DelegatedDataManager(DDM)
Contract Setup
Standard Operating Procedure (SOP)
Applicable to Binders and Lineslips

By:

Freddie Bond & Joe Eskinder

Version:

1.0

Created:22/07/2020

Updated:14/12/2020

Delegated Data Manager - Standard Operating Procedure: Contract Setup

2PurposeThis Standard Operating Procedures document is a procedure specific to Contract Setup that describes the activities
and steps necessary to set up a contract in Delegated Data Manager (DDM) in accordance with Lloyd’s standards.

Definitions― Delegated Authority (DA) – Permits a coverholder to underwrite business or manage claims on an insurancecompany’s behalf.
― Delegated Data Manager (DDM) (formerly DA SATS) – A platform/central repository designed to provide
entities, such as brokers, insurers and coverholders, with a platform to send and receive information. DDM isalso known as TIDE.
― Contract - Contracts are the central entity in DDM and are created to reflect a single delegated authority contract.

Scope
This document:―――

Details requirements for setting up a contract or lineslip on DDM only.
Outlines the activities for contract and lineslip setup only and therefore does not address Bordereaux mapping.
Does not outline the required activities for renewing and/or endorsing contracts.

Responsibilities
It is the responsibility of all TIDE platform users to follow the procedures and guidelines outlined in this Standard
Operating Procedure.

Notifications
Notifications are used to alert users of events, warnings and errors and will be delivered to the email address
associated with the user’s account.
There is currently a total of 11 notifications available to choose from. Below are 3 commonly used notifications,which you may want to consider setting up:―――Bordereau Approved
Contract Update
Added to Contract

For further information on notifications, seek advice from your company administrator.

Important information
The Sub-Sections specified in the following Standard Operating Procedure (SOP) apply to binders only. If you areprocessing a lineslip, look for the corresponding wording in the lineslip or use the ‘Find’ tool in Microsoft Word.

@ Lloyd’s

Pre-Contract Setup Considerations
Delegated Data Manager - Standard Operating Procedure: Contract Setup

3@ Lloyd’s*applies to binders only

Delegated Data Manager - Standard Operating Procedure: Contract Setup4Front Page
1. Access DDM here.
Top Tip

2. Enter your username and password, unless you’re already logged in.
3. Click on Contracts in the menu bar:

1.
2.

Make sure you set
up notifications sothat you know
when work needs
to be completed.

4. Click + Add Contract
5. Click + Add folder
More Info

When adding a folder, you must complete the following:
6. Enter the folder type: Select either binder or lineslip from the list provided.
Note that you will not be required to add a Coverholder when creating lineslips.

Contract folders
are used to linkrenewing contractyears of account.

7. Division: This will be unique to your company.

Contract Entry Screen
1. Enter Unique Market Reference (UMR): See the front page of the Schedule.
2. Enter Contract Currency: Select your contract currency from the options provided.
3. Contract Settlement Currency: Select your contract settlement currency fromTop Tip
You can hover overa field on DDM tosee moreinformation.

the options provided.
4. Company Reference: This will be unique to your company.
5. Contract Order: See the Security Details page.
6. Contract Status: This will default to Draft in the first instance but will need to be
updated to Signed once the contract has been completed.
7. Broker: Select a broker from the dropdown list. The broker can be found in theSchedule page.
8. Inception Date: See Sub-section 2.1.
9. Expiry Date: See Sub-section 2.1.

@ Lloyd’s

Top Tip
The broker number
coincides with thefirst 4 digits of theUMR.

Delegated Data Manager - Standard Operating Procedure: Contract Setup

5

10. Line of Business: Select the primary line of business from the official list of
Lloyd’s line of business available.

Coverholder
Please note that the Coverholders tab will not be available when creating lineslips.
1. Click on the Coverholders tab.
2. Select + Add Coverholder.
3. Coverholder: Select a Coverholder from the list provided.
4. Coverholder Contact: Select a Coverholder Contact.
5. Primary Coverholder: Select Yes if this is the primary coverholder.

Sections
1. Click + Add Section.
2. Enter Section Number: This is automatically generated in DDM.
3. Enter Market Section Reference: See Sub-section 7.1. Please note: Thesystem automatically inserts the word Section)
4. Enter Market Section Description: See Sub-section 7.1. Please note: YouTop Tip
Save time bycopying sections
over using the 3vertical dots ⋮ on
the right of yourscreen. Make sure
to check fordifferences.

should make this relevant to the corresponding section.
5. Enter Brokerage: See the Broker Renumeration and Deductions page.
6. Enter Coverholder Commission: See Sub-section 16.1. Please note: If
processing a lineslip, the Coverholder Commission will be 0.
More Info

7. Enter Additional Deductions: See the Broker Renumeration and Deductions page.
8. Enter Class of Business: See Sub-section 7.1, 9 and section-specific risk codes.*9. Enter Section Currency: See Sub-section 10.1.
10. Enter Maximum Limit of Liability: See Sub-section 10.1.
11. Enter Estimated Premium Income: See the Information page.

@ Lloyd’s*This may requireinterpretation.
Seek guidancefrom underwriteror broker if unsure.

Delegated Data Manager - Standard Operating Procedure: Contract Setup

6

12. Enter Gross Premium Income Limit: See Sub-section 12.1.
13. Enter Gross Premium Income Limit Notification Percentage: See Sub-section 12.2.
14. Enter Conduct Risk Rating: Refer to internal conduct risk rating for particularsection. This should be determined by the leader. If unsure, refer to yourDelegated Authority underwriting manager.
15. Enter the Regulatory Client Classification: See the Fiscal and Regulatory
page. Select the relevant option(s) from the list provided.
Section Details
A selection of tabs is available on the left of the Section Details screen:
1. Insurers: Here you must capture the lead and follow insurers.*
Written line: If you are the leader, enter your own details.
You may add Consortia to the Markets tab provided it is for the same class ofbusiness and has been submitted in advance.
2. Claims Authority: Enter any claims authorities that apply to the binder orlineslip. These may need to be readdressed and split out.
3. Risk Codes: Applicable risk codes can be found on the Fiscal & Regulatory
page. These can also be split to determine primary risk code.
4. Location: Enter location restrictions by clicking the 3 vertical dots ⋮ on the rightof your screen and then Edit. See Sub-section 9.1-9.3.**
5. Rules: These will be created at a later stage.

Top Tip*If you cannot findthe market, raise a
service desk
request or enter“XXX non-Lloyd’sinsurer” andaggregate nonLloyd’s marketlines.

Top Tip
Submit aConsortium bycompleting the formon the DDM
Service Portal.

Top Tip**There are also
auto-rules against
this for locations of
domiciles and risk
located lines.

Aggregate Limits
More Info

Tide provides the ability to set Aggregate Limits, assess the usage of these limits
and display the usage as both a value and percentage of the limit.
Before setting Aggregate Limits, we recommend reviewing the relevant guidanceon the Tide Knowledge Base, available here.

@ Lloyd’s

Aggregate limits
are currently
available for theUnited States andCanada.

Delegated Data Manager - Standard Operating Procedure: Contract Setup

7

Reporting Channels
1. Channel Type: Almost always Bordereaux, unless stated otherwise.
2. Select Type: Risk, Premium, Risk-Premium or Claims.*
3. Frequency: See Section 23.
4. Due Days: See Section 23.
5. Number expected: These default to 18 for Risk and 24 for Premium andClaims, however they may be modified. You will need to assess the accountand consider Bordereaux frequency and maximum contract length. This fieldsets the diary dates for your overdues.

Top Tip*It may be easier to
set up all 4
bordereaux andthen delete asrequired.
Come back later todelete theBordereaux types
which will not apply
if you receive morethan one
Bordereaux amonth, otherwise
this will show asoverdue.

6. Restrict Bordereau Access. If you have any different markets, this must be set
to Yes.
7. Reporting Channel Identifier: This is a unique name which should be linked tothe corresponding section, if possible.
8. Transformation: Select the relevant option from the list provided.
9. Assignment: Select the relevant option from the list provided.
10. Approval: Select the relevant option from the list provided.

General Rules
1. Typical Policy Period Months: See Sub-section 13.1.
2. Maximum Policy Period Months: See Sub-section 13.1.
3. Days Policy Issued Post Inception: 30 for commercial, 7 for retail (contractcertainty). You may only select one, so it is advised that you choose the ‘worst
case’ scenario.
4. Maximum Advance Period for Inception Dates: See Sub-section 13.3

5. Settlement Due Days: Listed under Settlement Terms. See the Fiscal &Regulatory page. If a date is given, you will be required to calculate thenumber of days.

@ Lloyd’s

Top Tip
Set General Rules
by clicking the 3vertical dots ⋮ on
the right of yourscreen and thenselecting Edit.

More InfoGeneral Rules
allow for any
breaches acrossthe contract orbordereaux to beflagged.
(All general rules
are set to 0 by
default)

Delegated Data Manager - Standard Operating Procedure: Contract Setup

8Top Tip

Bespoke Rules
1. Click + Add Rule.

Test bespoke ruleson the training
environment first toensure they yield
the correct results.

Bespoke rules can be derived from Sections 6.1, 8.1.5, 10.1, 11.2, as well as
content relating to inner limits, fees and minimum deductibles.
Please note that you may now specify the category or Bespoke Rule type by
selecting either Contractual or Monitoring.

Top Tip
Check if a userfrom your company
has already saved
Bespoke Rules as
for reuse.

Sign1. Contract Status: Draft > Signed
Any errors or issues relating to the contract will be detailed in red upon selecting Signed.

Process complete for setting up a contract in DDM

If anything in this document is unclear or you require further assistance, please contact Freddie.Bond@lloyds.com.

@ Lloyd’s