e-Suitability User Manual - Avail eSuitability
Contents
1. Other Information Affordability Info Confirmation Business Affordability v lt gt DDE 15 January 2010 Dear Gwyneth Client Details If you scroll down the Document Map in to the product section you will now notice User Defined Model Portfolios Underneath this you will find our template of a user defined model portfolio to get you started Please note that this can be deleted by you at any time To add a user defined model portfolio paragraph in the Paragraph List click the icon Add New User Paragraph as below and you will be presented with a new window to add your desired paragraph i Paragraph List In the new window you note that you have to dictate which style you want the text to appear in such as whether it is a heading main body or subheading This will ensure the text is in keeping with the rest of the system paragraphs and therefore provide uniformity Once selected type your selected paragraph You may also add a field into the paragraph to enable choices of text such as and or or maybe a free text area for client specific date Use the drop down menu in the window toolbar to find the selected entry then click Add Once you have completed the paragraph save this with an appropriate name to make it easily identifiable Add User Paragraph Paragraph Name men Once you have added all the appropriate model portfolios exit the Administration Mode by clicking the Admin c2. Bold and Centred to maybe 16 Point and Underlined this can be done within the User Styles facility If you are happy with the style of the Avail letter as default no action is necessary f you wish to change Styles then For Amber lite users open Amber Lite and in the Address Book go to Tools then Styles For users of Adviser Office 7 2 upwards User Styles and User Defined Paragraphs will need to be enabled and managed by an e Suitability Administrator This will ensure one individual customizes e Suitability for the benefit of all licensed e Suitability users within the firm To designate an administrator go to Database Administration System Options e Suitability and confirm the user to whom admin rights should be given There can only be one system administrator If in any doubt how to enable these rights please contact support For the administrator to change styles go to the AO taskbar Maintain Adviser Office Suitability Letter Styles ig Exit Taskbar 2 gt Customise Taskbar a Client Management G Create New Suitability Letter Sh My Activity List a Run Programs gt A Database Administration Maintain Adviser Office b a Maintain Users 2 ist Extranet 0 Suitability Letter Styles Trouble Shooting gt Once opened in either Amber Lite or Adviser Office you can view the different user styles in the top left corner by clicking the drop down list directly under Styles Preview By clicking on any one of
3. If any part of the advice process has included investment advice then a tick should be placed in the field Is Risk Profiling Used If the advice only covers non investment business such as Term Assurance or Mortgage then do not tick this box Avail provided different methods of assessing risk These are Generic Risk Profiling Tool This is to be used where risk has been assessed using a risk profiling model such as Towers Perrin or Silent Partnership within Avelo Software or by utilising third party systems available from providers It can also be used to add your own specific risk profiling methodology with the User Defined Paragraphs feature see below Risk categories 1 5 This provides a generic risk assessment with a risk grading process with 1 being the least risk and 5 being the most risk Risk categories Sesame Whitechurch These are specific risk assessments that network members are required to use User Defined Risk Categories you are now able to define your own firm specific risk profiles within e suitability instead of using our generic data There is also the facility to include your user designed model portfolios therefore creating a truly bespoke and firm specific solution to provide suitability letters see below Although the Risk Profile provides filtering you will still be required to add additional information in the Suitability Report to personalise it There are multiple choices when the letter is pr
4. Options at Retirement then select the sub need such as Arranging a Secure Income or Arranging a Flexible Income You will note that USP reviews can also be documented here You can then go to Add Plan Advised and select the appropriate type of plan such as Unsecured Income Plan Q How do I construct a basic annuity recommendation without using the options at retirement report A First Select the Letter Type applicable and also the method of risk profiling Then in the Recommendations screen Add Need the select the need area Retirement Planning and the sub need Pension Taking at Retirement You can then go to Add Plan Advised and select the plan Annuity This will provide all available annuity options and justification Q How do I create a report including Trust recommendations A This can be done in various ways If your report specifically covers the setting up of a new trust or explaining the details of a trust already established you should start your report with the letter type Trust Report This will provide reasons behind the establishment of the trust including the objectives of the trust To then make a specific trust recommendation you should go into the recommendations screen Add Need then select Trusts You can select a sub need of existing trust recommendation or establishment of a new trust After this the Add Plan Advised screen will provide the choice of the trust recommended Your Suitability Report will how provide a
5. the 7 styles you can view how the style appears in the document you are completing To change a style as above simply select the type of font you require size justification or other permutation and then click the button Update This will update all paragraphs that that particular style You can customise as many styles as you require If having altered a font you don t like the result use the Reset Default button to return that style to its original state Be careful of the use of the Reset All button It will reset all alterations to their original style Once you have finished using the Styles facility you will now need to complete the report From the main client folder in Amber Lite or activity entry in Adviser Office Click the link Suitability Letter Completing the Report After clicking the Suitability Letter link you will be taken to the Report Writer where the filtering process can be completed and client specific fields completed You will note that the text pre populated from the previous process is blue fields that need attention are red and fields that have been attended to are green This enables you to see at a glance any further input required Document Map The section in the top right of the report writer is the Document Map You should start filtering your letter here Any fields that are highlighted bold will need a specific action taken By highlighting a bold heading in the document map you will see a choice
6. AY AIL avelo o ad ae Ses i 2 Suitability Solutions or e Suitability User Manual This user manual is specifically designed to cover the Avail data library and its use in e Suitability Amber Lite and Avelo Software Adviser Office Any support relating to installation program updates or technical issues for Amber Lite should be directed to The Exchange on 08450 531111 or e mail customer care exchange co uk For Avelo software contact Avelo Software Support on 08450 683000 or email support avelo com Getting Started The Avail data library is constantly updated to ensure the data contained within it is both relevant and accurate You will be prompted to update your data library frequently to ensure you are running the most up to date version Letter Types Avail provides a filtering process when constructing suitability reports which will cut down on the amount of information needed to be manually inserted The first process is with the Letter Type This allows the user to dictate the type of advice process The letter types supported are Personal Full Advice Personal limited Advice Business Full Advice Business Limited Advice Mortgage MCOB regulations Demands amp Needs ICOB regulations Pre sale Report By selecting a letter type the user can focus the letter on the specific advice process provided Risk Profiling The second part of the filtering process is to confirm whether investment advice has been given
7. Administrator Mode Once in Administration mode you will notice the Document Map has turned orange and within this some headings are black and others are orange Orange headings denote where user paragraphs can be added whereas black headings are not editable Berar MENE eE S oie oem oo eE ae ogee EEN Report Writer aay File View Phases fsicgraphs Fields Help rE ENI iF TIES Ede oe gt od 8 th Cl td C2 i veh ep EA Docun l z z Document Map qx Document Personal Limited Advice Suitability A Report Start a Meeting Confirmation L Financial Summary a Pre Sale Report Advice Type A Financial Position Recap _ Marital Status L Employment Status L Household Income _ Assets _ Personal Liabilities L Protection Plans _ Additional Cover L Pension Plans Other Information g Affordability PRIVATE amp CONFIDENTIAL Mrs G Jones 151 Bond Street Great Glen Leics LE18 7HN 2 Info Confirmation 9 Business Affordability v lt gt 15 January 2010 cli i x Dear Gwyneth i Client Details g To add a user defined paragraph firstly click on the orange heading where you wish to add the text In the paragraph list below the document map it will show all paragraphs that are currently available as a selection This is where your custom paragraph will appear in addition to the pre installed paragraphs from Avail and be available as o
8. adings in the document map User Defined Paragraphs Should you wish to include your own firm specific paragraphs a facility is included to construct the appropriate text and make it available as a choice for users This facility is available to all Amber Lite users and Adviser Office 7 2 upwards You may wish to use this facility to include specific details about your firm or advisory service or maybe include specific paragraphs if your firm assesses investment risk based on its own set of principles You could also add paragraphs to certain product areas if you have a bespoke offering Although user defined paragraphs make e Suitability a tailored solution it does not remove the need or responsibility for Avail to keep the data up to date Avail will still maintain the main paragraph library however you will be responsible for ensuring your own paragraph additions are accurate and up to date Avail will not maintain user defined paragraphs To use this feature Avail has defined a number of different places which are appropriate for you to insert your own custom paragraphs Once inserted they will appear in your paragraph list as another choice in addition to the pre installed Avail paragraphs In order to add user defined paragraphs you will need to access the Administrator Mode This can be done by clicking the icon in Report Writer as below Report Writer i File View Phases Paraoraphs Fields Help Document Preview Toggle
9. ctioned This will now pre populate the next section which is the plan actually proposed by the client If you are using Amber Lite Stand Alone with the library 2 30 0 upwards or Adviser Office 7 1 upwards this box will default to being ticked Please Note f you do not tick this box important information will not be transferred into the Suitability Report You can now alter any details of the plan actually proposed which differ from the plan recommended You will do this by clicking on the second line in the Plans Advised and Actioned screen as detailed in the image below Now you can alter a recommended premium fund choice or other important data huia Needa bier thee Need Ata Sud Need Ovenee Retromert Manreng Pension Planning for Retirement CUENT Plans Advised and Actioned Product Provider Owner Re Regula ER Morthhy ER Single Total Trans Rearem _ EE Singi FCtinclu indexing SIP Be Conract Tree oo iS 10 000 Yeu Yer No Persona Pansion Zurich CLIENT 18000 000 0 00 Eng G JD y Rec buy Addtiond AdiEmnadisd AaiEnacened Amend Deo n ce 2 Start In the event that the plan actioned by the client is completely different to the plan you have recommended then once you have completed the Add Plan Advised fields do not check the box has plan been actioned then click OK then click the button in the recommendations screen Add Plan Actioned You can then enter details of
10. d to Avail esuitability avail uk net AY AIL Suitability Solutions Avail Ltd 3 Adelaide House Corbygate Business Park Priors Haw Road Corby Northants NN17 5JG Web www avail uk net tel 01536 443202 email esuitability avail uk net
11. indow you must ensure that you complete the funds section correctly Simply click on the Funds box and at the top of the funds listed you will now find User Defined Model Portfolios for you to select and you should then distribute 100 to this selection In order to add user defined model portfolios you will need to access the Administrator Mode This can be done by clicking the icon in Report Writer as below Report Writer i File View Phases Paragraphs Fields Help EE WOU Wea MEO meme ee NC is Rom See ER Ro me aa ee Document Preview Toggle Administrator Mode Once in Administration mode you will notice the Document Map has turned orange and within this some headings are black and others are orange Orange headings denote where user paragraphs can be added whereas black headings are not editable Report Writer Fields Help BS led oot F 1 OES File View Phases Paragraphs PETET 2 01 oe gt go 1 2 Document Preview Document Map Lek PRIVATE amp CONFIDENTIAL Mrs G Jones 151 Bond Street Great Glen Leics LE18 7HN S4 Document Personal Limited Advice Suitability Report Start A a Meeting Confirmation _ Financial Summary a Pre Sale Report Advice Type A Financial Position Recap _ Marital Status L Employment Status L Household Income _ Assets _ Personal Liabilities L Protection Plans _ Additional Cover L Pension Plans
12. ion for a Discretionary Management Service Q How do I use the Business Protection Report A When in the Recommendations Screen select the need area Business Protection then the sub need either Companies or Partnerships and Sole Traders Then click Add Plan Advised and select from the list Remember to tick the box Has Plan Been Actioned If in addition to a this recommendation you are also recommending a product such as Term Assurance then you should add another need Protection and Sub Need such as Life Assurance for Business Protection Then add the recommended product for business protection by using Add Plan Advised Q How do review existing funds within a plan A Firstly ensure that you have selected the appropriate Risk Profiling Methodology Then in the Recommendations screen select the need area Investment Fund Review and the Sub Need will allow you to select whether funds have been reviewed and remain unaltered or whether Pension or Investment funds have been reviewed and altered In the Add Plan Advised select again the course of action appropriate Have you got an unanswered query Any support relating to installation program updates or technical issues for Amber Lite should be directed to The Exchange on 08450 531111 or e mail customer care exchange co uk For Avelo Software contact Avelo Software Support on 08450 683000 or email support avelo com Any queries relating to the data content should be emaile
13. ll the justification surrounding the establishment of a trust Once you have added the trust information you will need to add an additional need in the recommendations screen for any investment plan recommended within the trust arrangement If your Suitability report includes multiple areas you may wish to start your letter with the letter type Personal Full Advice and add trust information from the recommendation screen only This will produce a letter not specifically focusing on establishment of a trust Q How do I produce a Wrap Recommendation A First Select the Letter Type applicable and also the method of risk profiling This report is designed to be a stand alone document explaining why a Wrap service may be in the client s best interests and can be used without a specific product recommendation If this is the case then do not complete the Recommendations screen simply open the Report Writer to finalise the report If you have recommended specific products for use in the Wrap Account then you would use the recommendations screen to Add Need and Add Plan Advised accordingly Q How do I produce a Recommendation for multiple investment products A If you are using a service such as CoFunds or Fidelity Funds Network then use the product Multi Investment Platform This product allows the justification of different collectives within one plan such as Unit Trusts ISA s and Direct Share Holdings It will also provide justificat
14. ne of the paragraph choices To add a paragraph in the Paragraph List click the icon Add New User Paragraph as below and you will be presented with a new window to add your desired paragraph Paragraph List i x In the new window you note that you have to dictate which style you want the text to appear in such as whether it is a heading main body or subheading This will ensure the text is in keeping with the rest of the system paragraphs and therefore provide uniformity Once selected type your selected paragraph You may also add a field into the paragraph to enable choices of text such as and or or maybe a free text area for client specific date Use the drop down menu in the window toolbar to find the selected entry then click Add Once you have completed the paragraph save this with an appropriate name to make it easily identifiable Add User Paragraph Paragraph Name Cancel Once you have added all the appropriate paragraphs exit the Administration Mode by clicking the Admin cog button in the Report Writer toolbar User Defined Risk Profiling This works similar to the user defined paragraphs as listed above In order to activate the facility to produce user defined risk profiling you first need to make the following choices at the very start of the filtering process Firstly you must tick the check box Is Risk Profiling Used This will then allow you to select User Defined Risk Categories from
15. oduced to detail issues such as investing outside a normal risk profile ethical investing benchmarking and specific investment objectives Once the Letter Types and Risk Profiling sections have been completed you will need to go into the Recommendations screen Recommendations The Recommendations screen is where you can detail the needs of the client and the solutions offered Avail has 3 distinct phases to this 1 Needs Identified 2 Plans Advised 3 Plans Actioned Needs Identified Firstly click the Add Need buiton in the bottom left of the recommendations screen A new window will appear asking for a Need Area and a Sub Need Pay particular attention to the sub need as this is where you can filter the paragraphs significantly Then select the client to whom the advice relates Click OK to enter this data in the recommendation screen Pima Laven onl Aeman pa oe er Pd anie Li A Mirren Oier P Add Plan Advised The next button in Recommendations is the Add Plan Advised This will provide a window to enter the specific details of the plan you advised the client to commence Please Note You should enter details here of the plan advised which is not necessarily the plan that has actually been proposed If the plan holds an investment element you should click the button Funds to add the specific sectors and funds recommended Once the appropriate fields have been completed tick the box Has Plan Been A
16. of paragraph options in the Paragraph List section below To view a paragraph in the Paragraph List for enclosure in the letter just highlight the paragraph and it will appear in the Paragraph Preview pane If you wish to insert this paragraph in the letter simply check the box next to this paragraph in the Paragraph List You will always need to make a paragraph selection from the paragraph list or check the box Info Not Documented otherwise you will be unable to complete and sign off the letter i pe ew Phases Paepae Fick Hels 9 financial Position Mecap WATE amp CONFIDENTIAL _ Heka Stata lt ere 3 Lren Sla Mirs E amd Mr E Jant a j Housshold Income raat rate Pians Financial planning recommendations Panegrapt List a oO of CLF ae Fires Digina ut telar fo wiit recent Meeting ype surocundneg four khitina pliang objec ver and have DSF Prira Ido Het hocurrented Jeenire in eclesng my recommencdasons Ihave compiled bie report based on inferm ation rou supplied and documentedin our Coniidenhal Cheat Gueshonnaire F any aspects of thas pet are unclear or vou would lke te dait any ances further please de net bomtabe to o bach me Paragraph Preview z E Ciiabis Teich Crepdoyerennt E Ie had hare mot been ied In the document map you can also add user defined custom paragraphs Please see the section below for specific instructions how to use this feature Now work your way through all the bold he
17. og button in the Report Writer toolbar Field Entries Once you have completed all the headings in the document map you will need to work your way to the specific fields in red text in the Document Preview pane Click on any red text and you will be presented with a either a choice of options or the facility to enter free text and client specific reasoning Once you have altered a field the amended text within the field will turn to green text Work your way through all the field entries Pre Completed Field Entries For users of Adviser Office version 8 1 1 and above the report writer is now capable of completing field data from information already held on the client s record in Adviser Office For example fields such as No of Dependents client marital status and Client Agreement Date will now pre populate lf the clients records have not been completed in Adviser Office this is not a problem as you will still be able to manually complete field entries as instructed above Previewing your letter To preview the letter you have completed click the Print Preview icon in the top toolbar This will open up your letter where you can see the finished work either highlighting or not the fields you have completed After preview you can return to the letter for either amendment or finalising Export to Word Any work completed in the Report Writer will automatically be saved on exit Therefore once you have exited the Report Writer it i
18. own risk profiling paragraph in the Paragraph List click the icon Add New User Paragraph as below and you will be presented with a new window to add your desired paragraph Paragraph List i x BAE In the new window you note that you have to dictate which style you want the text to appear in such as whether it is a heading main body or subheading This will ensure the text is in keeping with the rest of the system paragraphs and therefore provide uniformity Once selected type your selected paragraph You may also add a field into the paragraph to enable choices of text such as and or or maybe a free text area for client specific date Use the drop down menu in the window toolbar to find the selected entry then click Add Once you have completed the paragraph save this with an appropriate name to make it easily identifiable Add User Paragraph Main Heading times New Roman fit ou TETEN B z Ad Del Pas Bullet Point List Plan Detail Heading Sub Heading 1 Sub Heading 2 Paragraph Name Cancel Once you have added all the appropriate risk profiling paragraphs exit the Administration Mode by clicking the Admin cog button in the Report Writer toolbar User Defined Model Portfolios In order to activate the facility to produce user defined model portfolios you should initially follow the usual process in the constructing your letter Once you have finished making your selections in the Add Plan Advised w
19. s possible to make further amendments if needed By exiting the report writer you will be taken back to the place you originally started your letter and from here you will be able to export your letter to Word Click the Word Icon and your letter will be available for viewing and or further edit if required Please Note Any editing of your letter in Word will not be reflected in the Report Writer Once you are happy with your document this can be saved according to your own system requirements Finalising your report Once you have finalised your letter and exported it to Word and you are confident no other amendments are required you can finalise the advice process In the client folder select the Green Tick on the tool bar Once you have finalised the process no further amendments can be made FAQ s Answers to some common questions Q In the Report Writer there are many greyed out fields in the Document Map which I can t amend and are not relevant to the advice am giving Can hide these to simplify my view A Yes When in the Report Writer go to the top left area of your screen click on Phases then left click Phase Suppression This will simplify the view in the Document Map Q How do I produce an Unsecured Income Recommendation or comprehensive retirement report A First Select the Letter Type applicable and also the method of risk profiling Then in the Recommendations screen Add Need the select the need area
20. the Risk Profiling Methodology drop down box Follow the usual process in the Edit Recommendations screen to load the report writer In order to add user defined risk profiling you will need to access the Administrator Mode This can be done by clicking the icon in Report Writer as below 5i Report Writer i File View Phases Paragraphs Fields Help Toggle Administrator Mode Once in Administration mode you will notice the Document Map has turned orange and within this some headings are black and others are orange Orange headings denote where user paragraphs can be added whereas black headings are not editable File View Phases P soranhe Fields Help 1 eSEE ea AOE oo iy tht Cal tL te DME Awa et A Financial Position p L Marital Status PRIVATE amp CONFIDENTIAL joymen L Household Inc Mrs G Jones ieee 151 Bond Street L Personal Liabiliti eat Glen L Protection Pla Leics Additional Cov LE18 7HN L Pension Plans 3 Other Informatio 3 Affordabili a Info Confirmation Business Affordability Fr 15 January 2010 5 Dear Gwyneth Client Details ax If you scroll down the Document Map in to the further information section you will now notice User Defined Risk Categories You will already find our risk profiling template to get you started and help you construct your own paragraphs Please note that our template can be deleted by you at any time To add your
21. the plan actioned by the client Multiple Product Recommendations When providing multiple product solutions you will need to add an additional need You should not just add another plan advised under the current need For example If you are providing protection solutions and a term assurance and a separate critical illness plan have been recommended you would have added two needs in the upper portion of your recommendations screen as shown below After adding a need then you would add plan advised specific to that need ential ainega Plan aie CUENT 1200 Monthy EI0GOO0N SOOO EDD Gritical ingas Pla 16 Flan CLENT zirani Monthy 710000000 UN 0 00 Aditeed Sipiri Ack Piarden Diae Pine C ime H niar aia Plna m E TTT rieni Fi D Aviad eati Ube Producing the Suitability Letter User Styles This feature in Amber Lite and Adviser Office 7 2 upwards allows users to customise the look and feel of the letter generated by allowing users to pre determine the type of font font size justification bold and underline text In order to allow different styles to be implemented Avail has categorised 7 different styles which can be altered according to user preferences These different styles are as follows Bullet Point List Footer Main Body Text Main Heading Plan Detail Heading Sub Heading 1 Sub Heading 2 SO aS an example if you wish to change how a main heading looks by altering it from Times New Roman 14 Point
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