5. Importing Bulk Client Information

The AMC may need to import information relating to investor accounts and investor transactions from an external source or client, into its database. The volume of information that is imported in such cases is usually very large.

The external source or client, in such cases, is called a bulk client. The information is usually handed off in flat files, ASCII text or any other text format. The ‘import’ of this information means updation of the AMC database (with the information that is found in the hand-off files) so that the AMC database may reflect the import information. All necessary validations for the successful updating the database with the imported information are performed during the import.

The Oracle FLEXCUBE Investor Servicing (FCIS) system enables the AMC to import information in bulk, from an external client, relating to any of the following:

The import can be performed using the generic interface or bulk interface facility.

This chapter contains the following sections:

5.1 Process of Importing Bulk Client Information

To import information from bulk clients and process the same in the FC-IS system, you must:

For a fuller discussion of each of the steps, refer the following sections under the appropriate heads in this chapter:

You can understand the process from the following illustration:

5.2 Bulk Import Clients Setup

The client from whom bulk information needs to be imported must be introduced into the FC-IS system. You can do so as follows:

  1. Identify the external client (called the bulk client) in the system by providing a profile for the same. You can do this using the Bulk Clients Maintenance screen. Access this screen through the Bulk Clients Defaults menu Browser.
  2. Set up the information that would be used as default for import of any information from the bulk client. If the import information files from the client do not contain the required data, then the default information maintained for the bulk client in the FC-IS system is used to furnish the same.

To set up the default information for a bulk client, use the Bulk Clients Defaults Maintenance screen. Access this screen through the Bulk Clients Defaults option in the Browser. Click new icon to enter the details.

The following considerations must be borne in mind when you set up the default information for a bulk client in the Bulk Client Default Maintenance screen:

Note

    • If any mandatory information required in the FC-IS system is not found either in the import hand off file, or the defaults maintained for the client, the entire import fails and the import records are rejected.
    • Each file that needs to be imported from the bulk client into the system for all the information set has a specified format. If the file is formatted in any other way than prescribed in the required format, then the import will fail and all the import records will be rejected.

The prescribed formats for the hand-off files from the bulk client that are to be uploaded are found in the chapter ‘Appendix B – Upload File Formats B’ of the ‘Upload Format’ User Manual. Refer the same for complete information about the file formats.

Note

    • The default information that you maintain for a SMDPARAM’ bulk client in the Bulk Clients Defaults Maintenance screen contains the defaults for all the different types of data imports – unit holder new accounts, information change, transactions, unit holder income distribution setup, standing instructions, transaction load overrides, fund prices, Unit Holder Deal uploads, broker details, check book requests, fund rules and redemption checks.
    • When the import of data is performed by the system, the validations for the imported data are performed in the same manner, as they are applicable when you set up the default information for the bulk client in the Bulk Client Defaults Maintenance screen.

5.3 Interfaces for Import Setup

After you have set up the client from whom the bulk information is being imported, you must set up the interfaces in the system that will actually drive the import according to the frequency at which it is required to run.

Note

You need to set up the following interfaces:

You can set up all the interfaces through the Interface Maintenance screen that is invoked by clicking the Interface Maintenance menu item in the Maintenance menu item of the Fund Manager component.

5.4 Import Interfaces Schedule

This section contains the following topics:

5.4.1 Scheduling Import Interfaces to be Executed

After you have set up the interfaces that will drive the import of information from an external client, you must schedule their execution, so that the imports can occur according to a pre-defined frequency, without manual intervention.

You must schedule all the three interfaces that have been set up for the import of bulk information. You can do this as follows:

Note

Initially, at the first instance when the interfaces are scheduled, they are associated with the pre-defined tasks in the Scheduler Services Task Maintenance facility. The imple­menters at the installation will perform this activity. Subsequently, the administrator at the installation would perform any change to the task.

Refer the section ‘Setting up jobs for interface-related tasks’ in this chapter to understand how to set up the jobs in the Job Maintenance screen.

5.4.2 Setting up Jobs for Interface-related Tasks

Setting up a job for the import of unit holder information

To set up a job for the import of new unit holder accounts and information change accounts,

Note

Whenever this job is executed, the system creates an event for the execution and inserts it into the event log. Now, the system is ready to perform the other imports, using this one as a trigger for the execution of all the other import as well.

Setting up a job for the import of all information other than unit holder information

To set up a job for the import of new or amended transactions, income distribution setups and standing instructions for unit holders, load overrides for transactions and fund prices for transactions, proceed in the manner described below.

Note

Typically, the import of any information other than unit holder information is performed af­ter the successful import of unit holder information. Accordingly, when the unit holder im­port job is executed, the system creates an event (‘BulkUH’) for the execution and inserts it into the event log. Now, the system is ready to perform the other imports, using this as a trigger for the execution of all the other imports.

Setting up a job for the export of records rejected during import

To set up a job for the export of records that are rejected during import, proceed in the manner described below.

Note

Typically, the import of any information other than unit holder information is performed af­ter the successful import of unit holder information. Accordingly, when both the import jobs have been executed, the system creates an event (‘FAILEDRECS’) for the execution and inserts it into the event log. All records that have failed the imports are also identified and stored in the database, for the purpose of exporting. The system is now ready to perform the export, using the completion of the two imports as a trigger for the execution of the ex­port.

Refer the Interfaces User Manual in FC-IS system for a fuller discussion of the Job Maintenance screen.

5.5 Imported Bulk Information

This section contains the following topics:

5.5.1 Processing Imported Bulk Information

After you have set up the Scheduler Services to automatically perform the upload of bulk client information, the import and processing of data will proceed according to the defined frequencies.

The import of each file containing bulk client information is given a unique Process ID. The export of rejected records corresponding to the import is likewise is given a unique Process ID. Therefore, the Process ID is unique for each file that is imported or exported.

The job that you have set up for the automatic execution of the imports will trigger processes that:

Note

The validations for the imported data are performed in the same manner, as they are ap­plicable when you set up the default information for the bulk client in the Bulk Client De­faults Maintenance screen.

5.5.2 Bulk Import Processing Workflow

After you have set up the import interfaces and scheduled the imports, the system automatically performs the import and the processing of imported information in the following sequence:

Note

Sequences 1 and 2 are performed by the execution of interface definition you have set up for the unit holder import. Sequence 4 is performed by the execution of the interface defi­nition you have set up for the non-unit holder information import. Sequence 6 is performed by the execution of the interface definition you have set up for the export of rejected re­cords.

The flow of sequences is illustrated in the following diagram:

5.6 Errors during Import or Processing of Client Informa­tion

If any error occurs during the import of unit holder information or the processing of the same, then the ‘BulkUH’ event is not raised by the system. Since this event is the trigger for all remaining bulk import processes, all subsequently scheduled imports and processing will terminate.

Errors occurring during import of bulk information or processing of the bulk interfaces could be due to:

The errors are logged into the interface error log tables. The interface log will display the success or failure of the interface process, and the detail log displays the details of the errors.

When the export of rejected records are triggered by the raising of the ‘FAILEDRECS’ events the reporting of logged errors are also triggered. The details of the errors can be obtained in an Excel worksheet for printing.

When a bulk interface process is terminated abnormally for reasons other than errors relating to imported data, the system maintains the status of the terminated processes as ‘In-process’ or ‘Running’. The End of Day process checks for the completion of these processes, and they can be cleared manually.

5.7 Bulk Account Clients Maintenance

This section contains the following topics:

5.7.1 Invoking Single Entity Maintenance Detail Screen

You can enter the record of a client for whom the bulk import facility would be used, into the system, by creating it as an entity.

You can set up a bulk client in the ‘Single Entity Maintenance Detail’ screen. You can invoke this screen by typing ‘UTDENTMN’ in the field at the top right corner of the Application tool bar and clicking on the adjoining arrow button.

To set up a bulk client, select the Bulk Client option from the option list in the Entity Type field in the General Information section, and then proceed to enter the details for the bulk client. You must specify all information such as the common information, basic information and contact details for any bulk client that you set up.

You must also capture the following additional details specifically for a bulk client:

Only those fields specific to bulk clients are detailed here.

Refer the chapter ‘Maintaining Reference Information’ of FC-IS system for a discussion of the other fields common to all entity type.

Other Information Section

Customer Interface Key

Alphanumeric, Optional

This facility is to be used if customer information from an installation of Oracle FLEXCUBE Corporate (FCC) is to be imported into the FC-IS system using the bulk interface facility, for the creation of unit holder accounts.

The customer interface key determines the level at which unit holder account creation must take place in the FC-IS system, for a given Customer Information File (CIF) in Oracle FLEXCUBE Corporate – either at CIF level or at a customer account level. Accordingly, you can indicate either of the following two options:

The FC-IS system will create corresponding unit holder accounts when the customer information is imported from FCC, according to option you exercise in this field.

Note

If you select either FCR or FCC as the Bulk Client Type, then you must specify the Cus­tomer Interface Key as mandatory information.

Bulk Client Type

Alphanumeric, Optional

Select the type of client from which information is to be imported using the bulk interface. This could be any of the following:

Online Interface

Optional

This facility is also available for imports of customer information from FCC. It allows you to control the uploading of customer information from FCC into the data stores in FC-IS.

Print Rejected Imports Report:

1 Character Maximum, Boolean, Mandatory

Select ‘Yes’ if a report consisting of a list of rejected imports along with the reason for rejection must be printed by the system. If not, select ‘No’. By default, this field contains a ’Yes’ value.

Print Successful Imports Report:

1 Character Maximum, Boolean, Mandatory

Select ‘Yes’ if a report consisting of a list of successful imports along with the other details must be printed by the system. If not, select ‘No’. By default, this field contains a ’Yes’ value.

5.8 Bulk Clients Defaults Maintenance

This section contains the following topics:

5.8.1 Maintaining Bulk Client Default Information

You can use this screen to map the default values for all information that must be applicable during bulk information import for a particular bulk client, for a particular AMC or Distributor.

For any import from any bulk client, the information specified in the hand-off file will be accepted and imported as part of the imported record, even if a specification exists in this screen for the same field or column name. Any information that is not specified in the hand-off file will be picked up from the specifications you make in this screen.

You can maintain default information for bulk imports relating to:

You can invoke this screen by clicking the Detail option under the Bulk Client Defaults menu in the Browser. Click new icon to enter the details.

5.8.2 Maintaining Default Information for Bulk Client Imports

In the Bulk Client Defaults Maintenance screen, you can maintain default information for bulk imports from a bulk client, to be applicable for a distributor institution. The specifications you make in any of the fields here, for each upload type, are accepted as the default values for the corresponding field or column name, for all bulk imports where the hand off files from the bulk client do not contain the corresponding information.

Accordingly, you must select the ID of the bulk client for whom the default information is applicable, in the Bulk Account Client Code field, and the AMC / distributor entity in the AMC / Distributor ID field.

For some of the upload types, the default information consists of fields from the corresponding maintenance in the system; therefore, the default information is very similar to a maintenance template or blueprint. For instance, when you define the defaults for fund rules import, you specify all the fund rules in the Bulk Clients Defaults screen. This is just like filling in the fund rules in the system for a new fund; validations for all fields are similar to those made in the Fund Rules screens when a new fund is entered.

The default information for each upload type is listed in this chapter; for field level information, you must refer the chapters in the user manual where the corresponding entry screen in the system is discussed.

5.8.2.1 Note on Scheme/ Cross Reference Number

The Bulk Client would wish to export, in the hand off files, a unique identifying number for each upload type that might be different from that of the Oracle FLEXCUBE generated identification. In such cases it is possible to set a reference between the Oracle FLEXCUBE identification and the unique identifying number given by the bulk client. To specify such a request, use the Scheme/Cross Reference Number field; for transaction and unit holder related data imports, and the Fund Scheme / Cross Reference Number for fund information related imports.

Effect of applying Scheme / Cross Reference Number

For example, the Credit Card Number of investors can be a uniquely identifiable value. In such cases the credit card number can be setup as an additional information and this field can be referred to here as a unique value by making it the Scheme/Cross Reference number column in the Bulk Client -AMC default maintenance. This means that when the unit holder import file upload is performed, the relevant Scheme/Cross Reference Number field will be populated with the value given in the import file.

Note

The Scheme/Cross Reference Number value should be given in the appropriate field po­sition in the import file. This is not applicable where the Scheme/Cross Reference Number is, itself, the Unit Holder ID (for transaction and unit holder related imports) or the Fund ID (for fund information related imports).

When the transaction import file upload is performed for the Bulk Client - AMC combination, the Unit Holder ID field value should contain the Scheme/Cross Reference Number value.

Note

The system will not validate for uniqueness if the same field is populated with duplicate values through the Unit Holder Additional Information Maintenance screen. It is assumed that such cross-reference numbers are populated only through import file uploads.

Scheme / Cross Reference Numbers for Transactions and Unit Holder Related Imports

Scheme / Cross Reference Number from additional information

The specification made in the scheme/cross reference number field will pertain to any one of the fields mentioned below and should be properly specified (in the relevant field position) in the import file given for unit holder new accounts. For example, if the Scheme/Cross Reference Number has been specified as the third additional information set, this information should correspond to being the AdditionalInformation3 field in the import file.

All the above fields are additional information that can be optionally set to capture additional data relating to the investor.

It is possible to set a restrictive list of values to be captured in the additional information value fields.

All additional information setup through the additional information master where the restrictive clause is not applied are considered to be free-format fields. These fields will be the candidates to be set as the scheme/cross reference numbers.

Scheme / Cross Reference Number as Unit Holder ID

If the Scheme/Cross Reference Number value is set the same as the Unit Holder ID, this means that the bulk client would supply the Unit Holder ID in all the file imports. If the Scheme/Cross Reference Number is another uniquely identifiable value then the relevant value should be specified in the import file. In such cases the system will map the Scheme/Cross Reference Number to Unit Holder ID and the transaction will be tagged to the relevant unit holder.

Scheme / Cross Reference Number as Unit Holder Reference Number

If the Scheme/Cross Reference Number value is set the same as the Unit Holder Reference Number, this means that the bulk client would supply the Unit Holder Reference Number in all the file imports. If the Scheme/Cross Reference Number is another uniquely identifiable value then the relevant value should be specified in the import file. In such cases the system will map the Scheme/Cross Reference Number to Unit Holder Reference Number and the transaction will be tagged to the relevant unit holder.

Scheme / Cross Reference Numbers for Fund Information Related Imports

For fund information related imports, the scheme / cross-reference number can be set as any of the following:

5.8.2.2 Specifying Generation of System Reference Numbers

It is required in the FC-IS system that the reference numbers be mentioned along with the unit holder new account details and the transaction details. If this option is specified, the system will generate reference numbers wherever the reference number field in the import file is empty.

5.8.2.3 Specifying Checking of Duplicates during Imports

You can choose this indicate that all the records that have duplicate Scheme/Cross Reference Number values should be rejected when the transaction or unit holder import file up-loads are performed. If this option is not chosen, the following processes would occur:

5.8.2.4 Specifying Generation of Authorized Data during Import

This option, if chosen, signifies which imported information sets would generate authorized records – fund rules, transactions, unit holder accounts, income distribution setup, standing instructions, fund price or transaction load override.

Redemption Payouts to Unit Holder Bank Accounts Only?

Optional

Check this box to indicate that, by default, it must be designated that for all unit holder accounts imported, redemption payouts are to be made to the unit holder bank account only.

5.8.2.5 Default Information for Fund Rules Imports

You can invoke the FCIS Bulk Clients Defaults (Fund Rule) Detail screen by typing ‘UTDBLKFR’ in the field at the top right corner of the Application tool bar and clicking on the adjoining arrow button.

You must maintain the following default information for fund rules imports:

Client Defaults

 

Shares Characteristics

 

General Operating Rules

 

Transaction Processing Rules

 

Income Distribution Rules

 

Fund Entity Mapping

 

Fund Level Holiday Defaults

 

Fund accounts

 

Backdating rules for fund agency branches

 

5.8.2.6 Default Information for Fund Price Imports

The only default information to be maintained for fund price import is whether authorized fund prices must be generated for the fund.

Specify this in the Generate Authorized Fund Price field. You must also specify the Fund Scheme / Cross Reference Number.

You can invoke the FCIS Bulk Clients Defaults (Fund Price) Detail screen by typing ‘UTDCDFP’ in the field at the top right corner of the Application tool bar and clicking on the adjoining arrow button.

5.8.2.7 Default Information for Income Distribution Setup Imports

You can invoke the FCIS Bulk Clients Defaults (Income Distribution Rule) screen by typing ‘UTDCDIDS’ in the field at the top right corner of the Application tool bar and clicking on the adjoining arrow button.

For income distribution setup import, you must maintain:

5.8.2.8 Default Information for Redemption Check Imports

You can invoke the FCIS Bulk Clients Defaults (Redemption Check) screen by typing ‘UTDBLKRC’ in the field at the top right corner of the Application tool bar and clicking on the adjoining arrow button.

For redemption check imports, you must maintain:

5.8.2.9 Default Information for Standing Instructions Imports

You can invoke the FCIS Bulk Clients Defaults (Standing Instruction) screen by typing ‘UTDBLKSI’ in the field at the top right corner of the Application tool bar and clicking on the adjoining arrow button.

For standing instructions imports, you must maintain:

5.8.2.10 Default Information for Transactions Imports

You can invoke the FCIS Bulk Clients Defaults (Transaction) screen by typing ‘UTDBLTXN’ in the field at the top right corner of the Application tool bar and clicking on the adjoining arrow button.

For imports of new subscription, redemption, transfer and conversion transactions, and amended transactions if indicated for the bulk client, you must maintain:

Note

If you wish to disallow upload of amended transactions for a particular client, select the ‘No’ option in the Allow Amendment field, when you are setting up the default information for the bulk client. During bulk upload of transactions from a bulk client, amended orders are not imported if disallowed in the Bulk Clients Defaults Maintenance for the bulk client, but errors are logged in respect of them.

5.8.2.11 Default Information for Transaction Load Override Imports

For load override imports, you must maintain whether authorized load override records must be generated in the system.

You can invoke the FCIS Bulk Clients Defaults (Transaction Load Override) screen by typing ‘UTDBLTLO’ in the field at the top right corner of the Application tool bar and clicking on the adjoining arrow button.

5.8.2.12 Default Information for Unit Holder Accounts Imports

You can invoke the FCIS Bulk Clients Defaults (Unit Holder) screen by typing ‘UTDBLKUH’ in the field at the top right corner of the Application tool bar and clicking on the adjoining arrow button.

For import of unit holder accounts, you must maintain:

Client Defaults

 

5.8.2.13 Choosing Template for Automatic Replication

Modifications made to a unit holder account under a CIF, through an Information Change operation, might require to be replicated to all unit holder accounts under the CIF. Oracle FLEXCUBE Investor Servicing provides the facility of configuring the system so that automatic replication could be achieved, through automatic replication templates.

For each bulk client, you can define the template to be used for automatic replication, as part of the client default information. The automatic replication template you select here is used for replication of changes made to a unit holder account through Information Change, to all unit holder accounts belonging to the CIF.

How the template is used

Any changes that have been made through Information Change, to any of the fields defined in the template, are replicated to all unit holder accounts belonging to the CIF, when the Information Change is authorized. The replication occurs at the level defined for the template – CIF level (changes made to CIF fields are replicated) or Identification Type level (changes made to Identification Type fields are replicated)

Additional Information Defaults

For the additional information defaults, the list shown is the additional information for which the valid values (restrictive list) are maintained as part of Additional Information Master Setup and Additional Information Valid Values Setup.

Other Defaults

 

5.8.2.14 Default Information for Check Book Requests Imports

For check book request imports, you must maintain whether check book requests are mandatory.

You can invoke the FCIS Bulk Clients Defaults (Cheque Book Request) screen by typing ‘UTDBLCBR’ in the field at the top right corner of the Application tool bar and clicking on the adjoining arrow button.

5.8.2.15 Default Information for Policy Transactions

You can invoke the FCIS Bulk Clients Defaults (Policy Transaction) screen by typing ‘UTDBLKPT’ in the field at the top right corner of the Application tool bar and clicking on the adjoining arrow button.

For policy transactions import, you must maintain:

5.8.3 Maintaining Default Information for Broker

You can invoke the FCIS Bulk Clients Defaults (Broker) screen by typing ‘UTDBLCBD’ in the field at the top right corner of the Application tool bar and clicking on the adjoining arrow button.

For Broker import, you must maintain:

5.8.4 Maintaining Default Information for UH Deal Upload

You can invoke the FCIS Bulk Clients Defaults (UH Deal Upload) screen by typing ‘UTDBLUHD’ in the field at the top right corner of the Application tool bar and clicking on the adjoining arrow button.

For UH deal import, you must maintain:

Only those fields in the header portion of the screen are discussed here. For the other fields, depending upon the upload type, you must refer the user manual files for the corresponding maintenance in the system.

Bulk Account Client Code

9 Characters Maximum, Alphanumeric, Mandatory

Select the bulk client for whom the bulk default information is being set up.

Once you select the Bulk Client Code, the name of the Bulk Client is displayed alongside.

AMC

6 Characters Maximum, Alphanumeric, Mandatory

Select the ID of the AMC or distributor for which this Bulk Client - AMC / Distributor combination defaults maintenance record is being setup in this screen.

Disable Bulk A/C Default Setup

1 Character Maximum, Boolean, Mandatory

You can use this option to disable the setup that you are defining in this record if its use is not imperative. If you disable the default setup for the Bulk Client - AMC / Distributor by checking this box, any of the imports for this Bulk Client -AMC / Distributor combination will not be carried out.

5.9 Bulk Clients Defaults Summary Screen

This section contains the following topics:

5.9.1 Viewing Bulk Clients Default Summary

After you have set up all the default specifications for a bulk client, you must have another user authorize the defaults so that they would be effective in the system database.

Before the default specifications are authorized, you can edit them as many times as necessary. You can also delete a default specification for a bulk client before it is authorized.

After authorization, you can only make changes to any of the specifications through an amendment.

The Bulk Client Summary screen can be used for the following operations on bulk client default specifications:

To invoke the Bulk Client Default Find screen, click on Summary under the Bulk Client Defaults menu in the Browser.

You can invoke the FCIS Bulk Clients Defaults (Broker) Summary screen by typing ‘UTSENTMN’ in the field at the top right corner of the Application tool bar and clicking on the adjoining arrow button.

5.9.2 Retrieving Default Specifications Record for Bulk Client

To retrieve a previously entered default specifications record for a bulk client:

Note

You can also retrieve an individual bulk client detail from the Detail screen by doing query in the following manner:

Example

You can search the record for Bulk Account Client code by using the combination of % and alphanumeric value.

5.9.3 Editing Bulk Client Details

You can modify the details of the bulk client details that you have already entered into the system, provided it has not been subsequently authorized. You can perform this operation as follows:

5.9.4 Viewing Bulk Client Details

To view the bulk client details that you have previously entered:

5.9.5 Deleting Bulk Client Details

You can delete only unauthorized records in the system. To delete a bulk client record:

5.9.6 Authorizing Bulk Client Details Records

An unauthorized bulk client record must be authorized in the system for it to be processed. To authorize a bulk client record:

When the checker authorizes an bulk client record, details of validations, if any, that were overridden by the maker of the record during the Save operation, are displayed. If any of these overrides results in an error, the checker must reject the bulk client record.

5.9.7 Amending Bulk Client Records

After a bulk client is authorized, it can be modified using the Unlock operation from Action list. To make changes to a bulk client record after authorization, you must invoke the Unlock operation which is termed as Amend Operation.

5.9.8 Authorizing Amended Bulk Client Details

An amended bulk client record must be authorized for the amendment to be made effective in the system.

The process of authorization is the same as that of normal authorization process.

5.9.9 Copying Attributes

If you want to create a bulk client record having the same attributes of an existing record: