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PPL Functional User Guide For Underwriters 1219
PPL Functional User Guide For Underwriters 1219
December 2019
Confidentiality
This document is confidential and is the property of Ebix Europe Limited. It may not be disclosed to third parties
without the express written permission of Ebix Europe Limited.
Email: info@ebixeurope.com
Telephone: (+44) (0)20 7264 0440
Fax: (+44) (0)20 7264 0450
PPL Underwriter User Guide December 2019
Table of Contents
1 Login, Dashboard and Navigation ...................................................................................................... 6
1.1 Access Credentials .......................................................................................................................................6
1.2 Logging In ....................................................................................................................................................6
1.3 Contacting Support ......................................................................................................................................7
1.4 Dashboard...................................................................................................................................................8
1.4.1 Overview ..................................................................................................................................................8
1.4.2 Header Panel ............................................................................................................................................9
1.4.3 Placements Panel .................................................................................................................................... 11
1.4.3.1 Placement Filters ..............................................................................................................................................12
1.4.3.2 Actions Required ..............................................................................................................................................12
1.4.3.3 Awaiting Actions from Other Party ..................................................................................................................13
1.4.4 Endorsements Panel................................................................................................................................ 14
1.4.4.1 Endorsement Filters .........................................................................................................................................14
1.4.4.2 Actions Required ..............................................................................................................................................15
1.4.4.3 Awaiting Actions from Other Party ..................................................................................................................15
1.4.5 Alerts Panel ............................................................................................................................................ 16
1.4.6 Footer Panel ........................................................................................................................................... 16
1.5 Placement Summary.................................................................................................................................. 17
1.5.1 Overview ................................................................................................................................................ 17
1.5.2 Placement Types ..................................................................................................................................... 17
1.5.3 Finding Placements ................................................................................................................................. 18
1.5.4 Available Functions ................................................................................................................................. 20
1.5.5 Taking Control of Team Work Items ......................................................................................................... 20
1.6 Placement Overview.................................................................................................................................. 22
1.6.1 Introduction............................................................................................................................................ 22
1.6.2 Finding Placements ................................................................................................................................. 23
1.6.3 Available Functions and Actions .............................................................................................................. 24
1.6.3.1 Functions ..........................................................................................................................................................24
1.6.3.2 Placement Actions ............................................................................................................................................25
1.6.3.3 Other Actions ....................................................................................................................................................25
1.6.4 Superseded Placements and Sections ...................................................................................................... 26
1.6.4.1 Placements .......................................................................................................................................................26
1.6.4.2 Sections.............................................................................................................................................................27
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3 Quotes ............................................................................................................................................ 41
3.1 Viewing / Replying to a Quote Request ...................................................................................................... 41
3.1.1 Attaching Documents to Quote Replies.................................................................................................... 43
3.1.2 Quote Reply Types .................................................................................................................................. 45
3.1.3 Replying with a Quote Sheet ................................................................................................................... 46
3.1.4 Replying to Sectioned Quotes .................................................................................................................. 47
3.2 Quotes and Facilities ................................................................................................................................. 47
3.2.1 Overview ................................................................................................................................................ 47
3.2.2 Quote Notification .................................................................................................................................. 48
3.3 Closed and Withdrawn Quotes .................................................................................................................. 48
3.3.1 Closed Quotes ......................................................................................................................................... 48
3.3.1.1 Broker Close......................................................................................................................................................48
3.3.1.2 Underwriter Close ............................................................................................................................................49
3.3.2 Withdraw ............................................................................................................................................... 49
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5 Facilities.......................................................................................................................................... 83
5.1 Overview................................................................................................................................................... 83
5.1.1.1 Participant Roles ...............................................................................................................................................83
5.1.2 Participant Responses ............................................................................................................................. 84
5.1.3 Closing a Facility ...................................................................................................................................... 84
5.1.4 Backloaded Facilities ............................................................................................................................... 84
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6 Endorsements ................................................................................................................................. 85
6.1 Broker Messages and Response Types........................................................................................................ 85
6.1.1 Endorsement Requests............................................................................................................................ 85
6.1.2 Response Types ...................................................................................................................................... 85
6.1.2.1 Unconditional Acceptance................................................................................................................................86
6.1.3 Request to Negotiate / Request for Information ...................................................................................... 87
6.1.3.1 Remove/Agreed Elsewhere ..............................................................................................................................87
6.1.4 Actions Available When Responding ........................................................................................................ 88
6.2 Notifications.............................................................................................................................................. 88
6.2.1 Endorsement Notices .............................................................................................................................. 88
6.2.2 Endorsement Withdrawals ...................................................................................................................... 88
6.2.3 Completion Emails .................................................................................................................................. 89
6.3 Common Actions ....................................................................................................................................... 89
6.3.1 Undo Remove ......................................................................................................................................... 89
6.3.2 Review Draft ........................................................................................................................................... 89
6.4 Placement Overview: Display of Endorsements .......................................................................................... 90
7 Appendices ..................................................................................................................................... 92
7.1 Appendix: Permitted File Types / Maximum File Size .................................................................................. 92
7.2 Declaration/Offslip Default Quote and Firm Order Requirements ............................................................... 93
7.3 Endorsement Participation Types ............................................................................................................... 94
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To gain access to the application, please contact your PPL Project Manager within your relevant class of business.
Alternatively, contact PPL Support (see section 1.3).
1.2 Logging In
Enter your username and password, and press Enter/Return or click on the green Login button to proceed to your
dashboard page. You may also be prompted for a passcode or memorable word, depending on your organisation’s
security configuration.
Users will have 10 log-in attempts before the account is locked. Once the account is locked, it is locked permanently
and can only be enabled by raising a request with the PPL Support Team (see section 1.3 below).
The PPL Interchange Agreement (and guidance pertaining to it) can be viewed or downloaded by clicking on the
appropriate link.
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If you require assistance, please contact the PPL Support Desk on:
This contact information is available from within the PPL platform. See section 1.4.2 below for further information.
The support desk is open from 08:00 to 20:00 UK Time, Monday to Friday except for UK Bank Holidays.
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1.4 Dashboard
1.4.1 Overview
The first screen you see when you log into the PPL platform is the Dashboard. This is the focal point or “hub” of the
platform.
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Header
Placements
Endorsements
Alerts
Footer
The Home button is the PPL Logo in the top left. Press it to return to this Dashboard from anywhere in the platform.
The Dashboard screen is the main starting point of the PPL platform.
Log out is in the top right, click it to log out. If you remain in the system for longer than eight hours1 without doing
any movement between screens, you will be automatically logged out.
Menu options are shown at the top of the screen. The options available to you depend upon how your user profile,
your team and your organisation have been configured.
The Help option is available to all users. Clicking Help and then Contact from the menu ribbon…
… launches the following pop up, displaying contact details for PPL Support as well as links to the PPL platform User
Guide and the PPL Learning Management (training) website:
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This pop up is also invoked whenever the user clicks on the Help icon that is available in the top right corner of key
screens throughout the platform.
Additionally, there are information links that enable you to view or download this functional user guide and the
latest release notes for the platform (details of changes made in the most recent platform release), as well as a links
to view contact details for PPL Support and the PPL Learning Management website.
These links are new in this version of the Dashboard and take you to the Footer panel, which is described in detail
further on.
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Counts relating to your own Placements are in red, and those relating to your team in blue. Where a count is zero,
the description and counts are shown in grey.
Clicking on an active text or number link in this screen takes you to a filtered view of the Placement Summary screen.
This is a filterable list of all Placements from which you can select items to work on.
Important Note: The counts displayed are active links which, when you click on one and are taken to the Placement
Summary screen, may differ. This is because the count shown on that screen is at Programme level. So, for example,
clicking the team count of 43 (Placements) for Firm Orders Require Response above may return a count of
30(Programmes) on the Placement Summary screen. Examples are provided throughout this chapter for clarity.
The Placement Summary screen is covered in detail in section 1.6 of this guide.
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Drafts
This is a list of Programmes containing draft Quote or Firm Order responses saved by your team.
Closed
This is a list of all closed Programmes.
This list shows a breakdown of all events that require attention, as follows:
Note: Brokers can elect not to notify the Underwriter of the closure of a Quote. In such cases, the Underwriter will
have to close it.
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satisfied, rejected, the deadline is extended on an expired subjectivity, or, if the Underwriter chooses to remove
themselves from the contract after the Subjectivity has expired.
This list shows a breakdown of all events related to your (or your team’s) active2 Placements that are awaiting action
from another party (e.g. Broker), as follows:
It reduces when the Subjectivity is responded to (no deadline type). Also, for Subjectivities with a deadline it will be
when the Subjectivity is satisfied, rejected or when the deadline expires.
Example: If there are 2 Subjectivities on 1 Firm Order contract that the Broker needs to respond to, and, 1
Subjectivity that the Broker is yet to satisfy on a different Firm Order contract, this will display 3.
2
i.e. All Placements not signed and closed, or simply closed.
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Drafts
This is a list of Programmes containing draft Endorsement responses saved by your team.
Closed
This is a list of all closed Endorsements.
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This list shows a breakdown of all events that require attention, as follows:
Endorsement Requests
This count increments with every Endorsement request or Endorsement resubmission that requires a response. It
reduces when the Endorsement is responded to, withdrawn or is cancelled.
Endorsement Notifications
This count increments with every Endorsement notification. It reduces when the Underwriter marks the
Endorsement notification as ‘Viewed’
Request To Negotiate
This count increments with every Endorsement response that is a ‘Request to Negotiate’. It reduces when the Broker
resends or withdraws the Endorsement request or cancels the Endorsement.
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You can navigate here quickly by selecting one of the information links in the Header panel.
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1.5.1 Overview
The Placement Summary screen enables you to list and filter all active Placements. You can navigate here via the
Placements option in the top menu of the Dashboard screen or by clicking on any of the Own or Team counts on the
Dashboard (see section 1.4.1).
See section 1.4 for more information on how clicking on links within the Dashboard panels pre-filters the resultant
view of the Placement Summary. Note that the count shown beneath the Header is at Programme level.
Note: The Placement Summary page can be configured to display your organisation’s logo. The screen looks like this:
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Where a Placement requires your attention, a coloured dot appears in the top right corner of that rectangle, like
this:
(Re)Insured
Reference
Original Policy Holder
Description
Broker Name
Broker Company (displayed as a logo)
Paging Buttons. Use these to scroll backwards and forwards through the list.
Text search/filter. Enter your search text into the field next to the magnifying glass icon at the top of
the list and click the magnifying glass . This is not case-sensitive. The list will now show only those
Placements where your search text appears in one of the data fields on the Placement.
Advanced search/filter. Click the Advanced button if you want to be more specific about your
search/filter, by keying text in to the column headings that open up.
Clearing a search. If you press Clear, all Placements will reappear.
Filtering by Placement Stage/Type. To filter by a combination of Placement Stage and Placement Type, simply use
the check boxes.
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Filtering by Action Required/Awaiting Action. You can use the check boxes to filter the page so that it shows only
specific Action types. These correspond to the filters available on the Dashboard.
Filtering by Quick Links. Clicking on a Quick Link in the Quick Links area in the top right of the screen will highlight
the selected item, and the list will now be filtered by the selected status.
Filtering by Date Range: You can choose the date to filter by in the drop-down list…
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Enter both ‘from’ and ‘to’ dates - for the selected date column. All Placements that fall within the ‘from’ and
‘to’ dates will be listed.
Enter ‘from’ date only - for the selected date column. All Placements where the date is greater than or equal
to the ‘from’ date will be listed.
Enter ‘to’ date only - for the selected date column. All Placements where the date is less than or equal to the
‘to’ date will be listed.
Filtering by Broker: Click the By Broker box and select those brokers you wish to include in your filter.
View a Placement by clicking the appropriate coloured rectangle to navigate to the Placement Overview
screen.
View the Messages & Documents history of the Placement, by clicking - see section 2.1.
Make an internal note (not shared with the Broker), by clicking - see section 2.5.
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When a Broker submits a Placement at any stage (Quote, Firm Order or Endorsement) they have to submit this to a
named Underwriter. However, Team working enables the whole team to view all Placements, messages and
documents, and you may wish to take ownership of a risk and to receive the platform messages associated with it.
To do this, click in a Team column on the Dashboard (see section 1.4.1) to navigate to the Placement Summary
screen (see section 1.5.1) and click on the work item to action it. There is no need to specifically reassign the item.
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1.6.1 Introduction
The Placement Overview screen shows the complete history of the Placement to date.
The coloured event boxes represent the activity that has taken place thus far in respect of each Placement stage (e.g.
Quote, Sign & Close), and the most recent is always displayed on the left.
The ‘tree’ displayed at the top of the overview, above all of the Placement stages, is a hierarchy of clickable links that
enable you to filter the overview.
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Filtering by Quick Links. Clicking on a Quick Link in the Quick Links area in the top right of the screen will highlight
the selected item, and the list will now be filtered by the selected status.
Note: If you filter on a status that does not apply to the Placement you are looking at, and that Placement does not
have an element that matches the status you have chosen, no Placement data will be displayed on the screen. To
remedy this, choose another Quick Link. Selecting ‘All’ will result in data being displayed.
Similarly, because filtering is effectively layered, selecting a filter can return a blank screen if it contradicts a previous
filter.
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View the Messages & Documents history of the Placement, by clicking - see section 2.1.
Make an internal note (not shared with the Broker), by clicking - see section 2.5.
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Note: The hover over function is particularly useful because some descriptions begin with the same words as others
(e.g. ‘Order Confirmation’ and ‘Order Confirmation with Subjectivities’) and only the beginning of the description is
visible in some cases. Hovering over the event box will show the full description.
Manage is the principle action, and it is available for all Placement stages. Selecting Manage will
automatically take you to a view of a Placement stage, wherein any actions required (e.g. Quote response,
Firm Order response) will be enabled.
Email/Print Contract option is available for Firm Orders.
Review Bound Line is present on Firm Orders where the Broker has requested that you review (and
potentially revise) your line. See section 4.5.4.
Review Removal of Line to Stand is present on Firm Orders where the Broker has requested that you do
this. See section 4.5.4.
2nd Approval Request indicates that a colleague has requested that you review a Firm Order response that
they have prepared. See section 4.3.
Summary: This action navigates you to the Placement Summary screen (see section 1.5).
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Clicking [+] to the left of the words ‘Superseded Placement’ expands the Placement for viewing.
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1.6.4.2 Sections
Below is an example of a Section that has been superseded, because the Broker has withdrawn and then resent their
Firm Order request. The superseded Section is collapsed by default.
Clicking [+] to the left of the words ‘Superseded Section’ expands the Section for viewing.
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Documents are shared with you by Brokers using the messages and actions described in this document. At any stage
in the process you can use the Messages & Documents history function to see when documents were shared, by
whom and on what action.
This is accessed via this icon
Note: Once shared with you, documents cannot be unshared, revoked or deleted in any way.
Sharing documents can be seen as building up an information pack relating to the whole Programme. The system
will always show which documents were shared on what action, by whom and with whom and therefore which were
available to you at the time any action was carried out.
There are three ways that a Quote/Placing Slip or a contract document can be sent to an Underwriter:
a) On a Quote Request
b) On a Firm Order Request
c) On an Endorsement
There are four ways that a supporting document can be sent to an Underwriter:
d) On a Quote Request
e) On a Firm Order Request
f) On an Endorsement
g) On an Information Share
Note that the PPL platform does not support password protected documents.
Overarching all Quoting and Firm Order processes is this function that allows you to see the full history of a
Placement.
It is accessed from numerous screens within the platform by selecting this icon:
The following examples show the different ways in which this information can be viewed.
The display is in descending date/time order, providing an audit trail that starts at the bottom of the screen and
shows the most recent activity at the top. Quotation items are bordered in pink, those relating to Firm Orders in
blue, and Endorsements in gold. Where the history is too long to show on the screen in its entirety, you can scroll up
and down.
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The first document you check will be treated as the “original” and the second will be treated as the “new” version
and a marked-up Word document will be automatically produced and opened. You must have MS Word installed on
your computer in order for this function to work.
Key information about the Placement (e.g. Business Type, (Re)Insured, Contract Type, Class of Business, Territory
and Period) are shown, along with other relevant information in the message area.
In this example of a Quote, a message from the Underwriter to the Broker is shown together with associated
documents.
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If a Quote sheet has been provided or populated, you can expand the view further in order to see it:
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In this example, the file Lorem ipsum 2 has been replaced with Lorem ipsum 3.
The existing document comparison check boxes are available for these replaced and original documents.
Filtering by Contract/Layer Ref causes the following information to be displayed in the screen header:
2.2.8 Downloads
Options to download all files (documents) and/or an audit report are available from the Actions panel at the right of
the Messages & Documents screen.
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2.3.1 Overview
This function, available within a risk, allows participants to send messages to each other. This process is restricted to
allow communication as follows:
Broker to Broker: A Broker can send a message to any other Broker within their team.
Broker to Underwriter: A Broker can only send a message to an Underwriter registered on the risk being
processed.
Underwriter to Broker: The Underwriter can only send messages to the Broker on the risk being processed.
Underwriter to Underwriter: The Underwriter can send to any other Underwriter within their team.
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Ad-hoc Messaging is available at all stages (Quote, Firm Order and Endorsement) via the ad-hoc message icon
on the Placement Overview and Placement Summary screens, thus:
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You must enter at least one recipient by selecting them from one of the dropdowns. These can be removed at any
time prior to sending your message if added in error.
You must enter a message in the Message field. Note that it is not possible to share documents using ad-hoc
messaging.
2.3.4 Recipients
The list of recipients you can select from is a combination of Underwriter colleagues whose user accounts reside in
the same team, and the Broker.
It is possible to send an ad-hoc message to multiple recipients, and this can be to a combination of Broker colleagues
and Underwriters if required.
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2.3.5 Alerts
Each recipient will receive an email alert when the ad-hoc Message is sent to them. They will also see an alert on
their Dashboard under the Alerts section (‘My Alerts’). Clicking on the alert will take the user to the Placement
Overview screen with the ad-hoc message presented above it as a pop-up window.
There is also a Reply button via which you can reply to an ad-hoc Message. This creates a new blank ad-hoc message
ready to be sent to the sender of the previous message.
To reply to an ad-hoc message, click the Reply button. The Message field appears for you to type your message into.
Click Send when you are done.
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Every ad-hoc Message sent by the Broker is included as part of the audit trail within the negotiation history
(Messages & Documents) screen. In the example below, the bottom entry has been expanded to show the message:
The written message and the documents are shown in the event, and the header information contains the date and
time and identifies whether the message is internal or external, and who the recipient company is for the external
recipient.
If you expand the view of a message that you have received (by use of the [+] icon in the top left of the message), it
appears as follows:
You can reply to the message by clicking the Reply button. This will open the dialogue shown in section 2.3.6 above.
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Once a Quote Request or a Firm Order request has been sent to you, the Broker can share additional information
(Broker’s notes and, optionally, additional documents) with you using this function.
This can also be used after Firm Order and after Signing Down to share Information with you relating to bound risks.
The information shared on an Information Share is not explicitly related to a particular Placement stage. It is simply
information shared with you regarding the Placement at a point in time after the last Quote, Firm Order or
Endorsement request was sent to you3.
Either click on the Alert in the dashboard, or, if you are viewing the Quote in the Placement Overview, click an event
box pertaining to the Information Share.
Documents for this Information Share can be shown by clicking the Messages & Documents Icon
It is important to be aware of the timeline of information sent to you when additional information has been shared
with you.
When you reply to any Quote, Firm Order or Endorsement Request, the information available to you in terms of the
notes and documents you have received from the Broker may have changed since that request was received due to
the receipt of newer Quote Requests and/or Information Shares.
You will be warned of this situation at the top of the Reply screen (the example below is for a Quote):
Viewing the Messages & Documents history by clicking will show you all of the information you have received.
3
Note: Information shares are created at Programme level, so you will see them against all Placements in a Programme,
including superseded ones.
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4
You can add internal notes wherever this icon is available:
If you type a note into the data entry field and click Add Note, your note is saved.
If you then repeat the process, your subsequent notes are displayed in order.
If there are already notes against a Placement or Programme, there will be a red dot on the Notes icon
4
Shared with team colleagues only. Not shared with Brokers.
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3 Quotes
In this phase, you receive Quote Requests and shared documents from Brokers and you will reply to the Quote
requests. The Quoting phase is optional and not all Brokers will electronically Quote all risks.
Either click on the Alert in the Dashboard, or, if you are viewing the Quote in the Placement Overview, click the
Manage action.
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If you have previously responded to a Quote, you will be notified of this by a message at the top of the Quote screen.
When you have completed sections 3 and 4, click one of the Send buttons (these appear at the top and bottom of
the page). A dialogue box will be displayed for confirmation.
To go back, click the at the top right of the dialogue box. To proceed, click Confirm. The Quote reply is sent
back to the Broker and they are alerted.
Note: There is no limit to the number of times you can reply to a Quote request so you may send several different
Quote variants in response to the Broker’s single request.
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You can attach documents to your reply and send them back to the Broker. These will form part of the permanent
record of the Placement and will be visible in the Messages & Documents history.
There are two ways for you to attach a document to a Quote reply:
a) Simply attach one or more documents to the reply. To do this, click the Attach button and the following will
be shown:
Click Browse then locate the document and select it. Once the document has loaded you must enter a
Description for it and choose a document Type from a pre-set list of choices in the drop-down list. The default
value is “Other Documentation”. Then click Add.
Repeat this until all the documents you wish to attach have been attached, then click Quit.
You will now see your documents added to the Document list:
b) Attach a document “in reply” to a particular document that you have been sent. You would normally do this
when you have opened the Placing Slip document to which you have made some marked-up changes using
Microsoft Word or other Word compatible word processing application. Once you have done this, Save the
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document to your desktop then click the Attach and propose replacement document icon next to the
document you are “replying to”. The following will be shown:
Click Browse then locate the previously saved document on your desktop and select it. Once the document
has loaded, unless it is a placing slip you are replying to, you must enter a Description for it and choose a
document Type from a pre-set list of choices in the drop-down list. Then click Add.
You will now see the document added into the Documents list directly underneath the document you replied
to:
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You can reply to the Quote request in a number of ways, by clicking the appropriate button, as follows:
Quote
You can supply a Quote in one of several possible ways
- By filling in the on-screen Quote Sheet. These are configurable and are available depending on your class
of business.
- By entering your response in the Note to Broker.
- By attaching to your response a document such as a Quote sheet (see below).
- By attaching to your response a marked-up version of any document that they have sent you, including
the Quote/Placing Slip (see below).
EOI (Expression of Interest)
This function allows you to express your interest in an account in preparation of receiving the submission.
RFI (Request Further Information)
You are requesting further information. Your note to the Broker will explain. The Broker may reply with
another Quote request or an Information Share.
Reject
You may add a note to the Broker to explain why you are choosing to decline. Note that the word “reject”
here indicates that you are declining to Quote and are not interested in the risk.
Note to the Broker: It is advisable to enter a note to the Broker when responding.
Quote Validity Period (Quote Withdrawn After), if your reply is a Quote.
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If you selected the Quote button, you will then be invited to use the online Quote Sheet to enter your Quote and
options.
Note: Quote Sheet templates are configurable and will be available depending on your class of business. They can
contain features such as your organisation’s logo and scrollable sections.
It is not mandatory to use this. If you wish to, select the appropriate Quote Sheet template from the dropdown list.
This Quote Sheet will be returned to the Broker as a data sheet and as an automatically-attached PDF file to the
Quote reply which is recorded as an attachment to the Quote in the Messages & Documents history.
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Section attachments are merged into a single PDF and presented as part of the contract. You can click the blue
3.2.1 Overview
Responding to a Quote Request on a Declaration/Offslip is largely the same as responding to an Open Market
request. However, the name of the Facility is displayed above the buttons in the My Response panel, as in the
example below.
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This screen is based on the standard Quote Response screen (see section 3.1), but it does not have a Quote button.
The Underwriter is able to mark the notification as Viewed. This just removes the notification from their inbox.
There is no message to the Broker.
Please refer to section 5.1 of this guide for further information about Facilities and Declarations.
If the reason given by the Broker is NTU, they will also provide a rationale. The list of available rationales can be
customised, but the following is the default list:
Price
Coverage
Local
Response time
No Market Interest
No Client Response
RNR (Renewal not Renewed)
Aggregate Full
Cover No Longer Required
Client Instruction
Other
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You will simply be asked to confirm that you wish to close the Quote. The Close event is clear in the Placement
Overview and displayed in the Messages & Documents history.
3.3.2 Withdraw
This function enables the Broker to withdraw a Quote only where a Quote request has been sent but no response
has been received.
The Withdraw event is clear in the Audit Trail and displayed in the Messages & Documents history.
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4 Firm Order
4.1 Responding to Firm Orders
4.1.1 Overview
When a Broker sends you a Firm Order, this represents a legal offer for you to review and respond to. Once a Firm
Order has been sent, the contract cannot be changed by the Broker.
When sending you a Firm Order, the Broker can select whether to offer you a fixed written line percentage or a
percentage range for you to choose from. In case of the latter, you will then be able to choose a value within the
offered range when accepting the Firm Order.
To respond to the Firm Order request, click on the Manage action on the Placement Overview page.
You will be presented with the Firm Order Response screen. This is comprised of four panels, the first three of which
are as follows:
The first panel contains key information about the contract and cover associated with the Placement, and the
second contains a message to you from the Broker. The third panel contains all of the documents that are available
to you. The first document is the contract. It is highlighted in yellow with this icon to the left of the file name.
Click on the name of any document, and a dialogue will appear enabling you to open or save the document.
These panels may be closed individually or all at once by clicking the appropriate minus symbol [-]
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Reassign the Placement to a colleague within your team, by clicking (see section 4.2)
Make an internal note (not shared with the Broker), by clicking (see section 2.5)
View the Messages & Documents history of the risk, by clicking (see section 2.2)
Save a draft response by clicking the Save button.
Send your response (assuming that it is complete) by clicking the Send button.
Click the question mark icon to view PPL Helpdesk contact details.
Close this screen by clicking the blue cross X.
Accept
Accept with Subjectivities
Reject
At the top of the panel, your proposed written line is shown, along with the lead, which is indicated by means of a
traffic light system:
A green dot means that a leader has been proposed and has accepted.
An amber dot means that a leader has been proposed but has not yet accepted.
A red dot means that there is no leader proposed.
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4.1.4.1 Stamps
If there are multiple stamps associated with your company, the Broker can select which stamp(s) they would like you
to write on behalf of.
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For each of your stamps, you must enter your written line percentage expressed either as a percentage of 100% or
of whole.
Select the appropriate risk code from the list and enter the percentage of premium that you wish to allocate. You
can add more risk codes by clicking the Add button, and you can remove them with the Remove button. You can add
a percentage of zero if required, but the total percentage must add up to 100.
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If you are an Underwriter of the Lloyd's syndicate or LIC company, but not the Leader, you can associate your
references with the risk codes defined by the Lloyd's Leader.
You can add more references by clicking the Add button, and you can remove them with the Remove button. There
is no technical limit to the number of references you can add.
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You can review your subjectivities at any time until they are accepted by the Broker via the Review Subjectivity
action in the Placement Overview. This will open the Amend Subjectivities screen.
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Add/Edit enables you to edit your subjectivities and/or add new ones.
Withdraw enables you to withdraw individual subjectivities by selecting the Remove button. You can only
withdraw all of your subjectivities if they have been accepted by the Broker but not yet confirmed (satisfied).
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Remove Line enables you to come off cover under certain conditions. See section 4.1.5.4 below for further
details.
You can mark each subjectivity as Satisfied, Unchanged or Rejected via the dropdowns to the right of each
subjectivity in panel 3 of the Amend Subjectivities/LCs screen. In panel 4 you can open or save the files sent by the
Broker as evidence (these are also available via the Messages & Documents screen), and there is a message from the
Broker in panel 5.
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If the Broker rejects your subjectivities, then you will not be bound to the risk. The Broker may send a revised Firm
Order, or you may be removed from the risk.
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4.1.5.4 Expiry
Both you and the Broker will receive reminders in the form of platform and email alerts before the period expires
(these are sent daily, and the first is sent five days before expiry) and if the subjectivities are not satisfied before the
expiry date, you will have the option to extend the deadline (see section 4.1.5.1 above) or come off cover.
Should you wish to do the latter, then you should select the Remove Line button.
You will then be able to remove your line from the risk as long as you enter a note to the Broker. The Broker will be
notified, and the event will appear in the Overview matrix and Messages & Documents screen for both you and the
Broker.
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If you accept a Firm Order with a line condition, please note that your line is not bound until the Broker has accepted
the line condition. You will be notified of the Broker's response.
Note: Line to Stand is a specific kind of line condition which, once agreed, means that your line may not be amended
during the Signing Down process. It is denoted by this icon in the Order Confirmation event box in the Placement
Overview (where applicable):
An order confirmation with line conditions, of which Line to Stand is not one, will show only the ‘LC’ element of the
example icon above. Once your line condition(s) has been accepted, your electronic stamp will appear within the
contract.
Commercial Reasons
MRC Documentation Update
Cancel & Replace
Stamp Change
PPL Data Correction
Cancel Only
Other
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Once you have rejected the Firm Order, you will be placed back into 'Negotiation' status which will allow the Broker
to resubmit a Firm Order. Please note that the Broker may amend the contract before submitting another Firm
Order. If this is the case, you can check to compare the old and new versions.
Click the Save button to save your response as a draft to be worked on later, or click Send to send your response to
the Broker. The Send Firm Order screen is displayed.
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Note: By entering your password, you will be legally bound to the contract and will not be able to withdraw your
acceptance of the line.
Once you have completed the Firm Order Response process, you are presented with the following dialogue:
Select the Reassign button to reassign the Placement (see section 4.2).
Select the Email/Print Contract button to email and/or print the contract (see section 0).
Close the dialogue and return to the Placement Overview by clicking the cross in the top right of the
dialogue.
You have the option to add a second approver for any affirmative Firm Order response. This option is always
available at the top of the Send Firm Order screen, but is defaulted to ‘No’.
If you choose ‘Yes’, you can select a second approver via a dropdown:
You will then be asked whether you wish to attach a covering note to your colleague. If you check the box, a text
field will appear, into which you must then type a message.
When you click the Confirm button at the foot of the screen, your colleague will be alerted. The order confirmation
will remain in a draft state until it is approved. See section 4.3 for more information about the Second Approval
process. If you select the second approver to review your acceptance, you will be bound once the second approver
has approved your request, otherwise, once you have completed your Firm Order acceptance you will be taken to
the Placement Overview screen. See section 4.3 for further information about second approvals.
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A navigation tool at the foot of the screen enables you to move to any Section without scrolling.
You may choose different responses to each section should you wish to.
Note: The ‘Copy Entered Section’ dropdown enables to select and then copy your response from a section for which
you have already keyed in your response.
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Section attachments are merged into a single PDF and presented as part of the contract. You can click the blue
Panel 4 of the Firm Order Response screen displays your Dec/Offslip Default Firm Order/Quote Requirements (see
section 5.1.1.1). If you are a Facility Lead, you are not able to amend these and must instead reject the Firm Order.
The Facility slip lead is not required to enter the Settlement Due Date. However, indicating the number of days in the
Instalment Premium Period of Credit field will calculate and default the Settlement Due Date of subsequent
Declarations/Offslips by adding that number to the Inception Date of the risk.
The Facility Lloyd’s lead is required to enter the allocation of Premium to Year of Account and Risk Codes for the
Facility. However, they are not required to state allocation Percentage amounts unless they are fixed.
If you are not a Facility Lead, you are able to select your Dec/Offslip Default Firm Order/Quote Requirements
(participant roles) from the available dropdowns.
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Please refer to section 0 of this guide for further information about Facilities and Declarations.
The difference is the presence of the Copy from Facility button. This can be clicked at any time to pull through
Underwriter References and Descriptions and (for Leaders only) any Terms of Settlement from the Master Facility,
along with the Risk Codes, and allocation of Premium. These details can then be edited if required. Clicking the
button again resets those fields to the values from the Master Facility.
For notification-only Participants, a Declaration/Offslip is bound when the Leader binds their line. However, they are
not notified by email until the Placement is signed and closed.
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Note: It is not possible to set a deadline for subjectivities when responding to a Declaration Firm Order.
Please refer to section 0 of this guide for further information about Facilities and Declarations.
4.2 Reassign
By clicking the Reassign button in the dialogue that appears at the end of the Firm Order response process
(see section 4.1).
It enables you to reassign a Placement to a colleague. To do this, you must select a colleague’s name from the
available dropdown. You can also type a message to them if required. Once you click Confirm, your colleague will
receive an alert informing them of the Placement/Programme that you have assigned to them.
It is also possible to reassign a single section by clicking the Reassign icon in the section header:
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Note: To take control of a Placement that is assigned to another Underwriter in your team, follow the steps in
section 1.5.5 of this guide.
Clicking the Withdraw 2nd Approval Request action (shown above) opens the following dialogue:
The withdrawal is subsequently shown in the Placement Overview and the Firm Order can be managed again.
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4.3.2 Approval/Rejection
When a second approver clicks on their alert (or accesses the risk via the Placement Overview), they are presented
with the following screen. Here, they can Reject the Firm Order or Approve it.
Once the Order Confirmation is approved, it is sent to the Broker and is no longer in a draft state, and the originator
is alerted. If it is rejected, the originator is alerted, and the Order Confirmation remains in a draft state.
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To email or print a contract, select Email/Print Contract from the Placement Overview (see section 1.60). There are
up to five print options available, depending on the nature of your Placement.
The email panel is at the foot of this screen and is described in section 4.4.3 below.
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You can select whether to include section attachments by ticking the left-hand checkbox. Clicking the right-hand
checkbox enables you to modify the footer content by enabling the following radio buttons:
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You can select whether to include section attachments by ticking the left-hand checkbox. Clicking the right-hand
checkbox enables you to modify the footer content by enabling the following radio buttons:
You can select whether to include section attachments by ticking the left-hand checkbox. Clicking the right-hand
checkbox enables you to modify the footer content by enabling the following radio buttons:
4.4.2 Printing
To print a contract, either click on its PDF icon or on the words ‘Print PDF’ to the right of the icon:
A dialogue box will appear, giving you the option to view or save a PDF of the contract.
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4.4.3 Emailing
The email panel is at the foot of the screen.
Select a print option to attach to your email by clicking the radio button on the right of that option’s header, and
then scroll down to the email panel.
The fields in the email panel are prepopulated, but you can amend their content. In addition to the contract, you can
also send an audit report in PDF format and/or a zipped folder containing that audit report and all documents
associated with the Placement. See section 2.2.7 for further information about these files.
Note: The maximum file size that you can email will depend on the configuration of your organisation’s email
system.
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The list of available NTU reasons can be found in section 3.3.1 of this guide.
4.5.2 Withdraw
It is possible for a Broker to withdraw a Firm Order if the Underwriter is not bound. Only the Firm Order is
withdrawn, not any Quote history, and the Firm Order status becomes ‘Closed’.
The event is clear in the Audit Trail and displayed in the Messages & Documents history, with a message from the
Broker.
They can request that the line size be changed either from inception or from a given date, which they will specify.
They are able to propose an alternative line size and provide a note to the Underwriter(s) affected.
You may either accept or reject the request. If you accept, then your line will be updated. If you reject, the line will
be in negotiation and the Broker will need to decide upon what action to take.
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You may either accept or reject the request. If you accept, then your line will be updated (i.e. the Line to Stand will
be removed). If you reject, the line will be in negotiation and the Broker will need to decide upon what action to
take.
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4.6 Corrections
4.6.1 Overview
4.6.1.1 Cancel Only
Bound Underwriters can be cancelled by the Broker sending a Cancellation Request, which the carrier must accept to
be cancelled from the risk or reject to stay on cover. There are two types of Cancellation:
Cancel Line
This is available before Sign and Close for following markets only. Slip, Lloyds, XIS and LIC Leads cannot be
individually cancelled.
Pending cancellations can be withdrawn by the Broker, and Underwriters can reject these Cancellation Requests.
Where either of these occurs, the Underwriter remains on cover.
Cancel Placement
This is available before and after Sign and Close for all markets on the risk to be cancelled. When this option is taken
the risk is locked and cannot be used. All markets must agree to be cancelled before the risk can be further actioned.
Underwriters can reject these Cancellation Requests. Where this occurs, the Underwriter remains on cover.
Data fields
A sectioned risk to a non-sectioned one, and vice versa.
Carriers, including stamp(s) and line.
The contract (MRC)
Supporting documentation, including section attachments
Bound carriers who are sent a resubmission are still bound on the original placement until they accept the
resubmission, which automatically cancels their line from the original version.
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Bound carriers who are not sent a resubmission are sent a Cancellation Request are removed from the risk. They
remain bound on the original placement until they accept the cancellation, at which point their line is automatically
cancelled.
Note: For Facility Panels, the Facility Leader will agree on behalf of non-agreement parties in all three of the above
scenarios.
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If you click on the alert you are taken to the Placement Overview, where you can select Manage Cancellation from
the Actions bar.
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This screen contains a note from the Broker. You can choose to Accept or Reject the Cancellation Request by
selecting the relevant option. You also have the option to add a note back to the Broker.
Click Send when you are done. You are then taken to the Firm Order Cancellation Response Confirmation screen.
If you accept the Cancellation Request, your line will then be shown as Cancelled in the Placement Overview.
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If you click on the alert you are taken to the Placement Overview. You will see a Firm Order Resubmission in a new
matrix, and the original Placement will show as Cancellation Pending.
This will open the Firm Order (Cancel & Replace) Response screen. This is the same as the Firm Order Response
screen described throughout section 4.1 of this guide. Respond as you would normally do to a Firm Order.
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If you accept the Resubmission unconditionally, you will be presented with the following confirmation screen:
Upon confirmation, the Placement Overview matrix will appear as follows, with a Confirmation of Order event shown
against the Resubmission and the original Placement shown as Cancelled:
If you accept the Resubmission conditionally, you will be presented with the following confirmation screen:
Upon confirmation, the Placement Overview matrix will appear as follows, with a Conditional Confirmation of Order
event shown against the Resubmission and the original Placement shown as Cancellation Pending. The original
Placement will not be cancelled until the Broker agrees your conditional acceptance (see sections 4.1.5 and 4.1.6).
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If you reject the Resubmission, you will be presented with the following confirmation screen:
Upon confirmation, the Placement Overview matrix will appear as follows, with an Order Rejection against the
Resubmission and a Cancellation Rejection against the original Placement. You remain bound to the original
Placement.
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5 Facilities
5.1 Overview
This Functional Guide makes reference to the use of Facilities throughout, within the context of each of the main
business processes (Quote, Firm Order and Endorsement). The purpose of this section is to provide an overview of
Master Facilities on the PPL platform.
Master Facilities are placed via the standard Firm Order process. A Placement is deemed to be a Facility Placement if
the Contract Type is set to any of the following:
Binding Authority
Master Cover
Facility
Lineslip
Facility Leader: Binds for their own line and on behalf of the following non-agreement parties (where
applicable). The Facility slip leader is assigned this role by default. More than one Underwriter on the Facility
can be recorded as a Facility leader for processing subsequent Declarations/Offslips. In a competing lead
scenario, the applicable Underwriters are set as Facility Leader.
Declaration/Offslip Agreement Party: This role is used when the Underwriter is a following
Declaration/Offslip agreement party for their own line.
Notification Required: This role applies to a following non-agreement party who usually requires a
notification.
Notification Not Required: This role applies when the following non-agreement party does not usually
require a notification.
The following roles apply to Quote Requests on Declarations:
Request to Quote: This is selected when the Underwriter is required to Quote Declarations/Offslips. It is
automatically selected when the Firm Order agreement role is Facility Leader or Declaration Agreement
Party.
Quote Notification: This is selected when the Underwriter usually requires a Quote notification.
Notification Not Required: This is selected when the Underwriter does not usually require a Quote
notification.
As a following market, you are able to amend your default Quote and Firm Order roles as part of your response. For
further details on how these roles may be upgraded or downgraded by the Broker at the Declarations/Offslips stage,
refer to the appendix in section 7.2 of this guide.
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The Facility slip lead is not required to enter the Settlement Due Date. However, indicating the number of
days in the Instalment Premium Period of Credit field will calculate and default the Settlement Due Date of
subsequent Declarations/Offslips by adding that number to the Inception Date of the risk.
The Facility Lloyd’s lead is required to enter the allocation of Premium to Year of Account and Risk Codes for
the Facility. However, they are not required to state allocation of Percentage amounts unless they are fixed.
Backloaded Facilities will appear in the relevant Underwriter Firm Order extracts regardless of whether they are in a
Published state. Current MI reporting is not impacted.
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6 Endorsements
6.1 Broker Messages and Response Types
This section describes the different types of Endorsements messages that you can receive from Brokers.
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At the highest level of participation (Leader) the response options available are:
Agreement Parties: This value indicates which Underwriters will need to agree the Endorsement once the
lead response is received by the Broker. It is selected from a dropdown.
Notify Followers: When this box is checked, all non-agreement parties will be sent an Endorsement notice.
Notify Within: The number of days within which the Broker must send Endorsement notices to non-agreeing
Underwriters.
The example below is the display for a leader when agreeing the Endorsement.
The screen header is comprised as follows: Broker / UMR / Section Number / Endorsement Reference [Status].
Your participation and underwriting reference are displayed next to the panel number (1).
In panel 2, you can select Agreement Parties from the dropdown and then stipulate whether you wish to Notify
Followers (check box) and when they must be notified by (Notify Within).
It is important to note that the details sent back in the agreeing Underwriter values are legally binding when
agreeing an Endorsement.
NOTE: A full list and descriptions of participant types can be found in the appendix in section 7.3 of this guide.
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If the negotiation or information request is satisfied, then the Underwriter can subsequently agree the Endorsement.
These messages will still exist and can be reinstated by using the Undo Remove action (see section 6.3.1).
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View the Endorsement message by clicking the Display action in the Placement Overview.
View the Messages & Documents history of the Quote, by clicking the icon
Make an internal note (not shared with the Broker), by clicking the Notes icon - see section 2.5.
Send an ad-hoc email to a colleague, by clicking the Ad-Hoc Email icon - see section 2.3.
6.2 Notifications
Endorsement notices are shown in the inbox as information messages. These should be reviewed and then marked
as viewed to move them to history. The attachment will include the original Endorsement agreed by the MRC
leader, proof of that agreement, supporting documents and proof of other carriers’ agreement if that took place.
Note: It is possible to configure the application so that the status of the Endorsement notice is set to Viewed
immediately on receipt. PPL Support can supply further details of how to set this up. See section 1.3 for contact
information.
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Endorsements are time lined and appear with the latest Endorsement created at the top above the Firm Order
matrices, regardless of layers and whether the Firm Orders are cancelled. This includes multi-sectioned
endorsements.
If an Endorsement is complete the endorsement matrix is collapsed. If an Endorsement is active (in progress) the
Endorsement matrix is expanded.
Endorsements attaching prior to Cancel & Replace will attach to the original Placement. Those created thereafter
will attach to the Resubmission.
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7 Appendices
7.1 Appendix: Permitted File Types / Maximum File Size
Standard Section
Type Description Contract
Attachment Attachment
.7z Compressed file or folder
.bmp Image file (bitmap)
.doc/.docx MS Word document
.dot MS Word template
.mll MS Outlook email archive
.fdf Forms Data Format
.gif Image file
.jpg/.jpeg Image file
.msg MS Outlook message
.odt Open office document
.pdf Portable Document Format
.png Image file (Portable Network Graphic)
.pptx MS Powerpoint presentation
.rar Compressed file or folder
.rtf Rich text file
.tif/,tiff .tif/.tiff: Image file
.txt .txt: Plain Text file
.wpd Word Perfect document
.xls MS Excel workbook
.xlsb MS Excel binary spreadsheet
.xlxm MS Excel Open XML Macro-Enabled spreadsheet
.xlsx MS Excel Open XML spreadsheet
.xml Extensible Markup Language
.xps XML Paper Specification
.zip Compressed file or folder
The maximum size permissible for a single file is 50MB.
Note: Section attachments are merged into a single PDF and presented as part of the contract.
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There are various levels of Endorsement participation, and response options are specific to the level of participation
indicated by the Broker.
All participants who are required to respond with agreement practice data will also be asked for listing details.
Leader
The MRC lead Underwriter will always be first to see the Endorsement and will indicate which other markets need to
agree the Endorsement. The leader will always be required to respond with the agreement practice data. The
following table details the possible agreement party values available to the leader.
Co-Leader
Co-leaders will always be asked to agree the Endorsement. Agreement practice data will be required and the table
below details the possible responses. Co-leaders are always forced to promote agreement to some or all of the
following markets.
Bespoke Leader
Bespoke leaders will see the Endorsement in the first instance. They can agree for themselves only or have the
option to make all Underwriters agree the Endorsement (see table below).
5
Agreement Parties to all Endorsements participants will always be required to agree the Endorsement - Underwriters
designated as such sit outside any agreement practice schemes.
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Follower
The least significant participants on the message. These will be the last markets on the Endorsement to be required
to agree it. As such, agreement practice details are not required to be captured and sent to the Broker.
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