0 Attachment A - BOI Information & Payment Processing System Current State Overview.docx

RFP SCC-26-030-BOI

BOI Information & Payment Processing System

Attachment A: Current State Overview

Table of Contents

Current State Overview This Attachment provides an overview of the current state of the BOI information system and is intended to provide details and context to help Offerors understand the scope of the solution. Information provided in this attachment includes:

· Primary components (platforms, portals, modules, web apps, and tools)

· High-level architecture

· Information and data flow

· Integrations

· Platforms and tools that support BOI processes

· Platforms and tools used by various internal and external user groups

· Agent / Agency license types

· Company license types

· BOI statutory fees

· BOI activities by fiscal year (FY23-FY25)

· Taxes and fees collected by BOI by fiscal year (FY23-FY25)

· Continuing Education providers, courses, and instructors

· BOI Regulatory Calendar (summary level)

Primary Components of the Current BOI Information System The current BOI information system is comprised of various internal and external components that enable BOI to perform its regulatory and administrative processes. In addition to the formal components of the solution, there are multiple other elements provided by various parties that perform important functions or serve as essential sources of data.

Formal Solution Components

· Licensing Module (Producer)

· Continuing Education Module

· Company Admissions Module

· Consumer Service Module

· Enforcement Module

· Revenue Module

· Taxes and Assessment Module

· System Toolbox Module BOI also utilizes templates for communications and notifications to various parties and a variety of reports.

· Virginia BOI Portal

· Sircon.com

· Company Renewal Portal

· Company Assessment Filing Portal

· Consumer Complaint Portal

· Respondent Portal (Consumer complaints)

· Company Address Change Service Portal

· RESA Analysis Documents Submission Service Portal

· Uninsured Motorists Submission Portal

· Company Appointment Billing Inquiry Portal

· Annual Surplus Lines Brokers Maintenance Assessment Report Portal In addition, one SCC web portal pulls data from the Sircon replicated database:

· Producer, Navigator and Company Search Engine Web App

SCC Elements of Solution

Important Note: SCC’s specific instance of SharePoint is not permitted for external users and should not be considered a viable platform to satisfy Document Management requirements contained in Appendix B: Solution Requirements.

NAIC & NIPR Elements of Solution

NAIC elements of the solution generally serve as sources of data and information that inform BOI analysis, reporting, and decision-making efforts.

Table 1 – Current BOI Information System Components

Solution Architecture, Data Flow, and Integrations This section includes multiple diagrams that depict key aspects of the current state solution, including the high-level architecture, how data and information flow between elements of the solution, and integrations between solution components. A table is also provided that describes the integrations.

RFP SCC-26-030-BOI: BOI Information & Payment Processing System Attachment A: Current State Overview

Confidential

Confidential

Confidential

High Level Current State Solution Architecture

Figure 1 – High Level Current State Solution Architecture

Current State Information and Data Flow

Figure 2 – Current State Information and Data Flow

Current State Integrations

Figure 3 – Current Integrations

Descriptions of Current State Integrations

· Sircon Replicated Database

https://www.scc.virginia.gov/boi/consumerinquiry/search.aspx?searchType=agent N/A

· Sircon Replicated Database

· Sircon Replicated Database

· Sircon Replicated Database

PHI/PII

· SCC Banking Services Transaction and deposit data and fund transfers are sent from Sircon Banking Services to SCC Banking Services for payments made in a portal connected to Sircon for States.

Financial data

· SCC Banking Services Transaction and deposit data and fund transfers are sent from NIPR Banking Services to SCC Banking Services for payments made in NIPR.

Financial data

Financial data

· SCC Server

· eSCC

Financial data

PHI/PII

· Sircon For States Production data is presented to SCC users in Sircon for States modules as they perform tasks.

PHI/PII

· Sircon For States

· Sircon For States

https://gov.sircon.com/consumerPortalLogin.do?method=initProcess&request.authorization.token=9eUAEs0y3IPFJoggGLgz4l4ewdXvSM0D

PHI/PII

· Sircon For States Presents consumer complaints to insurance companies/agents/agencies and captures the company/agent/agency response.

PHI/PII

· Sircon For States

· Sircon For States

· Sircon For States

· Sircon For States

· Sircon For States

https://gov.sircon.com/auditDocumentSubmissionLogin.do?method=initializeLogin&authorization=_pEncH1hbc1v7Lu0= PII, Financial data

· NAIC State Producer Licensing Database (SPLD) Information related to insurance agent/agency licenses in Virginia is sent to SPLD.

PII

Licensing (Agents/ Agencies)

· NIPR Gateway Information related to license applications, renewals, and transactions for certain company licenses and agent/agency licenses is sent between Sircon for States and the NIPR Gateway.

PII, Financial data

· License Exam Provider Platform The license exam provider platform sends the results of pre-licensing exams conducted for certain types of insurance agent licenses to Sircon for States through an API.

PII

Table 2 – Current Integrations

Platforms and Tools that Support BOI Processes and User Groups The following table indicates the platforms, modules, portals, web apps, and tools that are used currently to support the twelve primary BOI processes that are in-scope to the solution.

Lines Broker Assessments Uninsured Motorists (UM)

SIRCON FOR STATES

Sircon.com

Company Renewal Portal

Company Assessment Filing Portal

Consumer Complaint Portal

Respondent Portal

RESA Analysis Documents Submission Service Portal

Uninsured Motorists Detailed Submission Portal

Licensing Module (Producer)

Continuing Education Module

Consumer Service Module

Enforcement Module

Revenue Module

Financial Analysis Functions

RESA Functions

Document Tracking Functions

Uninsured Motorist Refund Functions

SLB Assessment Functions

Company Assessment Functions

SCC

Producer, Navigator and Company Search Engine Web App

Company Appointment Billing Inquiry Portal

Annual Surplus Lines Brokers Maintenance Assessment Report Portal

MEWA and PG Annual Report Portal

SharePoint

SCC BOI Website

SCC Case Management System

SCC Clerk’s Information System

eSCC

Telephone

Mail

Fax

Box

NAIC / NIPR

State Producer Licensing Databases (SPLDs)

Complaints Database System (CDS)

Regulatory Information Retrieval System (RIRS)

TeamMate+

NAIC Forms

Producer Database (PDB)

NIPR Gateway

BANKING SERVICES

ACH

Lockbox

Remote Deposit

STATE AGENCIES

Virginia Dept of Treasury – Email

Virginia Dept of Tax – Email

Virginia DMV – Email

Virginia State Police – Background Check Portal

Table 3 – Platforms and Tools Used for BOI Processes

Platforms and Tools Used by User Groups The following table indicates the platforms, modules, portals, web apps, and tools that are used currently by various user groups to support the twelve primary BOI processes that are in-scope to the solution.

SIRCON FOR STATES

Sircon.com

Company Renewal Portal

Company Assessment Filing Portal

Consumer Complaint Portal

Respondent Portal

Company Address Change Service Portal

RESA Analysis Documents Submission Service Portal

Uninsured Motorists Detailed Submission Portal

SCC

Company Appointment Billing Inquiry Portal

Annual Surplus Lines Brokers Maintenance Assessment Report Portal

MEWA and PG Annual Report Portal

Fax

NAIC / NIPR

NIPR.com

BANKING SERVICES

ACH

Lockbox

Remote Deposit

STATE AGENCIES

Table 4 – Platforms and Tools Used by User Groups

Agent & Agency License Types The following table contains details related to the Agent/Agency license types currently offered in Virginia.

License Requirements

Table 5 – Agent & Agency License Types Table 5 Notes

1. Non-standard application questions are Virginia-specific questions that are in addition to questions contained in the NAIC's uniform application.

2. Specific exam requirements and exceptions include:

Consultant - the exam is waived if the individual has an active Producer license with an equivalent Line of Authority (LOA).

Navigator - completion of Navigator training through the HBE Learning Management System (LMS) is required, not an exam.

Viatical Settlement Broker - a Life & Annuities (L&A) exam is required.

3. The issuance of licenses are contingent on the following requirements:

Navigator - registration with the Virginia Health Benefit Exchange (HBE) is required.

Producer - to receive the Variable Contracts qualification on a Producer license, a Resident Life & Annuities (L&A) qualification is required.

Surplus Lines Broker - an active Property & Casualty Insurer company license is required.

Title Settlement Agent/Agency - an active Title Insurer company license is required.

4. An appointment is not required to apply for, receive, or maintain an active license. An appointment from a licensed insurance company is required to sell insurance products.

5. Designated License Producers (DLPs) are required for all agency licenses.

6. Bi-annual renewals are based on the Agent's birth month and year.

7. All firm licenses, with the exception of Pharmacy Benefits Managers, are renewed bi-annually on May 1st of odd years.

8. Navigator registrations are renewed annually each Spring.

9. Pharmacy Benefits Manager licenses are renewed annually on September 30th.

10. Temporary Producer licenses are limited to 90 days and are processed through a paper-based application.

Company License Types The following table contains details related to the Company license types currently offered in Virginia.

Table 6 – Company License Types Table 6 Notes

1. Accredited or Other Authorized Reinsurer is a sub-type of Qualified Reinsurer.

2. Existing Burial Societies may remain licensed, but no new Burial Societies will be licensed.

3. There are no Captive Insurers currently licensed with BOI.

4. Timing of renewal varies.

5. Certified Reinsurer is a sub-type of Qualified Reinsurer.

6. There is currently only one active Domestic Surplus Lines company licensed with BOI.

7. Applications for domestic Fraternal Benefit Society licenses must be submitted through the NAIC's UCAA portal. Applications for Fraternal Benefit Society expansion are considered Non-UCAA filings and must be submitted to BOI.

8. May write P&C lines but is not a P&C company.

9. The application fee is payable to VDH (Virginia Department of Health) for certification of quality assurance.

10. May write L&H and P&C lines but is not an L&H or P&C company.

11. New licenses for Mutual Assessment P&C Insurers are rare, and they are typically very small companies.

12. Reciprocal Jurisdiction Reinsurer is a sub-type of Qualified Reinsurer. Reciprocal Jurisdiction Reinsurers are typically P&C companies, but L&H companies also exist.

13. Reinsurance Intermediaries that meet certain criteria are exempt from receiving a license in Virginia.

14. Alien Surplus Lines Carriers that can demonstrate they are approved by the NAIC are exempt from receiving a license in Virginia. The annual company assessment is submitted by the surplus lines broker.

15. Requires annual anti-fraud certification and annual report.

16. License application and renewal fees are subject to change within the constraints defined in the Code of Virginia.

Notes #4, #9, and #16 appear twice in the table above intentionally.

BOI Licensing Fees The following table contains the fees that BOI is statutorily required to collect related to agent/agency and company licensing, renewals, and assessments.

LICENSING FEES (AGENTS/AGENCIES)

AGENT APPOINTMENT FEES

COMPANY LICENSING FEES

License Application Fees

License Renewal Fees

ANNUAL COMPANY ASSESSMENT FEES

(Oct. 2025 SCC Assessment Order) § 38.2-400

§ 58.1-1812, § 58.1-15

ANNUAL SURPLUS LINES BROKER (SLB) ASSESSMENT FEES

(Oct. 2025 SCC Assessment Order) § 38.2-400, § 38.2-4809.1

(5-day cap)

§ 58.1-1812, § 58.1-15

Table 7 – BOI Licensing Fees Table 7 Notes

1. License reinstatements for agents and agencies require both the license renewal fee and the license reinstatement fee, which may be paid simultaneously or at different times as separate transactions.

2. BOI fees only apply to the initial submission. If a user submits additional fees post-submission or for an amendment, there are no additional transaction fees assessed by BOI.

3. If a SLB does not pay on time, the penalty is 10% of the amount due plus interest (based on the current VA Dept. of Tax interest rate).

BOI Activities and Fees Collected The following table provides a summary of BOI activities by fiscal year that are in scope to the BOI Information System solution.

Table 8 – BOI Activities (Fiscal Years 2023–2025)

* Data based on calendar year. All other data based on fiscal year.

The following table provides a summary of taxes and fees collected by BOI by fiscal year that are in scope to the BOI Information System solution.

Table 9 – Taxes & Fees Collected (Fiscal Years 2023–2025) Note: The use of the term “Producer” in the table above refers generally to insurance agents and agencies.

The following table provides a breakdown of the volume of transactions processed by various collection methods in fiscal year 2024, which is representative of a typical year. In the future, BOI desires to eliminate lockbox and mail / remote deposit methods of collection and utilize a standard electronic collection method. The proposed BOI Information & Payment Processing System solution will need the capability to process this approximate volume of transactions. This does not include transactions conducted for Offeror-specific fees.

Table 10 – Transaction Volumes by Collection Method (Fiscal Year 2024)

Continuing Education Providers, Courses, and Instructors The Virginia Insurance Continuing Education Board oversees the continuing education program in Virginia in accordance with applicable statutes (Code of Virginia §§ 38.2-1867 - 38.2-1874). The CE Board determines how the CE program will be executed and what fees will be levied for program administration. The CE Board is a separate entity from the Bureau of Insurance.

The CE Board selects and establishes contracts with CE Program Administrators that perform day-to-day administrative duties for the CE program on behalf of the Board, such as approving applications for CE providers, courses and instructors, and ensuring CE course credits are properly recorded. The current CE Program Administrator is Pearson Vue. The CE Program Administrator is required to use the same information system as BOI.

Fees that are charged in the BOI Information System for CE-related transactions are determined by the CE Board and negotiated through the CE Program Administrator. Currently, CE fees are calculated and collected by the Sircon for States platform through a monthly billing process based on CE transactions submitted by CE providers and instructors.

The following table provides CE program statistics for calendar year 2025:

Table 11 – Continuing Education Program Statistics (Calendar Year 2025)

The following table provides current CE program statistics as of September 2026:

Table 12 – Current Continuing Education Program Statistics (as of Sept. 2026)

BOI Regulatory Calendar The following figure depicts the timing of key BOI regulatory activities each calendar year.

Figure 4 – BOI Regulatory Calendar image2.png image3.png image4.png image5.emf image1.png