Whitepaper E Kyc By Inflow
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Transcript of Whitepaper E Kyc By Inflow
White paper: e-KYC [email protected]
7/28/2011 786.488.6383
e-KYC Know Your Customer
Workflow Process
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Document Contents:
1. WHAT IS e-KYC? ................................................................................................................................ 4
2. USER ROLES ....................................................................................................................................... 4
3. INCLUDED WORKFLOW ..................................................................................................................... 4
4. FUNCTIONAL SCOPE .......................................................................................................................... 4
4.1. e-KYC Home page with integrated search and results .................................................................. 4
4.2. e-KYC Forms .................................................................................................................................. 5
4.2.1. CIP Form for Individuals ............................................................................................................ 5
4.2.2. CIP Form for Corporations ........................................................................................................ 5
4.2.3. Account Profile Form ................................................................................................................ 5
4.3. e-KYC Form Features ..................................................................................................................... 5
4.4. e-KYC Form Expiration Alerts ........................................................................................................ 5
4.5. e-KYC Reports ................................................................................................................................ 6
4.6. e-KYC Master Fields ...................................................................................................................... 6
4.7. Risk Rating Management .............................................................................................................. 6
5. START USING e-KYC ........................................................................................................................... 7
5.1. MAIN MENU BAR .......................................................................................................................... 7
5.2. e-KYC ICONS DESCRIPTION ........................................................................................................... 8
5.3. e-KYC BUTTONS DESCRIPTION ...................................................................................................... 9
6. e-KYC FUNCTIONS IN DEEP ............................................................................................................. 10
6.1. HOME .......................................................................................................................................... 10
6.2. CREATE NEW ACCOUNT PROFILE ................................................................................................ 11
6.3. ACCOUNT PROFILE HEADER ........................................................................................................ 11
6.4. ATTACHED FILES .......................................................................................................................... 14
6.5. FORM HISTORY............................................................................................................................ 15
6.6. CREATE NEW INDVIDUAL PROFILE .............................................................................................. 16
6.7. INDIVIDUAL PROFILE HEADER ..................................................................................................... 16
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6.8. ATTACHED FILES & FORM HISTORY ............................................................................................ 20
6.9. CREATE NEW CORPORATION PROFILE ........................................................................................ 20
6.10. CORPORATIONS PROFILE HEADER .......................................................................................... 21
6.11. ATTACHED FILES & FORM HISTORY ........................................................................................ 26
7. COMPLIANCE SEARCH (e-KYC) ........................................................................................................ 27
8. DASHBOARD .................................................................................................................................... 28
9. REASSIGN ........................................................................................................................................ 29
10. ADMINISTRATION ....................................................................................................................... 29
10.1. ADMINISTRATION VIDEOS ...................................................................................................... 30
11. REPORTS ...................................................................................................................................... 31
11.1. Account Information ............................................................................................................... 31
11.2. Customer Information individuals .......................................................................................... 31
11.3. Customer Relationship individuals .......................................................................................... 31
11.4. Related parties ........................................................................................................................ 31
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1. WHAT IS e-KYC?
1. e-KYC is a custom solution designed to support all the functional services and structure of the
Forms used by Compliance Area at any Financial Company.
2. e-KYC is a set of electronically forms designed for improve the information gathering process for
the workflow of Compliance Area.
3. e-KYC is a solution that allows to users track the approval process, risk changes and history for
each individual, corporation or account.
2. USER ROLES
The user roles included on the e-KYC Solution are the Following:
ROLE NAME DESCRIPTION
DATA ENTRY USER ASSIGNED TO THIS ROLE CAN CREATE AND SUBMIT FORMS
FOR APPROVAL PROCESS
CONTENT APPROVER – FINANCIAL
CONSULTANT
USER ASSIGNED TO THIS ROLE CAN CREATE, EDIT AND SUBMIT
FORMS FOR APPROVAL PROCESS
MANAGER USER ASSIGNED TO THIS ROLE CAN CREATE, EDIT, SUBMIT AND
APPROVE FORMS
FORM READERS USER ASSIGNED TO THIS ROLE CAN READ FORMS
ADMINISTRATOR
USER ASSIGNED TO THIS ROLE CAN CREATE, EDIT FORMS,
APPROVE FORMS, ADD ITEMS TO MASTR LISTS, CHANGE RISKS
DEFINITION AND CHANGE FORM FIELDS
3. INCLUDED WORKFLOW
The e-KYC Solution includes an approval workflow that allows to each role set workflow changes
and comments for each individual profile, corporation profile or account profile included.
4. FUNCTIONAL SCOPE
This section enumerates the main functions that user will perceive on the e-KYC Solution, in the
following sections this document will detail each of the following utilities:
4.1. e-KYC Home page with integrated search and results
e-KYC Home Page presents a search text box that will be used to search on the complete database.
The results are filtered based on the typed text and present the details link to get access into the
individual, corporation or account.
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4.2. e-KYC Forms
4.2.1. CIP Form for Individuals
The CIP Forms for individuals include the functionality to register the following roles:
♦ Primary Account Holder
♦ Secondary Account Holder
♦ Authorized Signer
♦ P.O.A.
♦ Shareholder / Owner
4.2.2. CIP Form for Corporations
The CIP Forms for Corporations include the functionality to register the following roles:
♦ Primary Acc. Holder
♦ Secondary Acc. Holder
♦ Authorized Signer
♦ P.O.A.
♦ Shareholder / Owner
4.2.3. Account Profile Form
The account profile saves the relationship between roles individuals, corporations and accounts.
This Form also include a link to the details of all related individual or corporate and also allows
to users print an complete e-KYC based on the relationships registered on the account.
4.3. e-KYC Form Features
All the forms present the following features:
♦ Based on the role selection the form will ask to user the specific fields required for the
selected role to correctly fill the form with the relevant information.
♦ Forms include a Related Parties Section where users can find a link to each related
accounts, individuals or corporation related.
♦ Forms include the following form views for each item on database: Add New Item, Edit
Item, View Only Item and Print View.
♦ The Add New Item and Edit Item form includes an automatic calculation of risk rating for
the item based on the field’s values selection. This risk rating could be manually edited
by a user assigned to the Compliance Officer or Administrator roles.
4.4. e-KYC Form Expiration Alerts
The solution includes an automated service that identifies forms that are expired and need to be
updated. The automated service could be setup to define the time period for these expiration
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periods.
4.5. e-KYC Reports
The solution offers 4 different reports:
♦ Account Information
♦ Related Parties
♦ Customer Relationship Individuals
♦ Customer Information-Individuals
For all reports the “export to spreadsheet” function is available.
4.6. e-KYC Master Fields
The Compliance Site Solution includes the definition of master lists for every field set as Dropdown.
These feature offers to the users members of the Administrators Role add, edit or remove items
from master lists.
4.7. Risk Rating Management
The Compliance Site Solution includes the feature to manage the risk for fields marked as Risk
indicators. This feature offer to user add, edit or remove risk levels to fields that are set as “Risk
Changer
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5. START USING e-KYC
5.1. MAIN MENU BAR
The following table describes each of the tools that can be found on Menu bar
Button Image Tool Name Description
Home
Main Page where the user can search any
account, to create a new account , to
create new individual or corporation
Dashboard
Page where the user can find lists of
individuals, corporations or accounts
filtered by status or assignment
Button Image Tool Name Description
Reassign Page where the user can reassign an
account selected to another user
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Global user Reassign
Page where the user can replace a
selected user to another user for all forms
included.
Administration
Page where the users assigned to
administrator role can add items or delete
items of the master’s lists, add new fields
to forms, set orders and change field’s
parameters.
Reports
Page where the user can find the e-KYC
reports: Accounts Information, Related
Parties, Relationship of Individuals and
Information of Individuals.
Recycle Bin Recover Deleted Items.
All Site Content Displays all sites, lists, and libraries in this site.
5.2. e-KYC ICONS DESCRIPTION
The following table describes each icon that can be found on the e-KYC Forms:
Icon Image Tool Name Description
Help When a user over mouse on it helps to
understand more about the field
Risk Low It indicates that the selected item on a dropdown
field has a low risk
Risk Medium It indicates that the selected item on a dropdown
field has a medium risk
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Risk High It indicates that the selected item on a dropdown
field has a high risk
Attach Documents It indicates that the selected field allows
attaching a file to form in progress.
Status validation
This icon can be found on results tables. This icon
corresponds to the state Waiting for user
validation or approval.
Status Approved This icon can be found on results tables. This icon
corresponds to the state Account approved
Details
This icon can be found on results tables. This icon
corresponds to the link where the user can find
details about account, individual or corporate
information.
Form Risk
This icon can be found on the header of each
form. This icon Is automatically calculated based
on the highest risk from all form fields.
5.3. e-KYC BUTTONS DESCRIPTION
The following table describes each button that can be found on the e-KYC Forms:
Button Image Button Name Description
Back to Home
Clicking this button returns to the
main page.
Button Image Button Name Description
Save as Draft
Clicking this button saves a copy of
the form as draft.
Send to Approval
Process
Clicking this button the form will be
sending to the next stage on
workflow and will be available for
approval.
Approve
Clicking this button the user accepts
as satisfactory the registered
information.
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6. e-KYC FUNCTIONS IN DEEP
6.1. HOME
Home page is the landing page of e-KYC Solution. To reach this page user can go to the menu and
click to HOME. On this page the user can search any account or to create a new account, individual
or corporation according with the following screen.
Option Name Description
Create New Account Profile New form where the user can put information
about the new account
Create New Individual Profile New form where the user can put information
about the new Individual
Create New Corporation Profile New form where the user can put information
about the new corporation
Compliance Search Where the user can search any customer
information by ID or Name.
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6.2. CREATE NEW ACCOUNT PROFILE
If you want to create a new account profile you need to click in the icon
named as “Create New Account Profile” and complete account form.
6.3. ACCOUNT PROFILE HEADER
User can find on the header section the following items:
The Following illustration shows the user form interface for the general information Tab:
Form Title Form Risk Level & Icon
Form PEP Icon Section General
Information
Tab
Attached
Files Tab
Form
History Tab
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The Following table shows the fields details for the Account Profile Form:
Section Description
Account Classification
Information about account classification:
• Title Field: The user can select title field (Certificate of Good
Standing, Partnership Registry Certificate, Gov.-Stamped
Memorandum & Art. Inc., Other gov.t-issued doc. Or Certificate
of Incorporation)
• Group: Obligatory field .The user can select the account group, it
means if the account is individual or corporation.
• Designation: Obligatory field. *Domestic* if customer is either a
US Citizen or a US permanent Resident otherwise select
*international*
• Class: Obligatory field. Select Type or Class for the account.
• Account Type: Obligatory field. Users can select account type
between Advisory or Brokerage (Advisory Account is the advisory
service for investors interested in establishing portfolios tailored
to their needs and preferences). (A Brokerage account is the
traditional account which provides our customers convenient
access to global financial markets).
Account Activity
Profile
This section saves the information about finance profile. Users can
indicate the estimated incoming and outgoing activity per year, the
expected size of the account within the next 3 years, country of
origin of expected incoming activity and country of destination of
expected outgoing activity.
Financial Information
This section saves the financial details for the account. The form
requires financial statements, bank statements, tax declaration and
customer related accounts that will be used to send and receive
funds or assets.
Related Parties
This section set the account relationship with its primary account
holders, secondary account holders, P.O.A., Authorized signers or
Shareholder. Users can search individuals or corporations from
database o directly create a new one to add to this account.
Comments
Describe briefly expected activity, purpose of this account and any
other information the user considers relevant to be registered as
part of this form.
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6.4. ATTACHED FILES
User can find on the header section the following items:
The following illustration shows the user interface for the Attached Files Tab:
Form Title Form Risk Level & Icon
Form PEP Icon Section General
Information
Tab
Attached
Files Tab
Form
History Tab
Account Number &
Name
Form Risk Level & Icon Form PEP Icon Section
Expired Icon
Section
File Selection
File Description
and Comments Upload
Attached Files History Table
File Version
History
Open file Button
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6.5. FORM HISTORY
User can find on the header section the following items:
The following illustration shows the user interface for the Form History Tab:
Form Title Form Risk Level & Icon
Form PEP Icon Section General
Information
Tab Attached
Files Tab
Form
History Tab
Approval History Table
Modification History Table
Click on Version No. link to open a read form of this
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6.6. CREATE NEW INDVIDUAL PROFILE
Users can create a new individual profile clicking on the icon named as
“Create New Individual Profile” and complete Individuals form.
6.7. INDIVIDUAL PROFILE HEADER
User can find on the header section the following items:
The following illustrations show the user interface for the General Information Tab:
Form Title & Form Status Form Type Form Risk Level & Icon
Form PEP Icon Section General
Information Tab Attached
Files Tab
Form
History Tab
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The Following table shows the fields details for the Individuals Profile Form:
Field Description Primary
Acc. Holder
Secondary
Acc. Holder
Authorized
Signer P.O.A.
Shareholder
/ Owner
Role within
the Account
The CIP Forms for
individuals include the
functionality to register
the following Sub-types:
• Primary Acc. Holder
• Secondary Acc. Holder
• Authorized Signer
• P.O.A.
• Shareholder / Owner
Apply Apply Apply Apply Apply
CIP
Information
Personal information
Details Section.
When the user places the
country of the individual
automatic the system
applies the risk that
corresponds. Risk icon is
showed at right side of the
field
Apply Apply Apply Apply Apply
Additional
Personal
Information
Complementary personal
information like, country
of birth, nationality,
country of residence and
phone numbers.
Here also when the user
selects the country of birth
automatically the system
applies the risk that
corresponds. Risk icon is
showed at right side of the
field
Apply Apply Apply Apply
Apply only
Country of
Birth
Mailing
Address
Information of the
individual official mailing
address.
Apply Apply Apply Apply Doesn’t
apply
Field Description Primary
Acc. Holder
Secondary
Acc. Holder
Authorized
Signer P.O.A.
Shareholder
/ Owner
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Occupation Individual’s occupational
history and details Apply Apply Apply
Does
n’t
apply
Doesn’t
apply
Verification
In this section, the user
validates the individual
status and verification
requirements starting at
the Office of Foreign Asset
Control's (OFAC)
Apply Apply Apply Apply Apply
PEP
This field asks if the
individual or its family is
or has been a Senior
Foreign political Figure or
Politically exposed person
Apply Apply Apply Apply Apply
Financial
Information
Individual financial
information details
section. The form
requires annual income ,
Proof of Income, Source
of Funds ETC.
Apply Apply Apply
Does
n’t
apply
Doesn’t
apply
Account
Information
Section to Add more
individual’s accounts
held at another financial
institutions
Apply Apply Apply Apply Apply
Comments
Describe briefly
expected activity,
purpose of this
individual and any other
information the user
considers relevant. This
section also allows to
attach documents
Apply Apply Apply Apply Apply
6.8. ATTACHED FILES & FORM HISTORY
The functions allowed on these tabs are the same to the account profile form. To see details
please refers to sections 6.4 and 6.5 on this document.
6.9. CREATE NEW CORPORATION PROFILE
Users can create a new corporation profile clicking on the icon named as
“Create New Corporation Profile” and complete Corporations form.
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6.10. CORPORATIONS PROFILE HEADER
User can find on the header section the following items:
The following illustrations show the user interface for the General Information Tab:
Form Title & Form Status Form Type Form Risk Level & Icon
Form PEP Icon Section General
Information Tab Attached
Files Tab
Form
History Tab
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The Following table shows the fields details for the Corporations Profile Form:
Field Description Primary
Acc. Holder
Secondary
Acc. Holder
Authorized
Signer
P.O.A.
Shareholder
/ Owner
Role within
the Account
The CIP Forms for corporation
include the functionality to
register the following
Relationships:
• Primary Acc. Holder
• Secondary Acc. Holder
• Authorized Signer
• P.O.A.
• Shareholder / Owner
Apply Apply Apply Apply Apply
Field Description Primary
Acc. Holder
Secondary
Acc. Holder
Authorized
Signer
P.O.A.
Shareholder
/ Owner
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CIP
Information
Basic information about the
corporation.
When the user selects the
country automatically the
system applies the risk that
corresponds. Risk icon is
showed at right side of the
field.
This Section Also includes a
sub section to register the
official legal address and
multiple mailing addresses for
the company
Apply Apply Apply Apply Apply
Contact
Information
This is additional Corporation
information, contact person,
website or email.
Apply Apply Apply Apply
Apply only
contact
person
Verification
In this section, the user
validates the individual status
and verification requirements
starting at the Office of
Foreign Asset Control's
(OFAC).
This section also allows to
users to upload multiple
financial documents like
statements, tax declarations
reference letters or additional
financial support documents
Apply Apply Apply Apply Apply
Ownership
This section allows registering
the actual control over
property in the company.
Apply Apply Apply Apply Doesn’t
apply
PEP
This field asks if the
corporation is controlled by
or has been by a Senior
Foreign political Figure or
Politically exposed person
Apply Apply Apply Apply Apply
Field Description Primary
Acc. Holder
Secondary
Acc. Holder
Authorized
Signer
P.O.A.
Shareholder
/ Owner
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Line Of
Business &
Financial
Info
This sections save the
Business details and financial
information. The section
requires line of business, # of
employees, gross sales,
annual income, Source of
Funds.
Apply Apply Apply
Does
n’t
apply
Doesn’t
apply
Account
Information
Section to show corporation’s
accounts registered on the e-
KYC solution.
Apply Apply Apply Apply Apply
Related
Parties
This section allows to users to
relate individuals or
corporations as related
parties of this corporations.
Users can search by id or
name and also is possible to
create a new individual or
corporation on this form and
directly relating to the actual
corporation.
Apply Apply Apply Apply Apply
Comments
Describe briefly expected
activity, purpose of this
individual and any other
information the user
considers relevant. This
section also allows
attaching documents.
Apply Apply Apply Apply Apply
6.11. ATTACHED FILES & FORM HISTORY
The functions allowed on these tabs are the same to the account profile form. To see details
please refers to sections 6.4 and 6.5 on this document.
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7. COMPLIANCE SEARCH (e-KYC)
The main page presents a search text box that allows users searching on the complete database. The
results are filtered based on the text and it is present the details link to get access into the CIP or
Accounts Forms.
The search can be by ID or Name; Results will depend of the user search input. The following illustration
shows the user interface:
Icon for Risk Level Form Print View
View or to edit
information in the
form
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8. DASHBOARD
Dashboard is a powerful lead collection and management tool. Here the user can see its pending forms,
pending approvals, Expired forms, about to expire forms, forms created by user, forms approved,
rejected forms, form drafts, or accounts pending for number assignment:
The following illustration shows the user interface:
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9. REASSIGN
In this page the user can change an assignment of the account to a different user. The following
illustration shows the user interface:
10. ADMINISTRATION
These sets of functions are allowed to users that are members of administrator role. In this section users
can:
♦ Add, edit or delete items from any master list (dropdown lists).
♦ Change forms configurations like new sections, add fields or change fields order
♦ Change field’s configuration like help texts, risk change or mandatory fields.
Without interference of the programing or design team.
FANNY
Search the
account that you
want to reassign
to another user
Select user that
you want to
re-assign
Select account
that you want to
reassign to
another user
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To easily identify the configuration lists users can browse on the administration list menu to identify the
objective and content of each list. The following illustration shows a sample of the administration
section:
10.1. ADMINISTRATION VIDEOS
The main features of this administration section are deeply explained on the
administration videos section. This videos are included as part of the administration
section below the configuration and master lists. The videos include main functions like:
♦ Create a new Drop Down Menu
♦ Add a new dropdown field to forms
♦ Add new simple fields (text, check or multiple text lines) to forms.
♦ Change Field Parameters like help text, order or risk.
♦ Add new items to master lists
Configuration or
Master List Name
Configuration or
Master List Description
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11. REPORTS
This section presents the Reports and its description in Alphabetical order:
11.1. Account Information
Obtain general account information of the customers such as principal, risk, geography,
class, country Origin, group, Account Type and country destination. The user can filter the
parameters depending on the information that it needs in the report. All the reports can
be exported to several formats: XML, CSV, PDF, MHTML, XLS, TIFF, DOC.
11.2. Customer Information individuals
This report presents a summary of the individual’s information and the accounts where is
related. The information can be filtering by the same fields that the account information
report.
11.3. Customer Relationship individuals
This report is a list of the customers by role. It is used primarily for identifying individual
record and the role on the account.
11.4. Related parties
Report that helps to identify the members of every account, Here the user can review
corporations related with different applicable accounts.