Agency Assessment Report Review

We have an overview of the reports we need for your Agency Assessment.

We have documentation and videos for the following management systems to assist you in running these reports: Applied Epic, VertaforeAMS360, Hawksoft. See these below and in the Agency Assessment Leadership Course. 

 

If your agency is not on these three systems we have provided the documentation directly below on what to pull and or what to work with your system's support desk to obtain. 

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Who should send the reports and who at APP reviews this data?

You can have anyone on your team send the reports to us. As part of the process, we will identify a data point person for your agency. 


For security, we ask that you do not email us the reports. We will have you upload the data files securely to us. 


We ask the reports be in an Excel format (CSV or XLS).


Louis Herrero, our data specialist, will configure the data, and Kelly Donahue-Piro will analyze the information. 

What happens to the data?

Once at APP, we will take an initial review of the data. We use this as baseline data for the agency. After reviewing it with your leadership team, we will connect the reports to our data visualization software. 


As we launch Agency 2.0 (month four), we will request reports each week so we can track progress. 

How often do you need reports from us?

After we review the data together during the assessment phase, we use the Develop phase (month three) to make some general data adjustments. 


We often find the report or the data entry processes need to be adjusted. As we launch Agency 2.0, we can’t wait for perfection. Our goal is to get started and work towards cleaning up any reporting, download, or manual entry issues as part of the agency’s path to progress. 


At month three, we will ask for certain reports monthly and some weekly. 

How do we send the reports to you?

In the email you receive after the kick-off call, there will be an upload link for the initial assessment data.


As we move through the process you will receive reminders to send the data to us. 

Note for Applied Epic, Vertafore AMS360 & Hawksoft Agencies

In the Agency Assessment Leadership Course, there are PDF guides with screenshots and videos to help you gather the information. The trainers have also included some reasons the reports may not look right for troubleshooting purposes. 

If your agency is not on Applied Epic, Vertafore AMS360, or Hawksoft. 

Don’t worry! Our guide will help you gather the information we need. These are very common reports for agency management systems. We can also work with your agency and the management system support team. 

 

What Reports Do You Need to Start the Agency Assessment?

Note: Every agency management system uses different verbiage for different reports. We will provide you common names for these reports and the explanation, so if you need to contact your management system or work with your data point person, we can clarify what we need. 

 

Please upload the reports in an Excel format of CSV or XLS. 

 

Common Report Name

Explanation

Date Range 

Required Fields

Book of Business Report

This is a snapshot of the agency at that moment in time based on all policies in force.

NA - this is the date you run the report

Producer

CSR

Premium

Revenue

Annualized Premium

Annualized Revenue

Department 

Location/Branch

Policy Type

Carrier

Expiration Date

Activity Report

This is a report of all the activities your team logs into the management system. 

1 Year

Who logged the activity

Department 

Location/Branch

Policy Type

Carrier

Type of Activity

Open or Closed

Overdue Activities

This is a report that shows the current overdue tasks/activities. An overdue activity is any task that has a due date in the past. 

Today

Who logged the activity

Department 

Location/Branch

Policy Type

Carrier

Type of Activity

Retention

This is the agency’s retention rate as defined by the specific management system.

Today

Producer

CSR

Department 

Location/Branch

Policy Type

Carrier

Cancellations

This is a report that shows all the policies that have left the agency. This includes non-payment, carrier’s canceling the policy, and people changing agencies. If a policy has been reinstated, it does not need to be included.

1 Year

Producer

CSR

Premium

Revenue

Annualized Premium

Annualized Revenue

Department 

Location/Branch

Policy Type

Carrier

Cancellation Reason

New Business Report

This is a report of all the agency's new business written for the year. 

1 Year

Producer

CSR

Premium

Revenue

Annualized Premium

Annualized Revenue

Department 

Location/Branch

Policy Type

Carrier

Source

New Business Quotes

This is a report of all the new business quotes that the agency has done for the year.

1 Year

Producer

CSR

Department 

Location/Branch

Policy Type

Policies Below Agency Standard

If your agency has clear agency standards (i.e., liability limits) we would like to see a report of all the policies below the agency standard. 


If your agency does not have this yet, we will work to create this. 

Today

Producer

CSR

Premium

Revenue

Annualized Premium

Annualized Revenue

Department 

Location/Branch

Policy Type

Carrier

Coverage

Agency Fee Report

If your agency charges fees, we would like to see a report of the fees collected.

1 Year

Producer

CSR

Fee

Department 

Location/Branch

Policy Type

Carrier

 

What is APP Looking for in the Data?

We are looking for the following in the initial data set:

  • Book seasonality
  • Workload per person 
  • Activity on accounts based on account size
  • Top types of activities the team is logging
  • Consistency in activity logging
  • Areas where you can reduce low-level activities
  • Agency backlog 
  • Current retention rate
  • Average premium/revenue by account
  • Average policies per account
  • Cancellation process
  • Cancellation reasons
  • New business production
  • Agency closing ratio
  • Cross-selling as it relates to new business
  • Policies below agency standards that can be targeted
  • Agency fee consistency