User Guide - Application for Register Management and Training Recording — HANFA — HR

tel: 01 6173 200, fax: 01 4811 507, e-mail: info@hanfa.hr, OIB (Personal Identification Number): 49376181407, MB (Registration Number): 02016419, www.hanfa.hr Application for Register Management and Training Recording - User Instructions

Introduction
The IDD application serves to input Training records, track time spent on training for individual persons, and update/add basic data of natural and legal persons already entered in the insurance market registers maintained by the Croatian Financial Services Supervisory Agency (hereinafter: Registers), as well as synchronize updated data with the Registers.

Access Rights - External Users
External users log into the system via certificates. The certificate can be issued by FINA (Croatian Public Revenue Agency) or any other valid certificate. Access rights are exercised in the manner and under the conditions specified in the Technical Instruction for using the system for maintaining registers and recording training of insurance distributors and reinsurance distributors (https://www.hanfa.hr/media/4501/tehnička-uputa.pdf) External users may obtain the following access levels:

Level 2 - Educator - Employer

Input of data on conducted training
Input of data on the number of training hours per individual distributor
Input and modification of basic data for distributors employed by a registered employer
Review of training for distributors with whom the employer has a contractual relationship for insurance distribution (employment contract or other contractual relationship), as well as distributors who are employees of companies/businesses for insurance and/or reinsurance distribution with whom the employer has a concluded insurance distribution agreement (currently registered)

Level 3 - Educator

Input of data on conducted training
Input of data on the number of training hours per individual distributor

Level 4 - Employer

Input and modification of basic data for distributors employed by the employer (currently registered)
Review of training for distributors with whom the employer has a contractual relationship for insurance distribution (employment contract or other contractual relationship), as well as distributors who are employees of companies/businesses for insurance and/or reinsurance distribution with whom the employer has a concluded insurance distribution agreement (currently registered)

tel: 01 6173 200, fax: 01 4811 507, e-mail: info@hanfa.hr, OIB: 49376181407, MB: 02016419, www.hanfa.hr Basic Data Basic data that can be entered/modified are:

Surname
Place of residence address
E-mail
Telephone
Fax
Employer – termination of contractual relationship

Search / Display
Basic data of natural and legal persons can be searched by:

Registration number
OIB (Personal Identification Number)
First and surname / Company name
Figure 1 Search of basic data

Input and Modification of Basic Data
External users with the appropriate access level, Level 2 or Level 4, can search and modify data only for their own distributors and for themselves, and may modify and enter only specific basic data. A specific case is the OIB, which external users can only enter if not already entered for a particular person (natural or legal), but cannot modify existing OIB data. Data that external users can enter and modify:

tel: 01 6173 200, fax: 01 4811 507, e-mail: info@hanfa.hr, OIB: 49376181407, MB: 02016419, www.hanfa.hr Natural Persons | Legal Persons | Modifiable Data (yes / no) External users | Competent authority | no

Registration number	no
Broker category	no
Broker status -	no
First name -	no
Surname / Name	yes
Date of birth -	no
---	---
Place of birth -	no
Country of birth -	no
Nationality -	yes
Gender -	no
Legal form	no
Type	no
Head office/Registered address	yes
Country of incorporation	yes
Date of incorporation	no
Date of court registry entry	no
Date of HNB approval	no
OIB identifiers can only be entered, but not changed.
Type of identifier	yes / no
Value	yes / no
Date	yes / no
Document class	yes / no
Registration number	yes / no

tel: 01 6173 200, fax: 01 4811 507, e-mail: info@hanfa.hr, OIB: 49376181407, MB: 02016419, www.hanfa.hr Contacts:
Contact type | yes
Value | yes
Description | yes
Primary contact | yes

tel: 01 6173 200, fax: 01 4811 507, e-mail: info@hanfa.hr, OIB: 49376181407, MB: 02016419, www.hanfa.hr Employers:
Name | yes
Date of employment/contractual relationship commencement | yes Date of employment/contractual relationship termination | yes Note (description) | yes

Close associates:
Name and surname of close associates | yes
Start of association | yes
End of association | yes
Note | yes

Companies represented by the person:
Name of insurance or reinsurance company | yes Start of representation | yes End of representation | yes Note | yes

Company member:
Name and surname/company of founder/member | yes Start date | yes End date | yes Note | yes

tel: 01 6173 200, fax: 01 4811 507, e-mail: info@hanfa.hr, OIB: 49376181407, MB: 02016419, www.hanfa.hr Member states:
State code | no
State name | no
Date of business commencement | no
Date of business termination | no

Work permits:
Type of insurance for which the person has authorization | no Start of validity | no Class | no End of validity | no
Figure 2 Modification of basic data

tel: 01 6173 200, fax: 01 4811 507, e-mail: info@hanfa.hr, OIB: 49376181407, MB: 02016419, www.hanfa.hr After modifying basic data, the main "Save" button in the upper right corner of the screen must be clicked. If data modification is to be cancelled, the "Cancel" button in the upper right corner must be clicked. For data located in the tabular view, such as identifiers, addresses, contacts, etc., each modification/entry in the table must be confirmed by clicking the "Save" button at the end of the row, and subsequently, all basic data changes must be confirmed via the main "Save" button in the upper right corner of the screen. HANFA authorizes modified data and has the right to request additional documentation related to the entered modification. After authorization, modified data is transferred to the registers.

Training Records
Input of training records
External users with Level 2 and 3 rights must first input training records into the system in the Training menu by clicking the "Add Training" button. Until training records are entered into the system, corresponding training/hours cannot be assigned to individual natural persons.
Figure 3 Input of training records

tel: 01 6173 200, fax: 01 4811 507, e-mail: info@hanfa.hr, OIB: 49376181407, MB: 02016419, www.hanfa.hr Data entered for individual training includes:

Educator - Name of the person (natural or legal) organizing the training
o For external users, this information is automatically populated based on their access data (certificates and company of employment)
Type of training
For all, except for secondary brokers:
Non-life insurance
Insurance investment products,
Life insurance
For secondary brokers:
Specific types of non-life insurance (TA),
Specific types of non-life insurance (S),
Lecturer - person who conducted the training
Date of training conduct – can be modified and may differ from the training creation date (deadline for training registration is 15 days after conduct)
Number of training hours
Note (free text, if someone wishes to record additional information alongside Training)
If you immediately proceed to input training participants, the field "After entering training, go to participant entry" must be checked so that the screen for entering persons into the entered training opens. On the main "Training" screen, all training records conducted within a default period are displayed. The predefined period is always the last month from the current date, which can be changed as desired or completely removed.
Figure 5 Main screen "Training"

tel: 01 6173 200, fax: 01 4811 507, e-mail: info@hanfa.hr, OIB: 49376181407, MB: 02016419, www.hanfa.hr Modification / Deletion of Training Records In case of an error in training entry, modification/deletion of data related to training is enabled on the main "Training" screen.
Figure 6 Deletion of training
External users can modify and delete all training records. Changing the type of training is allowed only within the same group of trainings (for secondary brokers or others). If changing the training type to another group is desired, the training must be deleted and re-entered, with persons who attended the training recorded again.
Figure 7 Edit training
Assignment of Training Records
Training records, or the number of completed training hours, can be assigned in two ways:

Assignment of persons to training
Assignment of trainings to persons
Assignment of persons to training
The interface for entering data on persons who attended individual training is accessed via the "Hours Record" menu --> "By Training".
Figure 8 Assignment of persons to training - selection of training
Educators can select and search only trainings they entered themselves.
Trainings can be searched by training date, educator, lecturer, and name/type of training, and are sorted from newest to oldest by training date and entry date. Selecting the appropriate training enables adding participants to it.
Figure 9 Assignment of persons to training - training overview
External users can only view whether a specific entered training is a compensation for the participant, but cannot modify it. Marking training as compensation is performed by HANFA based on the submitted broker application for re-registration in the Register.
Figure 10 Adding participants to training
Persons added to training may be in Active, Inactive, or On Leave status.
Natural persons are withdrawn from the Register and can be retrieved by name, OIB, or registration number.
After selecting a natural person, the screen displays registration number, first name, surname, OIB, and broker category.
Multiple natural persons who attended the training can be entered for one training. All natural persons attending the training are assigned an equal number of completed hours for that specific training. Multiple participants of the same training can be entered via an Excel template.
Figure 11 - Excel template
In the first three (3) rows of the Excel template, users can enter whatever they wish, i.e., use them for free-text information about Trainings, to facilitate easier document tracking. From the fourth (4) row onwards, the first (1) column must contain:
Registration number of the natural person
o The natural person must exist in the register.
All other columns may be empty or filled arbitrarily as desired by the user.
Before saving Excel data into the system, the data will be displayed on screen so that users can verify it once more before storage.
Figure 12 Assignment of persons to training
Only after the user confirms the displayed data, the data will be saved to the system, and all natural persons who attended the training will be assigned the corresponding number of hours for that specific training.

tel: 01 6173 200, fax: 01 4811 507, e-mail: info@hanfa.hr, OIB: 49376181407, MB: 02016419, www.hanfa.hr Assignment of training to person For entry, a distributor is selected by Name and surname, OIB, or Registration number. External users can retrieve only natural persons in Active, Inactive, or On Leave status. The hours record overview by participant displays basic broker data: Name and surname, registration number, day and month of first entry into the HANFA register, OIB, broker category, and current period hours status. The hours record overview by participant shows all trainings the user attended with the following data for each individual training: Educator, Type, Date of conduct, Entry date, Lecturer, whether it is a compensation of hours, and number of training hours.
Figure 13 Assigned trainings - to person
Multiple trainings can be entered for one person.
For assigning training to a person, trainings can be selected exclusively from entered trainings. Educators can view only data on trainings they entered themselves. Trainings are searched by date and name and sorted from newest to oldest by training date. When assigning training to an individual natural person, the corresponding number of completed training hours is immediately assigned to that person.
Figure 14 Assignment of training to person

tel: 01 6173 200, fax: 01 4811 507, e-mail: info@hanfa.hr, OIB: 49376181407, MB: 02016419, www.hanfa.hr Data Processing For natural persons, an active license may be automatically extended if the following conditions are met:

the natural person has a good reputation
is employed
has completed the corresponding number of hours on trainings
Active status is a status that collectively satisfies: employment, expertise (training), and suitability and license (i.e., all those who are in the register, or have not lost it in any way) Inactive status is a status that collectively satisfies: expertise (training), suitability, and license (i.e., all those who are in the register, or have not lost it in any way), meaning the person is simply not employed but is so-called "free" on the market. Cancelled status is a status that collectively fails to meet one of the criteria: expertise (training), suitability, and license (i.e., all those who have lost their license in any way) On Leave status is defined as follows:
All those who do not meet the expertise (training) requirement are initially placed in On Leave status, which may last up to 12 months. This status generally means "cancelled" from the register, but with a period during which they can, upon request and meeting at least 15 hours, return to Active or Inactive status. Training hours completed as compensation of hours do not count towards the annual hour calculation. This modification is made exclusively by HANFA. If a person within the allowed 12-month period of On Leave status does not meet the minimum 15-hour requirement, they transition to Cancelled status.

Automatic Status Change
Automatic status verification and change are performed with a 15-day delay between the actual (technical) expiry of the person's license and the actual change of their status. This delay was introduced due to the educator's obligation, in accordance with the Regulation on Expertise and Suitability of Insurance and Reinsurance Distributors and Registration (NN 16/19 and 9/21), to enter data on the training into the system no later than within 15 days after the training is conducted.

Notifications for External Users
Distributors whose licenses expire in 30 days and/or whose licenses expire on the relevant day because they have not accumulated the minimum number of training hours will receive a warning e-mail. To all employers, whose distributors have licenses expiring in 30 days and/or whose licenses expire on the relevant day because they have not accumulated sufficient training hours, a warning e-mail will be sent, listing all relevant distributors. If the distributor's e-mail address is not entered in the basic data, the e-mail is sent only to the distributor's employer, and if the employer's e-mail address is also not entered, no e-mail is sent.