Introduction to Policy Data Reporting · Create Data Prepare File Send File to NCCI Retrieve Submission Report Review Submission Edits and Correct ... NCCI’s €₪€₪ Data Educational

© Copyright 2020 National Council on Compensation Insurance, Inc. All Rights Reserved.

Introduction to Policy Data ReportingPresented by:Corey Brown and Roguens Loriston


NCCI’s 2020 Data Educational Program 2© Copyright 2020 National Council on Compensation Insurance, Inc. All Rights Reserved.

NCCI’s 2020 Data Educational Program 2

Objective

1


NCCI’s 2020 Data Educational Program

Agenda

3

GENERALReporting Requirements AGENDA

OVERVIEWof a Policy

EDITINGCorrecting Errors

POLICY REPORTSOverview of Policy andPOC Reports

DATA QUALITYAccuracy and Timeliness

POLICY Transactions

Reportings


Overview of a Policy

2



What Is a Policy?

5



Uses of Policy Data

6

FFederal Coverage Service

NCCI’s Products

and Services

Proof of Coverage Service

Monitors Expected / Overdue Unit Reports

Distribution of Experience RatingActuarial Analysis

Administration of Assigned Risk Pools

3



When Is Data Due?

7’s 202020202020 D tDatDat Ea Ea Edducduc tiatiationaonal Pl Pl Progrogramram

7

New, Renewal,Annual Rerate

30 DAYS

From Policy Effective Date



When Is Data Due?


8

30 DAYS

Endorsements/Changes

From Endorsement Issuance Date

4



When Is Data Due?


9

30 DAYS

Cancellations

Prior to Effective Date



When Is Data Due?


10

Within30 DAYS

Reinstatements

From Effective Date

5



When Is Data Due?


11

30 DAYS

Nonrenewals

Prior to Nonrenewal Effective Date



Policy Data Tools on ncci.com

12

6




13




14

7



Policy Resources

15

y

6W e b A r t i c l e s , W e b A r t i c l e s , C i r c u l a r s a n d i r c u l a r s a n d

W e b i n a r s 1P o l i c y a n d l i c y a n

P O C P O C P O CR e p o r t i n g R e p o r t i n g p o r t i nG u i d e b o o k

5E l e c t r o n i c E l e c t r o n i c

T r a n s m i s s i o n T r a n s m i s s i o nT r a n s m i s s i o nU s e r ’ s G u i d e 2 P O C S t a t e O C S t a t e

G u i d e

4S t a t i s t i c a l a t i s t i c aP l a n P l a n P l a n

M a n u a l3 D a t a Q u a l i t y D a t a Q u a l i t y

G u i d e b o o k

POLICYPOLICYRESOURCES



ncci.com

16CCCCI’I’s 20202020 DDat Ea Edduc iational Pl Program

8


NCCI’s 2020 Data Educational Program17


NCCI’s 2020 Data Educational ProgramNCCI’s 2020 Data Ed cational Program

Resources

18

9



Proof of Coverage (POC) State Guide

19

of ooff CCoovveerraagge



POC State Guide—Kentucky

ncil on Compensation Insurance, Inc. All Rights Reserved.

ducational Pl Program20

10



POC State Guide—All-State Reference Guide

21



POC State Guide—All-State Reference

22NCCI’s 2020 Data Ed cational Program

11


NCCI’s 2020 Data Educational Program’ d l

WCIO Workers Compensation Data Specifications Manual

23



WCPOLS Specification

24

12



Customer Service Center

25


General Reporting Requirements

13



Policy and POC Reporting Guidebook

27

Part #



Submission Workflow

28

Data

Prov

ider

Data

Prov

ider

NCCI

Create Data

Prepare File

Send File to NCCI

Retrieve Submission

Report

Review Submission Edits and Correct

Did the file pass?

Submission Editing

Data Quality Editing

Submission Report Generated Yes

Certification Process

Pre-Edit Service

No

14



State ApplicabilityWA

ME

MT ND MNOR ID WY

NV

CA

UT CO

SDNEKS

AZ NMTX

OK AR

LAMS

AK

HIAL GA

FL

SCNC

VAWV

TNMO

IAIL IN OH PA

MI NYWI ME

NHMA

VT

RICTNJ

DEDC

MD

KY

Part 2

29

NCCI StatesIndependent Bureau StatesNCCI Plan Admin StatesNCCI POC StatesMonopolistic Fund StatesReporting Not Required



Policy Components

TRANSACTIONS

01—New

02—Renewal

05—Cancellation RECORDS

NameAddress

Exposure

DATA ELEMENTSPolicy Number

Carrier CodeInsured Name

30

d

Policy Components

POLICYData

ElementsRecords

Transactions30

15



Data Elements to RecordsEx

ampl

es o

f Dat

a El

emen

ts Policy Number IdentifierPolicy Effective Date Link Data

Policy Expiration Date Header Record (01)

Name of Insured Name Record (02)

Address—StreetAddress—City

Address Record (03)

31



Link Data and Key Fields

Elements reported consistently within each record to link all records of a single transaction

A subset of link data reported consistently across all transactions

Link D

ata

Key Fields

32

16



Link Data

33

LINK

DATA

First 43 positions of a record

Keep all the records together

Same for each record ona transaction



Policy Link Data and Key Fields

KeyFieldsLink

Data

Carrier Code 45856

Policy Number WC12345

Transaction Issue Date 02/28/2020

Policy Effective Date 03/01/2020

Transaction Code 01—New

34

17



Policy Data Dictionary

Part 14

35

Data Element NameData Element Name



Data Element Code Values

Part 14

36

18



Policy Data Records

37

RECORDS

NameAddress

Exposure

A record is a collection of related data, such as name information. It is identified with a 2-digit numeric code.



Record Type Codes and Descriptions

38

01HEADER

Information that applies to the entire policy—

policy-level data

02NAME

Legal name of the insured

03ADDRESS

Address data, including mailing and location of operation, etc.

19



Name and Address Linking

39

NAME ADDRESS

LINKINGLIN02

KING03

On Name Record (02) On Address Record (03)Name Link ID [ 001 ] Name Link ID [ 001 ]

Name Link Counter ID [ 00 ]State Code Link [ 09 ]

Continuation Sequence Number [ 001 ]

Name Link Counter ID[00]

4 DATA ELEMENTS FOR POC LINKING



Name and Address Linking Rules

40

1. Assign a new Name Link ID and Name Link Counter ID for each distinct employer

2. Each location that belongs to a name should be linked using the same Name Link Identifier and Name Link Counter Identifier

3. The primary name on the policy must always be reported as:

Name Link Identifier = 001Name Link Counter Identifier = 00Continuation Sequence Number = 001

20



Name and Address Linking—Example

41 Part 6



Employer Information—Example

42

Idaho

Nevada

Utah

XYZ Company30 South StreetBoise, ID 83701

DEP Company30 South StreetBoise, ID 83701

ABC Company25 North StreetReno, NV 89501

John Smith25 North StreetReno, NV 89501

Ralph Stevens25 North StreetReno, NV 89501

XYZ Company25 North StreetReno, NV 89501

DEP Company50 West StreetCheyenne, WY 82001

DEF Company

Part 6

21





22



Employer State View



Reporting Multiple Records

46

Part 3

23




47

04STATE

Premium, loss constant, expense

constant, and experience

modification

Reporting of class and stat codes,

rates, estimated exposure, and

premium by state

EXPOSURE

05



Endorsement Identification Record

• Report a state code of 00 for endorsements that apply to all states

• Identifies all endorsements that apply to a policy

• Includes only the state and the endorsement numbers

• If a carrier independently files a modified version of NCCI’s standard endorsement, both are required

• Multiple records may be reported as needed

• One record accommodates up to 11 endorsements

48

Part 3RECORD 07

24



Cancellation/Reinstatement Record

A cancellation, reinstatement, or a nonrenewal for the entire policy

Part 3

49

08RECORD



Cancellation/Reinstatement Record

08RECORD A cancellation,

reinstatement, or a nonrenewal for the entire policy

Part 3

50

A nonrenewalor reinstatement for a single state on a multistate

policy

25




51

10

EXPERIENCE RATING

Report the Experience Rating

Modification Factor, Effective Date, and

State

13

POLICY PERIOD

Extended-term policies only

42

CONTINGENTEXPERIENCE RATING

Contingent Experience Rating Mod Factors and

the associated mod effective dates

43

DEDUCTIBLEENDORSEMENT

Reported for each state with a

deductible program




52

87

Policy Info PageData Elements

Report changes to Policy

Information Page data elements

Z1

Noncompliance/ Compliance

Report Noncompliance/

Compliance Details

99

FileControl

Report Total Number of

Records/Number of Header Records

26



Summary

TRANSACTIONS

0101———New

0202———Renewal

0505———Cancellation

wal

nnnnnnnnncellationnnnnnnnnnnnn RECORDS

NameNameAddress

Exposure

RECORDS

e

DATA ELEMENTSPolicy Numberolicy Number

Carrier CodeCarrier CodeInsured Name

53


NCCI’s 2020 Data Educational Programnc. All Rights Reserved.

m

Knowledge Check54

27



When Is Policy Data Typically Due to NCCI?

55

Generally within 30

DaysUNLESS POC STATE REQUIREMENTS ARE MORE STRINGENT

(POC State Guide)



What Is the Purpose of the First 43 Positionsof Any Record?

56© Copyright 2020 National Council on Compensation Insurance, Inc. All Rights Reserved.

NCCNCCI’sI s 20202020 DatData Ea Educducatiationaonal Pl Progrogramram

ooff AAnnyyy RReeccoorrdd??

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28



What Are the Four Data Elements Used to Link Name and Addresses for Proof of Coverage?

57

Name Link Identifier

(NLI)3-digit code

Name Link Counter Identifier

(NLCI)2-digit code

Continuation Sequence Number

(CSN)3-digit code

State Code Link (SCL)

2-digit code

[ 001 ] [ 00 ] [ 001 ] [ 09 ]



What Two Resources Do You Use to Report Policy and Proof of Coverage Data to NCCI?

58

Policy and Proof of Coverage Reporting Guidebook

POC State Guide

29


Policy Transactions Reporting



TRANSACTIONS

60

A policy transaction is a record or group of records that identifies the type of data being reported to NCCI, such as a new business. It’s also represented by a two-digit numeric code.

30



Transaction 16—Required Records

61

POCNOTICE/BINDER

(16)

Only for Proof of Coverage reporting

Reported when all information is not available for an Establishing Transaction

Must be replaced with an Establishing Transaction; key fields MUST match

Not accepted in Hawaii, Idaho, and Maine

Cancellations/Nonrenewals are permitted



Transaction 16—Required Records

62l Rights Reserved. 62

POCNOTICE/BINDER

(16)

ADDRESS(03)

31



Establishing/Originating Transactions

63

040201New Policy

Used to report to the jurisdiction that the insured has been issued a policy for the first time

RenewalUsed to report coverage that has been continued for another policy term by the insurer

Annual RerateUsed to report the second and third years of a three-year variable rate policy



Establishing/Originating Transactions—Required Records

Establishing Transactions(01, 02, 04)

Header(01)

Name(02)

Address(03)

StatePremium

(04)

Exposure(05)

AdditionalApplicable

Records

64

32



Establishing/Originating Transactions

Florida-Only Policy

New Policy01Record Type and Data Elements

Header (01)Policy Term Code: 1—Standard one yearName (02)Name: Sunshine Inc.Address (03)Address Type 1: 1 Main St, Boca Raton, FL Address Type 3: 28 Lee St, Boca Raton, FLState Premium (04)State Code: 09 (FL)Exposure (05)State Code: 09Class Code: 8810

65



Transaction Types and Codes

66

03Endorsements

Used to report endorsements (other than Annual Rerate Endorsement) having specific record layouts and issued after the establishing policy.

33



Endorsements and Transactions

Experience Rating Mod Change

Contingent Experience Rating Mod Factor

10

42

Transaction 03or any

Establishing orFull Policy

Replacement Transactions

Transaction 03 Only

67

Policy Period13

Deductible Endorsement Record43

Policy Information Page Change87



Record Type 87Policy Information Page Change Endorsement

A separate record is required for each data element.

KeyFields

Must Only Be Reported With a Transaction 03

Policy Data Elements Endorsement NumbersPolicy Number Identifier WC890302Policy Effective Date WC890603Carrier Code WC890619Policy Expiration Date WC890604Name of Producer WC890607Legal Nature of Insured WC890610

68

34



Full Policy Replacement Transactions

06 Key Field Change08 Rating Change10 Nonrating Change14 Miscellaneous Change15 Add/Delete State Change

69



Full Policy Replacement Transactions

06 Key Field Change

70

Used to report a replacement policy for a previously issued policy

that has had one or more of the key data fields

changed.

35



Transaction Code 06

71

Carrier Code 99990

Policy Number WCDEP19

Policy Effective Date* 01/01/2020

Original Carrier Code 12367

Original Policy Number WC112912

Original Pol. Eff. Date 01/01/2020

Key Field Change Transaction 06Policy Number: WC112912Pol. Eff. Date: 01/01/2020Carrier Code: 12367

Original:

Policy Number: WCDEP19Carrier Code: 99990

Changed Key Fields:

*The Policy Effective Date can be changed to a date that’s up to 61 days later than the original Policy Effective Date.



08 Rating Change10 Nonrating Change14 Miscellaneous Change15 Add/Delete State Change

72

Used to replace a policy previously reported. All data elements and endorsements previously reported must be included on the full policy replacement.

36



Policy Replacement Transactions for Non-Key Field Changes

73

15141008

Rating Change Nonrating Change

MiscellaneousChange

Add/Delete State

Used to replace a policy previously reported. Using a full policy replacement to change or modify a policy is optional when there is an endorsement record layout available to achieve the same intended change.

NCCI does not distinguish between these transactions.



Rules for Replacement Transactions

74

1

Additions and ChangesReport the effective date of the addition or change in the Policy Change Effective Date field.

3

Transaction Code 06 does not recognize the Policy Change Effective Date and the Policy Change Expiration Date.

2DeletionsReport the effective date of the deletion in both the Policy Change Effective Date and Policy Change Expiration Date fields.

37



Policy Replacement Due to Add/Delete State Change—Transaction Code 15

Use Transaction Code 15 to add Georgia.

+

Establishing Transaction

1/1/2020 3/1/2020

Full Policy Replacement Transaction

75



Example: Transaction 15—Add State

76

State Premium—Record Type 04State Code State Add/Delete Code Pol. Chg. Exp. DatePol. Chg. Eff. Date

09 (FL) Blank 00/00/0000/00/00

10 (GA) A 00/00/0003/01/2003/01/20A 00/00/00

38



Example: Transaction 15—Delete State

77

State Premium – Record Type 04State Code State Add/Delete Code Pol. Chg. Exp. DatePol. Chg. Eff. Date

09 (FL) Blank 00/00/0000/00/00

10 (GA) D 08/01/2008/01/2008/01/20 08/01/20D



Transaction 14 vs. Transaction 15

78

Transaction 15• The correct transaction to process an

Add/Delete state

• Add/Delete State Code is only applicable with Transaction 15

Part 3ETransactions 14 and 15 are not interchangeable.

© Cop© C yright 2020 National Council on Compensation Insurance, Inc. All Rights Reserved.


Tran

39



Establishing Transaction Code 15

WI not reported to NCCI Add Georgia

+

When Georgia is added, the policy becomes an Establishing Transaction—Code 15.

79

h li b



Example: Transaction Code 15

80

State Premium—Record Type 04State Code State Add/Delete Code Pol. Chg. Exp. DatePol. Chg. Eff. Date

48 (WI) Blank 00/00/0000/00/00

10 (GA) A 00/00/0003/01/2003/01/20 00/00/00A

40




81

05Cancellation/

Reinstatement/Nonrenewal

Used to report the cancellation of a policy or the reinstatement of a policy that was previously cancelled or nonrenewed.

CANCELLATIONSTerminate the entire policy

REINSTATEMENTSReverse cancellation/nonrenewal, putting coverage back in force

NONRENEWALSTerminate coverage as of Policy Expiration Date

The reporting of Nonrenewals is required in continuous coverage states to end coverage.The reporting of Nonrenewals is required in continuous coverage states to end coverage.



POC State Guide

82nall Program

POC State Guide

41



Cancellation Types

83

F Flat

PR Pro-Rata

SR Short Rate

Part 3E



Nonrenewal and Reinstatement Transactions at the State Level and Policy Level

84

Part 3E• Report a State Code for the specific state on Record

Type 08

State-Level Nonrenewal/Reinstatement

• Report “99” for the State Code on Record Type 08

Policy-Level Nonrenewal/Reinstatement

42




85

17Noncompliance/

ComplianceUsed to report Undisputed Premium Obligation (UPN) and Noncompliance (NCN) data to NCCI

Required for the Assigned Risk Market

Report UPN and NCN data

Recommended for Voluntary Policies

Only use Record Type Z1

Will not cancel a policy


NCCI’s 2020 Data Educational Programnc. All Rights Reserved.

m

Knowledge Check86

43



Test Your Knowledge

ScenarioInsured: FL Gridiron Dba East Coast Sports, FEIN 354964885

Mailing Address: 182 Homerun Cir., West Palm Beach, FL 33411

Location: 182 Homerun Cir., West Palm Beach, FL 33411

Additional Employer: Sports One Stop Shop FEIN 354964885

Location: 138 SW Scores Ct., Ft. Lauderdale, FL 33304

All employers have the same FEIN but operate at different locations.



1. Based on the scenario, how many name and address records need to be reported?

Name Records: ______________Address Records: ____________

Answers

88

44



Answers

89

Names



Answers

90

Addresses

45



2. What record do you use to report all endorsements applicable to a policy? __________________

3. What transaction and record do you use to report a nonrenewal, reinstatement, or cancellation transaction? _________________________

Questions

91


Editing

46



Why Do We Edit Data?

93

Policy data is the cornerstone for NCCI’s productsand services.

Part 12



Editing ProcessAll Policy data goes through the editing process.

Carriers are required to review edit results and take corrective action.

94

47



Edit Types

FieldEnsures that the value in each field is acceptable according to submission guidelines

95

Logical

Relational

Verifies that the data is reasonable in relation to one or more other fields

Compares the data in a specific field with another field contained in the same submission and/or data previously received



Policy Data Grades

Indicates Overall Impact to Data• What Is the Severity?

• Did the Transaction Process?

• Did the Record Process?

96

48



Policy Data Grade DescriptionsEntire transaction rejected; stays in database for 90 days.

Transaction Reject9

97

Record Rejected; stays in database for 8 days.RecordReject8

Transaction/record has been processed by NCCI and the data has been captured. NCCI will send data to the POC state.

POC CriticalError7

A POC Data Element was reported incorrectly and is in error. The data has been captured on NCCI’s database as submitted.

POCError6



Policy Data Grade Descriptions

98

A data element was reported incorrectly and is in error. The data has been captured on NCCI’s database as submitted.

Priority Error4

A data element was reported incorrectly, and NCCI substituted and assumed correct default value.

DefaultError3

A data element may have been reported incorrectly and may contain an error.

SuspectError2

49



Edit Number

Unique Six-Digit Number

Sequence Number

0162 __ 01

Data Element Number

Part 12

99



Policy Edit Matrices

100

50



Policy Edit Matrices

101



Policy Data Collection View

102

51


Policy Reports



What Are Policy Reports?

Results of

Policy Editing Process

Status of Policy

Submissions

104

52


NCCI’s 2020 Data Educational Programl

Data Reports Guide

105



Data Reports Guide

106

53



Data Reports Guide

107© Copyright 2020 National Council on Compensation Insurance, Inc. All Rights Reserved.

NCCNCCI’sI’s 20202020 DatData Ea Educducatiationaonal Pl Progrogramram

DDaattaa RReeppppoorrttss GGuuiiddee

107



Report Information

108NCCI’s 2020 Data Educational Program

108

54



Two Types of ReportsNCCI-Generated

Customer-Generated Reports

Frequency: Upon Submission• Policy Submission Results • Policy Certification Submission Results• Policy Pre-Edit Service Submission

Results

• Policy Reject and Error • Policy Risk ID

Frequency: Monthly• Policy Monthly Outstanding Data

Grade 7• Assigned Risk Binder Number• Monthly Outstanding Noncompliance

Frequency: Daily• Policy Daily Submission Results• Noncompliance/Compliance Reject

• POC Transaction Report

109

Frequency: Upon Submission• Policy Submission Results • Policy Certification Submission Results• Policy Pre-Edit Service Submission

Results

Frequency: Monthly• Policy Monthly Outstanding Data

Grade 7• Assigned Risk Binder Number• Monthly Outstanding Noncompliance

Frequency: Daily• Policy Daily Submission Results• Noncompliance/Compliance Reject

• Policy Reject and Error • Policy Risk ID• POC Transaction Report



Policy Reports

110

Data reporters are required to Data reporters are required to review edit results and submit review edit results and submit

corrected data when applicable.

55



Policy Report Retention Schedule

Upon Submissionand Daily

3 Months

Custom Reports 10 Calendar Days

6 MonthsMonthly

111



Accessing Reports

112

56



Data Reports

113



NCCI-Generated Policy Data Reports

114

57



Policy Submission Results—Summary

115



Policy Submission Results—Detail

116

58




117




118

59




119




120

60




121



Customer-Generated Policy Data Reports

122

61



Customer-Generated Policy Data Reports

123NCCI’s 2020 Data Educational Program

y p

123



Policy Reject and Error Report—Sample

Same information as NCCI-Generated—allows you to customize the details

124

62



My Queue

125



Policy Edit Matrix

126

63

Documents

Introduction to Policy Data Reporting · Create Data Prepare File Send File to NCCI Retrieve Submission Report Review Submission Edits and Correct ... NCCI’s €₪€₪ Data Educational