MANAGE DATA FLOW SCENARIOS
Banks are aggressively deploying image file exchange technology in sup-
port of Check 21 initiatives. As a result, new methods are required to
monitor and manage the increasing volume of send and receive activity
relating to production files and electronic data flows.
Software Earnings’ OnTrac file monitoring facility, a web-based solution
for data flow monitoring and management, addresses the risks associated
with this explosive growth. OnTrac can be configured to manage as
many data flow scenarios as are required to deal with a variety of corre-
spondents and file types.
“ Software Earnings’ experience
TWO CRITICAL FUNCTIONS FOR IMAGE EXCHANGE
and knowledge in providing check
related solutions… allowed the
• Monitor and report electronic file transfer message traffic.
timely development of a much
When electronic cash letter files are transferred between banks, they needed function-rich tracking
may be routed directly or through a third party forwarding service
product to manage a high number
of check image files in a well organ-
The actual file transfer is accompanied by a series of messages trans-
ized and pro-active manner.”
mitted among the corresponding entities to announce availability of
Shahrokh Ghassemi, SVP
the file, provide routing instructions, and report status changes. Transaction Technology Services
- Monitor message traffic.
- Compare messages to established schedules.
- Report events and variances from expectations.
The OnTrac database is an open architecture that allows the bank to
write custom reports to help manage the process.
• Provide sequential routing instructions for individual file transfers.
Depending on type, source, and destination, electronic files can have
different routing and messaging requirements. Features in OnTrac
allow your bank to define these requirements so they can be imple-
The challenge. A FLOOD OF IMAGE EXCHANGE FILES
Provisions of the Check 21 legislation permitted the conversion of paper
checks to electronic images for processing, transmission, and present-
ment. As banks deploy this new electronic processing technology and the
volume of image exchange files increases, new methods are required for
monitoring and controlling this critical electronic data flow.
LACK OF TRADITIONAL CONTROLS
In a paper-based banking environment, incoming cash letters are tracked
by manual or semi-automated tracking methods which have functioned
well, given the volume of work involved. In an image exchange
environment where banks and customers exchange images of checks,
traditional paper control procedures are not applicable. This creates a
need for an effective file management system to monitor and control elec-
tronic data flow.
RISKS GROW AS FILE VOLUMES INCREASE
Emerging exchange files, remote check deposit files (corporate, branch,
ATM, correspondent), remote capture sites, and traditional non-image
data files (ECP) represent a growth in the volume of electronic data flow
that significantly increases the risks associated with file management.
FILE MONITORING FACILITY
To answer this challenge, Software Earnings has developed the OnTrac file
monitoring facility. This web-based data flow monitoring and manage-
ment application provides a centralized user interface for monitoring and
managing a bank’s electronic data capture and exchange traffic.
REAL-TIME ELECTRONIC FILE MANAGEMENT
OnTrac provides tracking, reporting, and routing functionality to invoke
value-added processes (Image Quality Analysis) and notification of bank
personnel to error conditions (duplicate or unknown files). This ensures
that all expected and scheduled file transfers are not only executed
successfully, but also processed appropriately based on unique pre-
defined parameters set by the bank.
CONTROL OPERATIONAL RISKS
As the financial industry continues to leverage image processing OnTrac provides a compre-
solutions, OnTrac provides a comprehensive, web-based file data flow hensive, web-based file data
monitoring, tracking, and decisioning tool to ensure operational and flow monitoring, tracking,
and decisioning tool to
OnTrac functionality allows users to: ensure operational and
• Establish routing rules and waypoints to automatically identify and accountability integrity.
direct files through bank defined workflow steps.
• Establish schedules for inbound and outbound traffic between your
institution and all other exchange points.
• Automatically monitor traffic and report schedule variances and errors.
• Automatically notify management of specified variances to ensure
timely responses and mitigate risks associated with processing
• Track and report production performance against schedules and
Service Level Agreements (SLA).
• Adjust OnTrac configurations to accommodate operational changes.
FAQ CAN ONTRAC MONITOR AND TRACK FILES OTHER
THAN THOSE ASSOCIATED WITH IMAGE EXCHANGE?
YES. OnTrac allows the tracking, monitoring, and reporting of any elec-
tronic file that is moved between financial institutions or within a
single institution. Corporate remote deposits, branch capture, and Fed
ECP files are all good candidates for managing with OnTrac.
WILL ONTRAC MONITOR NON-SCHEDULED FILES THAT
ARE SENT AND RECEIVED THROUGHOUT THE DAY?
YES. OnTrac can monitor landing zones or directories that received
certain file types throughout the day. The files can then be automatically
directed to their appropriate destinations based on routes that are
defined within the system.
WILL ONTRAC NOTIFY BANK PERSONNEL IF AN UNEX-
PECTED FILE IS RECEIVED?
YES. In the event a file is received that does not match any criteria that is
defined within the system, the file will be suspended from processing,
placed in error status, and an immediate notification will be sent to desig-
nated bank personnel so that corrective action may be taken.
WILL ONTRAC NOTIFY BANK PERSONNEL IF AN ERROR
OCCURS OR IF SCHEDULED FILES ARE LATE?
YES. OnTrac will monitor the system throughout the day and provide
status emails to designated personnel as files go into late status. The time
intervals for checking the status are determined by the user. For files that
are designated as an error, notification is sent out immediately through
email, cell phone, or any SMTP device.
WILL ONTRAC STORE STATISTICAL INFORMATION?
YES. The amount of time that statistical data is stored in the database is
defined by the customer. The default is set at 90 days, but can easily be
increased based on bank policy.
For more information on how your organization can benefit from
OnTrac, contact a Software Earnings Account Executive at 901.756.4555
or visit us on the web at www.SoftwareEarnings.com.
Memphis Corporate Office 8700 Trail Lake Drive West, Suite 200 Memphis, TN 38125