VERSIOII 12 November 17,2OtDs

SOURCING & PROCUREME,NT

Insurance Certificate Thacking Database / cMS

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Overview - Background .. ..... .2.IAccess - Run-Time vs. Full Version ...3.1

Logging into system . ....3.2Contents of database ...............3.3Research I Edit ..'.4.IAddingnewrecords... ....5.1Data Input ...6.1Alternate expiration dates. . . ..6.2Other form features ..7 .lSaving scanned copies of certificates .8.1Troubleshooting guide ....9.1Reports... ....10.1Technical/Development.. ...11.1

OverviewBackground:Ttacking of Insurance Certificates was transidoned ftom an Excel Wotkbook ( See Figute 1.1) to an

Access database in November,2005. The Excel document was a listing of Supplien, with coverage

limits segtegated by type of covetage; Commercial Geneml, Auto, Worker's Comp, and so on.

The same layout was implemented in an Access Database, the only excepdon being the e>gimtiondate. In Access, onllr one expiration date is capnred, and a separate field is designated for theuncommon scenado of a Supplier having different expiration dates fot different types of coverage.

Editing and new Certificate input will be take place primadly via the input sceen (F19.1.2 below )

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Figure 1. 1

EL Di5eaR fa, Aqr.EL Di5easeta Fmp.

EL Diseaser?ol, Limit

& Adv Injury: Excluded: Emp Ben : ExcludedWC insurance c

Figure 1.2

3.{ Run-Time vs. Full Version:Sourcing specialists and others who are only using database for informationalpurposes should be onrun-time only. Currently, all specialists have Run-timeinstalled on their pc's. Those individuals who are primarily responsible foradministration of the database already have the full version of Microsoft Access.

Run-Time:Limited to input/edit only from pre-designed forms; can also view cannedreports. No capability to go directly to source data (tables), or make any designchanges. Run-time version of application resides on each users local hard drive,usually in their MyDocuments folder. These copies can be distributed via e-mailas attachments - users should have an icon on their task bar that opens theapplication with a click of a button.

Since sourcing specialists will be doing a minimal amount of rnput/ editing, theirversions of the application will be geared moretowards looki.g rp information.

Full Version:Allows access to data tables both on network (Main Source), and on local front-end application. Design changes, report creation and query building can beaccomplished with the full version of Access as well. Users with full versionshave a copy on their front-end where development takes place. As new reports,queries and any updates are developed, copies are made as ar:r .mde file anddistributed as deemed necessary. See Section 10.1

3.2 Opening DatabaseRun-TimeICON located on taskbar- bottom of scrcenTo open the access database, you merely click on the icon at the bottom of your screen. To exit(close) the database, you merely click the Exit button on the form itself.

Full Version: Same as run-time - icon does not have blue "lock" on icon

3.3 Gontents of database- As of initial inception Nov. 2005, contained both new input and data imported ftom Excel

wotkbook named InsuranceCerts.xls (See Frgue 3.1 below)

B C D E

VENDORS EXPIRATION

DATE

$ GENERAL

AGGREGATE

$ EACH

OCCURRENCE

LAST UPDATE

7t15t2005

qNGELUS WATERPROOFING & REFRIGERATION INC 7iln1li 2.000.00t 1 000 00t

Frgure 3.1

4.1 Research / Edit existing recordGlick on binoculars( Or use keyDoard shortcut gfRL + F )

Enter search parameters - System will eithet alert the user "No suchitems found," or will show results of any successfirl "hits" - after youhave gone through all the "hits," a message will appeat "Microsoft

Access finished searching the records / The search item was not found."Input new amounts based on changes ftom Vendor if necessary; press CTRL+1 for1,000,000, CTRL+2 for 2 million, and so on.

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EL DiEease Ea, Emp.

EL Diseare/Pol. Limit

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o Enter just enough text to give the optimal chance of finding the desired recordof insurance coverage Typ-g "^tr't" for example, would produce too large of a

record set. Regarding the example above ( See figure 4.1 ) , qptng "AmericanStage Tours T J C" would be too limiting - you would only find the record yourlooking for if you gped it exacdy correct, character. for character.

fainrist

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2.000,000

50.000

5,000

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2,000,000

2.000.000

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Typing "amer" in this case would showalf records containing the string "amer"anywhere in theunderlying tables

Figure 4.1

5.1 Add New Record** IMPORTANT - Make sure vendor exists in system first **

. After clicking button, drop-down list will ^pper - select vendor with mouse,

and press enter - input expiration date, and other coverage amounts

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STEPS:

1,. Click button

2. Click on Vendor Name with mouse pointer / press enter

3. Scroll through form and enter amounts, alt. expiration date if any

4. Enter cornrnents

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Drop-down list -select vendor

After selecting vendor usingmouse, press enter, and cursorwill move to input expiration date

6.1 Data Input of New Record

EachEach 0ccurence

AggregateDamage toHediral Prod/torrrp BP5 Agq.

Worlier'r Conp -Enrplopr! Liability

o Sctoll through form qping in all coverage limits; as a shortcut to mputmg amounts mmillions, hold the CTRL button down and press "1" for one million, CTRL+2 for twomillion. and so on.

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o After q'p1ng1n cornments, click Save Recotd or simply press Enter

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that date, as well as any comments pertaining to what type of coverage has the later

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6.2 Alternate expiration datesMost coverage limits from a single supplier have a single expiration date, butthere are rare ex@ptions. In the case of varyinq expiration dates, the earliestexpiration date should be entered as the primary expiration date. To inputthelaterexpiration date, just click the "OTHER EXPIRATION" button, and input

Theseftelds willonly appear ifthere is analternate exp.

Remember: In ainuolb a// cases, the earlier expiration date

should be the "primary" expiration date.

7.1 Other form featuresUndo ButtonLocated in "Action ButtonsD section on right side of form- Undoes the previous action - similarto CTRL+Z; basically "unwinds" input.

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Vendor InputGlicking this button merely takes to you vendor input form- Before inputting remrd, you need to set up new vendor if one does not exist

VendorNurn "

VendorName.

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Update Vendor ListLocated at bottom right of form near'trash can" button for deteting recordThis button simply refteshes the drop-down list of vendors that appears when the"ADD RECORD" button is selected.

Naviqation Buftons

Hq+t | :trryt:fr- Used to move to different records - dotted lines indicate that button has the 'focus,' and you

can press the entet key as well. Recotds ate shown in ordet of inpug so the "IAST" buttonwill display the most recent tecotd added. Should not click the "IAST" button if alteady onthe last recotd: likeurise should not click the "PREVIOUS" button if on the first record.

Last lnput ByLocated below the navigation buftons- Shours the Windows user name the individual who last touched the record, plus the date of last input

1 1/10/200s

Note: If a record does not have a scanned copy available, this field will not appear on the form.

8.1 Scanned copies of certificates

NOTE: At the time this manual was nrilten, Disnryland Resorts was inreasingfu

receiuing scanned copies of Insurance Certficates - npies were being saued in MinosofiOutlook under Public Folders. In order to saue to Access database, the scanned tWneeds to be copied to the clipboard and pasted into the fu,perlinkfeld.

1. Save copy of certificate to buffer (aka clipboard).

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3. To paste an updated image, just highlight the undedined file name,and press the delete key before completing steps 1 and2 above.

9.1 Troubleshooting. The following message may appear when deleting records

The following message would appear if you were on the first record,and clicked the "Previous" button

o Other error messages that may appear:

General tips:> Sfith most error messages it's fine to click OK if that's an option. Most

are furly harmless - probably the worst thing that could happen ir goirginto the code window - this would happen if you clicked "Debug"

when something doesn't look right - automatically resets everything.

= Glick END