Basic Overview of Everest Application

The user will need to select the **Database** they want to connect to by selecting from the dropdown. The user will then need to complete the **Username** and **Password** before clicking on the “**Login”** button.

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Once the password has been entered, the system will validate the Regional Settings of the User’s machine. Should the Date format be incorrect i.e., __**NOT**__** dd/mm/yyyy, **a prompt will appear requesting whether this change must be made now or at a later stage.

Click on “**OK**”.

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== (% style="color:#2980b9" %)**Basic Screen Design**(%%) ==

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== (% style="color:#2980b9" %)**Parent vs. Client vs. Members**(%%) ==

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Simplistically, the term “**Parent**” refers to the main legal entity of the Fund i.e. an Umbrella Fund Arrangement or the Free-Standing Arrangement.

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The term “**Client**” refers to all** **participating employers belonging to the Parent.

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All Parents with their respective Clients belong to various folders i.e., Provident Funds, Pension Funds, Terminated Funds (as shown below) etc.

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[[image:Everest.NET - Overview_html_9632a02633cd0127.png||height="265" width="576"]]

“**Members**” are the employees of the **“Client”** who must be designated to a Paypoint and Category (dealt with under the “**Client Menu**” component of this document).

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In summary, the hierarchy of the Fund is as follows:

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== (% style="color:#2980b9" %)**Client Menu**(%%) ==

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**Add a new Parent **

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Used to add a new Parent to the database.

**Add a new Client**

Used to add a Participating Employer to an existing Parent.

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**Establishment List**

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Lists all the Establishments loaded on the database. This section is used to view and or edit details of the respective Establishment.

**Parent List**

Lists all the Parents loaded on the database. This section is used to view and or edit details of the respective Parent.

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**Client Group List**

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Grouping of two different funds (Hybrid Schemes) for one client, mostly for reporting purposes.

**Details**

This section is used to view and or edit details of the respective Client.

**Client Structure**

This section allows for categorisation of membership as per the Rules or Special Rules of the Fund. Normal Retirement Ages, Eligibility Criteria and Expenses are defined per Category of membership. Please note that the expenses referred to in this section relate to **member expenses **which are calculated and accrued from the monthly contribution run.

**Client Defaults**

This section allows for the User to default all information at a Category Level thereby alleviating the administrator of data input at a member level. The Defaults are used for Funds where categories have standardised contribution, investment and risk options. The User may choose any combination of these default options. Once defaulted, all data changes must be affected at this level as no changes will be permitted at a member level.

**Client Benefits**

This section allows for the setup of benefit structures as per the Rules of the Fund i.e., Withdrawal, Death, Retirement etc.

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**Client Global Accounts**

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These Reserve Accounts are set up at a System level and are only utilised here should Reserve accounts be necessitated.

**Paypoints**

Paypoint details are loaded via this screen.

**People Access**

All users designated to this Client are loaded here.

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**Investment Policies**

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The investment policies are the actual investment contracts between the Fund and the Investment Manager. The setup of the Investment Policies is performed at a System Settings Level.

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**Investment Products**

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The Investment Products are the investments that are owned by members of the Fund and are specific to the Parent. The Investment Products are reflected on all member related correspondence.

**Risk Policies**

The setup of the Risk Policy is performed at a Parent Level. Each Risk Type e.g., GLA, PHI etc. necessitates a separate Risk Policy. At month end, the system will calculate risk premiums according to the Policy setup. Risk Benefits are also calculated accordingly.

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**Client Attachments**

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Client Attachments apply to Insured Arrangements only. The Client Attachments screen allows Users to link common risk policies to various clients.

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**Communication Management**

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A virtual filing component of the system which allows for storage of documents at a Parent, Client or Member level. Various Document Types can trigger workflow processes dependent on the setup of the Document Types via the Administration Menu of the Everest System.

**Workflow**

This section reflects all Workflow Items in progress for the selected User.

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**Workflow Administration**

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This is a monitoring component which allows management to view the status of all workflow items that have been initiated.

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== (% style="color:#2980b9" %)**Member Menu**(%%) ==

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**Search**

Select this item to Search all members in the selected Client. Numerous methods of Searching for Members exist – these are elaborated later in this document.

**Add a new member**

This process should rather be performed via a Member Data Import however the functionality of adding a member manually does exist.

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**Tax Form Management**

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This section of the Everest System records all information required for tax applications and PAYE reconciliation purposes. Tax applications are validated and populated via a workflow process and are merely uploaded to SARS via this section. In addition, all cancelled directives are recorded and uploaded to SARS.

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== (% style="color:#2980b9" %)**Batches Menu**(%%) ==

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**Batch Management**

Any process which requires calculation or extraction of data is termed a Batch. All processes whether they be importing/exporting of data, report extraction or workflow processes are performed via this section.

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**Reverse Batch Jobs**

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At Management level, certain Batch jobs can be reversed via this component.

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(% style="color:#2980b9" %)**Accounts**

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**Contribution Run**

This section, which can be run at a Parent or Client level, allows for the calculation of the month end accruals. A report is produced, and all data is held in a Temporary table until such time as the process is confirmed below. Paypoint or Employer Group contribution runs can be accommodated at a Client level.

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**Member Contribution Run**

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This item allows for the calculation of month end accruals for an individual member and is usually used on an ad hoc basis. A report is produced, and all data is held in a Temporary table until the process is confirmed below.

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**Establishment Contribution Run**

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This item allows for the calculation of month end accruals for an Establishment. A report is produced, and all data is held in a Temporary table until the process is confirmed below.

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**Loan Update**

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For direct housing loans, this item calculates the month end repayments expected. A report is produced, and all data is held in a Temporary table until such time as the process is confirmed below.

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**Member Payments Update**

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This batch performs the payment calculations for pensioners and generates a preliminary report for a month. A report is produced, and all data is held in a Temporary table until the process is confirmed below.

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(% style="color:#2980b9" %)**Confirm Accounts**

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**Client Contributions**

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This item effectively transfers the data from a Temporary Table of the Parent or Client (discussed above) to the Live Tables. At this point, all information will appear in member records and will be posted to the relevant accounting ledgers.

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**Paypoint Contributions**

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This item effectively transfers the data from a Temporary Table of the Paypoint (discussed above) to the Live Tables. At this point, all information will appear in member records and will be posted to the relevant accounting ledgers.

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**Employer Contributions**

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This item effectively transfers the data from a Temporary Table of the Employer Group (discussed above) to the Live Tables. At this point, all information will appear in member records and will be posted to the relevant accounting ledgers.

**Loan Payments**

This item effectively transfers the data from a Temporary Table (discussed above) to the Live Tables. At this point, all information will appear in member records and will be posted to the relevant accounting ledgers.

**Member Payments**

This item effectively transfers the data from a Temporary Table (discussed above) to the Live Tables. At this point, all information will appear in member records and will be posted to the relevant accounting ledgers.

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**Query Contribution Run**

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Generates a Management Report reflecting the status of all contribution runs.

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== (% style="color:#2980b9" %)**Accounts Menu**(%%) ==

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== (% style="color:#2980b9" %)**People Menu**(%%) ==

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**Search**

This item records all People in the database. Users and Contacts are also loaded on this screen. Each individual record has a unique system generated System Number to avoid duplication of records. The search functionality is dealt with under the “**Search Function**” component of this document.

**Client Contacts**

All Client specific Contacts should be linked and maintained here.

**Client Access**

This section provides a list of all Users and the Clients that they have access to. Additional Access permissions can be granted at this level to either a specific client or a group of clients.

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== (% style="color:#2980b9" %)**Other Menu**(%%) ==

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**Factor Types**

These apply to Defined Benefit arrangements only and is used in the calculation of Actuarial Reserve Benefits.

**Factors**

These apply to Defined Benefit arrangements only and is used in the calculation of Actuarial Reserve Benefits.

**Decrement Types**

These apply to Defined Benefit arrangements only and is used in the calculation of Actuarial Reserve Benefits.

**Decrements**

These apply to Defined Benefit arrangements only and is used in the calculation of Actuarial Reserve Benefits.

**Vesting Tables**

This component allows for the insertion of Vesting Scales.

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**Commission Scales**

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This item is specific to Insured arrangements only and allows for the calculation of Broker commission.

**LOA Scales**

Allows for the insertion of LOA scales.

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== (% style="color:#2980b9" %)**Shortcuts Menu**(%%) ==

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This item allows the User to ‘save’ all Batches required on a frequent basis. Essentially, once ‘saved’, it is a shortcut to the Batch Management screen for the Batches selected in this setup.

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== (% style="color:#2980b9" %)**Administration Menu**(%%) ==

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Documented below are the most commonly used menus only.

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=== (% style="color:#2980b9" %)**Note Settings**(%%) ===

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**System Parameters**

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The System Parameters allow for Administration House customisation used in data validation e.g., Salary Max Increase Percentage etc.

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**Client Note Variables**

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The Note Type is loaded under “**Descriptions**”. These will pull through in the Client Menu under Details when loading a specific note. System Reports reflecting these automated notes can be generated.

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**Member Notes Variables**

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The Note Types reflected here are recorded in the Notes hyperlink of a member record and can trigger exceptions to the relevant workflows validated. System Reports reflecting these automated notes can be generated.

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=== (% style="color:#2980b9" %)**Financial Settings**(%%) ===

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**System Bank Accounts**

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All Bank Accounts (Creditor Payees) utilised throughout the system are loaded here. The Accounts can be categorised into Adhoc Accounts, Risk Accounts, Administration Costs etc.

**Banks**

All banks and branch codes are preloaded. When loading new details ensure that the branch does not already exist.

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**Bank System Settings**

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All banks and branch codes are preloaded. When loading new details ensure that the branch does not already exist.

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**Payment Authorisation Groups**

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The system allows for the authorization of payments. The Group Names are set up in this field.

**Insurers**

Insurers are pre-loaded. Always keep information up to date.

**Reassurers**

Risk Reassurers can be listed in Everest. Always keep information up to date.

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**Investment Houses and Products**

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The investment houses and their corresponding products must be loaded here.

**Investment Flows**

In most cases the information required here will not change as the flow of assets can only be reflected as “disinvestment” and “investment”.

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**Investment Classes**

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The Investment Classes are preloaded and can be used for reporting purposes.

**Journal Entries**

In most cases, accounting transactions are automated by the system and these transactions have corresponding ledger items with descriptions written up in the general ledger. In certain instances, the transactions are not automated by a specific process which necessitates the writing up of a journal entry. In this instance, the journal entries are mapped here.

**Global Accounts**

The global accounts are reserve accounts set up at a System level and will filter through to the respective Parents.

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=== (% style="color:#2980b9" %)**Static Settings**(%%) ===

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**Expense Types**

All Expense Types are entered here. These Expense Types will be used in the calculation of month end expenses.

**Dependent Types**

All Dependent Types are entered here. These Dependent Types will be used in the calculation of month end expenses.

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**Document Management Categories**

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The document management categories are effectively the “files” into which correspondence will be placed. Each Administration House should customise their Document Management Categories.

**Batch Details**

This item reflects a list of all executable Batches and associated permissions.

**Contact Types**

A list of all Contact Types should be loaded. These Contact Types will be used for system generated correspondence as well as in the Client Contact Database.

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**Salary Frequencies**

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All salary frequencies e.g., monthly, weekly etc. have been preloaded and therefore this item is merely reflected for information purposes.

**Fund Types**

All fund types e.g., Pension Funds, Provident Funds, Investment Funds etc. will be input here and will be displayed under the “Select a Client” block in the upper left-hand corner of the screen.

**Exit Types**

The exit types are descriptions of the various forms of benefit types e.g., Withdrawal, Death-in-service etc.

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**Single Premium Types**

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The Single Premium Types are Money Types used for importing of member values. All Single Premium Types must be classified as follows:

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Employer/Employee/Special

Taxable/Non-Taxable

Repeatable/Non-Repeatable

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Each Administration House should set up and maintain their Single Premium Types.

**Payment Types**

The Payment Types loaded here apply to all Pension and Trust Payments.

**Loan Fee Details**

All Details regarding the Direct Housing Loan Fees are recorded here.

**VAT Rates**

Legislated VAT Rates are recorded here.

**PAYE Tables**

Legislated PAYE Tables are recorded here and are used for Pension Payments made via the system.

**Task Types**

The various task types are recorded, together with the frequency of the task.

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**Client Categories**

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The Client Categories function allows for the display of Clients under the “Select a Client” display as per the Category setup. It allows for easy access of information e.g., clients who belong to an approved or unapproved scheme etc. The various Client Categories should be specified here.

**Client Groups**

The Client Groups function can be utilised where a Client has different Fund types e.g. Pension Fund, Provident Fund and a Risk Fund. The grouping allows for all the Fund types to be combined for purposes of reporting etc. The various Client Groups should be specified here.

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**Client Business Groups**

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The Client Business Groups function allows for the grouping of Clients for viewing and reporting purposes. The new groupings are easily viewed under the “**Select a Client**” display. The various Client Business Groups should be specified here.

**Industries**

This field allows for data to be reported on at an Industry Level. Should this be required, complete the Industry listing here.

**Regions**

This field allows for data to be regionalised for reporting purposes. Should this be required, complete the Region listing here.

**Job Descriptions**

This field allows for job descriptions to be reported on. Should this be required, complete the job description listing here.

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**Client Access Groups**

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The Client Access Group function essentially allows for the granting of access of Client Groups to users. Once Clients have been allocated to the various Client Access Groups, users will be given access to one or more of the Groups, which have been set up. The various Client Access Groups should be specified here.

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=== (% style="color:#2980b9" %)**Workflow Groups**(%%) ===

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A Workflow models the Administration House’s business processes (with validations) and records them in a step-by-step process on the system. All workflow processes are listed here, and this section details each step of the process selected.

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=== (% style="color:#2980b9" %)**Workflow People**(%%) ===

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The workflow people are effectively the personnel involved in any one of the steps of the process, whether it be an administrator, a cheque signatory etc.

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=== (% style="color:#2980b9" %)**User Levels**(%%) ===

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The User levels effectively defines who has access to viewing and or editing of the various components on the Everest System.

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== (% style="color:#2980b9" %)**Shortcut Icons**(%%) ==

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**Shortcuts to the relevant Menu Paths.**

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== (% style="color:#2980b9" %)**Search Function**(%%) ==

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Once membership has been imported, numerous methods of Searching for Members exist. We have documented the various scenarios:

=== ===

=== (% style="color:#2980b9" %)**Searching for “People” across the Entire Database**(%%) ===

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All Users, Members, Contacts etc. have one unique identifiable “**People**” record on the database. This is effectively where all static information relating to that person is held. One “**People**” record per individual should exist and any static data changes made at this level will automatically filter through to the member record (should the individual be a member of a Fund as well). In many instances, the individual will have a “People” record only and not necessarily a Member record as well. An example of this would be a Risk Contact who necessitates a “**People**” record for record keeping and contact purposes but will not necessitate a Member record as the individual is not a member of a Fund on the system.

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To search for an individual over the entire people database, proceed as follows:

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**In the Search Notepad, on the bottom left hand corner of the screen, type either the Surname, Name, EE No/Company No, System No or ID Number. Click on the People Menu and then click Search.**

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[[image:Everest.NET - Overview_html_5a8af4d79db43e5f.png||height="auto" width="auto"]]

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Once the individual has been located, the following screen will appear.

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By clicking on the __view__ hyperlink, all static information loaded for the individual will be displayed**. **For members, the information listed here would have been imported via the Member Import (detailed in the first section of this document).

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For all individuals, other than Members, ensure that the Designation (at the bottom of the screen) has been flagged accordingly. This component allows for the filtering of “**People**” records available within other screens.

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By clicking on the Fund Information Tab, a record of the Fund/s to whom this individual belongs will be displayed. This example reflects that the individual has only a “**People**” record and **not** a Member record. The above example is not a member of any of the Funds under administration on the System. This individual is merely a Contact, whether she is a Principal Officer to the Fund or Client Contact etc.

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Should a Fund Membership record exist, the User is able to locate the member within the selected Client as identified later in the document.

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=== (% style="color:#2980b9" %)**Searching for a Client**(%%) ===

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To Search for a client on the Database, proceed as follows:

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=== (% style="color:#2980b9" %)**Searching for Members**(%%) ===

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==== **A. Searching for Members within a Specific Client** ====

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Once the Client has been located (as above) the user is able to search for members within the selected Client**. **To Search for members within the specific Client, proceed as follows:

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[[image:Everest.NET - Overview_html_19f8c03b621b2ccc.png||height="auto" width="auto"]]

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Once the individual has been located, the following screen will appear.

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==== **B.** **Searching for a list of all Members within the Specific Client** ====

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Should the User wish to locate all members within the specific Client, proceed as follows:

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==== **C. Searching for an Individual Member within the Member Listing from (B) above** ====

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Should the User wish to locate an individual member within the list of members (as documented above), proceed as follows:

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== (% style="color:#2980b9" %)**Everest Abbreviations/Glossary**(%%) ==

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**Accum :** Accumulated interest rate

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**basis : **Actuarial Basis

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**ben : **Member Beneficiaries

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**Client : **The term “**Client**” refers to all** **participating employers belonging to the “**Parent**”.

**Cflo :** Cash Flow

**cons :** Member contribution details

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**DJC :** Date Joined Company

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**DJF :** Date Joined Fund

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**DOX :** Date of Exit

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759

**DPS :** Date of pensionable service

**EE :** Employee

**ER :** Employer

**elig :** Eligibility

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767

**exit :** Member Exit Details

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769

**exp :** Client Expenses

770

771

**FCL :** Free Cover Limit

772

773

**invest :** Investment Mandate Details

774

775

**loans : **Member Loans

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777

**med : **Member Medical Details

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779

**notes : **Member Notes

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781

**Parent : **Simplistically, the term “**Parent**” refers to the main legal entity of the Fund i.e. an Umbrella Fund Arrangement or Free-Standing Arrangement.

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783

**pmt :** Member Payments

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785

**Policy :** Actual investment policy

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787

**Product :** The Investment Products are the investments that are owned by members of the Fund and are specific to the Parent.

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789

**RFT :** Retirement Fund Tax

790

791

**risk :** Member Risk Details

792

793

**sals :** Member Salary Details

794

795

**single :** Member Single Premium Details

796

797

**trans :** Member Transactions

**wf : **Workflows

(% style="break-before: page; text-align: center;" %)

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== (% style="color:#2980b9" %)**Disclaimer and Copyright**(%%) ==

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(% style="color:#2980b9" %)**DISCLAIMER**

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Please note, whilst care is taken to illustrate numerous scenarios, it is impossible to detail all instances and therefore this document should merely serve as a guide for the purposes of demonstrating system functionality and conducting employee training.

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In accordance with the above paragraph, this training manual is published and distributed on the basis that EBSphere (Pty) Ltd is not responsible/accountable for any actions taken by users of information contained in this training manual nor for any error in or omission from this manual.

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EBSphere (Pty) Ltd does not accept any responsibility whatsoever for a misrepresentation performed by any person in respect of claims, losses or damage or any other matter, either direct or consequential arising out of or in relation to the use and reliance, whether wholly or partially, upon any information contained or products referred to in this manual.

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Further, the contents of this training manual are subject to change without any notice and further highlight the need for this training manual to serve only as a guide.

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(% style="color:#2980b9" %)**COPYRIGHT**

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This documentation and the software described in it is the exclusive property of EBSphere (Pty) Ltd. This manual or the software may not be copied in whole or part, without the express written consent of EBSphere (Pty) Ltd. Under the law, copying includes translating into another language or format.

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EBSphere (Pty) Limited

P.O. Box 785803

Sandton