Delegated
Data
Manager(DDM)
Claims BordereauxStandard Operating Procedure (SOP)

By:

Freddie Bond & Joe Eskinder

Version:

1.1

Created:22/07/2020

Updated:05/02/2021

Delegated Data Manager - Standard Operating Procedure: Claims Bordereaux2

PurposeThis Standard Operating Procedures document is a procedure specific to Claims that describes
the activities necessary to complete a Bordereau submission in accordance with Lloyd’s
Coverholder Reporting Standards V5.2 into DDM.

Definitions― Delegated Authority (DA) – Permits a coverholder to underwrite business or manage
claims on an insurance company’s behalf.
― Delegated Data Manager (DDM) (formerly DA SATS) – A platform/central repository
designed to provide entities, such as brokers, insurers and coverholders, with aplatform to send and receive information. DDM is also known as Tide.
― Bordereau (Claim) – A bordereau which contains details of the Claims that havebeen notified.

Roles
The roles and descriptions within DDM are as below. Where DDM is to be used for bordereau
management on a specific contract, managing agents, brokers and coverholders should carefully
consider which roles should be undertaken by each stakeholder:
Role

Role Description

Contract Administrator

Create and manage contracts in DDM.

Submission

Submission of bordereaux into DDM.

Transformation

Translate bordereaux formats to DDM standard data fields using asimple, pre-defined and once-only questionnaire.

Assignment

Define rules by which records are assigned to Sections

Approval

Final approval of processed bordereaux before providing access to alldata for Contract Participants.

How to Access the Market Business Glossary (MBG)
1. In order to align with

Lloyd’s standards in
DDM, this SOP will
include the
MandatoryM/Conditional
MandatoryCM fields thatwill need to be mapped.

@ Lloyd’s

2. The MBG has

digitised thesestandards into a
structured format which
can be filtered. You canregister for accesshere.

3. Once registered,

you can access thestandards here. This
will allow you to filter,search and extract therequired fields.

4. If you are stuck,

there is further
guidance on how toaccess the MBG
here.

Delegated Data Manager - Standard Operating Procedure: Claims Bordereaux3

Step 1: Select File

Initiate ‘Submission’ StageTop Tip

1.

Access DDM here.

If you cannot find2.

Click on Contracts in the menu bar.

searching for the

the UMR, try
coverholder
instead.

Top Tip3.

Click on the filter button beside Unique Reference

To drag and drop
your bordereau, itcannot be open onscreen.

4.

Type in the Unique Market Reference. If no UMR is available, the agreement number
must be provided instead.

5.

Find the correct contract and click on ‘Filter’.

6.

The contract status must be ‘Signed’ or ‘Draft Endorsement’.

7.

Click on the Bordereaux Tab.

8.

Submit Bordereaux: Claim.

9.

Select the Reporting Channel to which this submission relates.

10. Select Complete New Questionnaire.
11. Select the Submission Period for this specific Bordereau [CR0002M].
12. Drop files to upload or click to select from your folders. .

Top Tip
Make sure thebordereau does notcontain lots ofmacros or formulas.

Top Tip
We recommend
using an XLSX file
type. Make sure it
isn’t passwordprotected!

13. Click Process Bordereau.
‘Submission’ Process is now Complete
Step 2: Bordereau TypeInitiate ‘Transformation’ Stage
DDM uses a bordereau questionnaire to complete the translation of a bordereau; the questionnaire canbe created or selected during the Transformation stage of processing. The questionnaire leads you
through a series of questions that are associated to the type of bordereau that you are submitting.
This provides a simple and intuitive way to map and align the information on your bordereau,
to the agreed data standards.

Delegated Data Manager - Standard Operating Procedure: Claims Bordereaux41.

Enter Bordereau type: Claim.

2.

Enter the Line/Class of Business which the Bordereau associated with: Lloyd’s

3.

Top Tip*This must be

Coverholder Reporting Standard v5.2.

relevant to theEnter a name for this Questionnaire*: This is company specific. Please refer to yourwill be reused.

questionnaire as it

internal SOPs.
4.

Enter the Division of the Owner of this Questionnaire: Select the relevant option fromthe list provided.

Step 3: Sheet,
HeaderFieldsClick
Next&Step
1.

Top Tip

Select the sheet from the supplied Bordereau that will be used to complete thiswith varying

questionnaire. If multiple sheets, do not assume common headings.
2.

If multiple sheets
headers, create

Select the rule that can be applied to identify the correct sheet(s) when processing aseparate reporting
channels.

bordereau file. If renewal, review previous year’s Bordereaux.
3.

Select the header row. If the header row is over multiple rows then enter the range of

Top Tip

rows, e.g. 2-4. Ensure there are no merged cells. Heading order must remain static.

Even if their YOA
vary, you can

Watch out for duplicate headings and heading changes.
4.

process all sheets

Do Claim entries split across multiple rows need to be combined into a single entry? If

at the same time.

No, continue as normal.
*If Yes, click Specify Aggregation, select the Bordereau Field you wish to combine and*More info

choose the combination method from the list provided. For further guidance on Specifying

Please note that

Aggregation, we recommend reviewing the Advanced Row article on the Tide Knowledge

single-section

this only works forcontracts at thisBase, available here.

time.

Click Next Step
Step 4: Core Details
1.

2.

Select the column which provides a unique reference for each Claim in the bordereau[CR0104M]: This is not the UMR or the policy number, it is the Claim Reference for eachMore Info

individual claim.

The unique claim
reference is

Select how the YOA is associated with each Claim specified [CR0010 ]. This can benormally generated

ascertained from the Risk Inception Date, the Year of Account column in theor TPA.

CM

Bordereau or within the Bordereau name. We recommend ascertaining YOA from theBinding Authority Contract Inception Date.

by the coverholder.

Delegated Data Manager - Standard Operating Procedure: Claims Bordereaux53.

Select the column that provides the current status of the claim [CR0105CM]. This is
the status of the claim as a result of the transaction, such as ‘opened’, ‘closed’,‘reopened’, etc.

4.

Select the column that specifies the date of the loss [CR0119CM]. This is the date the loss
occurred, or the policy was triggered according to the policy terms (if this is different).
Top Tip

5.

Select the column that specifies the currency in which the coverholder should be paid by
the insurer [CR0110CM]. This is the Coverholder Settlement Currency, which may be thesame as or different to the original currency.

6.

We recommendthat date of loss
from is always
reported.

Select the column that specifies the currency in which the claimant will be paid
[CR0109M]. This is the Original Currency.

7.

Select the currency in which the financial figures in the bordereau are provided.
You may select from one of the options you previously provided.

8.

Top Tip
Make sure to check
entire columns forsurplus data.

Select the field, or fields, that if blank mean that it is not a valid claim, and the row
can be deleted. This is generally used for rows which give totals or sub-totals.

9.

Are all of the Claims in the bordereau associated with the specified Contract(s)?
You may select either Yes or No.

If No, click the Specify Filter button and use the Filter dialogue box to set up conditions todetermine whether records associated to other contracts should be retained or deleted.
10. Select how the Claim financials are generally reported.
You may select either Positive Amounts or Negative Amounts.
Click Next Step
Step 5: Dates
1.

Select the column that specifies the date the claim was opened [CR0300M].

2.

Select the column that specifies the date the claim was closed [CR0137CM]. This is the dateon which the claim is designated as settled, determined as not being payable or withdrawn.

3.

Select the column that specifies the date the claim was re-opened [CR0306CM].

4.

Select the column that specifies the last date of the loss [CR0120CM]. This is date of loss to.

5.

Select the column that specifies the date the first notification of the claim was received[CR0136CM]. Also known as Date First Advised, Date Claim Made or Notification Date,
this is the date on which the claim was reported (not processed) to the agent or insurer.

Top Tip
Make sure dateformats are
consistentthroughout thebordereau.
.

Delegated Data Manager - Standard Operating Procedure: Claims Bordereaux66.

Select the column that specifies the date the claim was denied [CR0311CM]. This is thedate on which the denial or partial denial of the claim was communicated to the insured.
Click Next Step

Step 6: Loss Details
1.

Select the column that provides a description of the loss [CR0118CM]. This is the event thatbrought about or triggered the loss or damage. Mandatory to provide either Description of Lossor Cause of Loss Code.

2.

Select the column which provides a code that specifies the cause of loss [CR0117CM]. This may
be represented by a code from a list which has been pre-agreed by the coverholder and the
Lloyd’s syndicate, or the governing body or regulator.

3.

Select the column that specifies, if relevant, the name of the catastrophe that caused the loss
[CR0139CM]. If unavailable, the Lloyd’s Catastrophe Code must be provided [CR0138CM].
Click Next Step

Step 7: Risk Details
1.

Select the column(s) that specifies the name of the insured [CR0035M]. You must provide
either of the full name of individual insured or the Company name.

Top Tip

2. Select the column that provides the unique reference for the risk the claim is linked to[CR0029M]. This is usually the Certificate or Unique Policy Reference.

If the bordereau
has multiple risks,
we recommend
choosing a suitable

3. Are there column(s) in the bordereau that specify Sub-Risks of the insured's policy?

unique identifier.

If No, continue to question 5.
4. If Yes, select the column(s) that are used to uniquely identify each Sub-Risk. This is nota financial figure or transaction type.

More Info

5. Select the column that specifies the start of the policy period [CR0030CM]. This is thedate on which coverage starts, or the Risk Inception Date, in the format yyyy-mm-dd.

Some risks mayneed to be split
across a series ofrows of detail whereCM

6. Select the column that specifies the end of the policy period [CR0031 ]. This is thedate on which coverage ends, or the Risk Expiry Date, in the format yyyy-mm-dd.

elements of the risk
are located in morethan one country.

Click Next Step.

Delegated Data Manager - Standard Operating Procedure: Claims Bordereaux

7

Step 8: Location Details
This step enables multiple types of locations and their corresponding Bordereau columns to bemapped to Tide fields. If you specify a bordereau column as the answer to 2 or more Tide
Address fields, Tide can separate the contents of this column into its component parts during
processing and only populate the Tide fields with the relevant component.
A Loss Location entry will automatically be added to the table provided. Select Edit next to theentry and complete the following:
1. Select the column that specifies the Loss Country [CR00116CM].
2. Select the column that specifies the Loss Country Sub-division [CR00114CM].
3. Select the column that specifies the Loss Floor Number.
4. Select the column that specifies the Loss Street Number.
5. Select the column that specifies the Loss Street.
6. Select the column that specifies the Loss Postal/Zip Code [CR0115CM].
7. Select the column that specifies the Loss City.
8. Select the column that specifies the Loss County [CR0113CM].
Click Add Location and select the type of location you would like to add from the list provided.
If Risk:
1. Select the column that specifies the Risk Country [CR0050CM].
2. Select the column that specifies the Risk Country Sub-division [CR0048CM].

Top Tip
Lloyd’s risk locator
tool can be used tohelp confirm the

3. Select the column that specifies the Risk Floor Number.
4. Select the column that specifies the Risk Street Number.
5. Select the column that specifies the Risk Street.
6. Select the column that specifies the Risk Postal/Zip Code [CR0049CM].
7. Select the column that specifies the Risk City.
8. Select the column that specifies the Risk County.
If Insured or Reinsured:
1. Select the column that specifies the Insured or Reinsured Country [CR0041M].
2. Select the column that specifies the Insured or Reinsured State [CR0039CM].
3. Select the column that specifies the Insured or Reinsured Floor Number.

location of the risk.
.

Delegated Data Manager - Standard Operating Procedure: Claims Bordereaux8

4. Select the column that specifies the Insured or Reinsured Street Number.
5. Select the column that specifies the Insured or Reinsured Street.
6. Select the column that specifies the Insured or Reinsured Postal/Zip Code [CR0040CM].
7. Select the column that specifies the Insured or Reinsured City.
8. Select the column that specifies the Insured or Reinsured County.
If Surplus Lines Details:
1. Select the column that specifies the Surplus Lines Filing State [CR0088CM].
Click Next Step
Step 9: Experts Click Next Step
Experts involved in the transaction should be specified including adjusters, lawyers, accountants etc.
1.

Click > Add New Expert
̶Select the Type of Expert you are adding from the list provided [CR0162CM].
̶

Select the column that specifies the Expert Company Name [CR0163CM].
̶

Select the column that specifies the Expert Company Reference [CR0164CM].
̶

Select the column that specifies the Expert Company Address [CR0165CM].
̶

Select the column that specifies the Expert Company State [CR0166CM].
̶

Select the column that specifies the Expert Company Postal Code [CR0167CM].
̶

Select the column that specifies the Expert Company Country [CR0168CM].

Click Next Step
Step 10: Reserves
In this step the fields to supply reserve figures are specified. If unsure of any of the below, refer back to
Broker or TPA Claims specialist.
1.

What is the financial reporting type of the reserve figures?
Select either Transactional or Restatement.

2.

Indemnity (Reserve) [CR0130CM]
The amount outstanding which the Coverholder or TPA still expects the Lloyd’s syndicate to pay out
in respect of the claim or claim item, in the settlement currency.

Delegated Data Manager - Standard Operating Procedure: Claims Bordereaux

93.

Fees (Reserve) [CR0131CM]
The amount outstanding for fees to third parties in the settlement currency.

4.

Adjusters Fees (Reserve) [CR0152CM]
Any reserved or outstanding adjuster’s fees.

5.

Attorney Coverage Fees (Reserve) [CR0151CM]
Any reserved or outstanding attorney coverage fees (fees incurred to determine the cover the
Lloyd’s syndicate is liable to provide under the policy).

6.

Defence Fees (Reserve) [CR0153CM]
Any attorney fees incurred in defending a claim made against the insured reserved or outstanding.

7.

Expenses (Reserve) [CR0150CM]
Any reserved or outstanding expenses

8.

TPA Fees (Reserve) [CR0154CM]
Any reserved or outstanding third-party administrator fees.
Click Next Step

Step 11: Paid
In this step the fields to supply paid figures are specified. If unsure of any of the below, refer to Broker or
TPA Claims specialist.
1.

What is the financial reporting type of the paid figures?
Select either Transactional or Restatement.

2.

Indemnity (Paid) [CR0126CM]
The amount of the claim that is to be collected from the Lloyd’s syndicate this month in thesettlement currency.

3.

Fees (Paid) [CR0127CM]
Fees paid to third parties that are to be collected from the Lloyd’s syndicate this month in thesettlement currency.

4.

Adjusters Fees (Paid) [CR0142CM]
Any adjuster’s fees to be collected from the Lloyd’s syndicate(s) this month.

5.

Attorney Coverage Fees (Paid) [CR0141CM]

Delegated Data Manager - Standard Operating Procedure: Claims Bordereaux

10

Attorney fees (fees incurred to determine the cover the Lloyd’s syndicate is liable to provide under
the policy) to be collected from the Lloyd’s syndicate(s) this month.
6.

Defence Fees (Paid) [CR0143CM]
Any attorney fees incurred in defending a claim made against the insured to be collected from the
Lloyd’s syndicate(s) this month.

7.

Expenses (Paid) [CR0140CM]
Any expenses to be collected from the Lloyd’s syndicate(s) this month.

8.

TPA Fees (Paid) [CR0144CM]
Any third-party administrator fees to be collected from the Lloyd’s syndicate(s) this month.
Click Next Step

Step 12: Totals
In this step, the fields to supply totals figures are specified. If unsure of any of the below,
refer back to Broker or TPA Claims specialist.

Top Tip
Remember that
“Total fees” do not

1.

What is the financial reporting type of the paid figures?

include any TPA
fees.

Select either Transactional or Restatement.
2.

.

Fees (Total Incurred) [CR0135CM]
The total fee amount incurred as result of the claim, including expenses in the settlement currency.
This is the sum of “Total paid this month fees”, “Previously paid fees” & “Reserve fees”.

3.

Indemnity (Total Incurred) [CR0134CM]
The total amount incurred as a result of the claim in the settlement currency. This is the sum of“Total paid this month indemnity”, “Previously paid indemnity” & “Reserve indemnity”.

4.

Select the column that specifies the Total Reserve.

5.

Select the column that specifies the Total Paid.

6.

Select the column that specifies the Total Incurred [CR0155CM].
This is the sum of: “Total Incurred Fees” & “Total Incurred Indemnity”.
Click Next Step

Delegated Data Manager - Standard Operating Procedure: Claims Bordereaux

11

Step 13: Remaining Fields
The Remaining Fields step in the questionnaire provides a way of reviewing the columns
in your bordereau that have been mapped to the relevant DDM fields and make anynecessary adjustments.
At this point, we recommend that you scroll to the bottom of each table and check the

Top Tip
The same field may
be used twice; suchas for insured andrisk address.

fields that the system has automatically mapped. This will also allow you to verify
whether columns have been properly filled. The table on the left of the screen(Bordereaux Fields), displays the full list of columns in your bordereau. The table on theright of your screen (Tide Fields) displays the full list of Tide fields.
To ensure Coverholder Reporting Standards V5.2 adherence, we recommend that you
open the Market Business Glossary and filter by the relevant reporting type, class ofbusiness and territory to ensure that all applicable Mandatory and Conditional Mandatory
fields have been correctly mapped.

Below are the remaining Mandatory Fields which you are required to map:

Top Tip
The Remaining― Type of Insurance [CR0019M]

Mandatory Fields
may need to be set

M― Diary date [CR0369 ]Click Next Step
Step 14: Review
The Review step is the final step in the questionnaire and provides an opportunity to review thetranslation and assignment of bordereau columns to DDM fields.
1.

Changes made to Bordereau: Proceed to saving.

2.

Click the Advanced Options button for additional features; such as switching figure
signs (+/-) and specifying whether values are given as percentages or decimals.

3.

For guidance on setting up defaults, please see Page 28 of the Completing a
Bordereau Questionnaire User Guide, available here.
Save & Process Bordereau

Process complete for mapping a Claims Bordereau
If anything in this document is unclear or you require further assistance, please contact DAChangeSupport@Lloyds.com.

up as defaults.