Manage organisation

person Compliance Officers are able to edit details and settings of the organisation.

person Advanced Users are only able to view details and settings of the organisation.

Manage Organisation

In the Administration > Organisation section the Compliance Officers can:

• View list of organisations and heirarchy you are assigned to
• Edit organisation and sub organisation profiles, which comprise of:
  • Organisation Details
  • Scan Settings
  • Users
  • List Access
• Add new sub-organisations
• Disable and enable organisations.

In the Administration > Organisation section the Advanced User can:

• View list of organisations and heirarchy you are assigned to
• View organisation and sub organisation profiles, which comprise of:
  • Organisation Details
  • Scan Settings
  • Users
  • List Access

Organisation Profile

Default view of organisation list where the no organisation is selected.

Select an organisation in the Organisation List to view detailed profile.

Organisation Details

The Organisation Details tab allows you to view or edit the following details, for the organisation selected from the Organisation List:

Field	Required	Description
Name	Mandatory	Legal name of the organisation. announcement If you change the name of the top level Organisation, please notify support@membercheck.com so that we can update our records.
Org ID	Mandatory	Unique identifier for organisation. Maximum acceptable length is 20 alphanumeric characters
Address	Mandatory	Address of the organisation or head office. Free format
Fax Number	Optional	Free format.
Phone Number	Optional	Free format.
Email	Conditional	Organisation email or email address to receive scan notifications. This is Mandatory if you opt to have Scan Notification Emails to set to Organisation Email
Scan Notification Emails to	Mandatory	Options: Compliance Officer (default), Organisation Email Scan notifications are sent to the Compliance Officer's email address by default. If you prefer to have scan notifications sent to an alternative email address, select the Organisation Email radio button and enter the alternative email address in Email. This setting applies to Scan Notification Emails only. All other communication from MemberCheck Support will be sent to the Compliance Officer's email address.
Country	Mandatory	Country where the organisation is based. This affects the Time zone used for the organisation.
Time zone	Mandatory	Time zone is automatically set based on the selected Country, however it can be changed to cater for different regions with different time zone settings. This time zone will be used for all dates and times displayed for the organisation, with the exception of the Activity Report, which is based on Australian Eastern Standard/Daylight Saving Time. Time zone is displayed against the Last Login date and time on the MemberCheck banner, for reference For users that are assigned to an organisation belonging to a group of organisations with different time zones, the time zone displayed against the Last Login date and time will be that of the group's parent organisation.

Settings

The Settings tab allows you to view or edit the scan settings for batch scans, member scans and corporate scan for the organisation selected from the Organisation List.

If your organisation is subscribed to the PEP & Sanctions only service, you will see the following settings:

Batch Setting

Field	Required	Description
Batch Validation	Mandatory	A setting that determines if batch file validation is performed prior to scanning. Options are: On - Default. Any batch file with incorrect formatting or containing invalid data will be rejected and the batch scan will show an error and a status of Error will be displayed against the scan in the Batch Scan History. Off - Any batch file with incorrect formatting or containing invalid data will be will be accepted and the batch scan will be completed by ignoring the incorrectly formatted or invalid data.

Member Scan Settings

Field	Required	Description
Default Match Type	Mandatory	A setting that defines the default match type across the organisation for all scans of members. Options are: Exact - The member's data entered into the system will only result in a match should the First Name and Last Name data entered match the First Name and Last Name data on the Watchlist precisely AND the Middle Name entered is contained in the watchlist Middle Name or their is no Middle Name. Close - The member's data entered into the system will result in a match should the data entered closely match the data on the Watchlist. User Defined - Default. The user is presented with radio buttons to select prior to scanning.
Close Match Rate	Mandatory	An additional setting for Close matches only. Allows scan results to be refined by setting a Close Match Rate threshold. Options are: 1 - 100% - Refines the scan results to display only matches with a match rate greater than or equal to the value entered. Accepted values are between 1 and 100. User Defined - Default. The user can specify a threshold at the time the scan is performed. It defaults to greater than or equal to 80% if no value is entered.
Whitelist Policy	Mandatory	A setting that ensures previous due diligence decisions, i.e, a member is determined to not be a watchlist entity, are taken into account in future scans. Therefore, previous match results will not be returned as a match. Options are: Apply - Member and watchlist entity matches previously classified, after due diligence, as No Match are excluded from the scan results. Ignore - All watchlist entities matching the scanned member are displayed. Previous due diligence decisions are also shown. User Defined - Default. The user is presented with radio buttons to select prior to scanning.
Country of Residence Policy	Mandatory	A setting, for member scans, which allows matches to be ignored if the member's Country of Residence is different to that of the matching watchlist entity. This rule can be applied to selected category matches or to all matches,. Options are: Apply to All - Member and all watchlist entity matches where the member's Country of Residence is different to the found entity's Country of Residence are excluded from the scan results. This includes Apply to PEP, Apply to RCA and Apply to SIP (incl. TER) settings. Apply to PEP - Member and PEP watchlist entity matches where the member's Country of Residence is different to the PEP's Country of Residence are excluded from the scan results. Apply to RCA - Member and RCA watchlist entity matches where the member's Country of Residence is different to the RCA's Country of Residence are excluded from the scan results. Apply to SIP (incl. TER) - Member and SIP watchlist entity matches where the member's Country of Residence is different to the SIP's Country of Residence are excluded from the scan results. Ignore - Country of Residence Match Policy is not applied. User Defined - Default. The user is presented with radio buttons to select prior to scanning.
Default Country of Residence	Mandatory	Used for nominating a Country of Residence for member addresses where a country cannot be identified. To utilise the Country of Residence Policy, a country needs to be identified in the member's Address field. For member addresses, which are not blank but do not contain an identifiable country, if a Default Country of Residence has been nominated, it will be automatically assigned to the member as the Country of Residence, in both single and batch scans. For MemberCheck users outside Australia, selecting a Default Country of Residence removes the need to add the country to the address of a member where a country does not already exist in the member's records. For Australian MemberCheck users, selecting Australia as the Default Country of Residence will assign Australia as the Country of Residence to member addresses that do not contain a State or "Australia" or another country. The default setting is Not specified, which has no impact on member scans. announcementDefault Country of Residence should be set once and not changed as no record is kept of changes to this setting. personOnly a Compliance Officer can select a Default Country of Residence, it cannot be user defined prior to scanning.
PEP Jurisdiction Policy	Mandatory	A setting which allows matching PEPs and their RCAs to be excluded if their Jurisdiction is identified as being one of the countries specified in PEP Jurisdiction - Exclude. The default which is set by the scanning organisation's Compliance Officer, is Exclude (matches for selected countries specified in PEP Jurisdiction - Exclude) or Ignore. Options are: Apply (Y) - PEPs and their RCAs are excluded if the PEP's Jurisdiction is specified in PEP Jurisdiction - Exclude. Ignore (N) - No PEPs or their RCAs are excluded. User Defined - Default. The user is presented with radio buttons to select Apply or Ignore prior to scanning. infoIf no country is selected in PEP Jurisdiction - Exclude, this is the same as selecting Ignore.
PEP Jurisdiction - Exclude	Mandatory	Allows you to specify PEP Jurisdictions to exclude from the scan results. Excluded Jurisdictions are displayed in the adjacent input box. PEP Jurisdiction includes an International Jurisdiction, which has been introduced to help identify any individuals who have or have had a senior role within an international organisation, as these people are employees of the international community rather than working for a particular country's government. Your obligations under the appropriate AML/CTF or AMC/CFT legislation should determine which PEP Jurisdictions you choose to exclude.
Original Script Search	Mandatory	A setting, which when turned On, provides an additional Original Script Name field in the scan parameters to allow single and batch scanning of a person's name in its original script (e.g. Arabic, Chinese, Cyrillic, Indonesian, Korean, Japanese, Thai and other non Latin/Roman scripts). Options are: On - Name matching is performed based on First and Middle and Last Name and Original Script Name Off - Default. Name matching is performed based on First and Middle and Last Name.
Ignore DOB Policy	Mandatory	A setting, which when turned On, allows matches where the watchlist entity does not have a DOB to be eliminated. Options are: On - Eliminates match results where the date of birth is blank for either the member or the watchlist entity. When this option is On, a watchlist entity that could be a true match may be eliminated if its record does not contain a date of birth. Off - Default. DOB matching is optional. If a valid Date of Birth (DD/MM/YYYY) is entered, the Scan Results show matches with an exact, incomplete or no Date of Birth.

Corporate Scan Settings

Field	Required	Description
Default Match Type	Mandatory	A setting that defines the default match type across the organisation for all scans of corporate entities. Options are: Exact - The corporate data entered into the system will only result in a match should the corporate name entered match the on the Watchlist preciselye. Close - The corporate data entered into the system will result in a match should the data entered closely match the data on the Watchlist. User Defined - Default. The user is presented with radio buttons to select prior to scanning.
Whitelist Policy	Mandatory	A setting that ensures previous due diligence decisions, i.e, a member is determined to not be a watchlist entity, are taken into account in future scans. Therefore, previous match results will not be returned as a match. Options are: Apply - Member and watchlist entity matches previously classified, after due diligence, as No Match are excluded from the scan results. Ignore - All watchlist entities matching the scanned member are displayed. Previous due diligence decisions are also shown. User Defined - Default. The user is presented with radio buttons to select prior to scanning.

Users

The Users tab allows you to view or change the associated users with the selected organisation in the Organisation List.

Field	Description
Compliance Officer	Full name of the assigned Compliance Officer for the selected Organisation. Compliance Officers in sub organisations are available for selection in the list.
Unassigned Users	List of users associated with the primary organisation which are not assigned to the selected organisation.
Assigned Users	List of users assigned to the selected organisation.

List Access

The List Access tab allows you to view or select the available watchlists in the system and the selected watchlists for the selected organisation from the Organisation List.

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Edit Organisation

person The following are applicable for Compliance Officers only.

Organisation Details

• Select Administration > Organisation from the Main Menu.

  Organisations are displayed in the Organisation List. You can search by entering an Organisation Name and clicking the Search button.

• Select the Organisation from the Organisation List and click the Edit Org button.

  The organisation profile view is changed to edit mode.

• Check and update the relevant information of the organisation profile and contact details such as Address, Phone Number, Email.

  Changing your organisation name

  If you change the name of the top level Organisation, please notify support@membercheck.com so that we can update our records.

• Scan notification emails can be sent to either the Compliance Officer or the Organisation Email in the Email field.

  Alternative email address to receive scan notification emails

  If the Compliance Officer does not want to receive all scan notification emails, specify an alternative recipient in Organisation Email.

• Whilst in edit mode, you can click on the other tabs to view and edit Settings, Users, and List Access details.

• If no further changes are required, click Accept to save changes and return to the protected view mode.

Settings

• Click the Settings tab.

  You can choose the scan settings, including Batch Validation, set defaults for Whitelist Policy, Country of Residence Policy, Default Country of Residence, PEP Jurisdiction Policy, and Member and Corporate Match Types.

  You can also enable additional features such as Original Script Search and Ignore Blank Date of Birth.

  

• Enable Batch Validation to check for incorrect formatting or invalid data in the batch files for Member and Corporate scans before running a scan.

  Ignored records are not included in scan result statistics or displayed in scan reports.

  If all records in the batch file are invalid, the batch file will be rejected and the batch scan will show an error. Error will be displayed as the status against the scan in the Batch Scan History.

• Check and select the default scan settings for users, Default Match Type, Whitelist Policy, Country of Residence, PEP Jurisdiction Policy. User Defined allows users to select their own setting before scanning or you can predefine scan settings.

• Select Default Country of Residence if appropriate.

• Enable Original Script Search to enable scanning by Original Script Name.

• Enable Ignore Blank DOB to enforce matching by Date of Birth.

• Whilst in edit mode, you can click on the other tabs to view and edit Settings, Users, and List Access details.

• If no further changes are required, click Accept to save changes and return to the protected view mode.

Users

Assigning new users to organisation

MemberCheck users must be created in the User section first before they can be assigned to an organisation.

For details, refer to Add New User

• Click the Users tab.

  A list of all users associated with the selected organisation with their role and status is displayed in both the Unassigned Users and Assigned Users tables.

• The assigned Compliance Officer is displayed in the Compliance Officer drop down list. You can change the assigned Compliance Officer if there are multiple users with the Role Compliance Officer within your organisation hierarchy.

• To assign a user to the selected organisation, click Assign adjacent to the user.

• To disassociate or unassign a user from the selected organisation, click Unassign adjacent to the user.

• Whilst in edit mode, you can click on the other tabs to view and edit Settings, Users, and List Access details.

• If no further changes are required, click Accept to save changes and return to the protected view mode.

List Access

• Click the List Access tab.

  A list of all available watchlists for both Members and Corporates are displayed.

  Details of these watchlists can be found at Watchlist Category Selection

• Select or de-select the adjacent checkboxes to include or exclude in Member and Corporate scanning.

• Whilst in edit mode, you can click on the other tabs to view and edit Settings, Users, and List Access details.

• If no further changes are required, click Accept to save changes and return to the protected view mode.

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Add an Organisation

person The following are applicable for Compliance Officers only.

Compliance Officers can create a new entity or organisation as a sub-organisation within the organisational group. If an error is made in the creation of the new organisation, the details of the organisation can be changed at any time.

To Add an Organisation

• Select the organisation or the parent organisation in the Organisation List.

  You will not be able to create a new organisation under the root Organisation.

• Click the Add Org button.

  A blank organisation profile is displayed with the Organisation Details tab selected.

• Enter the Organisation profile and contact details, ensuring you fill in the mandatory fields such as Name, Org ID, Address, Email (if Scan Notification Emails are to be sent to Organisation Email) and Country.

  For details, refer to Organisation Details.

• Select Settings tab to check scan settings and defaults. Alternatively, you can click Accept to save changes before checking the settings in the other tabs.

  For details, refer to Settings.

• Select Users tab to assign users to the new organisation.

  For details, refer to Users.

  If you attempt to create the new organisation with no users or Compliance Officer assigned, a dialog prompt will be displayed to warn you.

• Select List Access tab to check selection of watchlists for the new organisation.

  For details, refer to List Access.

• Click Accept to create the new organisation.

The new organisation will be displayed in the Organisation List.

Disable or Enable an Organisation

person The following are applicable for Compliance Officers only.

If you wish to prevent an organisation from being able to perform scans, you can disable it.

When an organisation is disabled it is removed from the list of available organisations for all assigned users, thereby preventing them from being able to perform scans, view scan history, and view activity reports.

person Compliance Officers have access to disabled organisations and the ability to edit the organisation profile, including enabling the organisation.

To Disable an Organisation

• Select the Organisation in the Organisation List.

• Click the Disable Org button.

• Click OK in the dialog box to confirm that you want to disable the selected organisation.

  The organisation icon in the Organisation List will be annotated with a red cross.

  

To Enable a Disabled Organisation

• Select the Organisation in the Organisation List.

• Click the Enable Org button.

• Click OK in the dialog box to confirm that you want to enable the selected organisation.

  The red cross annotation of the organisation icon in the Organisation List will be removed and users assigned to this organisation will be able to perform scans.