INSURANCE RENEWAL DATA COLLECTION

USERGUIDE V1.00

Abstract
This document contains the confidential information of The Mutual Risk Group (Pty) Ltd.
Copyright and any other intellectual property right in and to the document and its contents
belongs to The Mutual Risk Group (Pty) Ltd and no part of it may be disclosed to any third
party or reproduced or transmitted in any form or by any means, electronic or mechanical,
including photocopying, recording or by information storage and retrieval system, without
permission in writing from The Mutual Risk Group (Pty) Ltd.
Table of Contents

1 INTRODUCTION .......................................................................................................................................... 3

2 GETTING STARTED ................................................................................................................................... 3

2.1 LOGGING IN TO THE INSURANCE RENEWAL DATA COLLECTION PORTAL ................................. 3

2.2 LOGGING IN TO THE RISKONNECT RENEWAL DATA COLLECTION SYSTEM ............................... 4

3 INSURANCE RENEWAL QUESTIONNAIRE COMPLETION ........................................................................ 5

3.1 INSTRUCTIONS TAB .......................................................................................................................... 5

3.2 COMPLETING THE INSURANCE RENEWAL INFORMATION ............................................................. 6

3.2.1 GENERAL INFORMATION .............................................................................................................. 6

3.2.2 PROPERTY INFORMATION AND BUSINESS INTERRUPTION – PROPERTY DETAILS ............... 6

3.3 SUBMITTING THE QUESTIONNAIRE FOR APPROVAL ...................................................................... 9

4 SYSTEM RELATED QUERIES CONTACT ................................................................................................10

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1 INTRODUCTION

The Renewal Data Collection Portal is a system that is used to capture the annual renewal information.
This system will be accessible by those who have been granted access in terms of a Portal User (Renewal
Data Capturers) or Licensed Users (Approvers).

This document aims to guide both Licensed and Portal users to navigate the Renewal Data Collection
Portal in terms of both capturing data and approving accordingly.

2 GETTING STARTED
2.1 LOGGING IN TO THE INSURANCE RENEWAL DATA COLLECTION PORTAL
Portal users must provide the system administrator with their First Names, Surname and email addresses
to be captured on the system. Once the users are captured on the system, the system administrator will
advise the portal user accordingly and the portal user must login with the following details:

The Portal Link: https://eks.secure.force.com

Username: the users email address
The default password: Pa55word

When logging in for the first time, as a security measure, the user will be prompted to change their
password. Should the user forget their password, can click on the Forgot Password link.

The user will be prompted to provide their Username, as it is captured on the system. It will be the user’s
email address.

Once the user provided the correct Username, they will receive a success message and the username
will be sent to the user via email within 1 to 5 minutes.

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 The user must then start the login process again and provide a valid username and the default password.

Once both fields are entered correctly, click the “Continue” button to log in to the Renewal Portal.

Licensed users (Approvers) will be sent a password reset link and must click on the link to change their
password and log in accordingly. Should the licensed user forget their password and lock their account,
please contact GRMS or your MRG insurance broker.

Note: Both Licensed and Portal users must be created before attempting to access the portal. If you do
not have an account or you are unable to log in, please contact GRMS or your MRG insurance
broker.

2.2 LOGGING IN TO THE RISKONNECT RENEWAL DATA COLLECTION SYSTEM

1. Select the “Portals” tab from the menu bar, should this tab not reflect as shown below, please select
the “+” (All tabs) and search for the “Portals option.

2. You will be redirected to a “Portals” page which will reflect the different buttons that a user has access
to.
3. Click the “Renewal Data Collection” button to enter the Renewal Data Collections Portal.

*Please note this view will appear for users who have been granted access to all three Portals. If you
only have access to the Renewal Data Collection portal, you will only see the highlighted button.

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 4. Selecting an Entity

The list of hierarchies that the user has been granted access too will reflect on the homepage. The user
can click on the “Expand All” button and choose the entity for which the questionnaire must be completed.
The user can also search for the specific location in the search bar provided or click on the arrow that
reflects on the left of the folder names and navigate to a specific hierarchy.

*Please note that if there are no entities or if any of the entities are not relevant to you or your
organisation, please contact GRMS or your MRG insurance broker.

3 INSURANCE RENEWAL QUESTIONNAIRE COMPLETION

3.1 INSTRUCTIONS T AB
All users must read the instructions carefully and tick the “I accept that I have read and understood
the instructions above” check box. (If this is not checked the questionnaire tabs will not open).

1. Completed By: User Name – This field will display the name of the user that has logged on to the
portal to complete the questionnaire.

2. Collection Status – this reflects the status that the Insurance Renewal Information Collection is
currently at. The Collection Statuses can be any of the following: Not Started, In Progress, Submitted
for Approval, Approved, Second Approval Approved and Complete.

3. Current Entity – This reflects the entity for the questionnaire that’s being captured- the user has an
option to switch between entities by clicking on the “Choose Another Entity” hyperlink.

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 4. Instructions- The user must read and accept these instructions before continuing with the
questionnaire.

3.2 COMPLETING THE INSURANCE RENEWAL INFORMATION

3.2.1 GENERAL INFORMATION

1. Renewal Currency- This reflects the default currency in which the insurance renewal information is
being completed. Please contact GRMS or your MRG insurance broker should you wish to change
the default currency.

2. The Main Section - Click on the sections to expand and open the corresponding sub-sections.

3. Status of the section – the status reflects on each section and can be any of the following: Not
Started, In Progress or Complete.

4. Sub-section – Click on the sub section name to open/view the questions. Once the sub section is
opened, you will be presented with instructions regarding that specific sub-section. Once you’ve read
the instructions, you have an option to hide it and continue to capture the renewal information.

5. Export information to Excel to edit the record- The user can edit existing records and add new
records on this specific excel spreadsheet.

6. Refresh the sub-section data- click on this button to update the sub-section with the changes
made from the step above.

7. Edit/Import from Excel – The user can only edit existing records and can add new/import records
on this specific excel spreadsheet- (mostly used to edit or mass import properties).

3.2.2 PROPERTY INFORMATION AND BUSINESS INTERRUPTION – PROPERTY DETAILS

1. Export information to Excel to edit the record- The user can click on this button and download all
existing properties. The properties on the spreadsheet can then be edited and new records can be
added. The below is an example of the downloaded excel file.

*Important to note on the excel file: Do NOT amend any of the headings in the spreadsheet.

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 *Please Note: All existing records will reflect a value in the “ID” column. When adding new properties,
leave the ID column blank as shown above- this blank field on the spreadsheet tells the system that
this is a new record and it should be added and not updated.

2. Edit/Import from Excel – Once the excel file is ready to be imported back into the system, the user
must click on this button. The page below will pop up:

The existing properties reflect on this page as seen above. To import a file- click on the “Choose File”
button and navigate to the relevant excel file to be uploaded, once a file is chosen, the below screen
reflects (the additional property will now reflect).

If there are errors with information that reflect on this page, the system flags this and if the user hovers
over the exclamation mark in the red circle as seen above, the error message will reflect (see below).

Once the data is corrected, the system will reflect as seen below.

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 The user can then click on the “Close Screen” button and click on “Ok”.

The record then saves successfully.

1. Row of Information- To edit the information captured, click on the row.

2. Help Text- Access help text by hovering over the question mark that exists on the left of the
questions/fields.

After all the mandatory questions are answered in each sub-section, the below tick box becomes
available. Should this tick box be greyed out, it means that you haven’t answered all the mandatory
questions and you should go back and review your work. If these tick boxes are not complete for each
sub-section, you will not be able to submit your questionnaire for approval.

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 Once tick box is ticked, the sub-section status changes from “In Progress” to “Completed”.

3.3 SUBMITTING THE QUESTIONNAIRE FOR APPROVAL

• The sub-sections status must reflect as “Completed”.

• The “Submit for Approval” button will only become available once all sections of the questionnaire
are completed.

• Once the “Submit for Approval” is clicked on, the following will happen:
1. The questionnaire will be submitted to the approver for review and will be locked for editing.
2. The status of the questionnaire will change to “Submitted”.
3. The “Submit for Approval” will change to “Recall” which will allow you to recall the
questionnaire for editing.

• You also have the following options:

1. Export the questionnaire to PDF
2. Print a one page excel summary
3. Export the questionnaire to excel
4. Including the instructions or not when exporting the questionnaire to PDF

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4 SYSTEM RELATED QUERIES CONTACT

For password related queries or any system related queries, please contact the following person:

Name Email Address Contact Number

Mike Tafatawona miket@grms.co.za +27 (0)11 071 3310

Account Executive - GRMS

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