Whitepaper E Kyc By Inflow

White paper: e-KYC [email protected]

7/28/2011 786.488.6383

e-KYC Know Your Customer

Workflow Process

eeee----KYCKYCKYCKYC


2

Document Contents:

1. WHAT IS e-KYC? ................................................................................................................................ 4

2. USER ROLES ....................................................................................................................................... 4

3. INCLUDED WORKFLOW ..................................................................................................................... 4

4. FUNCTIONAL SCOPE .......................................................................................................................... 4

4.1. e-KYC Home page with integrated search and results .................................................................. 4

4.2. e-KYC Forms .................................................................................................................................. 5

4.2.1. CIP Form for Individuals ............................................................................................................ 5

4.2.2. CIP Form for Corporations ........................................................................................................ 5

4.2.3. Account Profile Form ................................................................................................................ 5

4.3. e-KYC Form Features ..................................................................................................................... 5

4.4. e-KYC Form Expiration Alerts ........................................................................................................ 5

4.5. e-KYC Reports ................................................................................................................................ 6

4.6. e-KYC Master Fields ...................................................................................................................... 6

4.7. Risk Rating Management .............................................................................................................. 6

5. START USING e-KYC ........................................................................................................................... 7

5.1. MAIN MENU BAR .......................................................................................................................... 7

5.2. e-KYC ICONS DESCRIPTION ........................................................................................................... 8

5.3. e-KYC BUTTONS DESCRIPTION ...................................................................................................... 9

6. e-KYC FUNCTIONS IN DEEP ............................................................................................................. 10

6.1. HOME .......................................................................................................................................... 10

6.2. CREATE NEW ACCOUNT PROFILE ................................................................................................ 11

6.3. ACCOUNT PROFILE HEADER ........................................................................................................ 11

6.4. ATTACHED FILES .......................................................................................................................... 14

6.5. FORM HISTORY............................................................................................................................ 15

6.6. CREATE NEW INDVIDUAL PROFILE .............................................................................................. 16

6.7. INDIVIDUAL PROFILE HEADER ..................................................................................................... 16



3

6.8. ATTACHED FILES & FORM HISTORY ............................................................................................ 20

6.9. CREATE NEW CORPORATION PROFILE ........................................................................................ 20

6.10. CORPORATIONS PROFILE HEADER .......................................................................................... 21

6.11. ATTACHED FILES & FORM HISTORY ........................................................................................ 26

7. COMPLIANCE SEARCH (e-KYC) ........................................................................................................ 27

8. DASHBOARD .................................................................................................................................... 28

9. REASSIGN ........................................................................................................................................ 29

10. ADMINISTRATION ....................................................................................................................... 29

10.1. ADMINISTRATION VIDEOS ...................................................................................................... 30

11. REPORTS ...................................................................................................................................... 31

11.1. Account Information ............................................................................................................... 31

11.2. Customer Information individuals .......................................................................................... 31

11.3. Customer Relationship individuals .......................................................................................... 31

11.4. Related parties ........................................................................................................................ 31



4

1. WHAT IS e-KYC?

1. e-KYC is a custom solution designed to support all the functional services and structure of the

Forms used by Compliance Area at any Financial Company.

2. e-KYC is a set of electronically forms designed for improve the information gathering process for

the workflow of Compliance Area.

3. e-KYC is a solution that allows to users track the approval process, risk changes and history for

each individual, corporation or account.

2. USER ROLES

The user roles included on the e-KYC Solution are the Following:

ROLE NAME DESCRIPTION

DATA ENTRY USER ASSIGNED TO THIS ROLE CAN CREATE AND SUBMIT FORMS

FOR APPROVAL PROCESS

CONTENT APPROVER – FINANCIAL

CONSULTANT

USER ASSIGNED TO THIS ROLE CAN CREATE, EDIT AND SUBMIT

FORMS FOR APPROVAL PROCESS

MANAGER USER ASSIGNED TO THIS ROLE CAN CREATE, EDIT, SUBMIT AND

APPROVE FORMS

FORM READERS USER ASSIGNED TO THIS ROLE CAN READ FORMS

ADMINISTRATOR

USER ASSIGNED TO THIS ROLE CAN CREATE, EDIT FORMS,

APPROVE FORMS, ADD ITEMS TO MASTR LISTS, CHANGE RISKS

DEFINITION AND CHANGE FORM FIELDS

3. INCLUDED WORKFLOW

The e-KYC Solution includes an approval workflow that allows to each role set workflow changes

and comments for each individual profile, corporation profile or account profile included.

4. FUNCTIONAL SCOPE

This section enumerates the main functions that user will perceive on the e-KYC Solution, in the

following sections this document will detail each of the following utilities:

4.1. e-KYC Home page with integrated search and results

e-KYC Home Page presents a search text box that will be used to search on the complete database.

The results are filtered based on the typed text and present the details link to get access into the

individual, corporation or account.



5

4.2. e-KYC Forms

4.2.1. CIP Form for Individuals

The CIP Forms for individuals include the functionality to register the following roles:

♦ Primary Account Holder

♦ Secondary Account Holder

♦ Authorized Signer

♦ P.O.A.

♦ Shareholder / Owner

4.2.2. CIP Form for Corporations

The CIP Forms for Corporations include the functionality to register the following roles:

♦ Primary Acc. Holder

♦ Secondary Acc. Holder

♦ Authorized Signer

♦ P.O.A.

♦ Shareholder / Owner

4.2.3. Account Profile Form

The account profile saves the relationship between roles individuals, corporations and accounts.

This Form also include a link to the details of all related individual or corporate and also allows

to users print an complete e-KYC based on the relationships registered on the account.

4.3. e-KYC Form Features

All the forms present the following features:

♦ Based on the role selection the form will ask to user the specific fields required for the

selected role to correctly fill the form with the relevant information.

♦ Forms include a Related Parties Section where users can find a link to each related

accounts, individuals or corporation related.

♦ Forms include the following form views for each item on database: Add New Item, Edit

Item, View Only Item and Print View.

♦ The Add New Item and Edit Item form includes an automatic calculation of risk rating for

the item based on the field’s values selection. This risk rating could be manually edited

by a user assigned to the Compliance Officer or Administrator roles.

4.4. e-KYC Form Expiration Alerts

The solution includes an automated service that identifies forms that are expired and need to be

updated. The automated service could be setup to define the time period for these expiration



6

periods.

4.5. e-KYC Reports

The solution offers 4 different reports:

♦ Account Information

♦ Related Parties

♦ Customer Relationship Individuals

♦ Customer Information-Individuals

For all reports the “export to spreadsheet” function is available.

4.6. e-KYC Master Fields

The Compliance Site Solution includes the definition of master lists for every field set as Dropdown.

These feature offers to the users members of the Administrators Role add, edit or remove items

from master lists.

4.7. Risk Rating Management

The Compliance Site Solution includes the feature to manage the risk for fields marked as Risk

indicators. This feature offer to user add, edit or remove risk levels to fields that are set as “Risk

Changer



7

5. START USING e-KYC

5.1. MAIN MENU BAR

The following table describes each of the tools that can be found on Menu bar

Button Image Tool Name Description

Home

Main Page where the user can search any

account, to create a new account , to

create new individual or corporation

Dashboard

Page where the user can find lists of

individuals, corporations or accounts

filtered by status or assignment

Button Image Tool Name Description

Reassign Page where the user can reassign an

account selected to another user



8

Global user Reassign

Page where the user can replace a

selected user to another user for all forms

included.

Administration

Page where the users assigned to

administrator role can add items or delete

items of the master’s lists, add new fields

to forms, set orders and change field’s

parameters.

Reports

Page where the user can find the e-KYC

reports: Accounts Information, Related

Parties, Relationship of Individuals and

Information of Individuals.

Recycle Bin Recover Deleted Items.

All Site Content Displays all sites, lists, and libraries in this site.

5.2. e-KYC ICONS DESCRIPTION

The following table describes each icon that can be found on the e-KYC Forms:

Icon Image Tool Name Description

Help When a user over mouse on it helps to

understand more about the field

Risk Low It indicates that the selected item on a dropdown

field has a low risk

Risk Medium It indicates that the selected item on a dropdown

field has a medium risk



9

Risk High It indicates that the selected item on a dropdown

field has a high risk

Attach Documents It indicates that the selected field allows

attaching a file to form in progress.

Status validation

This icon can be found on results tables. This icon

corresponds to the state Waiting for user

validation or approval.

Status Approved This icon can be found on results tables. This icon

corresponds to the state Account approved

Details

This icon can be found on results tables. This icon

corresponds to the link where the user can find

details about account, individual or corporate

information.

Form Risk

This icon can be found on the header of each

form. This icon Is automatically calculated based

on the highest risk from all form fields.

5.3. e-KYC BUTTONS DESCRIPTION

The following table describes each button that can be found on the e-KYC Forms:

Button Image Button Name Description

Back to Home

Clicking this button returns to the

main page.

Button Image Button Name Description

Save as Draft

Clicking this button saves a copy of

the form as draft.

Send to Approval

Process

Clicking this button the form will be

sending to the next stage on

workflow and will be available for

approval.

Approve

Clicking this button the user accepts

as satisfactory the registered

information.



10

6. e-KYC FUNCTIONS IN DEEP

6.1. HOME

Home page is the landing page of e-KYC Solution. To reach this page user can go to the menu and

click to HOME. On this page the user can search any account or to create a new account, individual

or corporation according with the following screen.

Option Name Description

Create New Account Profile New form where the user can put information

about the new account

Create New Individual Profile New form where the user can put information

about the new Individual

Create New Corporation Profile New form where the user can put information

about the new corporation

Compliance Search Where the user can search any customer

information by ID or Name.



11

6.2. CREATE NEW ACCOUNT PROFILE

If you want to create a new account profile you need to click in the icon

named as “Create New Account Profile” and complete account form.

6.3. ACCOUNT PROFILE HEADER

User can find on the header section the following items:

The Following illustration shows the user form interface for the general information Tab:

Form Title Form Risk Level & Icon

Form PEP Icon Section General

Information

Tab

Attached

Files Tab

Form

History Tab



12



13

The Following table shows the fields details for the Account Profile Form:

Section Description

Account Classification

Information about account classification:

• Title Field: The user can select title field (Certificate of Good

Standing, Partnership Registry Certificate, Gov.-Stamped

Memorandum & Art. Inc., Other gov.t-issued doc. Or Certificate

of Incorporation)

• Group: Obligatory field .The user can select the account group, it

means if the account is individual or corporation.

• Designation: Obligatory field. *Domestic* if customer is either a

US Citizen or a US permanent Resident otherwise select

*international*

• Class: Obligatory field. Select Type or Class for the account.

• Account Type: Obligatory field. Users can select account type

between Advisory or Brokerage (Advisory Account is the advisory

service for investors interested in establishing portfolios tailored

to their needs and preferences). (A Brokerage account is the

traditional account which provides our customers convenient

access to global financial markets).

Account Activity

Profile

This section saves the information about finance profile. Users can

indicate the estimated incoming and outgoing activity per year, the

expected size of the account within the next 3 years, country of

origin of expected incoming activity and country of destination of

expected outgoing activity.

Financial Information

This section saves the financial details for the account. The form

requires financial statements, bank statements, tax declaration and

customer related accounts that will be used to send and receive

funds or assets.

Related Parties

This section set the account relationship with its primary account

holders, secondary account holders, P.O.A., Authorized signers or

Shareholder. Users can search individuals or corporations from

database o directly create a new one to add to this account.

Comments

Describe briefly expected activity, purpose of this account and any

other information the user considers relevant to be registered as

part of this form.



14

6.4. ATTACHED FILES


The following illustration shows the user interface for the Attached Files Tab:



Information

Tab

Attached

Files Tab

Form

History Tab

Account Number &

Name

Form Risk Level & Icon Form PEP Icon Section

Expired Icon

Section

File Selection

File Description

and Comments Upload

Attached Files History Table

File Version

History

Open file Button



15

6.5. FORM HISTORY


The following illustration shows the user interface for the Form History Tab:



Information

Tab Attached

Files Tab

Form

History Tab

Approval History Table

Modification History Table

Click on Version No. link to open a read form of this



16

6.6. CREATE NEW INDVIDUAL PROFILE

Users can create a new individual profile clicking on the icon named as

“Create New Individual Profile” and complete Individuals form.

6.7. INDIVIDUAL PROFILE HEADER


The following illustrations show the user interface for the General Information Tab:

Form Title & Form Status Form Type Form Risk Level & Icon


Information Tab Attached

Files Tab

Form

History Tab



17



18



19

The Following table shows the fields details for the Individuals Profile Form:

Field Description Primary

Acc. Holder

Secondary

Acc. Holder

Authorized

Signer P.O.A.

Shareholder

/ Owner

Role within

the Account

The CIP Forms for

individuals include the

functionality to register

the following Sub-types:

• Primary Acc. Holder

• Secondary Acc. Holder

• Authorized Signer

• P.O.A.

• Shareholder / Owner

Apply Apply Apply Apply Apply

CIP

Information

Personal information

Details Section.

When the user places the

country of the individual

automatic the system

applies the risk that

corresponds. Risk icon is

showed at right side of the

field


Additional

Personal

Information

Complementary personal

information like, country

of birth, nationality,

country of residence and

phone numbers.

Here also when the user

selects the country of birth

automatically the system

applies the risk that



field

Apply Apply Apply Apply

Apply only

Country of

Birth

Mailing

Address

Information of the

individual official mailing

address.

Apply Apply Apply Apply Doesn’t

apply


Acc. Holder

Secondary

Acc. Holder

Authorized

Signer P.O.A.

Shareholder

/ Owner



20

Occupation Individual’s occupational

history and details Apply Apply Apply

Does

n’t

apply

Doesn’t

apply

Verification

In this section, the user

validates the individual

status and verification

requirements starting at

the Office of Foreign Asset

Control's (OFAC)


PEP

This field asks if the

individual or its family is

or has been a Senior

Foreign political Figure or

Politically exposed person


Financial

Information

Individual financial

information details

section. The form

requires annual income ,

Proof of Income, Source

of Funds ETC.

Apply Apply Apply

Does

n’t

apply

Doesn’t

apply

Account

Information

Section to Add more

individual’s accounts

held at another financial

institutions


Comments

Describe briefly

expected activity,

purpose of this

individual and any other

information the user

considers relevant. This

section also allows to

attach documents


6.8. ATTACHED FILES & FORM HISTORY

The functions allowed on these tabs are the same to the account profile form. To see details

please refers to sections 6.4 and 6.5 on this document.

6.9. CREATE NEW CORPORATION PROFILE

Users can create a new corporation profile clicking on the icon named as

“Create New Corporation Profile” and complete Corporations form.



21

6.10. CORPORATIONS PROFILE HEADER


The following illustrations show the user interface for the General Information Tab:

Form Title & Form Status Form Type Form Risk Level & Icon


Information Tab Attached

Files Tab

Form

History Tab



22



23



24

The Following table shows the fields details for the Corporations Profile Form:


Acc. Holder

Secondary

Acc. Holder

Authorized

Signer

P.O.A.

Shareholder

/ Owner

Role within

the Account

The CIP Forms for corporation

include the functionality to

register the following

Relationships:

• Primary Acc. Holder

• Secondary Acc. Holder

• Authorized Signer

• P.O.A.

• Shareholder / Owner



Acc. Holder

Secondary

Acc. Holder

Authorized

Signer

P.O.A.

Shareholder

/ Owner



25

CIP

Information

Basic information about the

corporation.

When the user selects the

country automatically the

system applies the risk that



field.

This Section Also includes a

sub section to register the

official legal address and

multiple mailing addresses for

the company


Contact

Information

This is additional Corporation

information, contact person,

website or email.

Apply Apply Apply Apply

Apply only

contact

person

Verification

In this section, the user

validates the individual status

and verification requirements

starting at the Office of

Foreign Asset Control's

(OFAC).

This section also allows to

users to upload multiple

financial documents like

statements, tax declarations

reference letters or additional

financial support documents


Ownership

This section allows registering

the actual control over

property in the company.

Apply Apply Apply Apply Doesn’t

apply

PEP

This field asks if the

corporation is controlled by

or has been by a Senior

Foreign political Figure or

Politically exposed person



Acc. Holder

Secondary

Acc. Holder

Authorized

Signer

P.O.A.

Shareholder

/ Owner



26

Line Of

Business &

Financial

Info

This sections save the

Business details and financial

information. The section

requires line of business, # of

employees, gross sales,

annual income, Source of

Funds.

Apply Apply Apply

Does

n’t

apply

Doesn’t

apply

Account

Information

Section to show corporation’s

accounts registered on the e-

KYC solution.


Related

Parties

This section allows to users to

relate individuals or

corporations as related

parties of this corporations.

Users can search by id or

name and also is possible to

create a new individual or

corporation on this form and

directly relating to the actual

corporation.


Comments

Describe briefly expected

activity, purpose of this

individual and any other

information the user

considers relevant. This

section also allows

attaching documents.


6.11. ATTACHED FILES & FORM HISTORY

The functions allowed on these tabs are the same to the account profile form. To see details

please refers to sections 6.4 and 6.5 on this document.



27

7. COMPLIANCE SEARCH (e-KYC)

The main page presents a search text box that allows users searching on the complete database. The

results are filtered based on the text and it is present the details link to get access into the CIP or

Accounts Forms.

The search can be by ID or Name; Results will depend of the user search input. The following illustration

shows the user interface:

Icon for Risk Level Form Print View

View or to edit

information in the

form



28

8. DASHBOARD

Dashboard is a powerful lead collection and management tool. Here the user can see its pending forms,

pending approvals, Expired forms, about to expire forms, forms created by user, forms approved,

rejected forms, form drafts, or accounts pending for number assignment:

The following illustration shows the user interface:



29

9. REASSIGN

In this page the user can change an assignment of the account to a different user. The following

illustration shows the user interface:

10. ADMINISTRATION

These sets of functions are allowed to users that are members of administrator role. In this section users

can:

♦ Add, edit or delete items from any master list (dropdown lists).

♦ Change forms configurations like new sections, add fields or change fields order

♦ Change field’s configuration like help texts, risk change or mandatory fields.

Without interference of the programing or design team.

FANNY

Search the

account that you

want to reassign

to another user

Select user that

you want to

re-assign

Select account

that you want to

reassign to

another user



30

To easily identify the configuration lists users can browse on the administration list menu to identify the

objective and content of each list. The following illustration shows a sample of the administration

section:

10.1. ADMINISTRATION VIDEOS

The main features of this administration section are deeply explained on the

administration videos section. This videos are included as part of the administration

section below the configuration and master lists. The videos include main functions like:

♦ Create a new Drop Down Menu

♦ Add a new dropdown field to forms

♦ Add new simple fields (text, check or multiple text lines) to forms.

♦ Change Field Parameters like help text, order or risk.

♦ Add new items to master lists

Configuration or

Master List Name

Configuration or

Master List Description



31

11. REPORTS

This section presents the Reports and its description in Alphabetical order:

11.1. Account Information

Obtain general account information of the customers such as principal, risk, geography,

class, country Origin, group, Account Type and country destination. The user can filter the

parameters depending on the information that it needs in the report. All the reports can

be exported to several formats: XML, CSV, PDF, MHTML, XLS, TIFF, DOC.

11.2. Customer Information individuals

This report presents a summary of the individual’s information and the accounts where is

related. The information can be filtering by the same fields that the account information

report.

11.3. Customer Relationship individuals

This report is a list of the customers by role. It is used primarily for identifying individual

record and the role on the account.

11.4. Related parties

Report that helps to identify the members of every account, Here the user can review

corporations related with different applicable accounts.