User Manual

Introduction

Welcome to the tms-Monitor v3.0 transaction management system. The purpose of tms-Monitor v3.0 is to record, evaluate and review clients and transactions as part of your Anti-Money Laundering / Anti-Fraud Compliance program.

To use our documentation, you may access these files online or copy the text to your computer for local reference when not remotely connected to your server. Locate the topic or program area in the list on the right.

To search this document for specific words or phrases, please make use of the browser Search by typing ctrl-F and entering search text in the dialogue box provided.

Login & Security

Access to the application is restricted to valid user account holders only. Administrators manage User Accounts via Manage User Accounts under the Admin menu item.

1. Each User Account is assigned a unique User Name;
2. Each User Account is protected by an encrypted password;
3. User Accounts set to 'Inactive' will not be permitted to login.

To login to the application, navigate your browser to the login page (login.php). Enter your User Name and password and click the Login button.

NOTE:   If you try to access any page in the application before being logged in, you will be reminded to return to the login page.

User Accounts

Access to the application is restricted to valid user account holders only. Administrators manage User Accounts via Manage User Accounts under the Admin menu item.

1. Each User Account is assigned a unique User Name:
   • User Name should be at least 5 characters in length;
   • include only letters, numbers and underscores ( _ ) ;
   • not exceed 25 characters.
   • User Names may not be reused - even after deletion of an old account.
2. Each User Account is protected by an encrypted password:
   • Password should be at least 6 characters in length;
   • include at least one upper case letter;
   • include at least one number;
   • include at least one special character. Note: Exclude the following invalid characters % / \ ^ < > = $
   • not exceed 15 characters.
3. Once logged in, users may update their User Account profile by clicking the Update Your Profile link in the dropdown menu under Welcome User Name at the top right hand corner of each page.

Administrator Accounts

User Accounts may be designated with the role type of "Admin". Administrator accounts will have access to areas in the system that "Staff" type user accounts do not.

• Admin menu
  • Admin users will be able to Add, Update and Delete all types of user accounts;
  • Admin users may gain access to the Inactive Client Archive page.
  • Admin users may view the Change Log audit report.
• Admin users will have the ability to archive clients, transactions, and user records via the trashcan icon in search result lists;
• The Compliance menu and the pages under it are visible only to Admin users
  • Admin users have the ability to review and record client history notes using Periodic Client Reviews;
  • Admin users have the ability to view and run Risk Assessments;
  • Admin users have the ability to view and update Compliance Settings;
• The Tools menu and the pages under it are visible only to Admin users
  • Admin users have the ability to Import and Export Data to interface their data with external systems;
  • Admin users have the ability to Update System Data Settings. This allows Admin users to update add or delete CODES such as Currency, Payment Types, and Client Identification Types;
  • Admin users have the ability to create and download data backup files;
• Three tabs on the Home page are accessible only by Admin users.
  • Data Management;
  • User Accounts; and
  • Compliance.

Know Your Client

The main role of tms-Monitor is to help your business comply with Canadian government PCMLTFA legislation and FINTRAC reporting requirements. The most important aspect of that is to satisfy Know Your Client obligations in the easiest and most efficient manner. This is accomplished by:

1. Facilitating detailed record keeping for all clients that you are required to identify and track;
2. Notifying staff when client identification details must be re-checked or verified;
3. Tracking business name when clients are entities or corporations;
4. Keeping a history of business relationship notes, Periodic Client Reviews and Risk Assessment results;
5. Archiving Client records after five (5) years of inactivity;

Transactions

• Add Transaction for client;
• Edit client Transactions;
• Achive Transactions for client (Admin user only);
• Track 3rd party transaction details;
• Track reason for transaction and notes about the transaction in the Notes field;
• The system will evaluate transactions based on customized risk factors set on the Compliance Settings page:
  • Large Cash Txns ($10,000 CAD or more in Cash transactions)
  • Suspicious Txns ($10,000 CAD or more received or paid within 24 hr period). NOTE: This includes Virtual Currency (VC) transactions over $10 000;
  • Travellers Cheque / Money Order Transactions ($3,000 or more received to purchase Travellers Cheques or Money Orders);
  • Electronic Remittances or Transmitting of funds (EFT) of $1000 or more
  • Ongoing Business Relationship (Adds Alert to Clients with more than one transaction with Missing 'Occupation' or 'Intended Nature of Business' or Identification data).

Reports

tms-Monitor provides you with many reports to assist in the tracking, reporting and analysis of client activity:

• Client Reports
  • Create custom Client reports - select the columns and filter data according to your reporting requirements;
  • List Clients Added within the specified date range;
  • List Clients with Incomplete Data (Note: Missing fields may be Occupation, Nature of Business or Identifcation Number);
  • Sort Clients by Postal Code, Last Name, Date Client was added and more...
  • List Clients with Alerts. NOTE: Automated Risk Assessments prefix notice text "ALERT: Incomplete 'Business Relationship'" to existing client Alerts. Once the suspicious activity issue has been addressed, the Risk Assessment alert text can be deleted - leaving the original alert text.
  • List High Risk Clients;
  • List Clients By Transaction Details such as number of transactions, transactions flagged by Risk Assessments, or transactions with STR/LCTR filed.
• Transaction Reports
  • Filter Transactions in specified date range;
  • List Transactions for Clients with Multiple transactions;
  • List transactions that have been Flagged during Risk Assessments.
• Postal Code Report
  • Graphs the number of transactions per postal code for the last six months ;
  • Graphs the total amount of transactions per postal code for the last six months ;
  • Provides a report download for use in your third party (external) mapping software;
  • Open the Transactions By Postal Code Report by locating the link in the Reports panel on the Home page.

Compliance

One of the key features of tms-Monitor is the scheduling of compliance tasks required by the Canadian government. Compliance tasks are separated into two areas in the application:

• Client Reviews (Ongoing Monitoring)
• Risk Assessments

Client Reviews
Client Reviews (Ongoing Monitoring) are periodic reviews performed on active clients BY THE COMPLIANCE OFFICER, on the schedule set in Compliance Settings.

Risk Assessment
Risk Assessments are periodic assessements of client activity PERFORMED BY THE SYSTEM according to the schedule set in Compliance Settings. Suspicious or reportable behaviour is indicated by Flagging the client and/or transaction record in question. High Risk Behaviour assessment will set client Risk Level according to behaviours evaluated.

To start the risk assessment on-demand, select Risk Assessment under the Compliance menu.

The automated Risk Assessment flags transactions as suspicious activity according to assessment options selected on the Compliance Settings page:

1. Travellers Cheque / Money Order Transactions ($3,000 or more received to purchase Travellers Cheques or Money Orders)
2. Electronic Remittances or Transmitting of funds (EFT) of $1000 or more
3. Ongoing Business Relationship (Flags Clients with more than one transaction with Missing Identification Number, 'Occupation' or 'Nature of Business' data)

High Risk Behaviours will be assessed according to the following criteria:

1. HIGH RISK BEHAVIOURS
2. Where any of the following High Risk criteria are met, the client will be subject to:
   • Automatic setting of client Risk Level to 3-HIGH
   • Enhanced Due Diligence flag on the client record updated to TRUE
3. A client will be classified as 3-High Risk where, within a rolling 12-month period:
   • Any STRs were filed within last 5 years
   • Any transactions in last 12 months involved third party funding or payments on behalf of another person or entity, regardless of CAD amount or payment type.
   • Cash Transactions: Transactions total 20K CAD or more, and the number of transactions in the last 12 months is greater than 5.
   • Client identifies a Complex Ownership structure or any identified foreign Beneficial Owner; and has conducted 3 or more such transactions with a cumulative value exceeding $5,000 CAD equivalent.
   • Draft purchases: Aggregate foreign exchange draft transactions of $25,000 CAD equivalent or greater; or 16 or more foreign exchange transactions.

1. MEDIUM RISK BEHAVIOURS
2. A client will be classified as 2-Medium Risk where, within a rolling 12-month period:
   • Cash Transactions: The client conducts 4-5 foreign exchange transactions; and the aggregate value of those transactions is less than 20,000 CAD equivalent.
   • DRAFT Transactions: The aggregate value of those transactions is less than 25000 CAD equivalent; and the client conducts 2 - 15 draft transactions in the last 12 months.

1. LOW RISK BEHAVIOURS
2. A client will be classified as 1-Low Risk where within a rolling 12-month period no other High-Risk or Medium-Risk triggers are present.

Postal Code Report
To help you identify suspicious activity, the Postal Code Report graphically shows the number of transactions by Postal Code. The Postal Code Report:

• Graphs the number of transactions per postal code for the last six months ;
• Graphs the total amount of transactions per postal code for the last six months ;
• Provides a report download for use in your third party mapping software;

Open the Transactions By Postal Code Report by locating the link in the Reports box on the Home page or clicking on the Postal Code report menu option under Reports .

Compliance Settings

Compliance Settings can be accessed under the Compliance menu. Settings affect how often you will be notified when a compliance task is due to be completed. You may also select which suspicious behaviours to assess during periodic Risk Assessments.

1. Client Review: Select the number of years between reviews for both High/Medium and Low risk clients. When you save the settings, a new schedule is created according to the intervals indicated, with the specified Start Date as the next due Review start date.
2. Risk Assessment: The middle section on the Compliance Settings page is for setting the interval between assessment of client behaviour. Select between 30 days, 6 months, and one year. When you save the settings, the current date will be set as the next scheduled Risk Assessment date and will be repeated according to the interval selected.
3. Risk Assessment Customization allows you to assess different client behaviours. Select the suspicious or risky behaviour that you wish to monitor.

System Data Settings

Administrators have access to the System Data Settings page under the Tools menu. System Data Systems allows the addition, update and deletion of lookup codes for the following data:

1. Currency
2. Payment Type
3. Client Identification Type

Bugs and feature requests

Have a bug or a feature request? Please open a new issue.