AccuAccount: Reducing Exceptions-Related Risk

Good afternoon, everyone, and welcome to our reducing exceptions related risk, webinar. I'm Jen Mitchell. I'm the VP of sales of our Accu account product here at Alligent. Before we get started, I just wanted to let you all know that this is being recorded. I will share the recording with everyone who has attended or signed up for the webinar after the presentation. I will try to keep it to thirty minutes. In that thirty minutes, you will see some slides about us, about our product, and then we'll go into a live presentation, and I'll show you how, you can reduce those exceptions utilizing a software like AccuCount. I am going to go ahead and post in the chat now for our next webinar, which is gonna be on March twenty first at two thirty PM eastern time, and it's gonna be complete audits in hours, not in days. And so you have the ability to go out there and sign up for the next one if you'd like. Alright. So to start off with, Accusystems is now a part of the Allegiant team. AccuSystems is who originally built AccuAccount, which is an imaging and an integrated exception management for all customers' loans, deposits, and trust accounts. So really focusing on the AccuAccount product today. Some of the main features are imaging and exception checking and the integration between the two for any financial institution. So what we did originally was is we actually built this product to do imaging for all of the customers and loans with the local community bank here. And since we've expanded it to not only do the imaging, but also the integrated exception management within the product, and we've also expanded it to include customers, loans, deposits, and trust accounts, and we have all types of financial institutions today that utilize this product in in a couple different flavors. So first of all, talking about the imaging within Accu account, we do utilize bar codes. We can utilize bar codes and read those those documents so that we can put them directly where they need to go within Accu account. So this is an example of something that you would put in front of a complete prep file and place within a large multifunction device scanner. This barcode here tells us exactly where it needs to go with an Accu account. This is the cover sheet for a document. So, again, process wise, you would put that cover sheet, that Timmy's boat services, and then you'd put this OFAC document cover sheet in front of the OFAC. You'd have another barcode in front of the tax return, financials, so on and so forth. And then we can also, read third party barcodes. So here on this commercial term term note, you'll see I have a barcode up here in the right hand corner. I can actually read that and know where it needs to go. So this eliminates the process of putting, those cover sheets in front of specific documents if they come out of your doc prep system. We've we've worked with several different doc prep systems to read those bar codes and know exactly where they need to go. As you see Accu account today, you'll you'll kinda it'll all fit together on how we read those and where they'll be placed within the customer page. We do allow allow for bulk scanning. This allows you to drag and drop those whole PDF files that you might get at the end of the loan booking or even during the loan booking. You can actually utilize our our software for that as well, during the loan application process. But what you can do is is you can actually just take and drag and drop a whole PDF file into what we call our product Accu Image, and then you can start breaking it apart. This eliminates barcodes altogether. This really makes this an electronic process. We do have what we call a virtual printer, AccuPrint. AccuPrint allows you to virtually print documents on over into AccuAccount. This is nice for those end users who don't have direct access into AccuAccount, but they wanna send things over electronically so you're not having to print them and take paper on over to to place them into Accu account. So this will actually virtually print them over, put them into a queue where somebody with the proper permissions can verify it and move them. We have a drag and drop feature. This allows you to take documents and drag and drop them to the document tab, within Accu account. This is nice. Again, when you start the loan application and maybe you have some financials coming from your customer or you request documents utilizing the notice letters, or notice emails coming out of Acu account, they send them electronically. You can just drag and drop them right back into Acu account, and it clears those exceptions. And then you can always do a single scan. So this allows you to go out there, drive directly out to a customer, a document tab, click on a scan icon, and this will put that document right into that document tab, eliminating the bar codes, eliminating bulk scanning. It's just really a direct scan to that document tab. Now the integrated exception management piece is really what we're gonna focus on today. So first of all, talking about missing exceptions, what we do is is during the implementation, we will build out and configure the system as you need. So each of your customer types and account types will be built out with some kind of document structure, and then that document structure, depending on the customer type and loan types, collateral types, even deposit types, and trust, you'll be able to say, these are the documents I require for this to be a complete file. Those become what we call missing exceptions within Accu account. And as you gather the documents and you start putting them into Accu account, it'll automatically start clearing them. So it's really an efficiency is what this missing exception piece with the integration and with the imaging. That's really where it all lies. We do, manage expiring exceptions as well, so you can actually set true expiration dates on documents within Accu account. I always give the example of the UCC. You know, you you set it out there for five years. You leave it. What happens is is our reporting will actually give you an emailed report or a dashboard report that will tell you, hey. A hundred and eighty days before this UCC expires, we're gonna go ahead and, shoot you a reminder. You can go out there, update your UCC, push the date forward. Task exceptions are another big case of Accu account. You have the ability to build, not only tasks that need to be done on the customer or the loan, but maybe you have some tasks that on specific documents. You're missing a signature on page two or the co borrower forgot to initial page six of the promissory note. You'll you can put those out there, and they're very free form. You can type in whatever you want. You can even put some reminder dates on those task exceptions as well. Along with the task exceptions, we have actually have task groups. Task groups allow you to kick off a whole group of tasks that need to be done. I see this used a lot on the deposit side. When they get a new account or they get maintenance on an account. It will actually kick off everything that needs to be done and verified with that maintenance, and it will it can actually run it around to certain individuals or groups, and it's a great way to to manage that, that process. All of our recording is automated. What that means is that you have the ability to schedule these reports, and they'll go automatically via email. We also have dashboards that are viewable. As soon as somebody signs into the system, you can share those reports. They're very customizable. And then our notices. This is a way for you to request those documents from the customers or members, asking them for specific information. And you can do this via email, or you can actually still send them out, on a paper, letter requesting the information with the bank or credit union's, logo on it. We also have what we call our AccuDoc. This does imaging throughout the rest of the financial financial institutions. We're not gonna focus on this at all today, but just know we do offer that. So one of the biggest things that we do with AccuAccount is is we will integrate to the core. And what this does for each of you is is it allows us to keep our product up to date with everything that's happening. So new accounts, new loans, updates to existing customers, you know, maybe they have an address change, Maybe they had a name change. All of those things will actually flow into Accu account. And this is a nightly batch file, so it does keep our system up to date. It also drives exceptions. So if you have active exceptions, obviously, on an active loan, that loan gets paid off today, tomorrow, it changes to that paid status. It will stop tracking those active exceptions and start tracking on the paid out exceptions if you have any or tasks that are required. We do integrate to esign, quite a few esign products today. This is an efficiency piece. As you get your signed documents via DocuSign or ProSign or whatever it is, they'll actually import into Accu account automatically, clearing those exceptions without anything else being done. So nightly, we'll bring those documents in. You'll come in the next day. You'll have a file that's already got all the esign documents in there, and those exceptions have already been cleared from that customer page. We also integrate to CardiView LOS. Same process. It'll bring over those images, you know, the credit during the credit decisioning, those types of things, any loan documents, appraisals, anything you've gathered during that loan. Application process will actually import on over into Accu account. Just an efficiency. There's nothing else you have to do with it. And then we have a product called Corelink. This allows you to go from anything else into Accu account. So it can come from your core, if you're out doing a credit report, if you're out of the web doing something for looking at this customer, whatever it is, you hit that hot key, control alt a, it will actually take you on over into Accu account and show you exactly what's happening with that customer and show you their exceptions and and all the images that you have tied back to them. We've done image conversions over the time. Just know we can actually import in those images so that you can start with a brand new system, have true, exceptions from day one, as long as we're moving those documents and doing a one to one on them. Again, the interface is we do quite quite a few interfaces. You can see here, there's the DocuSign, the mortgage bonds, and zinos. Those are all LOS and esign. Again, we automate that process through a nightly process. And then we also have what we call our accuapproval. This is our front end. This allows you to start those applications completely paperless within accu account. You can also customize your workflows based on the, the account type, and you can also have specific exceptions based on the account types. Just a few things that the system does that I don't always get to share. You can email documents out of AccuAccount. It will utilize your, your bank or or credit union's email system. There is a participations module, which is really a document shared. It allows you to share those documents with other banks or other, you know, lawyers or whomever you'd want. You'll actually send them via email or secured FTP. It can go out when you get new documents or when you update a document. Those can be sent automatically to that other share to that other third party. We do have an audit module. This allows you to build out a little mini Accu account that you can share with your examiners. It looks just like Accu account. And then everything that you do with an Accu account has a built in quality control. So everything has a QC, everything can be verified, and, and actually reporting can even be done on that as well. And just to let give you a little high level of what we do, if you were to look at Accu accounts a little bit more in-depth, just know we come in, we do an install. Everything is installed on the bank server or the credit union server as of today. The implementation, what we do is we come in and we customize the system with you. We configure to say, hey. We got this data and we've got this loan type, and where do we need to map that to within Accu account? So it will all be done, within a twelve to fifteen week time period. So when you go live on Accu account, you'll have exactly what you need. That implementation manager will work with you weekly. They'll set up, meetings with you. They'll go through all of these processes. And they'll also share some training with you. So all of our training is is web based, and they'll share that training with you as you go through the implementation on where you should be within the process. Alright. So just the agenda for today, we're gonna look at the document exceptions and how that looks on the customer page. We're gonna talk about task exceptions and how that looks, policy exceptions, dashboard and reporting, and then we will have a q and a at the end. So if you have any questions, please you are more than welcome to put them into the chat, and we'll get those answered for you. Alright. So let's go on over into Accu account. Again, I've got about seventeen minutes. So in that seventeen minutes, I'm gonna give you a very high level of Accu account. This is what we consider a customer page within Accu account. We talked about that data import from the core, and what happens is is that data import will push on over into Accu account, and this is what a brand new customer and account would look like within Accu account. So we do those mappings of that data to say every time we see a loan type code of a fourteen or whatever it is, it will pull in a loan type of a commercial real estate, and there would be a default document structure there with all red dots. That document structure will also drive, like I said, the missing exceptions. Same thing on the on the customer side. So we've actually done what we call a master customer file here. So this these documents here would flow to any loan or any account that Timmy's boat services had. So this master credit can be shared between, between departments and between accounts. You can obviously set some some, security on certain documents. You know, maybe some loan people can only see some, and deposit people can see others, but that the ability is there to be able to share that information. So, again, this is what a brand new customer in a brand new account would look like within Accu account. All red dots, all the exceptions are are out there. Then after you go through and you've done some imaging and you've prepped the file and you scanned some documents, uploaded, done all these things, now you have a complete file. So now this is Timmy's phone services with the images scanned, date set, some even doc schedules set up here, which we'll we'll discuss here in a minute. But you can see this is kind of the final result. So this these are the things what's left behind are the things that you're going to start looking for those exceptions. So on the credit side here, I have my w nine has a red dot, my operating agreement has a red dot. Those are what we consider missing exceptions in the system. Not every red dot needs to be a missing exception, but in this case, that's that's how we have this set up. So I can visually, from an end user, I can view this and say, oh, yeah. I need to get these documents from this customer. But I can also look at a list of exceptions here for Timmy's boat services. So if I click on exceptions, here's my document exceptions here. Here's my missing w nine, missing financial statement, and expired certificate of good standing. I'm just gonna show how easy it is to really clear an exception. So I'm gonna say I received the w nine today from Timmy's Boat Services. I'm just gonna drag and drop that into that document tab. It turns it from a red dot to a green dot, so now it's viewable. That document's viewable, and it's cleared that missing exception for me. That's all I have to do to clear missing exception. So talking about the document exceptions, we also have our expiring exceptions or expired. So this in this case, this is going to expire, so it's gonna expire in the future. And then I have an expired document here, so it's red. So another visual on that exception tracking. So, again, just another way to put everything into one page, make it visual. If I were to get a new certificate of good standing today, put it into the document tab, all I have to do to clear that exception is literally move that date to a future date. And now I have a future date, and I've cleared that exception off of the list here. Now my next, document exception type that I have are are what we call our document schedules. And here on this, customer here, on this document tab here, on this financial statement, what I've done is I've set up a schedule. So it automatically builds me out document tabs on a quarterly basis, annual basis, whatever I've set that schedule up to do. So in this case, I had it scheduled out to build me on a new document tab and name it January twenty twenty three, so that's what it did. And it also, at the same time, set that missing exception for me. So as I look for you know, as I get my reports or I send out notices to my customer, they're gonna know I need a January twenty twenty three financial statement. Once I get it, I can put it in the file to clear that exception, and it will automatically build out my next tab for me on whatever schedule I have that built on. I've actually done the same here on the tax returns. The difference is is this isn't set as an exception yet because I have it set to build the exception as of April fifteenth, not as of today. So just know that that is actually an option as well. Alright. So moving on to some of the other exception types that you can, manage within Accu account, We have our policy exceptions. Policy exceptions are built out during the implementation. You get to determine what policies you'd like tied, into the system. And then it's just as easy as coming out here and picking a policy and adding it to that particular customer and or loan. They are marked with a p for policy, and these reports are actually generated out of the system separately. So and they're done by time frame or by policy name. So you can actually take them you know, you can pull a quarterly policy report and take them to the board as needed, or pull all of your debt to income ratio policies and share that information as well. The next type of exceptions that we're gonna talk about are the task exceptions, and these are those free form exceptions that I was telling you about. So you can see here, I have a missing page three of the loan agreement. So I've typed this back to a document. I went ahead and put the loan agreement into this system so I had it viewable and available. But I went ahead and put a task exception out there, letting everybody know that we are missing page three, assigning it to an individual that I'm gonna request it from, that individual, Jamie, will actually be able to see that exception on her dashboard when she signs in, so she knows to reach out to Timmy's boat services and get this loan agreement page three or look to see if she can find that, that document. We also have annual review here. So, again, these could be general to a a loan type or specific to a loan, or account. And so this is probably just a general task exception that I've set that I need to do an annual review maybe based off off of the loan amount or something along those lines. And then I have my task exception, or my task groups. I've actually kicked off a post closing review checklist here, and you can see they can go to individuals or they can go to groups, and they are also are assigned within a task list that's on their dashboard. They also will receive an email letting them know that a task was assigned to them. So they have a couple of different ways that they can manage those exceptions within Accu account. Alright. So from those tasks and and from bringing all of this Accu account together, bringing those documents in, marking things, reviewing all this information in one place, we also have what we call our reports. So we have some standard exception reports that can be emailed out, but we also have what we call our dynamic reporting. Dynamic reporting really allows you to build out any type of report. It doesn't have to be an exception report. It can also be a data report, anything that you'd like to see. You can come into any of these reports and add fields from the system. So I'm gonna pull up an exception report by officer here. And you can see, you can pull in the fields that you need, maybe on a specific exception, customer, account. You can even move things around as you need to. You can group things as you would like. You can even regroup things. So if you wanted to see by type, you can absolutely group it, save it. These, again, can be shared throughout, the bank with other individuals. They can be shared, where they you would allow them to build out their own reports. So there's a lot of things that can be done. There's filtering that can be done on these. But the biggest thing about these dynamic reports is is that they're viewable within a dashboard. So every morning when somebody comes in, they have the ability to come out here and see exactly what they need to do within within their portfolio. They in this particular case, I actually have this set as the loan admin. But if I wanted to come over and I'm the credit manager, I have the ability to pull my credit manager, dashboard in and view the information that I need here. I have a track only here, so you can see I have my exception by customers, my exception by officer. I have a filter, so it's probably just filtered on me. My tasks, these are those tasks that are assigned to you, whether they're a group or an individual, task that are assigned. Any exception by branch and then expiring documents. So not an expiring exception report, but an expiring document, so you actually have the ability to do that. Alright. I'm gonna go ahead and I'm gonna go back over to my PowerPoint, and I'm just gonna go ahead and we'll go to a q and a now. So any specific questions from anybody? Alright. I do have a few questions here that probably were asked throughout. Can you email a report to more than one person? That's a great question. Yes. Absolutely. You can. Those reports can actually be sent to multiple individuals, a group, however you would like to email those out or share them with an Acu account. Here's another question. Can I use the exceptions for other departments like retail? Oh, good question. Yes. I I really just showed the loan side of it, the customer side of it, but just know you can also use this for the deposit team, the loan team, retail. It doesn't matter. They each have their own build out. So, again, we import the data in from the core. We have their build out out there. You're able to gather documents, clears those missing exceptions. You can build tasks. All the same things can be done within a deposit account as they can in a loan. Are task exceptions specific to a customer or account? So task exceptions can be specific to an individual customer or account, or you can do them in a global way. I'd be more than happy to have a little bit more discussion around that. I can send you I could share some other information with you on those exceptions and how they look and how they work. I do have your contact, so I'll go ahead and get that information over to you. Any other questions? Yeah. Here's another one. Can I share all the reports on the dashboard with other users? Yes. You absolutely can. So those that were on that dashboard, those task exceptions, you can actually filter by specific persons, and they they would be able to see them. You can share the, you know, data reports, exception reports, and it's live. So they're ad hoc reporting, so it's viewable right away to anybody. Alright. And so the last piece, I just wanna thank you all for attending my webinar today. I'm actually gonna give you back about five minutes of time. If you have any questions, please feel free to reach out. We are going to be sending out the recording to this webinar, so give us a little bit of time, and we'll have that over to you. Obviously, if you have any questions, once we send that, please feel free to reach back out to us, or you can always go out to our website, allergen dot com. Thank you all, and I hope you have a wonderful day.