The Banking Buzz: Reduce Panic with Point & Click Audit Prep

Good afternoon, and thank you for joining our banking buzz presentation on AccuAccounts audit prep options to help reduce panic. The audit expert feature in AccuAccount was built to simplify audit and exam preparation for financial institutions. So instead of scrambling to gather paper loan files for auditors and examiners, generating a loan file with AccuAccount takes just minutes, and it also opens the door to virtual audits. So before we get started, let me go ahead and introduce myself. I'm Jamie Biggs, and I'm a product sales specialist with Alligent. I've been with the company for about fifteen years, and I'm based in Colorado. I've worked in many of the different departments, for implementing, training, and supporting Accu accounts. So if you have any questions on those topics, feel free to ask those during the webinar. And, of course, any questions about audits, feel free to put those into the questions panel on the GoToWebinar panel, and I'll answer those questions at the end of our presentation. So for today's webinar on AccuCount audit, we'll look at the overview of the feature and the benefits of using audits and other ways audits can be used, and we'll go through a demo of that as well. But I do wanna give you an overview of what AccuAccount is. AccuAccount is a core integrated system for the life of the loan and stores and tracks documents, tasks, and policy exceptions. AccuAccount is a web based software. It allows you to have unlimited users working in the system to view and manage documents and exceptions, as well as pull on demand reports, and you can schedule reports within the system. So high level overview on exactly what we do to get, exception information and image information into AccuAccount. We have a loan approval workflow called AccuApproval to do early capture of your documents on your loan applications. It also allows you to route that application and other supporting documents to other departments and users at your financial institution. So you can create custom workflows by loan type to route around that application. We do a core integration. So we integrate with over thirty core products to bring in your customer and account data on a nightly basis. So our nightly data, processes run to update Accu accounts so that we stay in sync with your core system. We map in new customers, new accounts, loans, collaterals, change balances, address information statuses. Whatever changes in your core system is gonna automatically change in AccuAccount. We also do interfaces with eSign and LOS products, so we can import those documents that are generated by those third parties and import those directly into AccuCount with the nightly process. So if a customer opens a new account, let's say, when the nightly process runs, it's going to import that customer and the new loan into AccuAccount. It will then import any documents that were generated from your eSign or LOS software. And so when you come in the next day, you're gonna be able to see that new customer, the new loan, and collaterals, along with any documents that were imported so you never have to touch those document images. We have several ways of imaging into Accu accounts. We can do desktop scanning, multifunction scanning, barcode scanning, batch scanning, drag and drop, uploading, merging, and you name it within Accu account. And then we have, integrated exception tracking that looks at the images in order to track your exception. So if something is not imaged, it's automatically going to track a missing exception. If it has an expiration date on it, we're automatically going to track out the expiration date of that document. For those exceptions, we have reports that you can generate on demand out of the system, or you can schedule them through a subscription, and you can set up unlimited subscriptions. You want your lenders to get their exception reports, let's say, every Monday morning. The branch manager might get them monthly. Maybe your regional manager gets them quarterly. Whatever it is, you can set up unlimited subscriptions on whatever schedule you would like. You can also create your own reports with our custom report module called dynamic reporting. So a few additional features that ActiveAccount offers, I just wanna make you aware of these. And, of course, if you'd like more information on any of these topics, just let us know, and we can either do a one on one demo or send you a video of how the feature works. But we have the ability to email documents out of the system. We have a participations module, so you can send documents to downstream participating banks. We have an audit module. Again, that's what we're going to cover today in-depth. We have a built in quality control process for all of your imaging, so you can do an approval or a rejection on any of your images or image changes and keep track of that in a full history on that document. We can bring in flex field data. So if there's information that you want to display in Accu account that is not a standard field, we can build a flex field for those either at the customer or the account level, and we can either import that data from your core or a third party, or you can manually enter that data. We handle related entities to tie customers together for reporting options. We do cross collateralization in the system so that you only have to image and track collateral documents one time, and that information is going to be displayed and tracked under all of the loans that it's associated with. We also have a purge feature, that allows you to set up document retention rules, and then you can go in and manually purge documents, review a report, and purge those out of the system on a schedule that you would like. So now that we've covered a lot of those, other features that AccuCount offers, I wanna dig a little bit more into our audit feature. This allows you to build out a dataset to be exported from AccuAccount, and then you can give that to export to your auditors or examiners. You can, choose exactly what gets included in this audit bill, so your credit files, loans and collaterals, deposit accounts, relationships. And then once you choose those records, you can go in and choose which documents get included or excluded from the audit build. So you can drill down two specific documents that are going to get included in this build. Once you've built out that audit, it can then be exported to a disk, a jump drive, an external hard drive. You can upload it to your FTP site. Or if your examiners are on-site, you can give them the URL, to the file just to open an Accu account. So this really gives the option for auditors to access that data that you include without giving them access to your full Accu account system. You can also use our audit export feature to streamline other document sharing scenarios, which we'll talk about more in just a couple minutes. So here are some of the benefits of using the AccuAccount audit feature at your institution. Within AccuAccount, you can build an audit quickly with a search page. So you can search by customer name or number, loan or account number, branches, officers, open and close date ranges, even balance ranges. So there's a lot of different options that you can search by to get the information that you're needing. So if your auditors give you a list of loans or if they say that they wanna see all loans that are over five hundred thousand dollars, it's really easy to get that from our search page on the audit feature. So you no longer have to go in and pull paper files to give to your auditors. It's this is all going to be digital. They don't have to come on-site, so you can keep them out of your financial institution. And your auditors can quickly view the images without, I'm sorry, in a very similar way as viewing your Accu account system. So when you build up that audit, it basically builds your customer pages the same way you view them in Accu account and a little mini Accu account when they open it. So they're viewing the same, the images the same way that you do, but only accessing the customers and loans that you've included in that build. So here are some other ways that we see the at the audit feature used besides just giving this, information, for an audit and our exam. For example, you can put denied applications onto an audit build and export those out of the system. Customers' loans, accounts, and documents can be exported to a third party, such as a legal team. If you're selling branches, selling loans, that's an easy way to copy those documents and just giving those documents on an audit file. This could be for attorney prepared loans, third party insurance services, loan foreclosures. So really anytime that you're needing to give documents to a third party, it can be built into an audit and then given to them on an external drive or a jump drive, disk, however you're wanting to give them that information. It can also be used to give a customer a copy of their own documents. So we do have the ability to email out documents from the customer page, but if they wanted all of their documents just to be clicked on a jump drive, You can use this audit function and participating things with our audit function if you wanted to. And we've also seen audits used for backing up files that are going to be purged out of Accu account. So you can use audit to go in and create a list of all of the maybe paid off loans, closed accounts, released collaterals, older, denied, or withdrawn applications. Anything that you're going to purge from the system, you can build into an audit and then put it on an external drive, perform the purge from Appu account, and you have a backup. Then you can destroy that audit whenever you're you're feeling comfortable with it and you're ready to completely get rid of those, document files. And one other way I wanna mention that we've seen the audit used is for a loan review. So especially if you're meeting off-site, you can put any pertinent customer loan documents into the audit build, put it on a disk or drive, review meeting off-site. Or you could do this also in a loan committee meeting if you're wanting to pull loan application information. You can put those applications onto an audit and present it at that loan committee meeting. So just wanted to give you some ideas of other ways that audit can be used from AccuAccount. So we are gonna look at our audit functionality within AccuAccount. We're gonna do a quick demo. We're first gonna take a look at the customer and account layout just to give you, an idea of, the the layout of the system and how easy it is to use. We'll cover what's included in the audit, how to build an audit, and viewing an audit so so you can see exactly what an auditor would see when they open up this audit that you give to them. So I'm gonna go ahead and jump into Accu account here. I'm going to log in. You do have to have administrative permissions in order to access our audit module, so only administrators are going to be building out the audits in the system. So to give you a high level overview here, when you log in, you're going to be taken to a dashboard. Set up your dashboard however you would like to see it. So you can move these widgets around. You can resize them. We have a ton of different widgets that you can turn on or off. You can even have any custom reports that are created displayed on your dashboard. So you can see here I have my exception report by officer. This is, likely this person's this officer's exceptions that are tracking so we can go in and view this information right here from the dashboard. We also have hyperlinks to get to the customer pages in these different widgets here, and you can have as many dashboards set up as you would like. Like. So you might have your home dashboard for the typical stuff that you wanna see when you first log in. Maybe you have a reports dashboard for the four reports that you always want to, review on a daily basis. So a lot of different options here for what you can set up. And again, that's done per user. I'm gonna go ahead and go out to a customer page here, and we're gonna be looking at this Amalgamated Industries. So the customer page is laid out with all of the customer data up on top, and this updates from your core system on a monthly basis. We also have a section for flex fields, so if there's additional data that you want to import or manually enter, this is where it would be displayed. You can search on these flex fields, and you can also, pull reports based on this flex field data. And when we map all this information in, we are going to get a customer type from your core system. So we can, use any code that you would like to map in your customer types. You determine how those customer types are labeled, and then that customer type is going to drive what documents are going to be required on the credit or customer side of the customer's page, so over on the left. So the documents that are laid out here are going to be in groups, and then we have the specific documents that tie into that group information. You can also see what has been imaged, so we have a green dot next to anything that has an image. There's gonna be a red indicator anywhere there is not a document or not data in the system. The right side of the customer page is dedicated to all of the loans or accounts that this customer is associated with. So we're viewing the loans tab. This amalgamated industry is associated with eight different loans. We're looking at loan ending in four one two, so all of the data in this banner is updating from your course system on a nightly basis. And then we have a section in here for flex fill data tied to that loan as well. When we map in your loan types, that will then drive what documents are going to be required for this specific loan that we're viewing. The document features work the same way. You're gonna see groups of documents, the actual tabs where you can image those documents, and you're gonna see a red indicator if we do not have that document image. Down below your loan is where you will find all of the additional collaterals that are tied to that loan. So in this example here, I have five pieces of collateral that are tied to the loan. We are looking at loan number one. We can see that collateral type, which will drive what documents are going to be required. We have a status on this piece of collateral as well as a description coming in from your core system. So it is nice because you know that all of these documents that are imaged are specific to this property address. So just give you an overview on that. And then a few other things I want to point out on the documents. You can add comments. This is going to replace the sticky notes on your, paper files. You can add an expiration date to any documents that expire, and then we will automatically track an exception based on that date. You can have multiple documents scanned in per document tab. So you can see this example here. I have a guarantee for John Smith, and I have one for Laura Wilder. It's optional if you wanna have those combined, or you can have those broken out into separate images. Then finally on the customer page, just want to give you an overview of how the exceptions work. And this works the same way on the credit side as the loan, collateral, deposits, whatever you're using in the system. But you can see that we don't have an image for the rent roll, we don't have an image for the financial statement. And then we have an expired certificate of good standing. So if you were to go into the exception tab or pull an exception report for this customer, you're going to see those items tracking. There's that missing rent roll, missing financial statement for June, and then that expiring certificate of good standing. And you can add comments. You can assign these. You can generate notice letters, whatever you're needing to do to track these exceptions. And, just to show you an example of how this works, if we were to go back to our documents in here and add a document, I'm gonna use this rent roll document image I have saved out here on the shared drive. I'm gonna go ahead and drag and drop it to the customer's page so that does a quick upload. Anytime you add an image into the system, it is available to be viewed by any user at any location. Now I have that rent roll document. I can click on it to view that image. But since I now have that document image, if we went back to the exception tab, you would see that that, missing rent rolls document is no longer tracking. So we update the exception information live based on the documents that you add or update within the system. Now all of the documents that you add here, Now all of the documents that you add here on the customer page, you have available to show in your audit that you create. So once you are imaging your files, tracking that information, that's when you can go in and start building these audits to give to your auditors or examiners or, of course, any third party that you're wanting to push these documents out to. So I'm gonna go into our audit functionality up here at the top. You can see some other audits that I've already created. So it's up to you if you leave docu I'm sorry. If you leave audits out here indefinitely, or you can delete them when you're done with them. That's completely up to you. But I'm gonna go through the process of building a new audit in the system. This is all going to allow me to put in an audit name. I'm gonna go ahead and call this quarter two twenty twenty four, and you can put in an optional, comment. So these will be comments that your auditors are going to see when they open up this audit build. You can also decide if you want to include or exclude comments that are left at the customer or account level. We do have additional options for QC. So you can go in and decide if you're wanting to include documents that have been, that are I'm sorry. That are required to be QC'd or if you just want everything to pull into the audit. So I'm gonna go ahead and choose add, and that takes me to a search screen where I can start adding customers or accounts into this audit build. So you can see there are several different options that you can use to search on. If I were to search for Amalgamated Industries, and you can even just do a partial name in there, I'm going to hit search. That will bring up anything that matches. Now we can see Amalgamated Industries. We have their credit information. We have, a handful of deposit accounts. We have loan accounts. Our collaterals are listed out here as well. So there's quite a few accounts out here for Amalgamated Industries. You can go in and you can choose which loans, accounts, and collaterals you want to include in this build, or you can say add all to the audit build. So if I do add all, I'm gonna go ahead and choose update. Takes you back to the search screen, so I can go in and out of this search as many times as I need to to create this audit. But down below, it's gonna start building out my audit information. So you'll be able to see there's amalgamated industries, their credit documents, their loans, collaterals, and so on, but it also automatically added all of the relationships. So anyone that is a guarantor on any of those loans that were added, anyone that is a signer on any of the deposit accounts that were added, they're going to automatically be pulled into this audit bill. So you don't have to search out all of those relationships that are already going to be in there. But if you don't want them to be included, it's very easy to remove them. So if I do not want Laura to be given to my auditors, just select Laura and say delete selected. Now I've removed her relationship from being in this audit build. So you can also do that at the account or credit level to remove what you need, or you can continue adding to your audit. So I'm gonna do one more example in here and do the account origination date. So since we built this out as quarter two information, I can go ahead and put in an origination date. I'll put in everything from April through the end of June. This is going to be all loans that originated during that time frame. We can do a search. And then I just have one customer and loan that's been created. So this is the customer's credit information, their loan, and then their their collateral that was tied to it as well. So I can go ahead and add that into my audit build. Again, it would pull in any relationships that are tied to that loan as well. Once you have all of the customers or accounts that you want in this audit building, you can also narrow down by document. So if I go to, Amalgamated Industries, so the primary on most of these loans, I can go in, let's say, to the credit documents and select this little pencil icon. It's going to show me everything that has been imaged. So the driver's license, it hasn't been imaged. That's not going to be a required document. You can exclude that box there if you don't want it to even show in the audit. Even for documents that have an image, if I don't want their w nine to be given in this export, you can just deselect it, and it won't be put into that audit build. You can also view the images from here. So if you're wanting to verify that everything looks correct in your audit build, you can click on that view icon and view the images right here from this page. So we'll go ahead and update that. I did exclude one of those documents, so it's gonna say that I have selected specific documents. And you can do this at the loan level, the collateral level, for your deposit accounts. Whatever you are importing, you can choose exactly what documents are going to Whatever you are importing, you can choose exactly what documents are going to be included. Once you have created this audit with all of the information you want to have in it, you're going to select this option to build the audit. And what that does is it takes a copy of all of the data from those customer pages. It also takes a copy of all of the images that are on those customer pages and builds them into a separate file on your server so that you can put those onto, some kind of external drive or you can upload it to an FTP site. So your auditors only have access to those files, and you are not giving them access into your Acura count system. So there's our quarter two twenty twenty four audit. I can always go back in and edit it and add additional customers or remove them from the audit. I can change the name of the audit. I can delete it. But this little view icon here is exactly what your auditors are going to see. This is what gets put onto that external drive, or if your auditors are on-site, you can launch this page and give them access to this URL. They do have to be connected to your intranet. If you give them access to this URL, this is the page that will open. They do not have access to AcuteCount. So this is going to show the title of the audit you've created, your, financial institution's name, any comments you included when you created this audit, and then your privacy statement, which gets added to an admin page for your Accu account system. Your auditors would then click on this option up here at the top for audit listing, and they're going to see all of the customers and accounts that you included in this audit build. So there's our Amalgamated Industries, and I'm going to go ahead and maximize this page. If I click on Amalgamated Industries, you can see this looks very similar to viewing the customer page in Ads account. We have the customer's information up top. We have all of their credit information. Even that rent rolls document that we put into the system right before we created this audit is going to be built be built into it. We can see the expiration dates. We can see what is missing. And then over on the right, we're gonna be able to see their loans, his deposit accounts, relationship information. And then down below the loan, you're gonna see collateral information. The, relationship information, they are hyperlinks. If you want to see, a guarantor for this loan, your auditors can click on John Smith. Takes you to John Smith's customer page within this audit bill to view John Smith's credit information, and you can still see the loan information because we are viewing the same loan there. So it's a very easy process to build out these audits to give to a third party or to your examiners. I'm gonna go ahead and open the presentation up for questions now. So if you have questions, feel free to put those into the, Q and A panel or questions panel on the webinar. Okay. And while I'm waiting for questions, I do wanna give you, some information on other ways that you can get information about AccuAccount. And we do offer banking Bankers Buzz webinars regularly, so over different topics that you are welcome to join. Or if there's any past topics you'd like to see, just let us know, and we can send you the recording. We also offer trial sites. So if you want to have your own Accu account system to play around in, just let us know. We offer one on one demos, and we can do a price quote if that's something that you're interested in moving forward with. So continue putting those questions in. It looks like I do have two that have come in so far. Who can build audits and who has access to view them? It's a great question. You have to have administrative permissions, so only admins can go in and create these audits and view them in the system. So, again, admins can view them as well. Now anybody that has been given the file with the export, so if it's on a drunk drive or if they have the URL to get to that audit, then anybody can view them. You do not even have to be a user with an Acct account. And then the other question, do audits get deleted after a certain period of time? They do not. They will stay out there indefinitely until you go in and delete them out of the system. If you have the system for an extended period of time and you have a lot of audits out there, your IT might start complaining because they do do take up space on your server. So it is a good practice to go in and delete them once you are done using those audits. Alright. Looks like that's all the questions I have. So if any additional questions come up after today's webinar, feel free to reach out to us here at Alligent. Thank you to everyone who joined, and have a great day.