OLIVIA123 for Administrators...OLIVIA is registered with AUSTRAC and uses GreenID for all it’s AML/KYC verifications. Page 8 of 17 OLIVIA for Fund Administrators AML/KYC Certificate

OLIVIA123 FOR ADMINISTRATORS

August 2014

User Guide

Contents

OLIVIA123 for Administrators

Contents OLIVIA123 Basic Functions ................................................................................................................. 1

Registration ................................................................................................................................... 1

New Users ..................................................................................................................................... 1

Login ............................................................................................................................................. 1

Update Details ............................................................................................................................... 1

Change Password....................................................................................................................... 1

Notifications .................................................................................................................................. 2

Individual notification email: ...................................................................................................... 2

Batch notification email: ............................................................................................................ 2

Frequently Asked Questions .......................................................................................................... 2

OLIVIA Dashboard ............................................................................................................................. 3

New Applications ........................................................................................................................... 4

Batch and Download new applications ....................................................................................... 4

Download Individual Applications .............................................................................................. 5

View Individual Applications ...................................................................................................... 6

Online Identity Verification ........................................................................................................ 7

AML/KYC Certificate .................................................................................................................. 8

Application Details ................................................................................................................... 10

Process Individual Applications .................................................................................................... 11

Notes........................................................................................................................................... 12

OLIVIA Message System .................................................................................................................. 13

Investor View .................................................................................................................................. 15

Contact OLIVIA ................................................................................................................................ 16

Page 1 of 17

OLIVIA for Fund Administrators

OLIVIA123 Basic Functions

Registration

As funds connect with OLIVIA, Fund Administrators will be provided with user names and passwords.

Fund Administrators can have up to 4 different contact logins for:

General

Admin

Financial

Reporting (notifications for all applications)

New Users

To add new users to OLIVIA, please email [email protected] or call +612 8022 8494.

Login

Simply type your login Username and Password into the top right hand corner of OLIVIA.

Update Details

To update personal or company details, go to the MY DETAILS tab on the home menu.

Make any changes and select UPDATE at the bottom of the page.

Change Password

Please ensure that new passwords contain upper and lower case letters, at least one

numeral and is at least 6 characters long.

mailto:[email protected]

Page 2 of 17


Notifications

All new applications submitted by Investors will generate a notification email that will be sent to the

(reports) email address provided by the Fund Administrator.

Fund Administrators can choose to have one notification per application, or a batch email either

once or twice a day.

Individual notification email:

Batch notification email:

Frequently Asked Questions

Please visit the FAQ tab from the OLIVIA main menu for general OLIVIA information.

The latest copy of this User Guide is available under the FAQ tab.

If you have any suggestions for FAQ’s, please contact us.

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OLIVIA Dashboard

Each Administrator has a dashboard on OLIVIA’s server to monitor and manage all applications

received for the funds the Administrator is acting for. The dashboard enables the administrator to

login to view applications using a series of filters including date, application status, and fund name.

From the dashboard the administrator can elect to view or print individual applications, including

their AML/KYC status report, to print files in PDF format, or alternatively download in CSV, TAB

delimited, or XML formats for subsequent importing into their own client on boarding systems.

The Dashboard is also used by the Administrator to update OLIVIA’s records, or communicate with

the investor, including confirming acceptance of the application, receipt of funds, issuing of units,

and ongoing NAV updates.

The results of both the ID verification and the AML checks are documented for each submitted

application on the Administrator’s Dashboard. This can be retained electronically or printed as a PDF

to provide file copy in the event of future use or reference, or as required for AUSTRAC verification

or audit purposes.

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New Applications

At the OLIVIA Dashboard, Fund Administrators have the option of viewing applications by status.

To see all new applications, select the New radio button, the appropriate date range and All funds,

or use the drop down menu to view via fund.

Applications may either be selected and downloaded in a batch or as individual applications.

Batch and Download new applications

1. Choose the “Select All” function – a tick will appear in front of each “New” application

2. Choose “Download selected applications”

3. Select the appropriate method in the drop down menu. The choices provided are

a. Comma delimited

b. Tab delimited

c. XML

4. Select GO to download the file.

We can arrange for downloaded data to be mapped to your database for ease in uploading

data to your CRM software. Please contact us to discuss your options.

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Download Individual Applications

At the Dashboard, to see all new applications, select the New radio button, the appropriate

date range and All funds, or use the drop down menu to view via fund.

Select VIEW APPLICATION and the results will be shown under:

Individual applications may be downloaded using the “Download” buttons in the right

columns.

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View Individual Applications

Selecting VIEW, will show the summary details of a single application:

From here the Fund Administrator can enter and save the Investor ID. This will also be

reflected on the Investor Dashboard.

View the Application Form completed by the Investor (and print if required):

Page 7 of 17


Online Identity Verification

View the Online Verification (if completed

OLIVIA is registered with AUSTRAC and uses GreenID for all it’s AML/KYC verifications.

Page 8 of 17


AML/KYC Certificate

Download a PDF certificate of the Online Verification if required.

These documents can all be downloaded from the Application Details screen.

Page 9 of 17


View a list of documents that the investor has chosen to supply with their application.

These documents can all be downloaded from the Application Details screen.

Page 10 of 17


Application Details

The details page will give an overview of the application submission date and time, contact

details, confirmation of downloads and online verification.

Download Identification documents

Under the Application Details screen, Fund Administrators are able to download individual

documents that the investor has chosen to supply with their application.

Simply scroll down through the page to the section for each individual and open the disk

icon to download a copy of that document.

Take a look at

beta.olivia123.com

and see all the

information that is

available on this

page.

Page 11 of 17


Each individual listed will appear, and then other supporting documents

Process Individual Applications

Individual applications can be processed by ticking the appropriate STATUS for each.

All downloaded funds will automatically be marked as being downloaded.

The Fund Administrator is able to tick when Documents being sent in the post (if applicable) are

received and when the Investment Funds are received.

Applications Approved or Denied will also show on the Investor Dashboard.

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Notes

Fund Administrators have the option of adding and saving NOTES to each application.

Use the drop down menu to select from a variety of note options.

Notes will be saved in the same menu.

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OLIVIA Message System

Messages may be sent between Investors and Fund Administrators via OLIVIA's internal message

system.

Messages may be sent as 2 different types:

1. Secure Message: will notify the recipient via email that there is a message to view - they must

log into OLIVIA securely to view the message.

2. Email: will send the message and any attached files via email. However, please note that email is

not recognised as a secure medium and we do not suggest using email if any sensitive

information is being supplied.

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Choose file: to upload any documents that you wish to transmit. For example, NAV statement or

confirmation of application. Investors may send a copy of EFT or Direct Deposit payment receipt.

Investors and Fund Administrators will be notified of incoming messages via email and if sent via

OLIVIA's message system, will be required to log in securely to view the message.

Unread messages will be marked with a red flag. To open, read and respond to the message, select

the Open button.

Messages for the application will all be stored in the same thread.

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Investor View

For Fund Administrators who are answering queries on OLIVIA, you are also given the option to

select GO TO INVESTOR VIEW and this will show the Investor APPLY menu.

The Fund Administrator will only see the funds that they administer – however will be able to

answer any questions from the Investor.

Page 16 of 17


Contact OLIVIA

If you have any questions with regard to using OLIVIA please contact us:

Phone: +612 8022 8494

Email: [email protected]

OLIVIA123 Pty Ltd ACN 132 483 179 PO Box R1904 Royal Exchange NSW 1225 Australia

mailto:[email protected]