FREE QuickStart NFIP IT Services User Guide Production Release 1.0 | January 2008 FREE This document is a guide for the NFIP IT Services Flood Rating Engine Environment (FREE) application. This guide is divided into several parts. The first part provides background on the application and its benefits to NFIP stakeholders. The second part serves as a user guide for the Web-based access method for the application. The third part serves as a user guide for the batch access method for the application. The FREE application was developed under the NextGen Bureau Systems Modernization Project and is released as a production application. With your suggestions and feedback, NFIP IT Services continues to improve production applications with new features and enhancements. Feel free to provide feedback by sending e-mail to nextgen@ostglobal. com or calling (202) 467-7602. Table of Contents OVERVIEW .......................................................................................................... 3 SECTION 1 ......................................................................................................... 4 SECTION 2 ......................................................................................................... 21 FREE OVERVIEW Flood Rating Engine Environment (FREE) is an NFIP IT Services application that generates quotes for flood insurance policies, including Regular, Residential Condominium Building Association Policy (RCBAP) and Submit-For-Rate (SFR) policies. Authorized NFIP stakeholders can securely log on to a personalized page that FREE offers each user, based on their profile, and generate a flood insurance quote. Every quote generated by the user is saved in the database, allowing access to those quotes for future reference. Most users will only be able to access their own quotes, with the exception of FEMA Headquarters and Bureau users, who will be able to access all quotes created in FREE. FREE provides a number of benefits for NFIP stakeholders. Below is a list of the major benefits for affected stakeholder groups. • Allow underwriters to create NFIP accurate quotes • Automate the Submit-For-Rate rating process • Improve data accuracy through upfront address and logic edits FREE The Flood Rating Engine Environment (FREE) vision is to create a single authoritative and centralized rating engine for all NFIP stakeholders. It is intended to provide Bureau, WYO Company and Vendor underwriters with assistance in creating quotes for all types of NFIP policies, including Submit-For-Rate (SFR). It also provides the rating edits/validations for the TRRP cycle. FREE generates quotes for the NFIP Regular (Standard and RCBAP policy types) and Emergency Program, as well as Submit-For-Rate (SFR) quotes, and the rates generated are for new policies issued on or after May 1, 2004. FREE also provides users with the ability to generate underwriting submissions. Underwriting submissions are communications with the NFIP Bureau underwriters and may include quote requests, SFR packet submissions or other requests for rating or underwriting support. FREE was developed by the NextGen Project and is currently a production application for NFIP IT Services. The list below provides the new features in this release of the application. • October 2007 Changes – This release of FREE includes the October 2007 changes in the NFIP Flood Insurance Manual. • Underwriting Submissions – This release of FREE provides the ability to submit SFR packets and other rating and underwriting information to NFIP Bureau underwriters for validation and processing. The following table provides a list of the typographic conventions used in this document. Typeface Description Samples Italic Italic style is used to denote variable text that must be replaced with the appropriate value, such as filenames and form field values. It is also used for emphasis. fi lename1 default-value Bold Bold style is used to denote GUI elements and text that is to be entered, such as window or form fi eld names and keyboard input text. Start Menu cd .. Monospace A monospace font is used to denote command names, on-screen computer output and filenames. mkdirconfig.sys OVERVIEW FREE FREE I 3 SECTION 1 TABLE OF CONTENTS FREE REAL-TIME PERSON-TO-MACHINE (WEB-BASED) TRANSMISSION METHOD The FREE QuickStart is a mini guide to help you get started with the NFIP IT Services Flood Rating Engine Environment (FREE) application. The FREE application allows users to rate and quote fl ood insurance policies and submit underwriting requests and information through a secure Web portal. This guide provides information for all users of the FREE application, including how to navigate the application, how to create flood insurance quotes and how to develop underwriting submissions. For a complete listing of NFIP IT Services QuickStarts and additional help, please refer to http://www.nfi pbureau.fema.gov/help.html. OBJECTIVES AND PREREQUISITES After reading this guide, users should possess the following skills and knowledge. Users should be able to access the FREE application. Users should be able to generate a flood insurance quote. Users should be able to search for quotes they have previously created. Users should be able to submit underwriting requests to the NFIP Bureau. Users should be able to download and print saved quotes in Adobe PDF format. SYSTEM REQUIREMENTS Microsoft Internet Explorer 5.5 or better – Microsoft Internet Explorer for Windows can be downloaded for free at http://www.microsoft.com/downloads/results.aspx?productID=&freetext=IE&DisplayL ang=en. Adobe Reader – The Adobe Reader application can be downloaded for free at http://www.adobe.com. RESTRICTED ACCESS FREE access is limited to authorized NFIP stakeholders. Contact NFIP IT Services to request an account at http://www.nfi pbureau.fema.gov/NGMYProfi le/accountRequest.do. In order to safeguard NFIP information that is protected by the Privacy Act, every account request must be approved by the FEMA Information Systems Security Officer (ISSO) and the designated Point of Contact (POC) from the user’s organization (e.g., WYO company, vendor, state, etc.). Requests may take up to ten business days to be approved, based up on the timeliness of approvals from the appropriate individuals. • • • • • • • Section 1 Table of Contents Accessing FREE .................................................. 5 Login to FREE ..................................................... 6 Work List Page.................................................... 7 Create a Quote ................................................... 9 Upfront Quote Validation ................................... 12 Quote Output Page ............................................ 13 Manual Rate Entry ............................................. 14 Optional Rating .................................................. 15 Create an Underwriting Submission ............... 16 Review an Underwriting Submission ............... 19 FREE I 4 FREE ACCESSING FREE FREE is accessible through the NFIPBureau.FEMA.Gov Web Portal. The following process describes how to access the Portal and the FREE application. Open Internet Explorer. Shortcuts for Internet Explorer are typically located in the Start Menu or on the Desktop. Type http://www.nfi pbureau.fema.gov in the Address bar and press or click the Go button. Click the FREE button. Note: When accessing FREE, you will be prompted for your NFIP IT Services username and password. NFIP IT Tip Please note that http://www.nfi pbureau.fema.gov requires Internet Explorer 5.5 or better. Performance on other browsers may vary. 1 2 3 3 2 ACCESSING FREE SECTION 1 FREE I 5 FREE LOGIN TO FREE FREE users must login to the application to ensure that the right users have access to the right data, as authenticated and authorized by the NFIP IT Services security controls. NFIP IT Services utilizes a single sign-on mechanism, which means that users have the same username and password for all applications, such as AW-501 and SQANet. 3 1 2 The following steps should be performed on the login page. 1 Enter your NFIP IT Services username in the Login: field. Note: Your NFIP IT Services username should be the same as your e-mail address. 2 Enter your password in the Password: field. 3 Click the Login button to complete the sign in process. 4 Click Agree to confirm your acceptance of the Privacy Statement Notice on the following page. NFIP IT Tip You will be prompted to change your password after you login the fi rst time. Directions are provided in the Login & Password QuickStart, located at http://www.nfi pbureau.fema.gov/pdf/QuickStart_Login.pdf. Read the tips on choosing a secure but memorable password. If you encounter issues with your username and password, contact us by sending e-mail to nextgen@ostglobal.com or calling (202) 467-7602 for assistance. SECTION 1 LOGIN TO FREE FREE I 6 FREE WORK LIST PAGE The Work List page, also known as the Your Quotes page, is the first page that a user sees when they login to the FREE application. The contents of the Work List are customized for each user. Users who are logging in for the first time will have an empty Work List, as shown below, because they have not created any quotes. If you have previously created quotes in FREE, those quotes will be displayed in your Work List. The Work List also displays underwriting submissions. 3 4 1 2 WORK LIST PAGE ELEMENTS 1 2 FREE Primary Navigation Menu – These links provide access to generate a new quote, make an underwriting submission, return to the Work List or search for an existing quote. FREE Secondary Navigation Menu – These links provide access to return to the NFIPBureau.FEMA.Gov Web Portal homepage, access FREE online help or logout of FREE. 3 4 FREE Search Bar – These options provide users with the ability to enter parameters to search for a group of quotes or a single, specifi c quote. NFIP IT Utilities – These links provide access to creating or searching quotes, the FREE QuickStart, SQANet and forms to report issues or supply feedback on the pilot program. NEXTGEN UTILITIES The footer for the FREE application pages includes a number of useful links related to FREE, other NFIP IT applications and NFIP IT Services. A brief description of several important links is provided below. • SQANet – This link provides access to Simple and Quick Access Net (SQANet), the NFIP IT Business Intelligence application for NFIP reports. • Report an Issue or Bug – This link opens a form to communicate any issues or bugs that you find during your usage of FREE or other NFIP IT Services applications. We recommend that users provide enough details, including screenshots, to identify and resolve the issue effectively. • Feedback – Feedback is critical to the success of the NFIP IT applications. User feedback, both positive and negative, ensures that applications are responsive to the needs of NFIP stakeholders. FREE Note The Your Quotes page is personalized based on your role and authorization. Most users will only see their own quotes on the Your Quotes page. However, FEMA Headquarters and Bureau users may be able to view quotes created by all FREE users. SECTION 1 WORK LIST PAGE FREE I 7 FREE WORK LIST PAGE (CONTINUED) Users may interact with the Work List page in a variety of ways. They may use this page to create a new quote/underwriting submission, open an existing quote/ submission from the Work List, search for quotes/submissions or delete quotes/submissions. SECTION 1 WORK LIST PAGE FREE Tip Each column heading is a link that allows you to sort the Work List by the entries in that column. For instance, you can sort the Work List by Quote Date to see the most recent entries or by Insured Name to group the Work List alphabetically by the last name of the insured. 1 3 4 5 5 2 1 Creating a new quote – Click the New Quote link in the FREE Primary Navigation Menu to create a new flood insurance quote. 2 Creating and underwriting submission - Click the Underwriting Submission link in the FREE Primary Navigation Menu to create a new underwriting submission. 3 Open an existing quote/submission – Click the link in the Quote # column to open an existing quote/submission. After opening an existing quote, click on the Work List link in the upper left-hand corner to return to the Work List. 4 Search for a quote/submission – There are several search options that provide users with the ability to search for specific quotes, a useful feature if your Work List contains many entries. Users can switch between viewing either their quotes or all quotes that they may access by clicking on the All Quotes / My Quotes button. The Company option allows users to search for quotes created by a specific company. The State option allows users to search for quotes created for properties located in a specific state. The Quote Number option allows users to search for a specific quote based on the quote number generated by FREE. Enter a specific quote number and click Go to retrieve that quote. The Expert option provides expanded search capabilities to query for quotes. Delete a quote – FREE provides the capability to delete quotes for users who do not want to retain quotes or underwriting submissions for future reference. Click the check box to the left of the quote number for one or more quotes in the Work List and click the Delete button. FREE I 8 FREE CREATE A QUOTE FREE’s primary purpose is to provide users with the ability to create flood insurance quotes. Clicking the New Quote link initiates the process of creating a flood insurance quote. Users are presented with several pages to enter the information required to create a quote. The fields marked with an asterisk (*) are required fields. When the user clicks the Continue button, the data entered on the page is validated and the user is given the opportunity to correct errors identified by FREE. Enter data into the fields in the Property Location section. Using the pulldown menu, indicate if the location is a descriptive/rural address. Based on the selection, FREE will change the data entry fields that are displayed to match the address type. The property address is validated against the US Postal Database to ensure the quality of the address data. Enter the data into the fi elds in the Policy Holder Name section. Enter data into the fields in the Policy Term section. The Policy Effective Date should be entered in MM/DD/YYYY format. Click Continue to validate the data entered on this page and continue to the next page. FREE will display error messages for data that is invalid or entered in an incorrect format. Click Reset to clear the fields and start over. FREE Note FREE will only generate quotes for policies with an effective date on or after May 1, 2004. Entering a date prior to May 1, 2004 in the Policy Effective Date will produce an error message. NFIP IT Tip FREE contains built-in help for the required data elements. Click on the ? symbol located next to the required fields to learn more about the requested information. 1 2 3 4 3 4 2 1 SECTION 1 CREATE A QUOTE FREE I 9 FREE CREATE A QUOTE (CONTINUED) After entering data on the initial quote creation page and clicking Continue, the page for address validation and community information is displayed. FREE parses any address entered through the NFIP IT Services Location Validation application, providing users with the ability to increase the accuracy of the property address data. NFIP IT Tip FREE is integrated with NFIP IT Services Location Validation, which means that users are not required to enter the whole address. Users can enter a partial address, such as street address, city and state or street address and 5-digit Zip Code. More information about Location Validation can be obtained from the Location Validation QuickStart located at http://www.nfi pbureau.fema.gov/pdf/quickstart_address.pdf. 1 2 3 4 2 3 1 4 TheAddress Validation section displays the output from NFIP IT Location Validation. If the address is properly matched, FREE will display the NFIP Standardized & Valid Address. If several possible matches are found, FREE will display Address Suggestions from which the user may choose. If Location Validation is unable to make a match, the system will return a Non-Valid Address message. Users may modify the address data as many times as they wish in order to validate the address. Users may choose to rate using either the NFIP Standardized & Valid Address or to rate using the address they entered. It is highly recommended that the user select the NFIP Standardized & Valid Address, as the user-entered address may result in policy errors. Enter data into the fields in the Community section. The pulldown menu for CID is automatically pre-populated with the Community ID list for all communities in the specified state. Optionally, enter FIRM data in the Panel Number and Suffix fields. Note: Although optional, FIRM data is required to validate the fl ood zone selection in the next section of the quote creation process. Click Continue to validate the data entered on this page and continue to the next page or click Cancel to exit the quote creation process. FREE will display error messages for data that is invalid or entered in an incorrect format. Correct any error messages that are displayed and click Continue. SECTION 1 CREATE A QUOTE FREE I 10 FREE CREATE A QUOTE (CONTINUED) After completing address validation and entering community information, the page for building and coverage information is displayed. Enter or select the appropriate information for the fields displayed on this page. SECTION 1 CREATE A QUOTE 1 1 2 3 Based on the data entered, the form will hide existing fields or show additional fields that are relevant. For instance, policies in B zones do not require elevation information for rating. Therefore, if B is entered as the Flood Zone, fields related to elevation (Base Flood Elevation, Lowest Adjacent Grade, etc.) will not be displayed. For this reason, it is important to fill out this page from top to bottom to avoid unnecessary entry. Click Quote to validate the data entered on this page. FREE will display error messages for data that is invalid or entered in an incorrect format. Correct any error messages that are displayed and click Quote to generate the quote. 2 Click Reset to clear the fields and start over. 3 Click Cancel if you wish to exit the quote creation process. FREE I 11 FREE UPFRONT QUOTE VALIDATIONS FREE will validate the data entered against a set of business and technical rules. Quotes can not be generated until all errors have been resolved. If the required information is not entered or if incorrect information is entered, FREE will display error messages indicating the cause of error. Any error messages will be displayed in red at the top of the page and the associated fields in the form will be highlighted. SECTION 1 UPFRONT QUOTE VALIDATIONS In addition to checking for required fields, FREE performs additional validations required to generate the quote. For instance, the application validates the community information, flood zone entered, etc. Depending on the community status of Participating (Regular or Emergency Program), Non-Participating, On Probation or Suspended, FREE will validate property eligibility for flood insurance, if a CRS discount is available or if the property is eligible for fl oodproofing credit. FREE also confirms the entered flood zone by cross-referencing it with the map panel and suffi x entered by the user. When all of the validations have been satisfi ed, click Quote to obtain the flood insurance quote. NFIP IT Tip To reduce the likelihood of errors, populate as many data entry fi elds as possible, including the input fields and the pulldown menus. Some of the fields can be safely left blank, however. For instance, the Machinery Or Equipment section can be left blank if no machinery and equipment is present inside the structure. FREE I 12 FREE QUOTE OUTPUT PAGE After validating all of the entered rating data and calculating the rate information, FREE produces a quote output page. The output page displays all of the information entered by the user, such as the insured property address, insured information, property description, elevation information, coverage requested and the total premium for the policy. Depending on the information entered by the user, FREE will apply appropriate building and contents rates, appropriate loading to the base rates, CRS discount, ICC Premium, Probation Surcharge, if any, and Federal Policy Fee. Based on this, FREE will generate the total premium for the policy. The output page also indicates the type of rating, such as Standard or Submit-For-Rate, that was used to rate the policy and any special instructions or links to any pre-filled worksheets that may need to submitted in order to write the policy. SECTION 1 1 3 2 For Submit-For-Rate quotes, FREE automatically creates Elevated/Non-Elevated worksheets based on the information entered by the user. The user may view, edit and download these worksheets for use in submitting the policy. 1 Click the Print button to open a print-friendly version of the quote in a new window without the header and footer from the FREE application. Users can print this version on their local printer. 2 Click the Re-Rate button to modify or update the information used to rate the policy. This will return the user to the input page. 3 Click the Submit or View this NFIP Bureau SFR Packet Submission. check box to create an underwriting submission based on this quote. FREE I 13 QUOTE OUTPUT PAGE FREE MANUAL RATE ENTRY There may be certain situations in which a special rate, surcharge or discount is applicable to a flood insurance policy. For these situations, if rates are unavailable, FREE allows users to manually enter the rates and calculate the total premium. Users can communicate with NFIP Bureau Personnel to obtain these special rates and follow the steps below to calculate the total premium. In the Quote Over-Ride section, enter the basic and additional limits, rates and deductible for the desired building and contents coverage. Enter the ICC Premium, CRS Premium Discount, Probation Surcharge and Federal Policy Fee for the quote. Click Quote to calculate the total premium based on manual rate entry. FREE will display error messages for data that is invalid or entered in an incorrect format. Click Reset to clear the fields and start over. Click Cancel to exit the manual rate entry process. FREE Note For the current version of FREE, Manual Rate Entry is only available for Unnumbered V Zones. 1 2 3 5 4 1 2 3 4 5 SECTION 1 MANUAL RATE ENTRY FREE I 14 FREE OPTIONAL RATING The current release of FREE does not include the optional rating capability for 1975 through 1981 Post-FIRM and Pre-FIRM buildings in Zones VE and V1-V30, and Pre-FIRM buildings with Sub-grade Crawl Space. However, users can manually compare these rates and determine which premium is preferable. FREE will provide Pre- and Post-FIRM rates for the same structure and elevation information with different construction dates. This method is not required, but it does provide users with the ability to compare rating methods to decide which will be most beneficial to the insured. Because the construction date must be altered to conduct the comparison, NFIP IT Services strongly discourages the use of FREE in this manner for official fl ood insurance application purposes until this functionality is developed within FREE. To determine the optional premium (Post-FIRM elevation rate), manually change the construction date in a quote with the Pre-FIRM construction date by clicking the Re- Rate button. Change the construction date to any 1975-81 Post-FIRM or Post 1981 date for VE/V1-30 Zones, and any Post-FIRM date for non-elevated buildings with sub-grade crawl-space. This will obtain rates for the same structure, but the modified construction date will provide Post-FIRM rates. Compare the premium obtained in order to decide which rating method is more cost-effective for the insured. SECTION 1 OPTIONAL RATING FREE I 15 FREE CREATE AN UNDERWRITING SUBMISSION FREE provides the ability to submit underwriting requests to the NFIP Bureau. These requests, known as underwriting submissions, may be created as part of the quote creation process or separately. Underwriting submissions are categorized and organized based on a request type. Additionally, they are tracked throughout their workflow using status options. UNDERWRITING SUBMISSIONS CATEGORY • SFR Packet Submission: This is used to identify submissions that contain all of the information to issue a submit-for-rate policy. • Quote Request: This is used to identify submissions that request quotes from the NFIP Bureau. • NFIP Bureau Rating Support: This is used to identify submissions that request assistance rating fl ood risks. • NFIP Underwriting Question: This is used to identify questions related to underwriting. • Other: This is used to identify all other submissions. UNDERWRITING SUBMISSION TYPES • Special Rating Quote: These are requests for special rating assistance that are not specifically related to submit-for-rate risks. • SFR Quote: These are requests for submit-for-rate quotes. • Other Quote: These are requests for other types of quotes. • New Business: These are requests that include information to issue new business policies. • Endorsement: These are requests that include information to endorse existing policies. • Renewal: These are requests that include information to renew existing policies. • Question: These are requests with questions for the NFIP Bureau. • Other: These are all other types of requests. FREE STATUS OPTIONS • FREE Quote: These are quotes created by users within FREE. • Bureau Rating Request: These are submissions that have been sent for NFIP Bureau Rating Support. • Bureau Quote: These are NFIP Bureau Rating Support submissions that have been approved by the NFIP Bureau. • FEMA Special Rate Quote: These are submissions that have been sent for SFR Special Rating. • SFR Submitted: These SFR submissions have been submitted to the NFIP Bureau and are awaiting review. • SFR Under Review: These SFR submissions are being reviewed and may not be edited at this time. • SFR Approved: These SFR submissions have been reviewed by the NFIP Bureau and have been approved. • SFR Rejected/Need More Info: These underwriting submissions have been reviewed by FEMA but require additional information before the submission can be approved. FREE Tip If you need to modify an underwriting submission that has not been processed by the NFIP Bureau, you can open the submission and click the Un-Submit button. After the submissions status has changed, you will be able to modify the submission and then re-submit. SECTION 1 CREATE AN UNDERWRITING SUBMISSION FREE I 16 FREE CREATE AN UNDERWRITING SUBMISSION (CONTINUED) Clicking the Submit or View this NFIP Bureau SFR Packet Submission. check box on the quote output page will generate an underwriting submission based on the quote. FREE will populate many of the submission fields based on the information contained in the quote. 1 2 3 5 4 7 6 8 9 2 3 4 5 1 6 7 8 9 Select the submission type from the Submission Request: pulldown. Select the request type from the Request Type: pulldown. Select the WYO Company, if applicable, from the WYO Company: pulldown. Optional. Enter the policy number submitted through TRRP in the TRRP Policy Number: field. Optional. Enter an internal policy identifier in the Company Unique No: field. Enter any notes about the request or comments for the underwriter in the Note: field. If supporting documentation is required, select and upload the electronic files using the Browse… button. Click Cancel to exit the underwriting submission process. Click Submit to FEMA/Bureau to save the underwriting submission. FREE Tip Make sure to include all of the appropriate supporting documentation for your request, especially in the case of SFR packet submissions. CREATE AN UNDERWRITING SUBMISSION SECTION 1 FREE I 17 FREE CREATE AN UNDERWRITING SUBMISSION (CONTINUED) Clicking the Underwriting Submission button on the FREE Primary Navigation Menu will start the process of creating an underwriting submission. This method of creating an underwriting submission is designed for submissions that are not associated with an existing FREE quote. 1 2 3 5 4 7 6 8 9 3 4 5 6 2 7 8 9 10 10 Enter the address and policyholder information in the appropriate fields. Select the submission type from the Submission Request: pulldown. Select the request type from the Request Type: pulldown. Select the WYO Company, if applicable, from the WYO Company: pulldown. Optional. Enter the policy number submitted through TRRP in the TRRP Policy Number: field. Optional. Enter an internal policy identifier in the Company Unique No: field. Enter any notes about the request or comments for the underwriter in the Note: field. If supporting documentation is required, select and upload the electronic files using the Browse… button. Click Cancel to exit the underwriting submission process. Click Submit to FEMA/Bureau to save the underwriting submission. FREE Tip To remove a fi le that has been uploaded from a submission, clear the check box to the left of the file name and the un-selected file will not be included in the supporting documentation. SECTION 1 CREATE AN UNDERWRITING SUBMISSION FREE I 18 FREE REVIEW AN UNDERWRITING SUBMISSION NFIP Bureau users may review underwriting submissions and provide their approval on the submission using FREE. The review process is similar for all types of underwriting submissions, although the screens that are displayed will vary slightly based on whether the submission was created from a FREE quote. 2 3 4 5 1 SECTION 1 On the Work List, click the link in the Quote # column to open an underwriting submission and start the review process. If the underwriting submission was not created based on a FREE quote, the application will display the underwriting submission page containing the information that was submitted. If the underwriting submission was created based on a FREE quote, the application will display the quote output page. 1 2 3 4 5 Click Cancel to return to the Work List. Click Review Submission to start the process of reviewing the underwriting submission. Click the Submit or View this NFIP Bureau SFR Packet Submission. check box to view the underwriting submission page. Click the Print button to open a print-friendly version of the underwriting submission. Click the Re-Rate button to modify or update the information used to rate the policy. REVIEW AN UNDERWRITING SUBMISSION FREE I 19 The Review Submission Information section contains information on the submission, including address data, request category/type, WYO company policy information and notes made by the submitter. The Compliance Review & Response section allows the reviewer to enter information on the submission. FREE REVIEW AN UNDERWRITING SUBMISSION (CONTINUED) After clicking on the Review Submission button, the FEMA/Bureau Review page is displayed. This page allows users to view additional information about the underwriting submission and to enter information about the submission. 1 2 3 6 7 5 4 1 Click the check boxes for any missing supporting documentation in the Incomplete Supporting Documentation: area. Note: The available check boxes will vary based on whether the underwriting submission was created from a FREE quote, as depicted in the image on the left. 2 If there is any reference documentation to be supplied by the NFIP Bureau, select and upload the electronic files using the Browse… button in the NFIP Underwriting Reference Documentation: area. 3 Select the type of reference documentation from the NFIP Underwriting Reference Type: pulldown. 4 Enter comments on the underwriting submission in the Note: field. The Update Workflow Status & Save section allows the reviewer to update the status of the underwriting submission and save any changes that have been made. 5 Select the updated status from the Update FREE Compliance Status: pulldown. 6 Click Cancel to exit the underwriting submission review process. 7 Click Save to confirm the changes made to the underwriting submission. SECTION 1 REVIEW AN UNDERWRITING SUBMISSION FREE I 20 SECTION 2 TABLE OF CONTENTS FREE ASYNCHRONOUS MACHINE-TO-MACHINE (BATCH) TRANSMISSION METHOD The FREE Batch QuickStart is a mini guide to help you get started with the NFIP IT Services Flood Rating Engine Environment (FREE) application batch transaction mode. The NFIP IT Services FREE Batch application allows users to rate and quote multiple flood insurance policies through secure machine-to- machine transmissions. This guide provides information for technical personnel involved in the setup of FREE Batch submissions, including the data elements that must be sent, how the input and output files are formatted and how to transmit and receive files. For a complete listing of NFIP IT Services QuickStarts and additional help, refer to http://www.nfi pbureau.fema. gov/help.html. OBJECTIVES AND PREREQUISITES After reading this guide, users should possess the following skills and knowledge. • Users should be able to format input fi les for batch quote rating. • Users should be able to receive output files with fl ood insurance quotes. SYSTEM REQUIREMENTS • Ability to generate formatted batch input files RESTRICTED ACCESS FREE Batch access is limited to authorized NFIP stakeholders. Contact NFIP IT Services to request an account at http://www.nfi pbureau.fema.gov/NGMyProfi le/accountRequest.do. In order to safeguard NFIP information that is protected by the Privacy Act, every account request must be approved by the FEMA Information Systems Security Officer (ISSO) and the designated Point of Contact (POC) from the user’s organization (e.g., WYO company, vendor, state, etc.). Requests may take up to ten business days to be approved, based up on the timeliness of approvals from the appropriate individuals. Section 2 Table of Contents Batch File Format ............................................. 22 Basement/Subgrade Crawl Space FieldDescriptions and Use....................................... 23 Record Layouts ................................................. 24 Data Dictionary ................................................ 32 Codes, Flags and Indicators ............................ 44 FREE I 21 FREE BATCH FILE FORMAT FREE Batch provides stakeholders with the ability to create quotes for multiple flood insurance policies through the exchange of flat, ASCII text files that are similar to TRRP transaction files. Stakeholders must be able to generate an input file for the FREE Batch process following the specifications provided in this document. The input file should contain all of the data required by FREE Batch to generate a quote. FREE Batch will return to stakeholders an output file that contains the results of the batching process, with all of the quotes that passed and failed the rating process. FREE Batch utilizes many of the data elements that are specified by the WYO TRRP Plan. However, some of the data elements may allow a longer field length or utilize different coding schemes. There are also some differences between the way FREE Batch files and TRRP transaction files are formatted. The following list describes the key rules for formatting the batch quote file. • All fields, including alpha, alphanumeric and numeric fields, are left-justified with trailing spaces. • Decimals in numeric fields are explicitly indicated, rather than implied. • Signed, numeric fields, such as negative elevations, are explicitly indicated (e.g. -2, -3.51). • Alphabetic codes, flags and indicators are indicated in uppercase characters. • Spaces or blanks in a field are used to indicate not reporting or default values (i.e. elevation data). NAMING CONVENTION The FREE Batch input file should follow the naming convention specified below. 11QXXXXX.YYYYMMDDHHMM.DAT The FREE Batch output file will follow the naming convention specified below. 12QXXXXX.YYYYMMDDHHMM.DAT XXXXX = Company NAIC Number YYYY = Year MM = Month DD = Date HH = Hour MM = Minute WYO companies may send more than one FREE Batch file per day. For each new file, the time fields should be updated. For instance, if a company with the WYO Prefix Code of 56789 sends two files on February 1, 2007 at 10am and 1pm, the files would be named as follows. 11Q56789.200702011000.DAT 11Q56789.200702011300.DAT SECTION 2 BATCH FILE FORMAT FREE I 22 FREE BASEMENT/SUBGRADE CRAWL SPACE FIELD DESCRIPTIONS AND USE In order to ensure that structures with basements or subgrade crawl spaces are properly rated, it is important to indicate the proper information in the fi elds related to basements and subgrade crawl spaces. Under NFIP regulations, a “crawl space” with its interior floor below grade on all sides, known as a subgrade crawl space, is considered a basement, and therefore the Standard Flood Insurance Policy basement coverage limitations apply. For the purposes of coding, such a structure is coded as a “non-elevated structure with basement.” Basement - A basement is defined as any area of the building, including any sunken room or sunken portion of a room, having its floor below ground level (subgrade) on all sides. Subgrade crawl space – The under-floor is considered a subgrade crawl space under following conditions • Its interior floor is within 2 feet below grade (LAG) on all sides, and • Its interior floor is within 5 feet from the top of the next higher fl oor, and • The elevation of the crawl space floor is below the Base Flood Elevation (BFE) The following instructions describe the usage of the fields related to basements and subgrade crawl spaces within the 11Q layout. Basement Present – This field must be set to Y, for non-elevated buildings if the building has either a basement or a subgrade crawl space. Basement Type – This field is only used for basements to indicate either Finished or Unfinished, but not for subgrade crawl spaces, which are always unfinished. Subgrade Crawl-Space Present – This field must be set to Y if the building has a subgrade crawl space. The following examples describe how to indicate basements and subgrade crawl spaces in the 11Q input record. • If the building has a basement, the Basement Present field must be set to Y, the Basement Type field may be set to 2 (unfinished) or 3 (fi nished), depending on the type of basement present, and the Subgrade Crawl Space Present field must be blank. • If the building has a subgrade crawl space, the Basement Present fi eld must be set to Y, the Basement Type field must be blank and the Subgrade Crawl Space Present field must be set to Y. Refer to the Data Dictionary section and the Codes, Flags and Indicators section for additional information on basement fields. SECTION 2 BASEMENT FIELDS FREE I 23 FREE RECORD LAYOUTS This section provides a description of the record layout for the batch quote inputs and outputs. The description includes the field length, record position, data type, special formatting considerations, whether the data element is common to the TRRP and, in the case of input files, the required status of each field. 11Q BATCH QUOTE INPUT Data Element Field Length Position Data Type Format Required TRRP Plan Transaction Info WYO Transaction Code 4 1-4 Character Y Y WYO Prefi x Code 5 5-9 Character Y Y WYO Transaction Date 8 10-17 Date YYYYMMDD Y Y Quote Number 9 18-26 Number N N Property Location & Policy Holder Name Descriptive/Rural Address Code 4 27-30 Character Y N Building Use 50 31-80 Character Y N Property Address 50 80-130 Character Y Y Descriptive Address 200 131-330 Character Y N Unit Number 10 331-340 Character Y N Property City 30 341-370 Character Y Y Property State 4 371-374 Character Y Y Property Urbanization 50 375-424 Character Y N Zip Code 14 425-438 Character Y N Zip Code+4 4 439-442 Character Y N Insured First Name 25 443-467 Character Y Y Insured Last Name 25 468-492 Character Y Y Insured Company/Organization 50 493-542 Character Y N Policy Term Policy Effective Date 8 543-550 Date YYYYMMDD Y Y Community Community Identifi cation Number 6 551-556 Character Y Y Map Panel Number 6 557-562 Character Y Y Map Panel Suffix 4 563-566 Character Y Y Flood Risk Zone 4 567-570 Character Y Y SECTION 2 RECORD LAYOUTS FREE I 24 FREE RECORD LAYOUTS (CONTINUED) 11Q BATCH QUOTE INPUT Data Element Field Length Position Data Type Format Required TRRP Plan Construction Data Construction Date Code 4 571-574 Number Integer Y N Construction Date 8 575-582 Date YYYYMMDD Y Y Elevation Certifi cate Indicator 4 583-586 Character Y Y Building Occupancy Type 4 587-590 Character Y Y Number of Floors/Building Type 4 591-594 Number Integer Y Y Condo Coverage Type 4 595-598 Number Integer Y N Condominium Indicator 4 599-602 Character Y Y Condominium Master Policy Units 10 603-612 Number Integer Y Y Replacement Cost 20 613-632 Number Integer Y Y Elevated Building Indicator 4 633-636 Character Y Y Attached Garage 4 637-640 Character Y N Garage Present 4 641-644 Character Y N Non-Elevated Building Basement Type 4 645-648 Number Integer Y Y Basement Present 4 649-652 Character Y N Sub-Grade Crawl Space Present 4 653-656 Character N Machinery or Equipment Present in Basement 4 657-660 Character Y N Estimated Size of Sub-Grade Crawl Space 10 661-670 Number Integer Y N Sub-Grade Crawl Space Constructed with Proper Openings 4 671-674 Character Y N Elevated Building Building Over Water 4 675-678 Number Integer Y N Part of Support System In the Water 20 679-698 Character Y N Enclosure Type 4 699-702 Number Integer Y Y Enclosure Present 4 703-706 Character Y N Enclosure Construction Materials 4 707-710 Number Integer Y N Estimated Size of Enclosed Area 10 711-720 Number Integer Y N Enclosure Constructed with Proper Openings 4 721-724 Character Y N Enclosure Use 4 725-728 Character Y N SECTION 2 RECORD LAYOUTS FREE I 25 FREE RECORD LAYOUTS (CONTINUED) 11Q BATCH QUOTE INPUT Data Element Field Length Position Data Type Format Required TRRP Plan Attached Garage Garage Constructed with Proper Openings 4 729-732 Character Y N Garage Use 4 733-736 Character Y N Machinery or Equipment Present in Garage 4 737-740 Character Y N Elevation Data Estimated Base Flood Elevation Provided 4 741-744 Character Y N Base Flood Elevation 10 745-754 Number Integer Y Y Estimated Base Flood Elevation 10 755-764 Number Integer Y N Base Flood Depth 10 765-774 Number Integer Y N Highest Adjacent Grade 10 775-784 Number Up to 1 Decimal Y N Lowest Adjacent Grade 10 785-794 Number Up to 1 Decimal Y Y Bottom of Lowest Horizontal Structural Member 10 795-804 Number Up to 1 Decimal Y N Bottom of Slab/Enclosure Floor 10 805-814 Number Up to 1 Decimal Y N Top of Bottom Floor 10 815-824 Number Up to 1 Decimal Y N Top of Lowest Elevated Floor/Top of Next Higher Floor 10 825-834 Number Up to 1 Decimal Y N Floodproofed Indicator 4 835-838 Character Y Y Flood Proof Elevation 10 839-848 Number Integer Y N Elevation of Machinery or Equipment 10 849-858 Number Up to 1 Decimal Y N Top of Garage Floor 10 859-868 Number Up to 1 Decimal Y N Machinery or Equipment Value of Machinery or Equipment 17 869-885 Number Integer Y N Coverage Type Coverage Requested 4 886-889 Number Integer Y N Total Amount of Insurance - Building 12 890-901 Number Integer Y Y Total Amount of Insurance - Contents 12 902-913 Number Integer Y Y Deductible - Building 17 914-930 Number Integer Y Y Deductible - Contents 17 931-947 Number Integer Y Y SECTION 2 RECORD LAYOUTS FREE I 26 FREE RECORD LAYOUTS (CONTINUED) 11Q BATCH QUOTE INPUT Data Element Field Length Position Data Type Format Required TRRP Plan Contents Location of Contents Indicator 4 948-951 Number Integer Y Y Appliance Present 4 952-955 Character Y N Location of Appliance 4 956-959 Character Y N Number Of Appliance Sets 10 960-969 Number Integer Y N Notes Quote Notes 200 970-1169 Character Y N SECTION 2 RECORD LAYOUTS FREE I 27 FREE RECORD LAYOUTS (CONTINUED) 12Q BATCH QUOTE OUTPUT Data Element Field Length Position Data Type Format TRRP Plan Transaction Info WYO Transaction Code 4 1-4 Character Y WYO Prefi x Code 5 5-9 Character Y Quote Number 9 10-18 Number Integer N Quote Status 4 19-22 Character N Rejected Transaction Control Number 15 23-37 Number Integer Y WYO Transaction Date 8 38-45 Date YYYYMMDD Y Load Date 8 46-53 Date YYYYMMDD N Processing Date 8 54-61 Date YYYYMMDD N Building Amount of Building Insurance (Basic Limits) 17 62-78 Number Integer N Basic Building Rate WYO 5 79-83 Number Up to 3 Decimals Y Annual Building Premium (Basic Limits) 17 84-100 Number Integer N Amount of Building Insurance (Additional Limits) 17 101-117 Number Integer N Additional Building Rate WYO 5 118-122 Number Up to 3 Decimals Y Annual Building Premium (Additional Limits) 17 123-139 Number Integer N Building Premium Reduction/Increase (Deductible) 17 140-156 Number Integer N Total Amount of Insurance - Building 12 157-168 Number Integer Y Total Building Premium 17 169-185 Number Integer N Contents Amount of Contents Insurance (Basic Limits) 17 186-202 Number Integer N Basic Contents Rate WYO 5 203-207 Number Up to 3 Decimals Y Annual Contents Premium (Basic Limits) 17 208-224 Number Integer N Amount of Contents Insurance (Additional Limits) 17 225-241 Number Integer N Additional Contents Rate WYO 5 242-246 Number Up to 3 Decimals Y Annual Contents Premium (Additional Limits) 17 247-263 Number Integer N Contents Premium Reduction/Increase (Deductible) 17 264-280 Number Integer N Total Amount of Insurance - Contents 12 281-292 Number Integer Y Total Contents Premium 17 293-309 Number Integer N SECTION 2 RECORD LAYOUTS FREE I 28 FREE RECORD LAYOUTS (CONTINUED) 12Q BATCH QUOTE OUTPUT Data Element Field Length Position Data Type Format TRRP Plan Total Annual Subtotal 17 310-326 Number Integer N ICC Premium 17 327-343 Number Integer N Annual + ICC Premium Subtotal 17 344-360 Number Integer N CRS Premium Discount 17 361-377 Number Integer N CRS Premium Discount Subtotal 17 378-394 Number Integer N Probation Surcharge Amount WYO 17 395-411 Number Integer Y Federal Policy Fee 17 412-428 Number Integer Y Total Prepaid Amount 17 429-445 Number Integer N Additional Info Policy Type 4 446-449 Character N Eligible for PRP 4 450-453 Character N Repetitive Loss Target Group Indicator 4 454-457 Character Y Program Type 4 458-461 Character N Community Status 4 462-465 Character N Occupancy Type 4 466-469 Character Y Construction Date 8 470-477 Date YYYYMMDD Y Post-FIRM Construction Indicator 4 478-481 Character Y Map Panel Number 6 482-487 Character Y Map Panel Suffix 4 488-491 Character Y Map Effective Date 8 492-499 Date YYYYMMDD N Flood Risk Zone 4 500-503 Character Y Number of Floors/Building Type 4 504-507 Number Integer Y Condo Coverage Type 4 508-511 Number Integer N Basement Type 4 512-515 Number Integer Y Enclosure Type 4 516-519 Number Integer Y SECTION 2 RECORD LAYOUTS FREE I 29 FREE RECORD LAYOUTS (CONTINUED) 12Q BATCH QUOTE OUTPUT Data Element Field Length Position Data Type Format TRRP Plan Estimated Size of Sub-Grade Crawl Space 10 520-529 Number Integer N Garage Constructed with Proper Openings 4 530-533 Character N Sub-Grade Crawl Space Constructed with Proper Openings 4 534-537 Character N Attached Garage 4 538-541 Character N Machinery or Equipment Present in Garage 4 542-545 Character N Value of Machinery or Equipment 17 546-562 Number Integer N Location of Contents Indicator 4 563-566 Number Integer Y Appliance Present 4 567-570 Character N Location of Appliance 4 571-574 Character N Number of Appliance Sets 10 575-584 Number Integer N Total Amount of Insurance - Building (Requested) 12 585-596 Number Integer Y Total Amount of Insurance - Contents (Requested) 12 597-608 Number Integer Y Deductible - Building 17 609-625 Number Up to 2 Decimals Y Deductible - Contents 17 626-642 Number Up to 2 Decimals Y Deductible Factor 5 643-647 Number Up to 3 Decimals N Elevation Difference 10 648-657 Number Signed, Up to 3 Decimals Y Replacement Cost 20 658-677 Number Integer Y Base Flood Elevation 10 678-687 Number Integer Y Highest Adjacent Grade 10 688-697 Number Up to 1 Decimal N Lowest Adjacent Grade 10 698-707 Number Signed, Up to 1 Decimal Y Bottom of Lowest Horizontal Structural Member 10 708-717 Number Up to 1 Decimal N Bottom of Slab/Enclosure Floor 10 718-727 Number Up to 1 Decimal N Top of Bottom Floor 10 728-737 Number Up to 1 Decimal N Top of Lowest Elevated Floor/Top of Next Higher Floor 10 738-747 Number Up to 1 Decimal N Floodproofed Indicator 4 748-751 Character Y Eligible for Floodproofi ng Credit 4 752-755 Character N Flood Proof Elevation 10 756-765 Number Integer N Elevation of Machinery or Equipment 10 766-775 Number Signed, Up to 1 Decimal N SECTION 2 RECORD LAYOUTS FREE I 30 FREE RECORD LAYOUTS (CONTINUED) 12Q BATCH QUOTE OUTPUT Data Element Field Length Position Data Type Format TRRP Plan Top of Garage Floor 10 776-785 Number Up to 1 Decimal N Building Over Water 4 786-789 Number Integer N Part of Support System In the Water 20 790-809 Character N Building Basic Start Rate (Amount) 5 810-814 Number Up to 3 Decimals N Building Basic Start Rate (Elevation Difference) 10 815-824 Number Signed, Up to 3 Decimals N Enclosure Loading (Amount) 6 825-830 Number Up to 2 Decimals N Enclosure Loading (Elevation Difference) 10 831-840 Number Up to 3 Decimals N Machinery or Equipment Loading (Amount) 17 841-857 Number Up to 2 Decimals N Machinery or Equipment Loading (Elevation Difference) 10 858-867 Number Signed, Up to 3 Decimals N Contents Basic Start Rate (Amount) 5 868-872 Number Up to 3 Decimals N Contents Basic Start Rate (Elevation Difference) 10 873-882 Number Signed, Up to 3 Decimals N Appliance Loading (Amount) 6 883-888 Number Up to 2 Decimals N Appliance Loading (Elevation Difference) 10 889-898 Number Signed, Up to 3 Decimals N Error Text 1000 899-1898 Character N SECTION 2 RECORD LAYOUTS FREE I 31 Data Element: Amount of Building Insurance (Additional Limits) Description: This is the amount of building insurance requested under the Additional Limits established by the NFIP for Regular Program policies. Edit Criteria: Numeric in dollars Length: 17 FREE DATA DICTIONARY This section contains the data dictionary for the batch quote data elements that are not specified in the WYO TRRP Plan or utilize different codes than those specified by the TRRP Plan. Each dictionary definition includes the name of the data element, any aliases, a description of the data element, edit/data type criteria and the length of the field in the batch quote record. Data Element: Annual + ICC Premium Subtotal Description: This is the subtotal of dollar amount the building and contents, plus any ICC premiums. Edit Criteria: Numeric in dollars Length: 17 Data Element: Amount of Building Insurance (Basic Limits) Description: This is the amount of building insurance requested under the Basic Limits established by the NFIP. Edit Criteria: Numeric in dollars Length: 17 Data Element: Amount of Contents Insurance (Additional Limits) Description: This is the amount of contents insurance requested under the Additional Limits established by the NFIP for Regular Program policies. Edit Criteria: Numeric in dollars Length: 17 Data Element: Amount of Contents Insurance (Basic Limits) Description: This is the amount of contents insurance requested under the Basic Limits established by the NFIP. Edit Criteria: Numeric in dollars Length: 17 Data Element: Annual Building Premium (Additional Limits) Description: This is the premium amount for the building insurance requested under the Additional Limits established by the NFIP for Regular Program policies. Edit Criteria: Numeric in dollars Length: 17 Data Element: Annual Building Premium (Basic Limits) Description: This is the premium amount for the building insurance requested under the Basic Limits established by the NFIP Edit Criteria: Numeric in dollars Length: 17 Data Element: Annual Contents Premium (Additional Limits) Description: This is the premium amount for the contents insurance requested under the Additional Limits established by the NFIP for Regular Program policies. Edit Criteria: Numeric in dollars Length: 17 SECTION 2 DATA DICTIONARY FREE I 32 FREE DATA DICTIONARY (CONTINUED) Data Element: Annual Contents Premium (Basic Limits) Description: This is the premium amount for the contents insurance requested under the Basic Limits established by the NFIP. Edit Criteria: Numeric in dollars Length: 17 Data Element: Annual Subtotal Description: This is the subtotal of the dollar amount for the building and contents premiums. Edit Criteria: Numeric in dollars Length: 17 Data Element: Appliance Present Description: This code indicates if appliances are present inside the insured property. Edit Criteria: Alphanumeric, Acceptable Values: Y – Yes N – No Length: 4 Data Element: Appliance Loading (Amount) Description: This is the appliance loading amount, in dollars, based on the lowest floor elevation difference and the number of appliance sets. Edit Criteria: Numeric Length: 6 Data Element: Appliance Loading (Elevation Difference) Description: This is the lowest floor elevation difference used to calculate the appliance loading for any appliances in the enclosed area below the lowest elevated fl oor. Edit Criteria: Numeric, may be positive or negative Length: 10 with an explicit decimal of up to three positions Data Element: Attached Garage Description: This code indicates if the insured property has an attached garage. Edit Criteria: Alphanumeric, Acceptable Values: Y – Yes N - No Length: 4 Data Element: Base Flood Depth Description: This is the depth shown on the Flood Insurance Rate Map for Zone AO that indicates the depth of water above highest adjacent grade resulting from a flood that has a 1 percent chance of equaling or exceeding that level in any given year. Edit Criteria: Numeric Length: 10 with an explicit decimal of up to one position SECTION 2 DATA DICTIONARY FREE I 33 FREE DATA DICTIONARY (CONTINUED) Data Element: Basement Present Description: This code indicates if there is a basement in the insured building. Basement is defined for purposes of the NFIP as any area of the building, including any sunken room or sunken portion of a room, having its floor below ground level (subgrade) on all sides. Edit Criteria: Alphanumeric, Acceptable Values: Y – Yes N - No Length: 4 Data Element: Basement Type Description: This code indicates the type of basement in the insured building. Basement is defined for purposes of the NFIP as any area of the building, including any sunken room or sunken portion of a room, having its fl oor below ground level (subgrade) on all sides. Edit Criteria: Numeric, Acceptable Values: 2 – Finished 3 - Unfinished Length: 4 Data Element: Building Basic Start Rate (Amount) Description: This is the basic building rate based on the elevation difference of the lowest floor for the insurance requested under Basic Limits. Edit Criteria: Numeric Length: 5 with an explicit decimal of up to two positions Data Element: Building Basic Start Rate (Elevation Difference) Description: This is the lowest floor elevation difference used to calculate the Building Basic Start Rate (Amount). Edit Criteria: Numeric, may be positive or negative Length: 10 with an explicit decimal of up to three positions Data Element: Building Premium Reduction/Increase (Deductible) Description: This is the dollar amount of building premium increase or decrease based on the Deductible Factor selected by the insured. Edit Criteria: Numeric in dollars Length: 17 Data Element: Bottom of Lowest Horizontal Structural Member Description: This indicates the elevation of the bottom of the lowest horizontal structural member. Edit Criteria: Numeric Length: 10 with an explicit decimal of up to one position SECTION 2 DATA DICTIONARY Data Element: Bottom of Slab/Enclosure Floor Description: This indicates the elevation of the bottom of the slab/enclosure fl oor. Edit Criteria: Numeric Length: 10 with an explicit decimal of up to one position Data Element: Building Over Water Description: This code indicates the extent to which the building is located over water. If the building is not elevated, this field may be left blank. Edit Criteria:Numeric, Acceptable Values: 1 – Fully Over Water 2 – Partially Over Water 3 – Not Over Water Length: 4 FREE I 34 FREE DATA DICTIONARY (CONTINUED) Data Element: Building Use Description: This is a description of the purpose of the insured property (i.e. Guest House, Detached Garage, Primary Structure). Edit Criteria: Alphanumeric Length: 50 Data Element: Community Status Description: This code indicates the status of a community with regard to NFIP participation. Not Participating: A community for which FEMA has not authorized the sale of flood insurance under the NFIP. Participating: A community for which FEMA has authorized the sale of flood insurance under the NFIP. On Probation: A FEMA-imposed change in a community’s status resulting from violations and deficiencies in the administration and enforcement of NFIP local floodplain management regulations. Suspended: FEMA’s removal of an NFIP participating community from the Program because the community has not enacted and/or enforced the proper floodplain management regulations required for participation. Withdrawn: A community that has withdrawn from the NFIP. Defunct: A community that has dissolved, disincorporated, merged with another community, been annexed by another community, or for other reasons no longer exists as an NFIP community. Not an NFIP Community: A community that does not have land use jurisdiction over any area and, therefore, does not meet the NFIP definition of “community”. In all cases, some other community exercises land use jurisdiction over the area. Edit Criteria: Alphanumeric, Acceptable Values: 00 – Not Participating 01 – Participating 02 – On Probation 03 – Suspended 04 – Withdrawn 05 – Defunct 06 – Not an NFIP Community Length: 4 Data Element: Condo Coverage Type Description: This code is used to indicate whether the condominium coverage is for a single unit or the entire building. Edit Criteria: Numeric, Acceptable Values: 1 – Unit 2 – Entire Building Length: 4 Data Element: Construction Date Code Description: This indicates the type of date that will be used to rate the property. Edit Criteria: Numeric, Acceptable Values: 1 – Construction Date 2 – Building Permit Date 3 – Improvement Date 4 – Placement Date 5 – Manufactured Home Construction Date Length: 4 SECTION 1 DATA DICTIONARY FREE I 35 FREE DATA DICTIONARY (CONTINUED) Data Element: Contents Basic Start Rate (Amount) Description: This is the basic contents rate based on the elevation difference of the lowest floor of the location of contents in the insured building. Edit Criteria: Numeric Length: 5 with an explicit decimal of up to two positions Data Element: CRS Premium Discount Description: This is the premium discount amount, in dollars, for the policy based on the Community Rating System (CRS) discount percentage for the NFIP community in which the property is located. Edit Criteria: Numeric in dollars Length: 17 Data Element: Contents Basic Start Rate (Elevation Difference) Description: This is the lowest floor elevation difference used to calculate the Contents Basic Start Rate (Amount). Edit Criteria: Numeric, may be positive or negative Length: 10 with an explicit decimal of up to three positions Data Element: Contents Premium Reduction/Increase (Deductible) Description: This is the dollar amount of contents premium increase or decrease based on the Deductible Factor selected by the insured. Edit Criteria: Numeric in dollars Length: 17 Data Element: CRS Premium Discount Subtotal Description: This is the subtotal of dollar amount of the building and contents premiums, less any CRS Premium Discount. This amount does not include the Probation Surcharge or the Federal Policy Fee. Edit Criteria: Numeric in dollars Length: 17 Data Element: Coverage Requested Description: This code indicates the type of flood insurance coverage requested – building only, contents only or both building and contents. Edit Criteria: Numeric, Acceptable Values: 1 – Building and Contents 2 – Building Only 3 – Contents Only Length: 4 Data Element: Deductible Factor Description: This is the factor used to adjust the premium amount based on the deductibles selected for building and/or contents coverage. Edit Criteria: Numeric, may be positive or negative Length: 5 with explicit decimal up to three positions Data Element: Descriptive Address Description: This describes the property location for descriptive/rural addresses. Edit Criteria: Alphanumeric Length: 200 SECTION 2 DATA DICTIONARY FREE I 36 FREE DATA DICTIONARY (CONTINUED) Data Element: Descriptive/Rural Address Code Description: This code is used to indicate whether the address is a rural/ descriptive address or a street address. Edit Criteria: Alphanumeric, Acceptable Values: Y – Descriptive/Rural Address N – Street Address Length: 4 Data Element: Elevation of Machinery or Equipment Description: This indicates the elevation of any machinery or equipment serving the insured building. Edit Criteria: Numeric, may be positive or negative Length: 10 with an explicit decimal of up to one position Data Element: Enclosure Construction Materials Description: This code is used to indicate the type of materials used to construct the enclosure. Edit Criteria: Numeric, Acceptable Values: 1 – Breakaway Walls 2 – Solid Wood Frame Walls 3 – Solid Masonry Walls 4 – Other 5 – Insect Screening or Light Wood Lattice 6 – Solid Perimeter Walls Length: 4 Data Element: Eligible for Floodproofi ng Credit Description: This code is used to indicate whether a property is eligible for fl oodproofi ng credit. Edit Criteria: Alphanumeric, Acceptable Values: Y – Yes N – No Length: 4 Data Element: Enclosure Loading (Amount) Description: This is the enclosure loading amount for elevated buildings based on the elevation difference of the enclosure fl oor. Edit Criteria: Numeric Length: 6 with explicit decimal up to two positions Data Element: Enclosure Loading (Elevation Difference) Description: This is the elevation difference of the enclosure fl oor. Edit Criteria: Numeric, may be positive or negative Length: 10 with explicit decimal up to three positions Data Element: Enclosure Constructed with Proper Openings Alias: Proper Openings (Enclosure) Description: This indicates if the enclosure is constructed with the proper openings to allow the passage of fl ood waters. Edit Criteria: Alphanumeric, Acceptable Values: Y – Yes N – No Length: 4 Data Element: Enclosure Present Description: This code indicates if there is an enclosure present below an elevated building. Edit Criteria: Alphanumeric, Acceptable Values: Y – Yes N – No Length: 4 SECTION 2 DATA DICTIONARY FREE I 37 FREE DATA DICTIONARY (CONTINUED) Data Element: Enclosure Use Description: This code is used to indicate if the enclosure is used solely for parking, building access or storage. Edit Criteria: Alphanumeric, Acceptable Values: Y – Enclosure Used Solely for Parking, Building Access, and/or Storage N – Enclosure Used for Purposes Other Than Parking, Building Access, and/or Storage Length: 4 Data Element: Estimated Size of Enclosed Area Description: This is the estimated size, in square feet, of the enclosed area. Edit Criteria: Numeric Length: 10 Data Element: Error Text Description: This describes errors that occurred during the processing of a quote. Edit Criteria: Alphanumeric Length: 1000 Data Element: Estimated Base Flood Elevation Description: This is the estimated base flood elevation of the insured property. Edit Criteria: Numeric, may be positive or negative Length: 5 with an explicit decimal of up to one position Data Element: Estimated Base Flood Elevation Provided Description: This code indicates if an estimated base flood elevation has been provided. Edit Criteria: Alphanumeric, Acceptable Values: Y – Yes N – No Length: 4 Data Element: Flood Proof Elevation Description: This indicates the elevation of the fl oodproofi ng walls. Edit Criteria: Numeric, may be positive or negative Length: 10 Data Element: Garage Constructed with Proper Openings Alias: Proper Openings (Garage) Description: This indicates if the garage is constructed with the proper openings to allow the passage of fl ood waters. Edit Criteria: Alphanumeric, Acceptable Values: Y – Yes N – No Length: 4 Data Element: Garage Present Description: This code is used to indicate if there is a garage present on the property. Edit Criteria: Alphanumeric, Acceptable Values: Y – Yes N - No Length: 4 SECTION 2 DATA DICTIONARY FREE I 38 FREE DATA DICTIONARY (CONTINUED) Data Element: Garage Use Description: This code is used to indicate if the garage is used solely for parking, building access or storage. Edit Criteria:Alphanumeric, Acceptable Values: Y – Garage Used Solely for Parking, Building Access, and/or Storage N – Garage Used for Purposes Other Than Parking, Building Access, and/or Storage Length: 4 Data Element: Load Date Description: This is the date that the quote was loaded by the system. Edit Criteria: Numeric, Date Format: YYYYMMDD Length: 8 Data Element: Highest Adjacent Grade Description: This is the highest natural elevation of the ground surface prior to construction next to the proposed walls of a structure. Edit Criteria: Numeric, may be positive or negative Length: 10 with an explicit decimal of up to one position Data Element: Location of Appliance Alias: Appliance Location Description: This code indicates the location of the contents to be insured. Edit Criteria: Alphanumeric, Acceptable Values: 1 – Enclosure 2 – Basement 3 – Sub-Grade Crawl Space 4 – Below Lowest Elevated Floor 5 – Other Length: 4 Data Element: ICC Premium Description: This is the dollar amount of the Increased Cost of Compliance (ICC) Premium based on the flood zone and building coverage requested. Edit Criteria: Numeric in dollars Length: 17 Data Element: Insured Company/Organization Description: This is the name of the company or organization under which the property is insured. Edit Criteria: Alphanumeric Length: 50 Data Element: Machinery or Equipment Loading (Amount) Description: This is the machinery or equipment loading amount based on the machinery and equipment elevation difference and the value of the machinery or equipment. Edit Criteria: Numeric in dollars Length: 17 SECTION 2 DATA DICTIONARY FREE I 39 FREE DATA DICTIONARY (CONTINUED) Data Element: Machinery or Equipment Loading (Elevation Difference) Description: This is the lowest elevation difference used to calculate the loading for any machinery or equipment in the enclosed area below the lowest elevated fl oor. Edit Criteria: Numeric, may be positive or negative Length: 10 with an explicit decimal of up to three positions Data Element: Number of Appliance Sets Description: This is the number of appliance sets present in the insured property. Edit Criteria: Numeric Length: 10 Data Element: Machinery or Equipment Present in Basement Description: This code indicates if there is machinery or equipment present in the basement of the insured property. Edit Criteria: Alphanumeric, Acceptable Values: Y – Yes N – No Length: 4 Data Element: Part of Support System In The Water Description: This code indicates if part of the building support system is located in the water. Edit Criteria: Alphanumeric, Acceptable Values: Y – Yes N – No Length: 20 Data Element: Machinery or Equipment Present in Garage Description: This code indicates if there is machinery or equipment present in the garage of the insured property. Edit Criteria: Alphanumeric, Acceptable Values: Y – Yes N – No Length: 4 Data Element: Policy Type Description: This code indicates the type of policy generated by FREE. Edit Criteria: Alphanumeric, Acceptable Values: 1 – Standard 2 – Submit-For-Rate 3 – 1975-81 Post-FIRM V Zone Standard 4 – 1975-81 Post-FIRM V Zone Submit-For-Rate 5 – 1981 Post-FIRM V Zone Standard 6 – 1981 Post-FIRM V Zone Submit-For-Rate Length: 4 Data Element: Map Effective Date Description: This indicates the effective date of the Flood Insurance Rate Map that is applicable to rating the property. Edit Criteria: Numeric, Date Format: YYYYMMDD Length: 8 Data Element: Processing Date Description: This is the date that the quote was processed by the system. Edit Criteria: Numeric, Date Format: YYYYMMDD Length: 8 SECTION 2 DATA DICTIONARY FREE I 40 FREE DATA DICTIONARY (CONTINUED) Data Element: Program Type Description: This code indicates the NFIP program in which the community participates. Non-Participating Community: The community does not participate in the NFIP. Emergency Program: The initial phase of a community’s participation in the National Flood Insurance Program. During this phase, only limited amounts of insurance are available under the Act. Regular Program: The final phase of a community’s participation in the National Flood Insurance Program. In this phase, a Flood Insurance Rate Map is in effect and full limits of coverage are available under the Act. Regular Program Direct Entry: This is for participating communities that bypass the Emergency Program and enter directly into the Regular Program. Edit Criteria:Alphanumeric, Acceptable Values: 00 – Non-Participating Community 01 – Emergency Program 02 – Regular Program 03 – Regular Program Direct Entry Length: 4 Data Element: Quote Notes Description: This indicates any notes that have been included with the quote. Edit Criteria: Alphanumeric Length: 200 Data Element: Quote Number Description: This indicates the WYO company- or vendor-assigned quote number. This is used by the WYO company or vendor to uniquely identify each quote. Edit Criteria: Numeric Length: 9 Data Element: Quote Status Description: This code indicates if the quote has been successfully generated by the system. Edit Criteria: Alphanumeric, Acceptable Values: P – Passed Rating F – Failed Rating Length: 4 Data Element: Property Urbanization Description: This indicates the urbanization description for property addresses in Puerto Rico. Edit Criteria: Alphanumeric Length: 50 Data Element: Sub-Grade Crawl Space Constructed with Proper Openings Alias: Proper Openings (Sub-Grade Crawl Space) Description: This indicates if the sub-grade crawlspace is constructed with the proper openings to allow the passage of fl ood waters. Edit Criteria: Alphanumeric, Acceptable Values: Y – Yes N – No Length: 4 SECTION 2 DATA DICTIONARY FREE I 41 FREE DATA DICTIONARY (CONTINUED) Data Element: Sub-Grade Crawl Space Present Description: This code is used to indicate if the property has a sub-grade crawl space. Edit Criteria: Alphanumeric, Acceptable Values: Y – Yes N – No Length: 4 Data Element: Total Building Premium Description: This is the total annual premium for the building coverage requested for Basic and Additional Limits prior to the application of any discounts and fees. Edit Criteria: Numeric in dollars Length: 17 Data Element: Top of Bottom Floor Description: This indicates the elevation of the top of the bottom fl oor. Edit Criteria: Numeric Length: 10 with an explicit decimal of up to three positions Data Element: Total Contents Premium Description: This is the total annual premium for the contents coverage requested for Basic and Additional Limits prior to the application of any discounts and fees. Edit Criteria: Numeric in dollars Length: 17 Data Element: Top of Garage Floor Description: This indicates the elevation of the garage fl oor. Edit Criteria: Numeric Length: 10 with an explicit decimal of up to 3 positions Data Element: Total Prepaid Amount Description: This is the total dollar amount of premium to be paid, less any discounts plus any additional surcharges and fees. Edit Criteria: Numeric in dollars Length: 17 Data Element: Top of Lowest Elevated Floor/Top of Next Higher Floor Description: This indicates the elevation of the top of the lowest elevated floor or the top of the next higher fl oor. Edit Criteria: Numeric Length: 10 with an explicit decimal of up to three positions Data Element: Unit Number Description: This is the unit, apartment or suite number of the insured property. Edit Criteria: Alphanumeric Length: 10 SECTION 2 DATA DICTIONARY FREE I 42 FREE DATA DICTIONARY (CONTINUED) Data Element: Value of Machinery or Equipment Description: This represents the dollar value of any machinery or equipment present in the structure. Edit Criteria: Numeric in dollars Length: 17 Data Element: Zip Code Description: This is the full Zip Code (Zip Code and Zip Plus 4) of the property address. Edit Criteria: Alphanumeric Length: 14 Data Element: Zip Code+4 Description: This is the four-character Zip Code extension. Edit Criteria: Alphanumeric Length: 4 SECTION 2 DATA DICTIONARY FREE I 43 Appliance Present Yes Y No N Attached Garage Yes Y No N Basement Present Yes Y No N Basement Type Finished 2 Unfinished 3 Community Status Not Participating 00 Participating 01 On Probation 02 Suspended 03 Withdrawn 04 Defunct 05 Not an NFIP Community 06 Building Over Water Fully Over Water 1 Partially Over Water 2 Not Over Water 3 Condo Coverage Type Unit 1 Entire Building 2 Condominium Indicator Not a Condominium N Residential Condominium Building Association Policy (RCBAP) – High-Rise H Residential Condominium Building Association Policy (RCBAP) – Low-Rise L Construction Date Code Construction Date 1 Building Permit Date 2 Improvement Date 3 Placement Date 4 Manufactured Home Construction Date 5 FREE CODES, FLAGS AND INDICATORS This section documents the coding scheme used to record quote information. For the sake of completeness, all codes, flags and indicators used by FREE Batch are included in this section, even those that are specified in the WYO TRRP Plan. SECTION 2 CODES, FLAGS AND INDICATORS FREE I 44 FREE CODES, FLAGS AND INDICATORS Coverage Requested Building and Contents 1 Building Only 2 Contents Only 3 Descriptive/Rural Address Code Descriptive/Rural Address Y Street Address N Elevated Building Indicator Elevated Building Y Not Elevated Building N Elevation Certifi cate Indicator Elevation Certifi cate Y No Elevation Certifi cate N Enclosure Present Yes Y No N Enclosure Type None 0 Finished 1 Unfinished 2 Enclosure Construction Materials Breakaway Walls 1 Solid Wood Frame Walls 2 Solid Masonry Walls 3 Other 4 Insect Screening or Light Wood Lattice 5 Solid Perimeter Walls 6 Eligible for Floodproofi ng Credit Yes Y No N Eligible for PRP Yes Y No N Enclosure Use Enclosure Used Solely for Parking, Building Access, and/or Storage Y Enclosure Used for Purposes Other Than Parking, Building Access, and/or Storage N Estimated Base Flood Elevation Provided Yes Y No N Enclosure Constructed With Proper Openings Yes Y No N SECTION 2 CODES, FLAGS AND INDICATORS FREE I 45 FREE CODES, FLAGS AND INDICATORS (CONTINUED) Floodproofed Indicator Floodproofed Y Not Floodproofed N Garage Constructed with Proper Openings Yes Y No N Location of Contents Indicator Basement Only 1 Basement and Above 2 Lowest Floor Only Above Ground Level 3 Lowest Floor Above Ground Level and Higher Floors 4 Above Ground Level More Than One Full Floor 5 Manufactured (Mobile) Home or Travel Trailer on Foundation 6 Garage Present Yes Y No N Machinery or Equipment Present in Basement Yes Y No N Garage Use Garage Used Solely for Parking, Building Access, and/or Storage Y Garage Used for Purposes Other Than Parking, Building Access, and/or Storage N Machinery or Equipment Present in Garage Yes Y No N Location of Appliance Enclosure 1 Basement 2 Sub-Grade Crawl Space 3 Below Lowest Elevated Floor 4 Other 5 Number of Floors/Building Type One Floor Two Floors Three or More Floors Split-Level Manufactured (Mobile) Home or Travel Trailer on Foundation Three or More Floors - Townhouse/Rowhouse SECTION 2 CODES, FLAGS AND INDICATORS FREE I 46 FREE CODES, FLAGS AND INDICATORS (CONTINUED) Occupancy Type Single-Family 1 Two- to Four-Family 2 Other Residential 3 Nonresidential 4 Quote Status Passed Rating P Failed Rating F Repetitive Loss Target Group Indicator Repetitive Loss Target Group Policy Y Not a Repetitive Loss Target Group Policy N Part of Support System in the Water Yes Y No N Policy Type Standard 1 Submit-For-Rate 2 1975-81 Post-FIRM V Zone Standard 3 1975-81 Post-FIRM V Zone Submit-For-Rate 4 1981 Post-FIRM V Zone Standard 5 1981 Post-FIRM V Zone Submit-For-Rate 6 Post-FIRM Construction Indicator Post-FIRM Construction Y Pre-FIRM Construction N Program Type Non-Participating Community 00 Emergency Program 01 Regular Program 02 Regular Program Direct Entry 03 WYO Transaction Code Quote Request 11Q Quote Return 12Q Sub-Grade Crawl Space Constructed with Proper Openings Yes Y No N Sub-Crawl Space Present Yes Y No N SECTION 2 CODES, FLAGS AND INDICATORS FREE I 47