Getting Started with ProLinkAIM
Welcome to ProLinkAIM! Refer to this guide during the implementation process to understand the setup and configuration you'll need to address before going live with the application.
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Identify the system administrator who will be responsible for maintaining security roles for users.
Determine and set up the security roles needed for your organization.
Security roles are composed of role privileges that determine the access a user will have to specific deals and screens within the application.
Assign the appropriate security role to each user.
The assigned role allows the user access to the screen she will need to perform every day and periodic tasks.
Assign the startup screen that users with that role will see when they first log into the application.
Verify the picklists set up during data migration, and create new non-system picklists, if needed.
Picklists are fields with a variety of values displayed in a drop-down list.
Determine what custom data views may need to be created to support your organization's current processes.
Data views are ad-hoc reports that can report specific data points across the entire portfolio.
Verify the user defined fields set up during data migration, and create new user defined fields, if needed.
User defined fields are custom fields that the organization creates so that users can add to record data.
Identify the users who will be responsible for maintaining entities.
Identify external entities that will need to be migrated.
Ensuring the correct entities and their roles is instrumental to the success of reporting for the organization.
Review the application configuration settings. Work with your ProLink data migration coordinator to make sure the desired settings are configured across environments.
Set up Template Checklist Items.
Milestone items that need to be completed within a specific phase/stage for a deal.
Set up Template Policy Guidelines.
The rules/regulations that apply for the deal. Also known as underwriting guidelines.
Set up Template Risk Elements.
Items that need to be evaluated quarterly to determine the risk level for the deal. AHIC elements are already included.
Set up OPA/LPA requirements.
The partnership agreement requirements for a deal. For example, periodicity of trial balances, annual audits tax returns.
Set up Admission Stages.
Stages/milestone items for which dates need to be captured during the pipeline stage of the deal.
Set up Google Maps key to use Maps and My Trips.
Sets longitude and latitude.
Determine what workflows are needed to streamline organization's processes.
Workflows are systematic email notifications to internal users and external entities based on a specific transactional activity. For example, email an internal user when an approval for a specific record needs to occur, email an external entity when a tax return report is due.
Provide to ProLink IT the organization's From email address to be used with workflows.
Determine the must-have reports that need to be accommodated Day 1. That is, those reports essential to reporting.
Verify the data migrated in ProLinkAIM. Work with ProLink to:
Identify review timelines.
Create issue tracking documentation.
Schedule periodic meetings for review of of issues.
If using SSO, work with ProLink IT to test in production two weeks before the go-live date.
Email Support with the names and email addresses of organization's users to be added to the ProLink support system. ProLink will create support accounts for all users, so they can access the help and open tickets.
Provide ProLink with a list of the organization's IP ranges to be whitelisted, so that ProLink allows access from them.
Designate the organization's ProLink expert, who can provide quick resolution to questions.
Set up an internal process that defines how your ProLink expert and system administrators(s) will manage users' requests, questions, and training needs for the ProLinkAIM Software Suite.
Identify any policy decisions and communicate them across the organization.
Make sure to document the organization's processes and understand hand-offs within the organization. Update the organization's instructions as needed.
Make a plan for deprecating any legacy systems and instructions.
Procorem is a collaborative portal that allows document sharing, task assigning, and commenting across internal and external parties.
Set up organization users as members in the Procorem account.
Determine the security needs for Procorem users. Create custom security roles, if needed.
Set up WorkCenter templates.
Develop a plan for rolling out changes to external partners, including a training plan and release communication.
SmartDox is a Microsoft Word and Excel add-in that allows data to flow back and forth between a Word or Excel document and ProLinkAIM.
Identify organization documents that are candidates for SmartDox mapping. For example, the underwriting model.
Create and map the documents as SmartDox templates.
Test the templates.
Create any template-specific instructions or cheat sheets for users who will be performing Gets and Sends for the template.
Store the templates in the designated repository.
Tip
For Procorem documents, such as documents for external parties, upload the SmartDox template to the appropriate WorkCenter template. For ProLinkAIM documents, store the SmartDox template on the corresponding workflow so that it is available when certain process criteria are triggered.