Dear Lloyd's Agent,
The Annual Information Capture (AIC) exercise is upon us once again. This year you will notice a major overhaul has been made to the portal, making it easier for users to update their details. Further guidance in this regard can be located below.
A gentle reminder, Lloyd’s Agents have a responsibility to ensure that all their operational information/data (for 2024) that is held on the Agency Portal is up to date.
We are providing a one-month window to ensure that ALLLloyd’s Agents have sufficient notice and time to complete this exercise, in advance of the deadline of 30 November 2024.
New and improved Agency Portal
You will notice, on accessing the Agency Portal this year, a number of changes in relation to appearance and data held have changed and/or have been removed. This is ultimately to make the user experience for you the Lloyds Agent, in navigating the Agency Portal, both easier and quicker.
The Global Marine Services & Broker Oversight team, along with our Project and Group Technology colleagues within Lloyd’s, spent the summer reviewing the Agency Portal. We undertook an analysis of all the data that is held on the Portal and challenged ourselves as to what information is still considered to be business critical and what information is no longer required.
Following the review, a number of fields in the Details tab have been removed and or altered, e.g. the information on key staff within your appointment who have completed certain Lloyd’s Agency training programmes is greyed out, including the external surveyor section. Updates in relation to these sections are to be made directly in the Staff & Skills tab which will then automatically feed through to the Details tab.
The most significant change you will notice is that we have reduced the number of tabs required to be updated by removing the Financials tab and the Professional Indemnity tab. These have been replaced by a Compliance tab which highlights Green, Amber or Red.
Going forward, all Lloyd’s Agent Managers, as part of their annual review of their pages on the Agency Portal, will be required to ‘attest/certify’ their own data on the Agency Portal - once they have made all updates (as part of the annual exercise). Please do not attest or certify data if you are still working on or making changes to the data. Please only attest/certify once all updates have been completed.
- An Amber coloured tabindicates that the review window is now open and that you are required to make updates (within the window).
- A Green coloured tabindicates that you have made your updates and certified your data and the team in London has approved the changes.
- A Red coloured tab indicates that you have missed the deadline window and are required to make the updates on your Agency Portal without any further delay.
Actions required by you
- Agency Portal tab reviews and updates
Please carefully review the content of each of the tabs.
In relation to the LLI section in the Operational Activities tab, please ensure that you answer these questions keeping your Lloyd’s Sub Agent appointments that you are responsible for in mind, therefore, should you not host or manage AIS on behalf of LLI but your Sub Agents do, then the AIS tick box needs to be ticked, the same goes for Ship movement reporting. In relation to casualty reporting, all Lloyd’s Agents should have this box ticked as all Lloyd’s Agents, be they port based or land based are required to provide casualty reporting to LLI.
- GDPR and Trigger Event requirements
In order to adhere to GDPR, Compliance and Lloyd’s Data Governance requirements, please ensure that the following are reviewed and updated:
- In the Staff and Skills tab, please ensure that the board of directors/company directors are included as well as the key staff whom carry out the daily operations (both internal and external). NB Please ensure that full legal names are used for all staff and beneficial owners.
- Please ensure individuals who are no longer employed / contracted are removed. To do this, please tick the Gone Away box on their respective records in the Staff & Skills tab.
Once the amendments have been saved the Global Marine Services & Broker Oversight team will endeavour to approve them as quickly and efficiently as possible.
It is the responsibility of each Lloyd’s Agent to ensure that the data held on your appointment’s Agency Portal pages is accurate and correct, therefore, once amendments have been approved please recheck that you are happy with your updates.
Any questions? Guidance notes have been made available to you via the Noticeboard and for additional support please contact the team via email lloyds-agency-network@lloyds.com.
Many thanks in advance for your kind engagement with this exercise and please ensure you meet the deadline of 30 November.
