part Soundex The generic name for a drivers license or identification number used by Maryland MVA Transaction Sometimes
22. Email Name of Company Location Purpose of Remote Access ACKNOWLEDGMENT Remote Access to the MDOT MVA network is a privilege I hereby acknowledge that remote access is authorized for my company use only and that all passwords and user names are to be kept confidential at all times By requesting a remote access account acknowledge that I will install or already have installed virus protection software on my remote this includes business home or laptop system In addition I authorize MVA and or their contractor to perform random port scans to assess the security when needed of my connection to the MVA network Installation of virus protection software and applying virus signature updates is my responsibility I understand that failure to do so may result in loss of remote access privileges MV A employees are not responsible for any operating system hardware or software application problems encountered by any MVA Remote Access User when using the designated applications to connect to the MVA network s have signed the MDOT Security Advisory agreement and I am aware of the terms and conditions of the agreement Requester Signature Date I acknowledge that I am required to electronically transmit to the MVA cancellations or terminations of liability insurance coverage s on a daily basis agree to also electronically transmit to the MVA all new business coverage changes and any other information relevant to insurance coverage
23. I Tax ID N Soundex For Owner Type 1 Owner Soundex is provided For Owner Type 2 Pseudo Soundex or Tax ID is provided For data not available use 0000000000000 13 0s Qualifier code ZZ Service qualifier 11 NBS New Business XLC Cancellation REP Reinstatement Qualifier code ZZ Service qualifier 12 A code indicating the reason for the cancellation Reference qualifier XM The state code of the Soundex drivers license number Reference qualifier S37 Policy Type V for Vehicle specific policy NS for Non vehicle specific policy Reference qualifier DD Insurance Company Information Date qualifier 222 Date YYMMDD Century CC Date qualifier 007 Date YYMMDD Century CC Date qualifier 036 Date YYMMDD Century CC N301 T2 L4 First address Line N302 T2 L4 Additional address line N401 T2 L4 N402 T2 L4 2 digit state abbreviation N403 T2 L4 5 or 9 no dash digit ZIP code REFO1 T2 L4 Reference qualifier IG E REF02 T2 L4 Policy number Vehicle VIN AN VEH02 T2 L5 Alpha Numeric ACIS Users Guide Version 2 5 2 1 30 2013 40 Table Level Vehicle Year NO 2 VEH03 T2 L5 Century CC NO 2 VEH04 T2 L5 Year YY Description M O Length 811 Segment Additional Information Vehicle Make a m VEH06 T2 L5 Vehicle Make f
24. INSURANCE BUSINESS PLAN REOUIREMENTS 16 42 INITIAL INSURANCE DATA BASE Loan 18 4 3 INSURANCE RECORD REPORTING bpocCtkssg 18 44 MANUAL REPORTING SPECIFICATIONS esssssesesesssesssereserseerseerssersetrseersstssserssersseresere 19 4 5 ADMINISTRATIVE RULES REPORTING REOUIREMENTS 19 4 6 NO BUSINESS REPORT TEE ENEE bobs al 21 5 0 TECHNICAL SPECIFICATION S 22 5 1 MAGNETIC CARTRIDGE TAPE amp DISKETTE INCO 22 EFFECTIVE 3 1 2012 THE MARYLAND MVA WILL NO LONGER ACCEPT DATA TRANSMISSION FOR ANY INSURANCE COMPANY REPORTING TRANSACTIONS THROUGH EMAIL DISKETTE OR CARTRIDGE MEDIA A SECURE FTP SERVER HAS BEEN ESTABLISHED FOR INSURERS TO TRANSMIL DATA DAILY cicccsstessatsisbadestasenseese sta cotdasesdeusstegeccsgsascacsasieudeneoussaevasteeseraseagensastasnsaa ses 22 5 2 FR 13 NEW BUSINESS INSURANCE CANCELLATION SUBMISSIONS 23 5 3 FR 19 INSURANCE VERIFICATION SUBMISSIONS NEEN 23 6 0 DATA ELEMENT SPECIFICATIONS 24 6 1 ELECTRONIC MEDIA DATA ELEMENT DEFINITIONS AND VALIDATION RULES 24 6 1 1 Record Descriptions Overview aeg 24 6 1 2 Media Control Number Record Requirements 25 6 1 3 Record Description for Text Formatted Electronic
25. Maryland s Automated Compulsory Insurance System ACIS j A ara B d f Ji I V K Ki A val A a N U MN N ra D L I MM P i N User s Guide Version 2 5 2 TABLE OF CONTENTS 10 INTRODUCTION TO THE MARYLAND S ACIS SYSTELM 3 1 1 MARYLAND USER IMPLEMENTATION GUIDE PURPOSE sssssssenessesssesseensserssersserssesseresere 3 1 2 PROGRAM e CES 3 13 PROGRAM PURPOSE ica Tau aa a ta anu slg ceed ua Qasa k A sae edk obed ad oka 3 1 4 PROGRAM BACKGROUND Lugu su Du SS SGS a SS Dun ku Qos 4 1 5 PRELIMINARY D ESION E E EEE EA 4 2 0 ELECTRONIC DATA INTERCHANGE OVERVIEW 5 2 1 JEDE BACKGROUND shoved ccedg ces cede ai iq la aquqa a seuseddeasdielacencusadeaetscdavedte 5 2 2 ELECTRONIC MAILBOX EFF 02 2004 MD USES SECURE FTP WEBSITE 5 2 3 ANSL SEXT2 STANDARD akana pan yaa SO ducuwdastvlavcUedueaveasddssSeebcteevseteds 6 3 0 SYSTEM ARCHITECTURE u 1 22 u Su SQ au uqu o ss k odds s s 7 30 OVERVIEW SEE A en Ladue Motes dlou kl tat he a o oa u dae o Es 7 3 2 ELECTRONIC RERORTmWG a aa aa aaa aaa aA A 12 3 3 ELECTRONIC FIXED LENGTH Trei 13 ES DR RI LO E DEE 13 3 5 MANUAL REPORTING ossen eatioscr tinsen ririri REEE KEEN Ea NEK EEEE ENRE aas 14 3 6 SF Y ea REPORTIN S EEN 14 40 BUSINESS REPORTING SPECIFICATION S 16 4 1
26. Media FR 13 26 6 1 4 Field Descriptions for Text Formatted Electronic Media FR 13 27 6 1 5 Validation Rules for Text Formatted Electronic Media FR 13 31 ACIS Users Guide Version 2 5 2 1 30 2013 1 6 1 6 Record Description for Text Formatted Electronic Media FR 19 33 6 1 7 Field Descriptions Text Formatted Electronic Media FR 19 34 6 1 8 Validation Rules for Text Formatted Electronic Media FR 19 36 6 2 EDI DATA ELEMENT DEFINITION AND VALIDATION RULES 37 6 2 1 EDI Data Header and Trailer Description 37 6 2 2 FR 13 EDI Data Record Descriptions een 39 6 23 FR 13 EDI Data Field Descnptions nassen na a 42 6 2 4 FR 13 EDI Validation Rules 0oeaeeeneeneeennnsenssensssesssesssssssrsserssessseessersserssersseee 46 6 2 3 SERIO EDI Record DGSCHDN ON sss seine 48 6 26 FR 19 EDI Data Field Description 50 6 2 7 FR 19EDI Validation Rules 00oaeeaneeenneennesennsenssessssssssssensserssessserssesssersseesseee 51 6 3 ERROR CODES AND REASONS 53 70 FESTING tivsssesdessesccdcseasecdesecsdicccsuseudessescide k d eds dod n vdacsebevendaaboscedsascscedeasesdecssdeecsdssseecddeasces 54 7 1 OVERVIEW 3200000 ee aale AO Ee DA E ad be p ss 54 22 SLESTINGPHASES HH ur nn a Senn ol be g
27. a Files transmitted with an error ratio greater than 10 will be rejected Fines No penalties are imposed for failure to report or for those that have poor data quality Non compliance will be reported to the Maryland Insurance Administration for administrative action Continued non compliance will result in insurer being reported as an invalid insurer for motor vehicle registration purposes New Business Reporting New business transactions which pass the VIN validation routine will be maintained for 90 days currently prior to being rejected as no match with the Maryland MVA database to allow new vehicle transactions to be posted VIN Match Criteria Ist VIN 2 driver s license number 3 name ACIS Users Guide Version 2 5 2 1 30 2013 20 4 6 No Business Report The insurance companies need to send in a No Business Report FR 88 if there is no FR 13 insurance transaction in that month The media format of this report will have the same media requirements specified in 5 1 for FR 13 However it should only include the media control number MCN record 6 1 2 in the media and the letter Z should be used in the field of the business type The EDI format of this report should contain the header section specified in 6 2 1 for FR 13 and FR 19 However the FR 88 should be used in the Business Type field To comply with the ALIR X12 811 standard at least one of the HL segment and the TDS segment are also required Any other segm
28. action Type This field indicates the type of processing that will be done against the record The three possible values for regular FR 13 Business Type FR 13 are XLC Cancellation NBS New Business REI Reinstatement All other values are rejected Cancellation Reason Code A code used to express the reason a vehicle was cancelled The codes listed below are the valid reason codes accepted by Maryland MVA NPP Non Payment of Premium COC Company Cancelled or Underwriting Reason CRQ Customer Request Competition Voluntary FRD Fraud by Insured NPS Failure to Pay Surcharge VOC Void Cancellation DIS Dissatisfaction SLD Vehicle Sold XFR Transfer ACT Financed Account CAN Cancel Rewrite BDT Back Dated OTH All Other MAF MAIF Rejection Note this is a non standard code defined by MVA ACIS Users Guide Version 2 5 2 1 30 2013 43 Policy Number This is the insurance policy number It must be included with each submitted record If a policy number changes it must be reported as a cancellation using the existing policy number and a new business record must be submitted with the new policy number Owner Jurisdiction This field is the state for which the owner s driver license was issued It must be present if the owner type is individual and the owner soundex is not 0000000000000 Policy Type This field describes the type of policy b
29. ader Must be FR 13 FR 19 or FR 88 No Business Report Sender Entity M N 2 N101 T1 Header 2F State ID Code Sender Name N N 35 N102 T1 Header Sender s Name MARYLAND MVA ACIS Receiver N AN 2 N101 T1 Header IN Insurer Entity ID Code Receiver M AN 35 N102 T1 Header The Insurance Company Name Name defined in MVA for the NAIC code to be sent to the Receiver Receiver ID M AN 2 N103 T1 Header NI NAIC code Code Qualifier ACIS Users Guide Version 2 5 2 1 30 2013 38 Description M O X Type Length 811 Segment Additional Information Table Level Receiver ID M AN 5 N104 T1 Header NAIC Code cele If acknowledgement or error report for FR 13 record will match NAIC code of Sender from incoming data If outgoing FR 19 record for insurance verification will match insurer NAIC as listed on MVA files for vehicle info and NAIC code in Insurer NAIC field m RRE Number of M NO 10 SE01 T3 Summary Total number of segments included included in the transaction set Segments include ST and SE Transaction M AN SE02 T3 Summary Identical to the unique Set Control transaction code ST02 defined in Number the header segment 6 2 2 FR 13 EDI Data Record Descriptions Description M O Type Length 811 Segment Additional Information x Table Level Business Type BIG04 T1 Header Must be FR 13 FR 19 Header or FR 88 No B
30. ary FRD Fraud by Insured NPS Failure to Pay Surcharge VOC Void Cancellation DIS Dissatisfaction SLD Vehicle Sold XFR Transfer ACT Financed Account CAN Cancel Rewrite BDT Back Dated OTH All Other MAF MAIF Rejection used only by Maryland Auto Insurance Fund Error Codes Up to 10 error codes separated by comma will be appended at the end of each record and returned to the insurer after ACIS processing The error codes and their descriptions are defined in Section 6 3 ACIS Users Guide Version 2 5 2 1 30 2013 30 6 1 5 Validation Rules for Text Formatted Electronic Media FR 13 The table below describes the various validation conditions that are checked NOTE the error codes are subject to change based on the EDI model that is implemented Data Element Validation Error Action Reporting Entity Code Action Insurance NAIC Must be present 016 Record rejected Supply valid value Must pass table validation resubmit Policy Type Must be V or NS only 107 Record rejected Resubmit with valid policy type Transaction Type Must be NBS XLC or 075 Record rejected Resubmit with valid REP for regular FR 13 transaction type Business Type FR 13 Must be NBS for initial load Vehicle Make Must be present if policy 206 Record rejected Verify vehicle make type is V and resub
31. ata e FR 19 records originate with MVA and are sent to an insurance company The insurance company will process them and return them back to MVA insurance verification data e FR 13 records are submitted by insurance companies to MVA to report existing insurance information into the ACIS program initial load data e FR 88 record is required if no activity is reported during a particular month No Business Report e A single media submission can only contain records of one type that is a media submission must contain either all FR 13 records or all FR 19 records not both e All characters in each record will be submitted using ASCII characters no binary information is expected or accepted e Both FR 13 and FR 19 record formats are submitted as text formatted fixed length records each being their respective record length e Insurers who submit records for multiple NAICs may intermix records for different NAICs in the same file See MCN NAIC requirement below ACIS Users Guide Version 2 5 2 1 30 2013 24 6 1 2 Media Control Number Record Requirements The first record of each media file will contain a Media Control Number Record The format of this record is described in the following table This data record mirrors the filename for the media submitted Character Data Length Type Additional Information Position Element 1 Media Type 1 Character D Text Formatted fixed length
32. ata Interchange Overview 2 1 EDI Backeround Electronic Data Interchange commonly referred to as EDI is computer to computer transmission of business data Information can be exchanged within minutes or hours Data is in a computer readable format and available for analysis control and distribution at any point along its path Large amounts of data can be exchanged Message acknowledgments validate delivery Large numbers of trading partners are easily managed by commercial EDI software Becoming an EDI trading partner requires a computer either PC mini or mainframe and the following e Communication hardware e Communication software e Translation software There are many companies marketing EDI software hardware There are packages that will run on all sizes of computers personal computers minicomputers and mainframes and on most operating systems DOS Windows OS 2 Macintosh UNIX AIX etc Prices vary widely usually based on the size of the computer but the EDI software market is very competitive from a price standpoint A Company can develop its own software translator package One source for obtaining more information is by attending EDI trade shows contacting insurance trade associations or organizations and reviewing the ANSI X 12 Set 811 Release 003050 Version 3 0 implementation guide 2 2 Electronic mailbox Eff 02 2004 MD uses Secure FTP Website An electronic mailbox is a unique address that provides you wit
33. be returned to the insurer after ACIS processing The error codes and their descriptions are defined in Section 6 3 FR 19 EDI Validation Rules Only the Transaction Type and Control Number 1 fields will be checked for validation when the FR 19 records are returned to MVA The insurer may also update the information in the Insurance NAIC and Policy Number fields However these two fields will not be validated when the FR 19 records are returned After validation the ACIS FR 19 process has a function to check and update the insurance information NAIC and policy number to the database if the updated NAIC in the returned FR 19 is a valid code Otherwise the NAIC invalid and policy number like all other fields in the returned FR 19 record will not be used In this case the original information stored in the ACIS ACIS Users Guide Version 2 5 2 1 30 2013 51 system that matched the Control Number 1 field will be retrieved and used for further process The table below describes the various validation conditions that are checked Data Validation Error Action Reporting Entity Element Code Action Business Must be FR 19 014 Transaction is Correct the value Type rejected resubmit Transaction Must be ACK or NIS 75 Record is rejected Correct the value Type resubmit Control Must not be modified 301 Record is rejected Resubmit with the Number 1 control number from the original record sub
34. cellation records A policy will be considered valid until a cancellation record is received This will avoid having to send renewal records Advance Future Cancellation dates are not accepted and will be rejected as error code ACIS Users Guide Version 2 5 2 1 30 2013 44 125 Only cancellations that are final and will not be considered for reinstatement without a lapse of liability insurance coverage shall be reported Vehicle VIN The vehicle identification number If the policy is vehicle specific this data element is required or the record is rejected If the policy is non vehicle specific then this field must be left blank Include the full 17 characters of the VIN for vehicles with vehicle year 1981 and after NOTE Trailers are not required to be reported Vehicle Year This is the model year of the vehicle For vehicle specific policies this value is required and if missing the record will be rejected Likewise if the policy type is non vehicle specific then the value should not be provided Vehicle Make This is a code representing the manufacturer of the vehicle If the policy type is vehicle specific this value must be present Likewise if the vehicle make is present then the policy type must be vehicle specific The format of the vehicle make must be in the form of a make code It is recommended that insurers use the make codes from the NCIC table Error Codes Up to 10 error codes for each record may be returned t
35. cted Resubmit with policy number Policy Effective Must always be present 115 Record rejected Verify transaction type Date and pass validation and policy effective CCYYMMDD date resubmit with Effective Date is after 116 Record rejected valid data Expiration Date Policy Exp Cancel Must always be present 125 Record rejected Verify transaction type Date and pass validation and policy expiration CCYYMMDD date resubmit with Must not be advance date valid data Cancellation Must be present if 131 Record rejected Supply valid reason Reason Code transaction type is XLC code resubmit Must not be present if 132 Record rejected transaction type is NBS Must pass table validation 133 Record rejected ACIS Users Guide Version 2 5 2 1 30 2013 32 6 1 6 Record Description for Text Formatted Electronic Media FR 19 Each data record will consist of the following data fields Character Data Element Length Type Additional Information Position 1 Blank 1 Character MUST BE LEFT BLANK 2 Transaction Type 3 Character INQ Verification request sent byMVA One of the following codes will be returned by the insurer NIS Not Insured ACK Insured 5 Verification Date 8 Character CCYYMMDD 13 Insurance NAIC 5 Character 18 Vehicle Year 4 Character CCYY 22 Vehicle Make 4 Character 26 VIN 17 Character 43 Policy Number 20 Character 63
36. d in this field and the record is resubmitted to MVA Policy Number This is the policy number for the vehicle being verified The insurer may update this field if the information from the MVA is incorrect or has been updated Owner DOB This is the date of birth of the insured ACIS Users Guide Version 2 5 2 1 30 2013 50 6 2 7 Verification Date This is the date in which the insurer will verify the insurance coverage If the vehicle in question was covered on this date then ACK is placed in the Transaction Type field otherwise NIS is used Co owner DOB This is the date of birth of the co owner Co owner Name This is the name of the co owner Co owner Soundex drivers license number This is the Soundex or drivers license number of the co owner Note All previous Co owner related fields are mapped to the Additional Operator fields under EDI 811 Policy Level VIN This is the vehicle identification number Vehicle Year This is the model year of the vehicle Vehicle Make This is the NCIC vehicle code of the vehicle Note that this value is not verified against the NCIC table when data is present in this field Control Number 1 A value always present in the Control Number 1 field in records that are being submitted to the insurer for verification When the insurer processes the record this field must not be modified when the record is returned to MVA Error Codes Error codes for each record may
37. e specific then the value should not be provided Vehicle VIN The vehicle identification number If the policy is vehicle specific this data element is required or the record is rejected If the policy is non vehicle specific then this field must be left blank Include the full 17 characters of the VIN for vehicles with vehicle year 1981 and after NOTE Trailers are not required to be reported Owner Type A single letter code used to describe the type of owner that is being reported This will represent either an individual or organization T Individual SC Organization This field is mandatory Owner Soundex drivers license number or Tax ID If the owner type is individual then the owner s Soundex or drivers license number If the owner type is an organization then the MVA assigned pseudo Soundex or tax ID must be provided If the data is not available the special soundex 0000000000000 13 Os should be used Owner Jurisdiction This field is the state for which the owner s driver license was issued It must be present if the owner type is individual and the owner soundex is not 0000000000000 Owner Name Last Name L This is the last name of the owner if the owner type is individual or it is the name of the organization if the owner type is organization This data element is required First Name F The first name of the owner if the owner type is individual otherwise it is left blank It is a mandator
38. each insurance company needs to create in house procedures and decide what what reporting process is best for them Your company should develop a buisiness and technical plan and should includes the following The following should be included in your plan 1 Provide the MVA your project managers and technical contacts during the development and implementation Develop a project management time line for implementation that includes specific benchmark dates Review this entire document to see if and how each section applies to you Determine your reporting and initial load method based on reporting specifications found in this section and Section 5 Determine your EDI readiness and resources If your company is not currently using EDI technology this may involve contacting software vendors for additional information There are several companies available that market EDI solutions Create an overview of the development of your system architecture including a process to handle records that are being returned for errors Trading Parners will be required to provide Mailing Email addresses for use by the MVA to send correspondence ACIS Users Guide Version 2 5 2 1 30 2013 16 8 Trading Partners will need to identify which of the supported transport methods will be utilized 9 You will need to select what software you will be using for your EDI application 10 You will need to identify what platform you will be using for y
39. ees og dit sek peta te Hele oe ik 54 7 3 GENERAL TESTING RPOUENCE u 00 E a Su u gas 55 1 4 MEDA GES TING 2 8482 awakun he eda eee he koly la died tou yea mies tue dat at 56 Z4 E EE 57 7 4 2 Text Fixed Length Electronic Media Testing 58 Z4 3 Data Validation Test 58 8 0 PROJECT CONTACTS csisccisccicuccscsiceccacticscdscscceccsstedocdsesscesevetsccccbeascscavosscoccusasdasescosesues 60 8 1 MVA ORK KEE 60 90 GLOSSARY E 61 APPEND EXivcscscccsdccsscccccsscccnvcsecscctcosscccsccadsccascsccccsccesccobsccsccessecssceacecescoacecescoacecsscsecsesscescsoeccedsecs 63 APPENDIX A MARYLAND MVA TRADING PARTNER INFO SHEET 65 APPENDIX B UPDATE HISTORY 0cccccccsesecccceessccscceeseceecueeccecueeecsseeuecesseueecsssueseeesueeeeseees 66 APPENDIX C MVA FTP REMOTE ACCESS REQUEST FORMEN 70 APPENDIX D SECURITY ADVISORY FORM eee 00000000 one non n nn 71 ACIS Users Guide Version 2 5 2 1 30 2013 2 1 0 Introduction to the Maryland s ACIS System 1 1 Maryland User Implementation Guide Purpose The purpose of this guide is to provide insurance companies with the necessary information needed to comply with the Maryland 1998 Legislative Session Senate Bill 776 now referred to as Maryland s Automated Compulsory Insurance System ACIS Senate Bill 776 authorizes Maryland Motor Vehicle Administration MVA to establish and implement a system for each insurer or provider of the
40. eing reported V Vehicle specific NS Non vehicle specific All other values are rejected A vehicle specific record indicates the record will contain a specific vehicle identification number VIN A Non vehicle specific NS policy record may only be used if the policy covers all owned vehicles and the insurer does not have access to the Vehicle Identification Numbers of the vehicles on the policy If vehicle type NS is used only one record without any vehicle information VIN Make and Year will be reported All currently registered vehicles will be retrieved from the MVA s database based on the Pseudo soundex number and or company name provided The single cancellation or new business record will be applied to all currently registered vehicles retrieved from the MVA database Insurance Company Information Field for insurance companies to put information for their own tracking purpose This data will be returned without change when MVA returns the error files Owner DOB This is the date of birth of the insured This field is required when the owner type is individual 1 but must not be present if owner type is organization 2 Policy Effective Date The date that insurance coverage takes effect This value must be provided for both new business and cancellations Policy Exp Cancel Date This is the date that the insurance coverage is no longer effective It must be provided for both new business and can
41. ents can also be included however ACIS will only use the information in the header segments Non EDI No Business Reports may be transmitted via e mail to acis mdot state md us ACIS Users Guide Version 2 5 2 1 30 2013 21 5 0 Technical Specifications 5 1 Magnetic Cartridge Tape amp Diskette INCO Effective 3 1 2012 the Maryland MVA will no longer accept data transmission for any insurance company reporting transactions through email diskette or Cartridge media A secure FTP server has been established for insurers to transmit data daily ACIS Users Guide Version 2 5 2 1 30 2013 22 5 2 FR 13 New Business Insurance Cancellation Submissions FR 13 records are used to report insurance cancellations and new business for both vehicle specific and non vehicle specific policies FR 13 media originates from the insurance industry therefore it is the responsibility of each company to submit properly named and formatted data The flow of data for electronic media between an insurance company and MVA for FR 13 data is as follows 1 Insurer creates FR 13 electronic media file 2 Insurer submits media to MVA via the MDOT SFTP Server 3 MVA receives media from Insurer and logs the Media Control Number 4 MVA processes FR 13 records from media 5 MVA returns media if media is unreadable 6 MVA produces error report detailing specific error conditions and returns the error report and media back to the Insurer 7 Insure
42. ger supported 4 5 Administrative Rules Reporting Requirements REPORT TYPE FREQUENCY REPORT LEVEL NBS REI XLC Daily Reporting Required Eff 3 1 2012 Vehicle No Business Report Required monthly if no NBS or XLC report N A Error Report from MD MVA Within 10 days after receipt of incoming data Vehicle Reply to Error Report from Insurer Resubmits reguired within 15 days Vehicle FR 19 Verification Reguests by Generated once a month Vehicle MD MVA FR 19 Verification Response by Response reguired within 30 days of receipt Vehicle Insurer ACIS Users Guide Version 2 5 2 1 30 2013 19 Reporting Requirements e What shall be reported Primary Vehicle Liability Insurance Only New policy issuance all self propelled vehicles required to be registered Vehicle added to an in force policy Vehicle deleted from policy Vehicle substituted for an existing car All reports should reflect primary insured Policy cancelled by insurer insured all vehicles e What shall not be reported Insureds added or deleted from a policy Trailers snowmobiles road graders golf carts Policy renewals All policies are considered active until a XLC is received Advance XLC and NBS dates Transactions submitted with Advance dates will be Rejected as error code 115 or 125 Aged XLC policy expiratin dates Transactions submitted gt 180 days old will be Rejected as aged date error 125 Address changes Error Tolerance Ratio Dat
43. h the ability to receive and send information from your trading partners It works very much like a mail envelope received or sent from the post office There is an address of the sender and receiver on each envelope When you receive your envelope you open it handle the contents and can then repackage it and send something back through the same mailbox Your mailbox may have the capability to archive store a file received by you for a short period of time By using this capability you can receive a file run it through your translation software and if you determine that something is wrong you will not have to request MVA to resend that file to you because you have the file stored for a specific number of days ACIS Users Guide Version 2 5 2 1 30 2013 5 2 3 ANSI ASC X12 Standard The ANSI ASC X12 Standard Transaction Set 811 Release 003050 Version 3 0 implementation guide was developed for Auto Liability Insurance Reporting Insurers reporting electronically should obtain a copy of this guide It will be used as a reference manual for identifying the American National Standards Institute ANSI Accredited Standards Committee ASC X12 conventions currently used The authors of the document believe the document will provide your company and MVA with the information that will facilitate a quick and efficient implementation of EDI The ALIR implementation guide enables the use of EDI for the notification of the status of automobile liabili
44. hicle Year Must be present if policy 222 Record rejected Verify vehicle year and type is V resubmit with valid data If present must be valid 220 Record rejected numeric year CCYY ACIS Users Guide Version 2 5 2 1 30 2013 47 type is V Data Element Validation Error Action Reporting Entity Code Action Vehicle Make Must be present if policy 206 Record rejected Verify vehicle make and resubmit with valid data 6 2 5 FR 19 EDI Record Description oe BES ia 811 Segment Table Level Business Type M N 5 BIG04 T1 Header Header 2 A AN AN Insurance NAIC N Owner Name Owner Soundex drivers license number Transaction Type Z lt lt lt lt lt lt Policy Number Owner DOB Verification Date Co owner DOB ACIS Users Guide Version 2 5 2 1 30 2013 NM101 T2 L1 NM102 T2 L1 IM103 T2 L1 IM108 T2 L1 IM109 T2 L1 MIO T2 L4 M102 T2 L4 IM103 T2 L4 M108 T2 L4 M109 T2 L4 N301 T2 L4 N401 T2 L4 N402 T2 L4 N403 T2 L4 DTMO01 T2 L4 DTM02 T2 L4 DTM05 T2 L4 DTMO01 T2 L4 DTM02 T2 L4 DTM05 T2 L4 DTMO01 T2 L4 DTM02 T2 L4 DTM05 T2 L4 Additional Information Must be FR 19 Identifier code IN Type qualifier 2 Insurance Company Name Code qualifier NI Insurance Company NAIC Identifier Code IL
45. hicle specific NS policy record may only be used if the policy covers all owned vehicles and the insurer does not have access to the Vehicle Identification Numbers of the vehicles on the policy If vehicle type NS is used only one record without any vehicle information VIN Make and Year will be reported All currently registered vehicles will be retrieved from the MVA s database based on the Pseudo soundex number and or company name provided The single cancellation or new business record will be applied to all currently registered vehicles retrieved from the MVA database Transaction Type This field indicates the type of processing that will be done against the record The three possible values for regular FR 13 Business Type FR 13 are XLC Cancellation NBS New Business REP Reinstatement All other values are rejected Vehicle Make This is a code representing the manufacturer of the vehicle If the policy type is vehicle specific this value must be present Likewise if the vehicle make is present then the policy type must be vehicle specific The format of the vehicle make must be in the form of a make code This make code is obtained from the official NCIC make table ACIS Users Guide Version 2 5 2 1 30 2013 27 Vehicle Year This is the model year of the vehicle For vehicle specific policies this value is required and if missing the record will be rejected Likewise if the policy type is non vehicl
46. ing System EDI Sender ID EDI Application and version Test EDI Sender ID ACIS Users Guide Version No 2 5 2 1 30 2013 Appendix A Appendix B Update History Version 1 0 to Version 1 1 References to Soundex now also include a reference to drivers license number References to verification records have been modified when indicated to include a reference to FR 19 records References to DOB have been changed to indicate the data element is not required but recommended References to Vehicle Make have been changed to indicated the data element is not require though recommended Section 6 1 3 The discussion concerning the Processing Date was modified to indicate that it could be the same date as the Media Control Number date Wording describing Cancellation Reason Codes was modified to clarify the definition Updated the sample FR 13 form References to vehicle make codes have been modified to include a recommendation to use the official vehicle make code from the NCIC table Clarified reporting requirements for insurers reporting multiple NAICs See section 6 11 Version 1 1 to Version 2 0 The MVA s EDI VAN Mail box information was added in section 4 1 The INCO program is available for download from http www mstechnologies com with account acisinco and password mdmva 4 3 Completed the section 4 5 Administrative Rules Reporting Requirements Updated the information for ACIS and MVA contact persons
47. is a voluntary nonprofit tax exempt educational organization of state and provincial officials in the United States and Canada responsible for the administration and enforcement of laws pertaining to the motor vehicle and its use AAMVAnet A network established by AAMVA to provide cost effective communication networks ALIR Automobile Liability Insurance Reporting ANSI ASC X12 The American National Standards Institute ANSI Accredited Standards Committee ASC X12 These are universal standards to enable all organizations to use a single agency X12 to develop and maintain transaction sets Data Element Fields used in FR 13 and FR 19 records See section 6 for definitions Document Refers to a single vehicle or non vehicle specific policy FR 13 FR 13 records are submitted by insurance companies to MVA to report changes to insurance coverage and to correct errors associated with records previously submitted FR 19 FR 19 records originate with MVA and are sent to an insurance company The insurance company will process them and return them back to MVA EDI Electronic Data Interchange is intercompany computer to computer transmission of business data in a standard format Information can be exchanged within minutes or hours Hard Error This is an error that rejected the insurance company record or transaction set The error must be corrected and the document or transaction resubmitted Information Exchange Mailbox IE
48. kette cartridge Also update Business Contacts Update section 4 2 Initial Insurance Database Load to show LOD function no longer used Update section 4 2 Initial Insurance Data Base Load last sentence to Any Error file generated will be returned to the insurance company to correct and resubmit Update section 4 3 Insurance Record Reporting Process to show elimination of LOD type function Paper fr 13 permitted only under uncommon circumstances Update section 4 3 to delete reference to paper files and change sentence to Insurers will follow the record layout reporting requirements for electronic media submissions EDI or Text Formatted Update section 4 5 Administrative Rules Reporting Requirements Update reporting frequency to Daily for NBS REVXLC Change Update pending of unmatched NBS from 60 days to 90 days Update section 4 5 Administrative Reporting Specifications what shall not be reported Delete Surplus Lines or Re insurance Coverage Delete Garage Liability polcies and references to Appendix B Update section 5 1 Magetic Cartridge Tape amp Diskette INCO updated to show all reporting must be done electronically via the SFTP MDOT Website Server Update section 6 1 2 media Control number record requirements pp2 to show This data record mirros the filename for the media submitted Update section 6 1 3 to Record Description for Text Formatted Electronic Media FR 13 Update section 6 1 4 to Field Descriptions f
49. ll be placed in this field and the record is resubmitted to MVA Verification Date This is the date in which the insurer will verify the insurance coverage If the vehicle in question was covered on this date then ACK is placed in the Transaction Type field otherwise NIS is used Insurance NAIC This is the insurance code for the company that the verification is being requested against The insurer may update this field if the code is incorrect or has been updated If this value is not one of the NAIC s that the insurer is responsible for then MVA should be notified to report the problem Vehicle Year This is the model year of the vehicle Vehicle Make This is the MVA vehicle make code of the vehicle VIN This is the vehicle identification number Policy Number This is the policy number for the vehicle being verified The insurer may update this field if the information from the MVA is incorrect or has been updated Owner Soundex drivers license number This is the Soundex of the owner of the vehicle Owner DOB This is the date of birth of the owner Owner Name This is the name of the owner of the vehicle Owner Address This is the street address of the owner of the vehicle ACIS Users Guide Version 2 5 2 1 30 2013 34 Owner City This is the city name of the owner s address Owner State This is the state code of the owner s address Owner Zip This is the Zip code of the owner s address
50. m Sterling Commence Inc This application provides businesses with robust data communication transformation end to end tracking and centralized management of business information exchanged over the Internet or private networks To become a trading partner you must meet all the business and system requirements along with completing the testing defined in this section of the reporting guide There are three possible tests your company could be involved in 1 Connectivity testing sending and receiving messages electronically 2 Transaction set testing the 811 transaction document for formatting and the ability to receive 997 acknowledgments and 811 errors 3 Validation testing the testing of your data for errors Connectivity testing e Set up MDOT SFTP Website accounts mailboxes passwords and file folders for each partner need to be set up e FTP testing Insurers will try to log onto the MVA Secure server once a user id account and password is assigned then test to upload and download files with different sizes to verify the FTP session is functioning properly 7 4 1 2 Transaction testing The complete transaction set testing will be done between the insurance company and MVA to determine that the 811 document data sent between each other is formatted correctly For this testing MVA may create some sample 811 transaction documents FR 13 and FR 19 with different number of records and 997 acknowledgment The following lists a
51. mber Must always be present 085 Record rejected Resubmit with policy number Owner Jurisdiction Must be present if owner 231 Record rejected Supply valid value type is 1 and owner resubmit soundex is not 0000000000000 Must pass table validation 230 Record rejected Policy Type Must be V or NS only 107 Record rejected Resubmit with valid policy type Insurance None None None None Information Owner DOB Must not be present if 227 Record rejected Supply or remove DOB owner type is 2 resubmit Must be valid date value if 225 Record rejected present Owner s age is too young 228 Record rejected or too old Policy Effective Must always be present 115 Record rejected Verify transaction type Date and pass validation and policy effective date resubmit with valid data Policy Exp Cancel Must always be present 125 Record rejected Verify transaction type Date and pass validation and policy expiration Must not be advance date date resubmit with valid data Vehicle VIN Must be present if policy 201 Record rejected Verify vehicle VIN and type is V policy type resubmit Must be valid length for 200 Record rejected with valid data Vehicle Years after 1981 No match found in MVA 501 Record rejected database Incorrect VIN but found 505 Record accepted No need to resubmit match in MVA database Match found in MVA 506 Record rejected Do not resubmit database but vehicle model trailer not required to be reported Ve
52. mit with valid data Vehicle Year Must be present if policy 222 Record rejected Verify vehicle year and type is V resubmit with valid If present must be valid 220 Record rejected data numeric year CCYY Vehicle VIN Must be present if policy 201 Record rejected Verify vehicle VIN and type is V policy type resubmit Must be valid length for 200 Record rejected with valid data Vehicle Years after 1981 No match found in MVA 501 Record rejected database Incorrect VIN but found 505 Record accepted No need to resubmit match in MVA database Match found in MVA 506 Record rejected Do not resubmit database but vehicle model trailer not required to be reported Owner Type Must be 1 or 2 only 018 Record rejected Supply owner type resubmit Owner Soundex Must be present 260 Record rejected Supply Soundex or Tax drivers license ID and resubmit number or Tax ID Owner information of the 261 Record rejected Verify the soundex and soundex submitted does resubmit with valid not match the MVA data database Submit Owner Soundex when owner type is 1 Pseudo Soundex or Tax ID When owner type is 2 if not available use 0000000000000 Owner Jurisdiction Must be present if owner 231 Record rejected Supply valid value type is 1 and owner resubmit soundex is not 0000000000000 Must pass table validation 230 Record rejected ACIS Users Guide Version 2 5 2 1 30 2013 31
53. mitted from MVA ACIS Users Guide Version 2 5 2 1 30 2013 52 6 3 Error Codes and Reasons The following table outlines the error codes and their descriptions Error Description E Invalid Business Type must be FR 13 FR 19 or FR 88 Insurance NAIC missing or not a valid entry Transaction Type for FR 13 not NBS XLC or REI for FR 19 not ACK or NIS HDR L4 Cancellation Reason Code must not be present if Transaction Type is NBS or REP isdi n a PTT F is is 2 2 Pe T Owner Jurisdiction must be present if Owner Type is 1 and Owner Soundex is not 0000000000000 Owner Soundex or TaxID must be present use 0000000000000 if not available Owner Jurisdiction invalid value Er ERA ER R ACIS Users Guide Version 2 5 2 1 30 2013 53 7 0 Testing 7 1 Overview This testing section applies to all Insurers submitting files electronically ACIS can receive and transmit information using various media types Each Insurer may use one or more of those types see reporting requirements sections In addition there are two distinct record types that are reported separately The combination of all these factors requires a process to certify that an Insurer is able to accurately submit insurance transactions ACIS maintains information about each Insurer This includes which of the media types each is allow to report under for b
54. nd Regulations Title 11 Department of Transportation Subtitle 2 Transportation Service Human Resources System if applicable and or by law of regulation The Office of Transportation Technology Services its client agencies and their customers adhere to state data processing security as set forth m Executive Order 01 01 1983 18 Privacy and State Data System Security Md Code Ann Crimmal Law Article 8 606 Making false entries m public records and related crimes and 7 302 Unauthorized access to computers and related material Md Code Ann State Government Article 10 611 through 10 630 Maryland Public Information Act Md Code Ann Transportation Article 12 111 through 12 113 Motor Vehicle Administration Records and as published by the Secretary of the Department of Budget and Management from time to time under Md Code Ann State Finance and Procurement Article Title 3A Subtitle 3 Information Processing Federal laws affectmg access to and use of computer mformation mclude but are not limited to the followmg 15 U S C 271 et seg National Institute of Standards and Technology 44 U S C 3541 et seg Federal Information Security Management Act 49 U S C 30301 ef seg National Driver Register Act 5 U S C 552 Freedom of Information Act 5 U S C 552a Privacy Act 18 U S C 1001 et seg Computer Fraud and Abuse Act 17 U S C 109 Computer Software Rental Amendments Act of 1990 15 U
55. ns on cartridge tape testing issues between MVA and Insurers who submit insurance company transactions on diskette Identify and resolve EDI issues Insurers who desire to submit associated with receiving 811 transactions using the ACIS transaction documents INCO program Identify and resolve EDI issues associated with transmitting 997 acknowledgments Identify and resolve issues associated with the processing and validating of records for all media types Identify and resolve issues associated with the processing and validating of records submitted via the ACIS INCO program II Further refine processing issues from Additional Insurers will be Phase I by introducing additional selected to participate in Insurers to the testing further testing HI All remaining insurance companies will All insurers who report edi or be brought onboard as trading partners text electronic media spaced out over the duration of the this phase 7 3 General Testing Sequence Internal testing by each Insurer should be done prior to initiating testing with Maryland MVA Each Insurer should design their systems in such a manner as to eliminate most data errors arriving at MVA When an Insurer has completed their own internal testing they may proceed to establishing dialog with MVA Once testing has been completed with MVA then the Insurer will submit an live initial data load of their current business Once this information is processed by ACIS the MVA
56. o the insurer after ACIS processing The error codes and their descriptions are defined in Section 6 3 ACIS Users Guide Version 2 5 2 1 30 2013 45 6 2 4 FR 13 EDI Validation Rules The table below describes the various validation conditions that are checked NOTE the error codes are subject to change based on the EDI model that is implemented and be numeric Data Element Validation Error Action Reporting Entity Code Action Business Type Must be FR 13 for 014 Transaction Resubmit with valid regular FR 13 records and rejected value Initial Load Insurance NAIC Must be present 016 All records Supply valid value Must pass table validation under this NAIC resubmit code rejected Owner Type Must be 1 or 2 only 018 Record rejected Supply owner type resubmit Owner Name L Must always be present 235 Record rejected Submit Owners Last name if owner type is 1 Organization s name if owner type is 2 Owner Name F Must be present if owner 240 Record rejected Supply first name type is 1 resubmit Must not be present if 241 Record rejected owner type is 2 Owner Name M Must not be present if 245 Record rejected Check middle name owner type is 2 requirements resubmit Optional if owner type is SE Owner Name S Must not be present if 255 Record rejected Check name suffix owner type is 2 reguirements resubmit Optional if owner type is
57. or Text Formatted Electronic Media FR 13 and delete note regarding using make codes other than published by NCIC Update section 6 1 8 to Validation Rules for Text Formatted Electronic Media FR 19 Update section 6 2 1 LOD references deleted Update section 6 2 3 Fr 13 EDI data field Description change fr 00 to fr 13 Update section 6 2 3 Fr 13 EDI Data Field Description Change from fr 00 to fr 13 for initial load Update section 6 2 4 FR 13 EDI Data Field Description change from fr 00 to fr 13 for initial load Update section 6 3 Header to Error Codes and Reasons Update section 6 3 Delete reference to fr 00 and LOD Update section 7 1 Overview Delete refernce to paper submissions Update section 7 4 1 delete reference to email ftp van email and dial up all files must transfer via MDOT SFTP Website Update section 7 4 2 to Text fixed length Electronic Media testing Delete Appendix B paper reporting no longer acceptable Appendix B ACIS User Manual 2 5 2 1 30 13 Appendix C MVA FTP Remote Access Request Form MVA FTP ICD Remote Access Request Form REQUESTER INSTRUCTIONS Complete top section of form sign and date Forward to MVA System Administrator or supervisor to sign and date the form Submit signed form to MVA Security Officer for verification of access type s ACTION New Request Account Change O Account Deletion Date of Request Requester Name Phone
58. oth of the record types along with a flag to indicate whether or not the Insurer is in test mode While in test mode Insurers will be allowed to submit records for testing but their records will not enter the system for processing Before Insurers are allowed to submit live data they will be required to submit data for testing and validation Three specific types of data records will be required for testing They are e New Business records FR 13 e Cancellation records FR 13 e Verification requests FR 19 New Business and Cancellations are reported using the FR 13 record format while Verification requests are reported using the FR 19 format 7 2 Testing Phases Testing submission to MVA will occur in three phases Phase I will involve a small number of Insurers and will be used to iron out the technical and operational issues involved with processing insurance transactions Phase II will involve another larger group of Insurers and will help refine the processes from Phase I Phase III will be used to stage the remaining Insurers into the testing program The table below outlines the various aspects of each phase ACIS Users Guide Version 2 5 2 1 30 2013 54 Phase Test Objectives Participants Time Frame I Work out operational issues involved Insurers who submit with the receiving and sending of transactions via EDI electronic media Insurers who submit Identify and resolve EDI connectivity transactio
59. our EDI application mainframe midrange PC etc 11 The first step of testing will be to complete the ACIS Trading Partner Information Sheet This form is available in the back of this document in Appendix A or you may download it from the ACIS web page at http www mstechnologies com acis htm Please submit the required forms a minimum of one month prior to testing Information requested includes e Your official insurance company name and NAIC code e The name of your business contact responsible for the business and policy decisions e The name of your technical contact responsible for conducting the tests e Identify your preferred method to submit the initial load e Identify your method of on going reporting 12 You will need the following information from MVA Business Rules Jamie L Endsley DOT IT FA II Testing Scheduling Maryland Motor Vehicle Administration amp EDI Coordinator 6601 Ritchie Highway NE Room 140 Glen Burnie MD 21062 jendsley mdot state md us 410 768 7315 Technical Support MS Technologies Corporation 10110 Molecular Drive Suite 305 Rockville MD 20850 Support mstechnologies com MVA s EDI Account Information EDI Application GENTRAN Server For Windows EDI Qualifier ZZ EDI Code ID MVAACIS MVA s FTP address for submitting data Will be provided upon approval and issuance of a user id and password Refer to Section 3 6 for additional information on FTP Reporting ACIS U
60. owner has 4 vehicles under one policy and cancels the policy 4 records will be sent one for each vehicle from Insurer to MVA Error codes for FR 13 returned from MVA to Insurer Character Data Element Length Type Additional Information Position 1 Blank 1 Character MUST BE LEFT BLANK 2 Insurance NAIC Character Insurance Company NAIC 7 Policy Type 2 Character NS Non vehicle specific policy V Vehicle Specific policy 9 Transaction Type 3 Character NBS New Business XLC Cancellation REP Reinstatement 12 Reserved 8 Character Reserved use blank 20 Vehicle Make 4 Character Make code from NCIC table 24 Vehicle Year 4 Character CCYY 28 Vehicle VIN 17 Character Alpha Numeric 45 Owner Type 1 Character 1 Individual 2 Organization 46 Owner Soundex 13 Character For Owner Type 1 Owner Soundex drivers license 1s provided number or Tax ID For Owner Type 2 Pseudo Soundex or Tax ID is provided For data not available use 0000000000000 13 0s 59 Owner Jurisdiction 2 Character The state code of the Owner Soundex 61 Owner Name L 35 Character Last Name 96 Owner Name F 20 Character First Name 116 Owner Name M 1 Character Middle Initial 117 Owner Name S 3 Character Name Suffix 120 Owner Address 1 30
61. pdate section 7 4 1 1 Connectivity Testing to include FTP testing Add Appendix D MVA FTP Remote Access Request Form Appendix B ACIS User Manual 2 5 2 1 30 13 Version 2 4 to Version 2 5 2 Update section Table of Contents 6 1 3 6 1 8 change text from magnetic media to Text Formatted Electronic Media and delete reference to Appendix B obsolete Update section 1 3 Program purpose ACIS will permit the transmission of data through methods such as Electronic Data Interchange EDI or other electronic media fixed length text files Requests for Update section 2 3 MVA Van information updated Update section 3 1 update current acceptable media type as EDI or text fixed length electronic media files Update section 3 2 Electronic Reporting to show that we no longer use magetic tape cartridges Update section 3 3 to Electronic fixed length Text Files also replaced magnetic records with text formatted records Delete last line of paragraph 2 of this section Update section 3 4 to Diskettes Diskettes are being phased phased out and are no longer an acceptable media type Update section 3 5 Delete reference to Manual Reporting Update section 3 6 FTP Reporting Connectivity Options to MDOT SFTP Website Update sesction 4 0 Change wording to show The technical specifications are located in section 5 Update section 4 1 Insurance Business Plan to show elimination of media types email dis
62. pe of the service that is being provided and consistent with the Federal Driver Privacy Protection Act The MVA FTP Remote Access Request Form and SecurityAdvisory Forms Appendix C amp D shall be completed for assignment of a userid and password for at least a primary and back up user The user id will be assigned by the MVA upon receipt and approval of the original signed MVA FTP Remote Access Request form Clients have four 4 options in connecting to the MDOT Secure FTP server Following are the choices available and the information needed to utilize each A Clients may submit and retrieve files via a web browser If using a Web Browser clients may access the S FTP server by entering the appropriate URL in the address field and hitting enter From this point authentication takes place and an interface allows the user to submit and retrieve files by clicking on the hyperlinks displayed in the browser window B Clients may submit and retrieve files by creating a VPN Virtual Private Network tunnel and use straight unsecure FTP By nature of VPN the data is already encrypted ACIS Users Guide Version 2 5 2 1 30 2013 14 C Clents may submit and retrieve files using scripting via HTTPS FTP S or S FTP HTTPS connection to https sftp1 mdot state md us or 170 93 140 90 Data must be SSL encrypted and FTP security extensions must be RFC 2228 compliant HTTPS port is 443 FTP S FTP over SSL port is 30021 S FTP FTP over SSH por
63. perated by the Maryland MVA Although the MVA has contracted with an outside entity for the design development implementation and maintenance of the system the operation of the system will not be contracted with any outside entity The MVA will not disclose or allow the bulk purchase of any insurance information submitted by insurers or other providers in conjunction with ACIS ACIS will permit the transmission of data through methods such as Electronic Data Interchange EDI or other electronic media fixed length text files Requests for insurance verification will be drastically reduced as the system will look for a match from ACIS Users Guide Version 2 5 2 1 30 2013 3 the new policies reported before generating a request for insurance verification Paperless electronic access to accurate Insurance enforcement data will be available throughout the State allowing MVA customer service representatives to deliver quality service ACIS will include an Interactive Voice Response Telephone system to provide callers with 24 hour access to their insurance compliance case information and pay uninsured motorist penalty fees by phone Through computer telephone integration operators will have access to vehicle owners case information when they accept a call System architecture will be developed in a modular format to permit compliance with all current legislative requirements and adapt to future legislative initiatives 1 4 Program Background
64. r corrects errors and submits corrected records on new media with new media control number Old media is not reprocessed by MVA 5 3 FR 19 Insurance Verification Submissions FR 19 records originate from MVA and are used as a request for insurance verification Each record contains information about the insured and a single vehicle These records are used for both vehicle specific and non vehicle specific policies There is not a procedure for requesting and responding to a verification request for a fleet of vehicles each vehicle must be verified individually The Insurer should use the information contained in each record to identify the insured and then will respond by updating the Verification Code field The Insurer may also modify the Insurance NAIC and the Policy Number fields if that information from MVA is incorrect or has been updated The Insurer should not modify any other fields A new media file will be created with the updated information and will contain a new Media Control Number for that set of data DO NOT resubmit the media with the same MCN that was sent to you ACIS Users Guide Version 2 5 2 1 30 2013 23 6 0 Data Element Specifications 6 1 Electronic media Data Element Definitions and Validation Rules 6 1 1 Record Descriptions Overview e FR 13records are submitted by insurance companies to MVA to report changes to insurance coverage and to correct errors associated with records previously submitted XLC NBS and REI d
65. ransactions Figure 1 Outgoing Magnetic FR 19 Verification Requests Outgoing FR 19 u See ae Es FR 19 77 Paper m Reporting Requests FR 19 Request m ACIS OBJ Verification FR 19 Pending FR 19 utgoing FR 19 Process Request Verifications Request Media Diskette Insurance Processing Company N Figure 2 ACIS Users Guide Version 2 5 2 1 30 2013 Incoming EDI 811 New Business Cancellation or Verification Transactions EDI 811 with EDI Invalid FR 13 Communication rr rs lt FR 13 FR 19 to 811 FR 19 Process Mapping X J A Invalid Unmatched 811 with errors records Acknowledgement v Matched records Update case information Y ACIS faguranee EDI ACIS Cases he Company 4 Turnaround with ransaction Error Code gt Processing Information Invalid 811 811 file Acknowledgement EDI EDI Valid Invalid 811 Communication 811 to FR 13 or FR 19 gt FR 13 FR 19 Process Mapping and Compliance Check 811 archive Figure 3 ACIS Users Guide Version 2 5 2 1 30 2013 10 ACIS FR 19 Verification Request a Process ACIS Users Guide Version 2 5 2 1 30 2013 Outgoing EDI 811 Verification EDI FR 19 to 811 Mapping ACIS EDI Server Figure 4 EDI
66. re that the document follows the rules of the 811 ALIR standard and that certain data elements are correct according to Maryland s MVA rules If an error is detected it is noted in the 997 acknowledgment and the 811 document is not processed any further If no errors were found the MVA data records are allowed to continue through the system 2 The 997 acknowledgment is sent to the insurance company s mailbox A 997 is always sent whether or not any translation errors were detected or not 3 The data records are validated for content errors Each field is checked to insure it contains correct information Validation errors are described in another section of this document Records that do not pass validation are written to a file for subsequent error processing Good records are passed onto ACIS for matching 4 Valid records are checked against ACIS Cases Insurance Transactions for matched records and information is updated 5 Unmatched and Error records are translated into an 811 document placed into an EDI envelope and are sent to the insurance company s mailbox If there were no errors found in the incoming document nothing is sent to the insurance company 6 Information regarding the document from whom number of records number of errors etc is written to a file for processing by ACIS A report is generated outlining validation statistics for use by MVA staff The above steps will not only ACIS Users Guide Version 2 5 2 1
67. re the basic transaction steps need to be tested e The partner sends 811 FR 13 to MVA e MVA sends back the 997 acknowledgment to the partner e MVA sends back the 811 FR 13 with errors to the partner ACIS Users Guide Version 2 5 2 1 30 2013 57 e The partner sends back the corrected 811 FR 13 to MVA e MVA sends 811 FR 19 to the partner e The partner sends back the 811 FR 19 back to MVA 7 4 1 3 Validation test 7 4 2 7 4 3 MVA will create test cases representative of the insurance company s type of business by extracting actual records from the company s data MVA will process the 811 file send by the insurance partner with the test case file and return a functional acknowledgment 997 and 811 error document if there is any based on the test cases MVA will review the results of the file processing and determine whether the level of accepted records is sufficient 90 of the test records are process as expected MVA will then notify the tested insurance partner whether the test was sufficient If the test is sufficient the tested partner may process the 811 error document if there is no 811 error another test will need to occur to test the error processing and transmits error corrections to MVA again Otherwise the tested partner will transmit a second test file and repeats the process Text Fixed Length Electronic Media Testing These tests are conducted by those insurance companies who plan to submit pe
68. referred to as transaction set A transaction contains all of the data sent or received at one time This will usually contain more than one document VAN Value Added Network Provides links among trading partners required by electronic communication functions such as EDI or e mail ACIS Users Guide Version 2 5 2 1 30 2013 62 Appendix ACIS Users Guide Version 2 5 2 1 30 2013 63 Appendix Maryland MVA Trading Partner Info Sheet o MY dd Facts Highway NE ICD 073 12 11 Glen Bumie Maryland 21062 Maryland MVA Trading Partner Info Sheet Company Name NAIC Group Code NAIC Code RETURN COMPLETED FORM TO Ms Jamie Endsley Maryland Motor Vehicle Administration Maryland MVA Code Insurance Compliance Division Room 140 Self Insurance Certificate Number 6601 Ritchie Highway NE Glen Burnie MD 21062 Group Name Address 1 Address 2 Ouestions About Reporting contact Jamie Endsley 410 768 7315 Janet Owens 410 787 7766 Main Phone Marva Salmi 410 768 7391 FAX 410 424 3102 EMAIL ADDRESS AND MAILING ADDRESS IF REPORTING CONTACT TYPE NAME DIFFERENT FROM ABOVE PHONE NUMBERS METHOD City State Zip Code Laws Regulations amp Bulletins Business Processes Issues Related to FR19 amp FR19 Filings Media Processing Personal Lines FTP Plain Text Commercial Lines Telephone Verification of Insurance EDI COORDINATOR EDI INFORMATION IF APPLICABLE EDI SYSTEM INFORMATION Operat
69. riodic updates or submit their initial business load using electronic media Any data submitted for testing must contain a mix of business records This includes new business cancellations vehicle specific and non vehicle specific examples if applicable It is not the intent of these tests to validate the Insurer s edit checks it is hoped that syntax and content errors will have been eliminated by the Insurer during their own in house testing The data record requirements see Section 6 1 describes the edits that each record type must pass therefore any errors discovered during these tests will hopefully be to a minimum Data Validation Test All text electronic records submitted will be validated EDI data validation is processed separately within the EDI processes 1 ACIS processes the insurance records ACIS will analyze each data record both FR 13 and FR 19 for all possible syntax and content errors See Section 6 for a description of the conditions that will be validated Missing or invalid data is logged for future reporting 2 Report Errors A detailed report is generated listing the aberrant record along with each specific error associated with it This will be in the form of electronic records for EDI submissions ACIS Users Guide Version 2 5 2 1 30 2013 58 3 Test results are sent to Insurer Upon completion of the test the ACIS Media Test Coordinator will examine the nature of the errors and will note any issues the
70. ription in section 7 3 General Testing Sequence 7 3 Added three fields GROUP NAIC GROUP NAME and the Test EDI Sender ID in the Trading Partner Info Sheet Appendix A Updated the incorrect INCO FTP account acisinso to acisinco Appendix C Version 2 1 to Version 2 2 Update section 4 5 Reporting Requirements to clarify what shall and shall not be reported Update section 5 1 Media Requirements to define internal IBM label for tape transmissions and external labeling requirements Update section 6 3 to include the EDI Error Prefix and EDI Error Level 6 3 Add Insurance Company Information data field for FR 13 format 6 1 3 6 1 4 6 1 5 6 2 2 6 2 3 6 2 4 Update Technical Contacts information 4 1 8 2 Appendix B ACIS User Manual 2 5 2 1 30 13 Version 2 2 to Version 2 3 Update Technical Contacts information 4 1 8 2 Update section 4 5 Administrative Rules Reporting Requirements a Cancellation reporting changed From Immediately or within 20 days of cancellation date To Immediately or within 30 days of cancellation date Q Error Report from MD MVA From Within 3 days after receipt of incoming data To Within 10 days after receipt of incoming data Error Tolerance Defined Data Files transmitted with an error ratio greater than 10 will be rejected Update section 5 1 Media Requirements to define external labeling requirements for diskettes and cartridges Appendix A Add fax number to trading pa
71. rom NCIC table Error Codes up 5 REF01 T2 L1 L4 L5 Reference qualifier 1Q to 10 errors REFO2 T2 L1 L4 L5 Error Code to be sent back from MVA to the insurance companies for errors ACIS Users Guide Version 2 5 2 1 30 2013 41 6 2 3 FR 13 EDI Data Field Descriptions Business Type This field must contain FR 13 to indicate the data being reported represents the regular FR 13 information For Initial Load the FR 13 should be used and for No Business Report FR 88 Insurance NAIC This is the unique number that identifies the insurance company A table is maintained that contains all valid NAIC values If the NAIC value provided is not in the table the entire transaction is rejected Owner Type A single digit code used to describe the type of the insured that is being reported This will represent either an individual or organization 1 Individual 2 Organization This field is mandatory Owner Name Last Name L This is the last name of the insured if the owner type is individual or it is the name of the organization if the owner type is organization This data element is required First Name F The first name of the insured if the owner type is individual otherwise it is left blank It is a mandatory field if the owner type is individual must be blank if owner type is organization Middle Initial M The middle initial of the insured if the owner type is individual otherwi
72. rtner information sheet Version 2 3 to Version 2 4 Update Table of Contents to add new section 3 6 FTP Reporting Updates section 1 1 User Guide Purpose Update section 2 3 ANSI ASC X12 Standard to include MVA EDI VAN account information and suggested EDI Delimiters Add new section 3 6 FTP Reporting Update section 4 1 Insurance Business Plan Requirements FTP Reporting Update section 4 3 Insurance Record Reporting Process to include No Business Reporting Update section 4 5 Administrative Rules Reporting Requirements Update section 4 6 No Business Report Update section 5 1 Magnetic Cartridge amp Diskette specifications Update section 6 1 1 Record Description Overview Update section 6 1 2 Media Control Number record Requirements Update section 6 1 3 Record Description for Magnetic Data FR 13 Record description corrected to remove field Insurance Company Information at character position 258 This field is only available for EDI data Update section 6 1 4 Field Descriptions to clarify Policy Type and Policy Exp Cancel Date Update section 6 1 5 Validation Rules for Magnetic Data FR 13 Vehicle VIN and Policy Exp Cancel Date Update section 6 2 3 Field Descriptions to clarify Policy Type and Policy Exp Cancel Date Update section 6 2 4 FR 13 EDI Validation Rules Vehicle VIN and Policy Exp Cancel Date Update section 6 3 Error Codes and Reasons for Electronic media and EDI Error Codes 125 506 amp 507 U
73. s to verification requests Both of these record types can be reported using the media listed above Figures and 2 are data flow diagrams which describes the flow of FR 13 and FR 19 records through the system for Magnetic and Paper Processing Largely Eliminated Figures 3 and 4 are data flow diagrams which describes the flow of FR 13 and FR 19 records through the system for EDI Processing Text Files fixed length format also follow a path through the MDOT Secure FTP Website to ACIS but bypass the EDI Communication and Translation Process ACIS Users Guide Version 2 5 2 1 30 2013 7 Bad Records Report Incoming Magnetic FR 13 New Buiness and Cancellations or FR 19 Verifications Transactions Insurance Transaction Error Reporting Diskette Bad Diskette Report Insurance Company FR 19 Media Processing Manual Paper Processing Form ACIS Users Guide Version 2 5 2 1 30 2013 Invalid Invalid Ins Transactions or Records Unmatched Records Unmatched insurance Transactions Transactions Updated case Potential ACIS Case Information Records Insurance Transaction L Case ACIS Cases Matching nformation Insurance Transactions 2 Invalid Transactions Valid ie Transactions Insurance Transactions Ge m Processing Vali Valid Ins Transactions Transactions Valid T
74. se it is left blank This data element is not mandatory but must be blank if owner type is organization Name Suffix S The name suffix Jr Sr II etc of the insured when the owner type is individual otherwise it is left blank This data element is not mandatory but must be blank if owner type is organization Owner Soundex drivers license number or Tax ID If the owner type is individual then the insured s Soundex or drivers license number If the owner type is an organization then the MVA assigned pseudo Soundex or tax ID must be provided If the data is not available the special soundex 0000000000000 13 Os should be used Owner Address Address 1 This is the address of the insured It is a mandatory field ACIS Users Guide Version 2 5 2 1 30 2013 42 Address 2 This is the second line of the address It is not mandatory but if it is not blank then the Address 1 field must not be blank Owner City This is the resident city for the address of the insured This data element is mandatory Owner State This is the resident state for the address of the insured If the data element is missing the record will be rejected This field must be present in the state table or the record will be rejected Owner Zip Zip This is the zip code associated with the address of the insured If this code is not present the record will be rejected This field may be entered as a 5 digit or 9 digit no dash Zip code Trans
75. security matters Any breach of security will be promptly reported to the Director Office of Transportation Technology Services designee or security officer bell si Ph bA xz ba a I acknowledge that I have read and understand the foregomg security advisory Date Name Please vormt or tvve EIN Signature Badge Number Logonid OTTS ODS 0Q10 06 93 R 7 12 11 PAGE 1 APPENDIX D ACIS User Manual
76. sers Guide Version 2 5 2 1 30 2013 17 4 2 Initial Insurance Data Base Load To incorporate existing insurance information into the ACIS program insurance companies must send a copy of their existing database to the Maryland MVA The data should include all information that is specified in the FR 13 NBS as described in the Record Descriptions of Section 6 0 of this document This data may be delivered using the format all future transactions will be reported on Once the data is uploaded to the mainframe it will be checked and verified against all existing data in accordance with the FR 13 and an error report will be generated The error report will contain error codes that are described in section 6 3 of this document The error report will be generated in the format it was transmitted to MVA Any Error file generated will be returned to the insurance company to correct and resubmit 4 3 Insurance Record Reporting Process This following list addresses some of the data reporting requirements for insurance providers e Insurers shall report vehicle specific and non vehicle specific policies e Insurers may report with EDI or text formatted fixed length electronic media e Insurers will report new business and cancellations FR 13 and will respond to verification inquires FR 19 from MD MVA e Insurers will follow the record layout reporting requirements for electronic media submissions EDI or Text Formatted e Insurers will
77. submit media files to MVA using a unique Media Control Number MCN e Complete VIN information will be submitted for vehicles with model year after 1981 Prior to this a partial VIN and vehicle make and model year must be provided e VIN information is not required for reporting non vehicle specific policies e Insurers will submit an initial data load FR 13 of existing active policies e Insurers will submit a No Business FR 88 transaction at the end of the month if there is no activity to report Data to be reported to MVA must be submitted electronically via the MDOT SFTP Website This includes text files fixed length format and EDI ACIS Users Guide Version 2 5 2 1 30 2013 18 A software program ACIS INCO is available to those companies whose volume is small enough where manual entry of Insurance business would benefit from an automated process ACIS INCO will collect data from an insurer for FR 13 records and produce a FR 13 text formatted files for submission back to MVA for processing ACIS INCO will also process FR 19 verification request files received from MVA and will provide the insurer a method to report verifications The verifications will either be transferred back to MVA via FTP Currently the ACIS INCO program may be downloaded from http www mstechnologies com with the username acisinco and the password mdmva 4 4 Manual Reporting Specifications Manual Reporting is no lon
78. t is 50022 We recommend using the Secure Transport Client from Tumbleweed www tumbleweed com This client supports scripting using HTTPS e Please note Clients are NOT required to purchase their own certificates as they are sent from the server to the client MDOT will not supply code to Partners who wish to write their own HTTPS script D Approved VPN client software to MDOT firewall MVA is currently using CISCO Securid Internet Access which also requires MDOT technical assistance to setup Insurers interested in using FTP to transmit data must notify the Insurance Compliance Division via e mail at acis mdot state md us The e mail should include the following e The Name of the insurer e NAIC code e Contact person name s e E mail address e Phone number e Preferred method of FTP ACIS Users Guide Version 2 5 2 1 30 2013 15 4 0 Business Reporting Specifications This section describes the initial load and on going file reporting specifications for information exchange between an insurance company and MVA The business specifications described are for e Insurance Business Plan e Creating the initial insurance data base e Ongoing reporting of insurance records e Ongoing manual reporting e Error reporting The technical specifications are located in Section 5 4 1 Insurance Business Plan Requirements In order to implement an acceptable reporting process for submitting insurance transaction records
79. ty insurance coverage on motor vehicles MVA has identified data elements out of the ALIR implementation guide You can obtain a complete copy of the 3 0 version X12 guide by contacting Washington Publishing at 425 562 2248 or through the Internet address www wpc edi com Maryland MVA EDI Account Information EDI Application GENTRAN Server For Windows EDI Qualifier ZZ EDI Code ID MVAACIS NOTE The following EDI Delimiters are suggested Sub Element Delimiter N A Data Element Delimiter asterisk Segment Delimiter tilde Element Separator Text Hex 2A Sub Element Separator Text gt Hex 3E Segment Terminator Text Hex 7E ACIS Users Guide Version 2 5 2 1 30 2013 3 0 System Architecture 3 1 Overview The Maryland MVA s ACIS processes automotive policy information reported to the state by all insurance companies who provide automobile liability insurance in Maryland ACIS is being developed to simplify the sending and receiving of the aforementioned policy information Policy information is reported using the following media type e Electronic EDI or Fixed Length Text Files The processes for reporting the information differ slightly for each of the media types but the data that is reported is the same Two types of information are passed between the MVA and insurance companies FR 13 information is used to report new business and cancellations while FR 19 information contains verification request and response
80. usiness Report Insurance NAIC NM101 T2 L1 Identifier code IN Type YM102 T2 L1 qualifier 2 Insurance YM103 T2 L1 Company Name Code YM108 T2 L1 qualifier NI Insurance M109 T2 L1 Company NAIC Owner Type NM101 T2 L4 Identifier Code IL NM102 T2 L4 Type 1 Individual 2 Organization Owner Name F NM104 T2 LA Owner Name M NM105 T2 L4 Middle Initial Owner Name S NM107 T2 L4 Name Suffix ACIS Users Guide Version 2 5 2 1 30 2013 39 vw E Description M O Type Length 811 Segment Additional Information Table Level Owner Soundex drivers license number or Tax ID SE Address Ge Address Transaction Type Cancellation Reason Code Policy Number Owner Jurisdiction Policy Type Insurance Company Information Owner DOB Policy Effective Date Policy Expiration Date x x M M M M M x M M M x M x x M x x M x x N AN ii 2 2 3 2 2 3 2 2 Eu u i AN AN AN N 3 6 2 3 6 2 3 6 2 NM108 T2 L4 NM109 T2 L4 SI01 T2 L4 S102 T2 L4 S103 T2 L4 SI01 T2 L4 S102 T2 L4 S103 T2 L4 REF01 T2 L4 REF03 T2 L4 REF01 T2 L4 REF02 T2 L4 REF01 T2 L4 REF03 T2 L4 DTMO1 T2 L4 DTM02 T2 L4 DTM05 T2 L4 DTMO1 T2 L4 DTM02 T2 L4 DTM05 T2 L4 DTMO01 T2 L4 DTM02 T2 L4 DTM05 T2 L4 F
81. will contact the insurance technical and business liaisons You will then be certified to do business with the MVA as a trading partner Each Insurer will be required to submit data according to the steps specified below This sequence will help reduce the turnaround required to validate each Insurer The timeline is base on the starting date selected for the Insurer This might be the beginning of a Phase or a date selected after the start of a Phase ACIS Users Guide Version 2 5 2 1 30 2013 55 1 Insurer obtains MVA ACIS Trading Partner Information Sheet from MVA 2 Insurer returns MVA ACIS Trading Partner Information Sheet to MVA 3 MVA sends confirmation to allow testing to commence 4 Insurer will send MVA the test FR 13 file with NBS and XLC records 5 MVA will process the test FR 13 file 6 Errors in the test FR 13 file will be sent back to Insurer 7 Insurer will resubmit the test FR 13 file with the errors corrected Step 6 and 7 will be repeated until errors are corrected 8 When the test FR 13 file is submitted without errors MVA will generate a Verification request file FR 19 based on the FR 13 file 9 MVA will send the FR 19 Verification file to Insurer 10 Insurer will process the FR 19 Verification file 11 Insurer will submit the FR 19 Verification response file 12 MVA will process the FR 19 Verification response file and report results 13 Insurer will resubmit the FR 19 Verification response file
82. y feel necessary that will allow the Insurer to correct the problems in the future The results of the test are then sent back to the Insurer If content errors were detected the detailed report will accompany the results The Insurer should correct any errors and reinitiate a new test with MVA ACIS Users Guide Version 2 5 2 1 30 2013 59 8 0 Project Contacts 8 1 MVA Contacts New Insurers Ms Marva Salmi Maryland Motor Vehicle Administration 6601 Ritchie Highway NE Room 140 Glen Burnie MD 21062 Phone 410 768 7251 FAX 410 424 3102 acis mdot state md us Business Rules Ms Jamie Endsley Testing Scheduling DOT IT Functional Analyst II amp EDI Coordinator Maryland Motor Vehicle Administration 6601 Ritchie Highway NE Room 140 Glen Burnie MD 21062 jendsley mdot state md us 410 768 7315 Daily reporting Media Processing Unit Maryland Motor Vehicle Administration 6601 Ritchie Highway NE Room 140 Glen Burnie MD 21062 410 768 7487 acis mdot state md us 8 2 Technical Contacts Technical MS Technologies Corporation 10110 Molecular Drive Suite 305 Rockville MD 20850 support mstechnologies com ACIS Users Guide Version 2 5 2 1 30 2013 60 9 0 GLOSSARY The following is a list of definitions and acronyms used throughout Maryland s ACIS user guide These definitions are intended to help clarify the terms used AAMVA American Association of Motor Vehicle Administrators AAMVA
83. y field if the owner type is individual must be blank if owner type is organization Middle Initial M The middle initial of the owner if the owner type is individual otherwise it is left blank This data element is not mandatory but must be blank if owner type is organization ACIS Users Guide Version 2 5 2 1 30 2013 28 Name Suffix S The name suffix Jr Sr II etc of the owner when the owner type is individual otherwise it is left blank This data element is not mandatory but must be blank if owner type is organization Owner Address Address 1 This is the address of the owner It is a mandatory field Address 2 This is the second line of the address It is not mandatory but if it is not blank then the Address 1 field must not be blank Owner City This is the resident city for the address of the owner This data element is mandatory Owner State This is the resident state for the address of the owner If the data element is missing the record will be rejected This field must be present in the state table or the record will be rejected Owner Zip Zip This is the zip code associated with the address of the owner If this code is not present the record will be rejected Plus 4 This is the plus 4 portion of the zip code It is not a mandatory field but if present then the Zip field must also be present Owner DOB This is the date of birth of the owner This field is not required but it is recommended that

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