2015 Online Proposal Form UserGuide · • Acrobat PDF Reader version 6.0 and above (To view the...

Online Proposal Form User Guide

Classification:External Page:i

Online Proposal Form

User Guide Version 1.9

Document Revision History

Version Date Author Comments

DRAFT 22 Jul 2008 Sharon Wong Initial version

1.0 27 Aug 2008 Kannan

1.1 26 Aug 2009 Sona 2010 Changes are included

1.2 28 Aug 2009 Kannan Final Amendments

1.3 11 Aug 2010 Kannan 2011 Changes are included

1.4 31 Aug 2010 Kannan Changes to the Instructions (Guide to Fill up details) are

captured

1.5 15 Aug 2011 Kannan 2012 Changes are updated

1.6 27 Jul 2012 Kannan 2013 Changes – Revamped Online PF Module

1.7 01 Aug 2013 Kannan 2014 Changes are updated

1.8 04 Aug 2014 Shanker 2015 Changes to Proposal Form; Mandatory Invoice

Generation online with Top-Up purchase capability; New

dashboard feature for firms to manage their renewal policy

documents.

1.9 20 December

2014

Shanker Inclusion of Section 5. Additional Features


Classification: External Page: ii

Table of Contents

1. GENERAL INFORMATION ....................................................................................................................... 1

1.1 System Overview & Introduction ................................................................................................................ 1

1.2 System Requirements .................................................................................................................................. 1

1.3 User Session - Time limit ............................................................................................................................. 2

1.4 Frequently Asked Questions (FAQ) ............................................................................................................. 3

1.5 Contact Information..................................................................................................................................... 3

1.6 System Icons ................................................................................................................................................. 3

2. Getting Started ...................................................................................................................................... 4

2.1 Log On Procedure ......................................................................................................................................... 4

3. 2015 Online Proposal Form ................................................................................................................... 6

3.1 Action Buttons ............................................................................................................................................. 6

3.2 Answering Question 1 – Details of Firm ..................................................................................................... 7

3.3 Answering Question 2 (a) – Details of Legal Practitioners ......................................................................... 8

3.4 Answering Question 2 (b) – Details of Previous Practices ....................................................................... 10

3.5 Answering Question 3 – Non-Admitted Staff ........................................................................................... 11

3.6 Answering Question 4 - Gross Legal Fee Income ...................................................................................... 12

3.7 Answering Question 5 – Nature of Work .................................................................................................. 13

3.8 Answering Question 6 – Claims Experience .............................................................................................. 14

3.9 Answering Question 7 – Circumstances which may reasonably be expected to give a rise to a claim . 17

3.10 Answering Question 8 – Top-up Quotations ............................................................................................ 19

3.11 Complete and Submit the 2015 Proposal Form ........................................................................................ 19

4. 2015 Mandatory Invoice Generation .................................................................................................. 23

4.1 Review and Confirm the Mandatory Invoice ............................................................................................ 23

4.2 View and Print Mandatory Schedule online ............................................................................................. 26

5. Other Additional features ................................................................................................................... 27

5.1 Change of address ...................................................................................................................................... 27

5.2 Inclusion or Exclusion of Lawyer(s) ........................................................................................................... 28


Classification: External Page:1

1. GENERAL INFORMATION

1.1 System Overview & Introduction

Online Proposal Form is an electronic solution that allows members to submit their Professional

Indemnity Insurance (PII) Proposal Form and generate Mandatory Invoice online from anywhere and

anytime via the Internet. The online system functionalities have been extended such that you can

manage the yearly renewal and be able to view all your renewal related policy documents.

This User Guide and the sections below will help you navigate the system and use the functions.

Detailed narratives on information that needs to be filled are available online.

We have revamped the entire module for better navigation with simplified user interface and access

through tablet devices. It’s Tablet compatible now – You can access the site from your tablet devices

(iPad, Android Tablets – Samsung Galaxy Tab and others)

1.2 System Requirements

The following minimum system requirement is needed to access Online Proposal Form.

Equipment Requirements

Computer and

processor

Computer with a 486/66-megahertz (MHz) processor or higher (Pentium

processor recommended)

Memory 512 MB and above

Hard disk 80 MB of available hard-disk space

Screen Super VGA monitor with 800 x 600 resolution. For best view, use the resolution

1024 * 768

Operating

system

Microsoft Windows 2000 and above

Internet

Connection

A stable connection of a good quality and high output with a speed of 512Kbps

and over is recommended.

Software Any one of the below internet browsers is required:

• Internet Explorer 8.0, 9.0, 10.0 and above

• Mozilla Firefox 2.x and above

• Google Chrome 10 and above

• Apple Safari 3.x and above



Other software applications may be required:

• Acrobat PDF Reader version 6.0 and above (To view the Proposal Form)

• Microsoft Word 2000 and above

Peripherals Compatible printer

Configuration of

the Internet

browser

• Activate the Cookies

• Disable the Pop-Up blocker for this site

Adobe Reader may be downloaded free of charge at

http://www.adobe.com/products/acrobat/readstep2_allversions.html

NOTE: Avoid using the “Back” or “Next” buttons in the web browser banner. You will find buttons with

similar functions on every page. They are sometimes replaced by a “Cancel” button with the same

functionalities.

Avoid keyboard navigation shortcuts (i.e. “Tab” or “Enter”). Using the mouse is more precise: you can

select the chosen item with a left click.

1.3 User Session - Time limit

Leaving the Online Proposal Form website open without any activity for 30 minutes or more will cause

the session to expire.

This is done for security reasons. Kindly note that when you navigate the questions, the system saves

all the responses you have (entered or captured) with the exception of the current question. If you

think that you will be away from your desk or will be away from the session kindly click the “Save and

continue” button to ensure that the data you have entered is saved.



1.4 Frequently Asked Questions (FAQ)

Please access the Frequently Asked Questions (FAQ link at the top left hand side of the Proposal Form

Home Page) to get more details on browser settings and minimum software requirements.

1.5 Contact Information

To get help or to report an error, please contact Jardine Lloyd Thompson Sdn Bhd - MBar Department

@

Telephone: +603 2723 3241 Email: [email protected]

Please provide a complete description of the problem including:

a) The screen that you were working on.

b) The action you were performing

c) What were the expected result and the actual result?

e) Please provide your return email addresses and contact numbers.

If possible include a snapshot of the screen showing the error message. Use the Print Screen button to

capture the screenshot. Paste the contents either on the email or on a word document and send the

document as an attachment.

Finally, and most importantly please provide us the name and version of the Browser you are working

on. You can usually find this under the Help -> About menu option on your browser.

1.6 System Icons

The table below lists the icons found in the Online Proposal Form system and their usage.

Icons Usage

* Mandatory field indicator – you must provide answers for these questions.

? Click to access Help / Hints to answer the question



2. Getting Started

2.1 Log On Procedure

1. Click on the link provided to you in the email sent to you, which will open your browser (Internet

Explorer / Chrome).

2. You will be brought to the Welcome page for the Online Proposal Form Submission.

3. Click on the button at the bottom of the page with text “Click here to start”.

4. Online Proposal Form login page will be loaded as shown below.



5. Using the credentials provided in the email sent to you, enter your User name, Password and click

the “Login“ button

6. If this is the first time you have logged in to the system, you will be prompted to enter your contact

details.

Please note that firms which do not meet the following conditions will not be able to submit

their 2015 Proposal Forms online:

Firms must have submitted a 2014 Proposal Form, fully paid and received their 2014

Mandatory Schedule.

Firms must be an existing firm. Firms which are to be established in 2015 should use the

‘New firm registration’ link to provide details of the firm and submit the No Objection

letter online to JLT. JLT MBAR department will review and provide user credentials

accordingly.

If your firm does not meet the above conditions, please download the Proposal Form from the

Praktis website, complete it and mail it to JLT.

7. Please provide your name, telephone number and email address for contact purposes. Click on the

“Terms and Conditions” link to read the basis of cover and important notices. Click on the checkbox

to agree to the Terms and Conditions and click on “Accept and Continue”.



3. 2015 Online Proposal Form

3.1 Action Buttons

On successful verification, the 2015 Online Proposal Form will be displayed:

• Click on to preview the answers that you submitted in the previous

year’s Proposal Form for the selected question.

• Click on to obtain help on answering the question.

• Click on to preview the report in PDF format with the answers provided so far in the

current year’s Proposal Form. You may save this file or print it for reference at any stage.

• Click on to navigate back to the previous question.

• Click on to save the answers for the selected question and go to the next

question.

• In the event you are unable to complete the Proposal Form, you can login to the site any time and

continue to complete the Proposal Form using the Dashboard menu. Click on the highlighted Status

“Continue to Complete” as shown below.



3.2 Answering Question 1 – Details of Firm

1. Complete the question by entering your firm details in the fields:

Note: For an existing firm, all the information is pre-filled

• Indicate the name of the Firm as approved by the Bar Council.

• Indicate date the Name of Firm was approved unconditionally by the BC.

• Indicate latest correspondence address of the Firm (HQ).

• Indicate latest telephone numbers / handphone numbers, facsimile and the e-mail address of

the Firm (HQ).

2. You may edit the pre-filled answers from last year’s Proposal Form by overwriting the data in the

fields.

3. Click on the ‘Save and continue’ button to save current answers and go to the next question.



3.3 Answering Question 2 (a) – Details of Legal Practitioners

Note: For an existing firm, all the information is pre-filled

1. Complete the question by entering details of your Firm’s legal practitioners in the fields provided:

• Please state name of each

• Sole Proprietor/Partners

• Consultant

• Legal Assistant(s)

• Other staff/personnel e.g. pupils in chamber, interns, office manager, clerical, secretarial,

despatch, etc. are to be part of the headcount in Question 3.

Note: Please list the name of every legal practitioner who is currently with the Firm.



2. Click on the ‘Show previous year’s answer’ button to display the answers provided in last year’s

Proposal Form.

3. To add a practitioner, click on the “Add new” button. A small popup window will appear to request

for practitioner’s details. Enter the practitioner’s details in the fields:

• Lawyer Name – Enter the lawyer’s full name in capital letters.

• Position – Select the position of the lawyer

• Sijil Annual Number – Enter the Sijil Annual Number from Bar Council

• Order – Enter a number for the order the selected lawyer will appear in the mandatory

schedule.

4. In the pop-up window click on any one of the following buttons based on your preferred action:

• “Save and close” to add the current lawyer into the list and close the pop-up window.

• “Save and Add new” to add the current lawyer and stay in the pop-up window to add

another lawyer.

• “Close” to ignore the current lawyer’s details (if any entered) and close the pop-up

window.

5. To edit a practitioner’s detail, click on the “Edit” link in the respective row. A small popup window

will appear that allows you to edit the details in the fields.



6. In the pop-up window click on any one of the following buttons based on your preferred action:

• “Save and close” to update the details and close the pop-up window.

• “Save and Add new” to update the details and stay in the pop-up window to add another

lawyer.

• “Close” to ignore the current lawyer details (if entered any) and close the pop-up window.

7. To delete a practitioner from the list, click on “Delete” link in the respective row.


3.4 Answering Question 2 (b) – Details of Previous Practices

Note: For an existing firm, all the information is pre-filled from last year’s renewal Question 2 (b)

details.

You MUST REPEAT the names indicated in Question 2(a) IF the legal practitioner was from another

firm and JOINED your Firm AFTER 1 January 2010.


Proposal Form.

2. All details of the new legal practitioner(s) declared in Question 2 (a) this year, will be automatically

populated in Question 2 (b). Click on the “Edit” link in the respective row, to select the previous firm

name, date joined, date left and select position in the fields. In the event the legal practitioner

started his/her the career as a non-practitioner, please declare the position as ‘Pupil in Chamber’.



3. In the pop-up window, select a lawyer’s name from the list, enter the previous firm code, previous

firm name, date joined, date left and select position in the fields.

4. To add a previous law practice, click on the “Update Info” button.

• Select the name of the legal practitioner who was from another firm and JOINED your Firm

AFTER 1 January 2010.

• Include details of the legal practitioner’s previous firm, date joined and left and also the

designation/status (e.g. partner, legal assistant, etc) whilst he/she was at that previous firm.

• “Save and close” to update the details and close the pop-up window.


3.5 Answering Question 3 – Non-Admitted Staff

Indicate the number of staff on the Firm’s payroll excluding the names from Question 2 (a).

Note: The headcount is for staffs who are NOT legal practitioners.

Review the value in the current year’s Proposal Form and update if the value has changed. Click on the

“Save and continue” to proceed to the next question.



3.6 Answering Question 4 - Gross Legal Fee Income

1. Provide information based on the Gross Annual Legal Fees billed the last Financial Year (2013) and

the estimate for the Current Year (2014).


fields.




3.7 Answering Question 5 – Nature of Work

1. Provide a breakdown of the Fees based on the type of work that your firm is doing.

(a) Company Work X 100% Total Gross Annual Legal Fees

(b) Insolvency Work X 100% Total Gross Annual Legal Fees

(c) Conveyancing Commercial X 100% Total Gross Annual Legal Fees

(d) Conveyancing Residential X 100% Total Gross Annual Legal Fees

(e) Taxation X 100% Total Gross Annual Legal Fees

(f) All other work X 100% Total Gross Annual Legal Fees

(g) Civil Litigation X 100% Total Gross Annual Legal Fees

(h) Criminal Litigation X 100% Total Gross Annual Legal Fees

Note: If you are a new firm, please complete this Question based on estimates for the type

of work you expect to do.


fields.




3.8 Answering Question 6 – Claims Experience

1. For (a) and (b) - Please confirm the claims history of BOTH the Firm and ALL the legal practitioners

named in Question 2 including any previous notifications to Insurers.



Note: When completing this Question please note the following:

• If YES is ticked for (a) and/or (b), please provide details for each claim or threatened claim.

• Please declare the claims experience from 1.1.2010 even if the claim was described in the 2014

Proposal Form.

• Please declare claims against your Firm and/or any of the legal practitioners named in Question

2.

• Please declare claims against any of the legal practitioners at his/her previous firm.

• The DECLARATION requires the firm to obtain WRITTEN CONFIRMATION from each legal

practitioner named in this Form that he/she is aware and responsible for the accuracy of the

answers.


Proposal Form.



New Feature: We introduced a new feature last year – displaying claims recorded in our system that

were notified to JLT after submission of your previous year’s Proposal Form. This will help you to

quickly add the latest claims experience into the current year’s Proposal Form.


fields.




3.9 Answering Question 7 – Circumstances which may reasonably be expected to give a

rise to a claim

1. Declare any circumstances that the Firm/Legal practitioners may be aware of and which may give

rise to a claim. This includes any circumstance against the legal practitioner, any

predecessor/principal/consultant/professional assistant, or the legal practitioner’s previous firm

and/or the firm’s predecessor.

2. Please refer to the Note in Question 6 as a guide to completing this question. The same criteria

apply to Notifiable Circumstances.



3. If YES is selected for (a) and/or (b) please provide details for each claim or threatened claim in the

table provided:


fields.




3.10 Answering Question 8 – Top-up Quotations

1. Complete this question if you wish to obtain quotations for Top-Up insurance.


fields.


3.11 Complete and Submit the 2015 Proposal Form

1. Read the “Authority to Insurers and Other Parties” and “Declaration” sections.



2. Click on “Preview Proposal Form” button. The current year’s Proposal Form with your completed

answers will be displayed in a popup window. (Make sure your pop-up blocker is disabled)



3. Tick both Authorise and Declared check boxes. “Confirm and get Mandatory Invoice” button is

enabled once both check boxes are ticked.

4. Click on the “Confirm and get Mandatory Invoice” button and a pop-up window appears which will

request you to review the Proposal Form before submitting as shown below.



5. Upon clicking ‘Yes’, the Mandatory Invoice screen appears for you to choose the preferred excess,

review and confirm the invoice.

Note that you can only submit the Proposal Form online once. If you need to make any changes to

your Proposal Form, kindly inform JLT via email: [email protected].



4. 2015 Mandatory Invoice Generation

4.1 Review and Confirm the Mandatory Invoice

1. Please choose the preferred Excess (Standard or Reduced). Depending on the selection, the

total amount payable for 2015 will be reflected on screen.

Note: The total amount payable is based on an example of two legal practitioners.

2. Tick to accept the Terms and Conditions stated in the mandatory invoice screen.

Note. Please ensure the browser pop-up blocker is disabled while performing next step.

3. Click on the “Confirm and Proceed” button which is enabled to produce the Mandatory Invoice

together with the Top-Up quotation which you can print.



4. If you have difficulty viewing the Invoice which comes with the Top-Up quotation in another

window in the browser, we have provided a link on the same screen as shown below which you

can click to print the invoice.

5. Navigate to the Dashboard. To make payment, click on the ‘Method of Payment’ as shown

below.



6. Click on the “Download Payment Instructions” button to download the template with pre-filled

information, complete the payment options via Bank Transfer, GIRO, Cash or Cheque

accordingly.



4.2 View and Print Mandatory Schedule online

Note: JLT MBAR Department will process your Schedule once the payment is received. Once the

Schedule is created by JLT MBAR Department, you will be able to view and print the Schedule

using the online system from the dashboard as shown below.

1. From the Policy Documents Section in the dashboard, click on the Mandatory Certificate

number where the arrow pointer is referring to and a new window is opened in PDF format.

2. Similarly you will be able to view the rest of the renewal related documents made available

within the Policy Documents sections by clicking on the respective reference number.

Note: You can access the online site anytime, anywhere using the credentials provided to you (User name

and password) and view the status of the renewal for 2015.

Disclaimer Notices: In compiling the information contained in this online guide, the Malaysian Bar

Council and JLT Malaysia have used their best endeavors to ensure that the information is correct and

current at the time of publication but accept no responsibility for any error, omission or deficiency.



5. Other Additional features

5.1 Change of address

During the renewal period, you will be able to make changes to the law firm address using the

following feature.

1. From the dashboard menu, choose the sub menu ‘Change address’ as shown below.

2. The page is redirected to Details of firm screen where you can amend the address details as

shown below.

3. Once the changes are made, click on the ‘save and continue’ and the page will be redirected

to law firm dashboard.



5.2 Inclusion or Exclusion of Lawyer(s)

Once the Mandatory insurance has been purchased, during the renewal period, you will be able

to make use of the function ‘Include/exclude lawyers’ to:

a. Include a new lawyer who has recently joined the firm by amending the proposal form.

b. Exclude the lawyer who has left the firm by amending the proposal form.

1. From the dashboard menu, choose the sub menu ‘Include/exclude lawyers’ as shown

below.

2. The page is redirected to Question 2 (a): Details of Legal Practitioners screen where you can

include or exclude lawyer(s).

3. To include lawyer(s), follow the similar procedures specified on sections 3.3 Answering

Question 2 (a) – Details of Legal Practitioners and 3.4 Answering Question 2 (b) – Details of

Previous Practices.

4. To exclude lawyer(s), in the Question 2(a) click on the delete button by referring to the

specific row of the lawyer information as shown below.



5. Once the Question 2(b) is answered, click on the ‘save and continue’ button which would

redirect you to the payment summary screen which carries the Mandatory Invoice amount

to be paid. You can go to dashboard by clicking on the dashboard button shown in the

payment summary screen.

6. Based on the amount due, make the necessary payment arrangements using the method of

payment option and the rest of the procedures are similar to section 4.2 View and Print

Mandatory Schedule online.

2015 Online Proposal Form UserGuide · • Acrobat PDF Reader version 6.0 and above (To view the...

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