Factsheet | VERSION 2
XPLAN
PRACTICE MANAGEMENT
An IRESS Wealth Solution
AT IRESS, WE BELIEVE PRACTICE
MANAGEMENT IS EQUALLY AS IMPORTANT AS CLIENT MANAGEMENT. FOR THIS
REASON, WE OFFER DEDICATED PRACTICE MANAGEMENT TOOLS TO HELP OUR
CLIENTS RUN THEIR BUSINESSES IN A STRUCTURED, EFFICIENT, AND PROCESS DRIVEN WAY.
XPLAN’s practice management tools assist our clients in maximising business opportunities, and attaining desired results. It also facilitates producing business interrogation reports to help them to better understand their business, and its:
∙ staff ∙ processes ∙ revenue ∙ costs
∙ areas needing attention.
The XPLAN Client Focus module is designed to maximise data input, and in turn offers maximum data interrogation for business reporting.
Workflow is an integral part of any business, and the workflow component of Client Focus seamlessly integrates task management, with other XPLAN tools to create smart efficiencies.
“XPLAN practice management
software assists businesses in
maximising business
opportunities and attaining
desired results.”
KEY FEATURES
∙ Logical task management and workflow
∙ Time management
∙ Smart data collection
∙ Document storage supports all file formats
∙ Bar-coding to support the paperless office
∙ Campaign management
∙ Business interrogation reporting
∙ Tools to keep your clients and dealer group informed
∙ Service Benchmarks
∙ Alerts and compliance management
∙ Invoice and revenue tools
Practice management functions within XPLAN are categorised as:
∙ Document Management
∙ Business Tools
∙ Adviser Tools
XPLAN
PRACTICE MANAGEMENT
2 IRESS Fact Sheet | XPLAN Practice Management
DOCUMENT MANAGEMENT
DOCUMENT STORAGE
MODULE: CLIENT FOCUS
In support of the paperless office, all practice and client related file notes and attachments are stored as soft-copy within XPLAN. You can upload documents of any file format.
As a fully-hosted, web-based platform, XPLAN ensures all uploaded files are secure and backed up.
BARCODING
MODULE: XMERGE
Documents created via the Xmerge module can be assigned a unique, system-generated barcode. Each barcode can be associated with one or more actions, and when a scanned document containing a barcode is uploaded into XPLAN, the associated actions are performed automatically.
Examples of actions that barcodes can execute include: ∙ creating a new file note against a client and
optionally attach the scanned image ∙ activating or completing a task ∙ activating a thread
∙ changing the stored value of a field ∙ sending an email or SMS
∙ adding a client to a campaign.
REFERRAL MANAGEMENT
Manage your referral partners and the leads they provide by giving them access to your XPLAN system. This lets you control the manner in which referrals are provided to you, and creates a two-way communication channel that your referral partners can use to track the progress of their clients within your business processes.
“A key objective of XPLAN is to
automate processes and support
the paperless office.”
XPLAN
PRACTICE MANAGEMENT
BUSINESS TOOLS
COMPLAINTS REGISTER
MODULE: CLIENT FOCUS
XPLAN’s complaint register lets you formally record complaints received in a central location for compliance review and/or for assigning to follow up tasks.
NEWS
MODULE: CLIENT FOCUS
Publish news bulletins across your site, to clients and the user group, in a secure format.
XPLAN’s News tool lets you retrieve and disseminate items from:
∙ External sources - Via RSS feeds. For example
web blogs, news and industry websites. This facilitates a central repository for all industry related news articles updated in real-time.
∙ Internal sources - Content from shared document
folders. A number of IRESS Wealth Management feeds are available to keep users informed of new features, enhancements and industry or product specific news.
You control if news feeds are for internal or external access. You can also force users to receive specific news feeds, such as compliance news, while allowing them to subscribe to others at their discretion.
SERVICE BENCHMARKS
MODULE: CLIENT FOCUS
Establish service benchmarks to ensure all your clients, regardless of their categorisation, receive an
appropriate level of service and support from the business. You define the service benchmark requirements that need to be met.
TIME MANAGEMENT
MODULE: CLIENT FOCUS
Record time taken for business activities and correlate this information to revenue or invoicing. You can either record the time taken to perform tasks and file notes, or use the XPLAN stopwatch to monitor time spent on billable work activity.
XPLAN
PRACTICE MANAGEMENT
4 IRESS Fact Sheet | XPLAN Practice Management
ADVISER TOOLS
TASKS / WORKFLOWS
MODULE: CLIENT FOCUS
Manage day-to-day business activities using tasks and workflow management (threads). Tasks are either practice or client related. They ensure processes are assigned, tracked and completed with full management reporting capability.
Automating business workflow processes is easily achieved by simply linking tasks.
WIZARDS
MODULE: CLIENT FOCUS
Create your own Wizard menus to capture data, and to facilitate creating business rules for data capture requirements. Wizards can also generate reports. Typical examples include, Fact Find, Statement of Advice or Review wizards.
ALERTS MANAGER
MODULE: ALERTS MANAGER XPLAN’s Alerts Manager:
∙ lets advisers monitor their client data via an alert mechanism
∙ provides trend and risk management reporting for dealer audit teams.
Alerts Manager lets advisers and dealer groups run automated exception-based rules across the client database. This leverages off consolidated client and portfolio data.
Rules specify the criteria (across all XPLAN modules) for filtering client breaches and setting priority and breach levels. Each rule is defined with a follow-up action.
CAMPAIGN MANAGER
MODULE: CLIENT FOCUS
Create and manage campaigns such as mail outs, seminars and social functions. A campaign defines all the details of an event and includes follow up tasks and actions as required. Campaigns record details on client invitations, acceptance and attendance. They are also integrated with XPLAN invoicing.
DASHBOARD VIEW
MODULE: CLIENT FOCUS
Define your own dashboard view of the business. This simple tool uses Widget technology to make key components of the business and client base visible in a consolidated user interface.
COMPLIANCE
MODULE: CLIENT FOCUS
XPLAN provides you with a full audit trail of all changes made in the system. You also have access to the document library where all correspondence items (in and out) can be stored for future reference. In addition, it allows you to record information against each user of the system, thereby allowing you to use the system as a compliance, audit and training register for advisers and staff.
DIARY
MODULE: CLIENT FOCUS
Managing business meetings is easy with the XPLAN Diary. Fully integrated with Microsoft Outlook, the diary function provides a seamless and centralised method for managing internal and external appointments.
You can define your own appointment types, locations and resources, and you can store meetings against client records for management reporting or invoicing purposes.
MOBILE XPLAN
MODULE: CLIENT FOCUS
Mobile XPLAN gives you to access basic XPLAN functions from your portable mobile or PDA device, such as: ∙ address details ∙ tasks ∙ file notes ∙ diary information.
eAPPLICATIONS
Complete applications for product providers within XPLAN, eliminating the need to re-key client data.
For example; applications for risk insurance,
superannuation, investment, and lending. Applications are saved and, where supported by providers, submitted electronically.
XPLAN
PRACTICE MANAGEMENT
AUSTRALIA ASIA CANADA NEW ZEALAND EUROPE – AFRICA
Melbourne Sydney Brisbane Perth Adelaide | +61 3 9018 5800 | +61 2 8273 7000 | +61 7 3011 4700 | +61 8 6211 5900 | +61 3 9018 5800 Hong Kong Singapore | +852 3965 3341 | +65 6672 6288 Toronto | +1 416 907 9200 Auckland Wellington | +64 9 300 5571 | +64 4 462 6850 Cape Town Durban Johannesburg London | +27 21 657 8800 | +27 31 203 7500 | +27 11 575 0040 | +44 203 397 4460
REVENUE
INVOICING
MODULE: CLIENT FOCUS XPLAN’s invoicing solution lets you: ∙ Generate invoices linked with revenue
remuneration methods
∙ Mail merge or email invoices directly to clients. ∙ Receive payments via a payment gateway, with the
option of direct debiting your clients’ accounts. ∙ Record payment details against the original invoice ∙ Integrate invoicing with our revenue management
solution CommPay, which offers additional revenue management reporting.
“CommPay and XPLAN give you
insight your business revenue
stream like never before.”
REVENUE MANAGEMENT
MODULE: COMMPAY
Our revenue management solution, CommPay, delivers comprehensive tools for managing revenue from investments, super and risk insurance fees, commissions, and fee for service.
Specifically, CommPay lets you:
∙ lodge expected revenue from XPLAN
∙ create remuneration models and commission splits into commission account
∙ process supplier statements and bank reconciliations.
CommPay data fully integrates with XPLAN for full business interrogation and management reporting.
