markus41/plugins/lobbi-insurance-domain/skills/producer-portal

Producer Portal Specification

Design the feature specification and integration requirements for an insurance agency producer portal — a self-service interface where independent agents, captive sub-agents, or CSRs can submit business, manage existing accounts, access documents, and track commissions without requiring staff intervention.

Portal User Types and Access Levels

Define who accesses the portal and what they can do.

| User Type | Description | Access Level | |-----------|-------------|-------------| | Principal Agent | Agency owner or partner | Full access including commission reports | | Sub-Agent / Producer | Individual licensed producer | Own book of business only; no commission admin | | Customer Service Representative (CSR) | Agency staff handling accounts | Full account access; no commission reports unless granted | | Agency Administrator | Manages portal users, not licensed | User management; no submission access | | Read-Only | Compliance, accounting review | View and export only; no edit access |

---

Feature 1: Authentication and Access Control

Authentication requirements:

• Email and password (minimum: 12-character, complexity enforced)
• Multi-factor authentication (MFA) required for all users — TOTP (Google Authenticator) or SMS OTP
• MFA enrollment required on first login; cannot be bypassed
• Single Sign-On (SSO): support SAML 2.0 or OIDC if agency uses O365 or Google Workspace
• Password reset: self-service via verified email link (expire after 60 minutes)
• Failed login lockout: 5 consecutive failures → account locked → admin unlock or 30-minute auto-unlock
• Session management:
  • Session timeout: 30 minutes of inactivity
  • Absolute session limit: 8 hours regardless of activity
  • Single session per user (second login invalidates first — or allow with notification)

Role-based access control:

| Feature / Data | Principal Agent | Sub-Agent | CSR | Admin | Read-Only | |---------------|:-:|:-:|:-:|:-:|:-:| | View own accounts | ✓ | ✓ | ✓ | — | ✓ | | View all agency accounts | ✓ | — | ✓ | — | ✓ | | Submit new business | ✓ | ✓ | ✓ | — | — | | Bind policies | ✓ | Within authority | Within authority | — | — | | Request endorsements | ✓ | ✓ | ✓ | — | — | | Download policy documents | ✓ | Own clients | ✓ | — | ✓ | | View commission reports | ✓ | Own only | — | — | ✓ (read) | | Manage portal users | ✓ | — | — | ✓ | — | | Export data | ✓ | — | ✓ (limited) | — | ✓ |

---

Feature 2: New Business Submission

Submission flow:

1. Producer selects LOB from supported lines menu
2. System loads intake form for selected LOB (ACORD-mapped fields)
3. Producer completes applicant, risk, coverage, and prior insurance sections
4. Document upload (prior dec page, loss runs, MVR authorization, photos)
5. Submission validation:
   • Required fields complete
   • Date fields valid
   • Policy number format validates (if transferred)
   • File types accepted (PDF, JPG, PNG — max 25MB per file, 100MB per submission)
6. Producer certifies accuracy and submits
7. Submission ID generated and displayed; confirmation email sent to producer
8. Submission routed to agency underwriting or carrier per workflow rules

Submission tracking dashboard:

| Column | Description | |--------|-------------| | Submission ID | Unique identifier; click to view detail | | Insured name | | | LOB | | | Submitted date | | | Status | Pending / In Review / Quoted / Bound / Declined / Withdrawn | | Assigned to | Agency UW or carrier contact handling the submission | | Target response date | Based on SLA for this LOB | | Actions | View / Download quote / Bind / Message |

Notifications sent to producer:

• Submission received (immediate)
• Submission assigned (when underwriter picks it up)
• Quote ready (with quote document attachment)
• Bind confirmation
• Declination (with declination reason)
• Additional information requested (with specific items needed)

---

Feature 3: Policy Management

Policy search:

• Search by: insured name, policy number, VIN/property address, effective date range, LOB
• Results table: insured name, policy #, LOB, carrier, effective date, expiration date, premium, status

Policy detail view:

| Section | Data Displayed | |---------|---------------| | Policy header | Policy number, carrier, effective date, expiration date, status | | Insured | Named insured(s), mailing address, contact | | Coverage summary | LOB, limits, deductibles, endorsements | | Billing | Premium, payment plan, next due date, balance | | Documents | All documents for this policy (click to download) | | Claims | Open claims linked to this policy | | History | Policy history (prior terms, endorsements, renewals) |

Policy actions (based on user role and policy status):

| Action | Available When | Process | |--------|---------------|---------| | Request endorsement | Policy active | Opens endorsement request form | | Request cancellation | Policy active | Opens cancellation request form; routes to agency for processing | | Order certificate of insurance | Policy active | Certificate request form; auto-issued for standard additional interests or routed to CSR | | Download declarations page | Always | Immediate download from document management system | | View billing | Always | Links to carrier billing or agency billing system | | Report a claim | Policy active | FNOL intake form (or link to carrier FNOL if direct-report) |

---

Feature 4: Document Library

Document categories available:

| Category | Access | Download Format | |---------|--------|----------------| | Policy documents (current term) | By policy — role-based | PDF | | Policy documents (prior terms) | By policy — role-based | PDF | | Certificates of insurance | By policy — CSR and above | PDF | | Endorsements | By policy | PDF | | Billing statements | By policy — principal and CSR | PDF | | ACORD forms (blank) | All users | PDF | | Agency marketing materials | All users | PDF |

Upload capability (for CSRs and principals):

• Upload supporting documents to a policy record (signed forms, correspondence)
• File type and size validation
• Document indexed to policy number and document type for searchability
• Uploaded documents visible to all agency staff with access to the account

---

Feature 5: Commission Dashboard

Access: Principal Agent and Read-Only (full); Sub-Agent (own commissions only)

Commission summary view:

| Metric | Period Options | |--------|---------------| | Gross written premium | Current month / YTD / Last 12 months | | Earned commission | Current month / YTD / Last 12 months | | Expected future commissions | Based on in-force policies | | Commission by carrier | Breakdown by carrier | | Commission by LOB | Breakdown by line of business | | Commission by producer | Breakdown by sub-agent (principal view only) |

Commission detail table:

| Column | Description | |--------|-------------| | Policy number | | | Insured name | | | LOB | | | Carrier | | | Effective date | | | Premium | | | Commission rate | | | Commission amount | | | Payment status | Paid / Pending / Disputed | | Payment date | |

Payment schedule:

• Display next expected payment date
• History of past payments with reconciliation detail
• Downloadable commission statements (PDF and CSV) for accounting

Commission dispute submission:

• Flag individual commission line items as disputed
• Enter dispute reason and expected amount
• Routed to agency accounting for resolution
• Status tracking (submitted / under review / resolved)

---

Feature 6: Notifications and Communication

Notification preferences (configurable per user):

| Event | In-Portal | Email | SMS (optional) | |-------|:---------:|:-----:|:--------------:| | New submission status change | ✓ | ✓ | — | | Quote ready | ✓ | ✓ | ✓ | | Policy renewal approaching (90/60/30 days) | ✓ | ✓ | — | | Policy expiring in 7 days (unrenewed) | ✓ | ✓ | ✓ | | New document available | ✓ | ✓ | — | | Commission payment posted | ✓ | ✓ | — |

Secure messaging:

• Message thread per policy or submission
• Producer ↔ agency staff only (not carrier direct)
• All messages stored; audit trail maintained
• Unread message count displayed in portal header
• Email notification for new messages (configurable)

---

Agency Management System Integration Requirements

The portal must integrate with the agency's AMS (Applied EPIC, Vertafore AMS360, HawkSoft, or custom).

| Integration Point | Data Flow | Sync Frequency | Method | |------------------|-----------|----------------|--------| | Policy data | AMS → Portal | Real-time or hourly pull | API or database view | | Client records | AMS → Portal | Real-time or hourly pull | API | | Commission data | AMS → Portal | Daily | API or SFTP file | | Document storage | Portal → AMS | On upload | API | | Submission intake | Portal → AMS | On submission | API or email-to-AMS | | Endorsement requests | Portal → AMS | On submission | API or task creation |

Authentication integration:

If the agency uses AMS login credentials, implement SSO so producers use one set of credentials for both the AMS and the portal.

---

Output Format

Deliver two artifacts:

1. Portal Feature Specification — Full feature list with user story format (as a [user type], I can [action] so that [benefit]) and acceptance criteria for each feature

2. AMS Integration Requirements — Integration point table with field mappings, sync frequency, connection method, error handling, and data validation rules