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17 May 2018 Meeting Notes

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larsonwebconsulting edited this page Jun 14, 2018 · 7 revisions

Claim Initializer Tool Updates

New Folders

  • 'yyyy.mm.dd REFERENCE' where the date is the assignment date
  • 'xyyyy.mm.dd DIARY' where the x is literal and the date is the assignment date + 40 days

Folder Name Changes

  • 'yyyy.mm.dd 1ST REPORT' --> 'xyyyy.mm.dd 1ST RPT' where the x is literal and the date is the assignment date + 7 days
  • 'yyyy.mm.dd STATUS' --> xyyyy.mm.dd 2ND RPT' where the x is literal and the date is the assignment date + 30 days

New Documents

  • A word document named '1. [INSURED_LAST_NAME] Notepad.docx'
    • Initially this will be an empty Word doc
    • Eventually the following header should be added to the document: GRIGEL, Michael, H0008334, 20180327 H0008334 MICHAEL GRIGEL Claim for Damage at 1396 River Rd., Vermont Mutual Claim No. H0008334
    • Need to find out where the comment in the last line will come from
    • Eventually this would be a "mail merge" type document where they can control the template and the tool will fill it in
    • There is also a desire to be able to insert static date/time stamps into this to make documenting conversations and interactions easier.

New Automation

  • Use the ClaimInit tool to generate Xactimate project files

    • Eliminate double entry of data
    • Streamlines workflow (Lisa can establish the ECF, and the Xactimate shell project is added to the "Xactimate cloud" for one of the adjusters to pull down and use.
    • Eric will need to investigate the Xactimate API options and see what is possible.
    • Note: The desktop app for this is pricey, so being able to do it with the Web UI or without any Xactimate tools would be best.
    • The following data items seem to be required in order to create an Xactimate project file:
      • Date Contacted
      • Date Inspected
      • Date Received
      • Date of Loss
      • Claim Number
      • Insured Address
      • Policy Number
      • Price List
      • Type of Loss

  • Somehow be able to generate documents that are currently sourced out of Xactimate data into the ECF on demand

    • May require Xactimate APIs to do this if we need to query information from there
    • Could also mean that we get all the data for these items and generate the documents without Xactimate
      • This would mean that we could re-read ECF data into ClaimInit so that the reports can be generated on demand
      • This data may be needed in order to do a meaningful creation of an Xactimate project anyway (see above)

System Improvements

  • Is there a need to upgrade to Windows 10? ==> No I would not recommend that at this time
  • Migration from OneDrive to Google Drive for the ECF records
    • OneDrive is been troublesome for them especially with ECFs that are edited frequently or that change status
    • OneDrive is fine for the files that they do not share with others (internal records, receipt images etc.)
    • At this time only the ECF would shift.
  • Increased Storage Capacity Needed
    • Laptops have 215Gb right now and it is mostly used up
    • ECFs are big especially when they have a lot of pictures
    • Options:
      • New hard drives
      • New equipment (Laptop for Joel, PC with lots of storage for Lisa)
        • PC would double as an internal fileserver and could replace the external drive they use now
        • PC could also be the place where ECFs get backed up by Carbonite
      • Use the OneDrive/GoogleDrive tools a little differently than they do now.
        • The tools do not require you to sync all files to each computer
        • The tools have web interfaces for accessing files that are not on your computer
        • So if Joel stops syncing the 'Recently Closed' folder then that could free up quite a bit of space on his laptop
        • If he needs to re-open a claim file then he can use the web interface to re-locate the ECF from the 'Recently Closed" folder to the 'Claim Files' folder and then wait for it to sync down to his laptop.
        • This should not take too much time
  • Automatic Local Backups
    • They use Carbonite now, and that works ok (with a few oddities caused by cutting and pasting folders)
    • Desire a "copy of the business" that is more local and easy to restore to a new PC should that be needed
    • Basically a disaster recovery alternative to what Carbonite provides.
  • Virus scanning
    • They had an issue recently with expired Norton software
    • Lisa was up-sold on a device called "Norton Core Titanium Gold"
    • What is this and is it worth the $200 price tag?

Website Updates

  • Add pictures of Jon and Lisa ==> Eric needs pics and will add them
  • Remove The Main Street America Group and MMG Insurance
  • Add Acadia Insurance

General Notes

  • Joel's desire here is to get some business infrastructure things in place in order to be able to hire an employee later in the summer or in the fall

Priorities

  1. Get the OneDrive -> Google drive transition done in order to enable better sharing and collaboration through better document editing
  2. Folder name changes and Notepad Document established using existing generation of ClaimInit
  3. Resolve space constraint issues through updates on how OneDrive/Google Drive is used or via additional hardware
  4. Scope out and plan hardware updates to improve their systems and to prepare for new employees
  5. ClaimInit 2.0 with improved interface, centralized calendar that does not require employees to log in as Joel/Lisa and new potential for new automation possibilities
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