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Data Entry Errors

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When it comes to data entry, accuracy as well as speed are equally important. Staff are under pressure to get tasks done quickly, and with that pressure, more errors are likely to occur.

Data in XPLAN is used to provide insight for the adviser, and they use this data to make decisions which  forms a basis of the advice they provide to their client. If the accuracy of the data is low, the insight will be lacking, influencing the advice they provide.

The simplest error when entering client data into XPLAN can lead to further problems when modelling or producing advice documents for your client.

Here is an example of the impact a simple error can have when  producing advice

What happened:

Bob and Mary are new client's of XYZ Financial Planning and are seeking advice on their insurance needs. They completed a fact find, and when the initial data was entered into XPLAN the employment details were entered incorrectly. The occupation and salary for Bob were entered under Mary's employment details, and Mary's occupation and salary were entered under Bob's employment details.

The impact:

When their adviser completed the recommendations in XPLAN's Risk Researcher module, the premium is calculated incorrectly for Bob and Mary as the occupation were not entered correctly. The occupation has a huge impact on how the insurance premium is calculated. Not only this, but any income protection cover amount will also be incorrect as their salaries were also entered incorrectly. The income  protection is based on a percentage of the client's salary and if these details are not entered into XPLAN correctly, the recommendations will not meet the client's needs.

Summary:

Whilst the client's occupation and salary only equate to 2 fields in XPLAN, the impact this data has on modelling in XPLAN is detrimental to the final advice being provided.

How accurate data entry can benefit your practice

1. Reduces operation expenses - confidence in the accuracy of data reduces time Paraplanners and/or Advisers may spend reviewing the data before modelling and producing advice documents.

2. Meets the 'Know Your Client' rule - which is a requirement for Advisers to meet to ensure their advice is suitable for the client.

3. Data Integrity - provides confidence with your client's when providing them with an Advice Document that you've accurately captured their details.

4. Report Accuracy - provides confidence reports generated will be accurate first time and reduce time cross checking data.

5. Real Time Integration - enables the adviser to draw on facts and figures that are up to date to support their advice, instead of having to wait for days until its ready.

6. Improves the overall business efficiency and operational profits.

What you can do to reduce data entry errors

In reality, there is no full proof way to eliminate data entry errors altogether, but there are things you can do to minimise the risk:

1. Double check the data before you save it - reviewing your work will help to maintain accuracy.

2. Comfortable work space - errors occur more often when your concentration levels are low. Ensure your desk is set up with proper lighting, low background noise, your chair is at the correct height for your desk and your keyboard is directly in front of you. Download the Ergonomic guide to computer based workstations which has been developed by Workplace Health and Safety Queensland for more information.

3. Know your keyboard and learn short cuts, such as Ctrl + C for copy or Ctrl + V for paste, to make your job easier and become more time efficient.

4. Determine where majority of the errors occur in your practice. Is it the actual data itself, is it hard to interpret or is there an element of human error. When you've identified where the majority of errors occur, you can start working on a solution.

5. Client Online Access - if you haven't already looked into this, this is a great tool that allows client's to update their own details as their situation changes and feeds back into XPLAN.

Jaclyn BazinEnzumo