Example Database Assessment Report 2025

Intelliflo Office Database Assessment for

Jigsaw Tree Financial Planning

Data Extract as at: 6 th June 2025

STRICTLY CONFIDENTIAL

Ref No: DBA | Issue No: 01 | Updated: June 2025

Table of Contents

Introduction ......................................................................................................................................................... 4

Summary Findings ............................................................................................................................................ 5

Appendix – Detailed Assessment Findings ....................................................................................................... 9

Client Data Quality ........................................................................................................................................... 9

Client Segmentation ........................................................................................................................................ 9

Client Segments and Target Market .............................................................................................................. 10

Fee Models .................................................................................................................................................... 10

Life Cycles ...................................................................................................................................................... 10

Users .............................................................................................................................................................. 11

Advisers .......................................................................................................................................................... 11

Reconciled Income ......................................................................................................................................... 11

Aged Debt ...................................................................................................................................................... 12

Valuations ...................................................................................................................................................... 12

Workflows ...................................................................................................................................................... 13

The Advice Journey ........................................................................................................................................ 14

Document Designer ....................................................................................................................................... 15

Compliance .................................................................................................................................................... 15

Personal Finance Portal ................................................................................................................................. 16



Introduction

This database assessment provides information on several areas within your io (Intelliflo Office) database,

and it should be read in conjunction with a review call with Jigsaw Tree who can provide additional

information and context on these key areas.

This assessment was conducted on the 06/06/2026. This date is important as data changes daily and

therefore having the review date in as early as possible post assessment is beneficial.

The use of your technology, including the way that data is entered and used, is important as it forms the

foundation for all the work that is undertaken. That coupled with the processes and configuration will ensure

your firm can operate aligned to best practice processes.

This assessment looks at a number of key areas and it should be noted that we do not benchmark this

assessment against others that we have completed as we treat each firm as individual. Should areas for more

effective use be identified or the requirement for cleansing, this can either be completed by a Jigsaw Tree

consultant or training can be provided so that this work can be completed in-house.

The way that the solution is configured can also impact your operational effectiveness and having worked

with a significant number of Intelliflo clients we have positive experience that we can bring to your business

in the way that it works with technology.



Summary Findings

Please refer to the Appendix for more detailed information about our recommendations.

Area of Database Objective Key Observations

Client Data Quality

Client Segmentation

Fee Models

Life Cycles

A core of client data should be agreed when

adding data into io in this way the data can be

used consistently. Whilst giving confidence that

a core of accurate data is being recorded and can

be used in outputs to clients and internal MI.

The service status within io should mirror your

service proposition naming convention and

aligned to your fee model(s).

Using the Client Segments and Target Market

functionality for further segmenting clients, will

provide the evidence required for when tracking

a clients’ financial journey and will support

Consumer Duty reporting.

Your fee models should be aligned to your

charging structure to clients and mapped to the

service status that you have recorded on io. If

configured in this way, the system will only show

those fees that are relevant to the service status

that has been selected for a client.

This area on io gives you the ability to add rules

to help ensure that the right core set of data is

recorded when a plan is added from draft to a

client file.

‣ There are 297 clients in intelliflo Office (io)

‣ 2% of these have no service status noted

‣ Key consumer duty data is missing, such as 296 clients without a review date

and 70 clients without their vulnerability being assessed.

‣ There are other gaps in your data such as NI numbers, email addresses and

personal information that should be addressed.

‣ There are 5 service statuses set up

‣ It appears that there are a number of these that are no longer used and should

be archived

‣ There are no archived services statuses with clients attached

‣ A review of your client agreement and service proposition should be

conducted to ensure your services statuses are aligned.

‣ Client Segments and Target Market are not being used

‣ There is 1 fee model in place which has been mapped to service statuses

‣ There are 9 lifecycles in place

‣ There are many data capture rules in place when plans transition from draft

to submitted to provider and then to in force. These include the rules we

consider best practice but we would recommend a review is done to ensure

you are using the most up to date and current Life Cycles available


Jigsaw Tree can review and recommend how

other firms have implemented this area of io to

gain maximum benefits.

Users

Advisers

Income Reconciliation

Valuations

Making sure your user accounts have correct

access and that you are using your full licence

count ensures accurate charging and the

appropriate security levels.

Making sure you have your advisers correctly set

up on io is imperative for accurately recording

who is responsible for a client and providing a

piece of advice.

The income area of io should be used as this data

is shown in several reports that support the

running of the business and help identify when

income is owing from providers/clients. Is

accurately used and recorded, this will support

the accurate production of the RMAR report.

This report shows the number of providers that

have been set up and whether the bulk valuation

and contract enquiry feeds are working. These

should be reviewed to ensure all your key

providers have been set up and checked.

‣ There are 4 chargeable licences with 3 users in total and 1 of these, has not

set up 2 factor authentication

‣ There are 4 active advisers set up

‣ The income reconciliation is up to date with the current closing period being

May 2025

‣ There are 2 unlinked fees

‣ There are data issues with your aged debt report and this should be resolved

to provide accurate MI.

‣ There are 4 bulk valuations set up with some failures happening. This could

be due to plans not being in force, incorrect provider name or policy number,

any ineligible plans, i.e. duplicate plans, or credentials being incorrect.

‣ There are 6 contract enquiry valuations in place but there are a number of

plan fails. This could be related to expired unipasses.

‣ There are currently 50 providers that support bulk valuations and 17 providers

that support contract enquiry. This is a far higher number than currently set

up. It is important to review this regularly as new providers are added to

ensure maximum automation.


Ref No: DBA | Issue No: 01 | Updated: June 2025 Page | 6


Workflows and the

Advice Journey

The workflow and advice journey should be

reviewed to ensure all documented processes

are created where possible in io to ensure

everything is streamlined and all users are taking

a consistent approach.

The advice area should be looked at in line with

best practice. Service Case Status’ will give

important MI to the business on any bottle necks

in any advice process (New Client/Review).

‣ There are 7 Workflows in place which automatically trigger based on different

actions for the Adviser and service case

‣ There is a variety of task automation which allows for the realistic processing

of business

‣ Task delays is not being used within any of your workflows. This would be

beneficial when waiting for provider and client responses as it keeps the

business on track and ensures it is being chased up at a realistic rate.

‣ There are some service case categories configured and available. This is a

great way to add granularity of data when reports on the advice given and

new business are being produced.

‣ Service case categories have not been made mandatory within the system.

This would further add to the MI being produced and would ensure it is

captured for all business.

‣ There are recommendation categories configured and available. This also

adds great granularity of data when reports are being run and can allow for

more specific business types to be reported on easily.

Document Designer

Compliance

By making good use of the Document Designer

area of io will ensure a consistent approach

when communicating with clients.

Documents/reports and templates can be set up

by Jigsaw Tree if these documents are provided

an outline of the cost to set these up can be

provided along with training on how they are run

within io.

Gatings and RAG ratings have a value when

configured into io. The Gatings area gives the

ability to specify if an adviser can advise on

‣ There are 7 document designer templates in production

‣ We have reviewed 5 of these and found that some coding can be improved

and templates enhanced. Further detail can be found later in this report.

‣ Whilst there are some templates that we would consider best practice, there

is room to enhance this area. Particularly around consumer duty and client

reviews.

‣ The Compliance area does not contain any configuration above the

mandatory elements and does not appear to be used at the moment.




Personal Finance

Portal

a particular product and if not, io will not allow

that to be added against the advice on the client

record. Furthermore, if the compliance area

in iO is to be adopted by having RAG ratings set

up the system can look at the type of business,

the % required for checking, plus the RAG ratings

to automatically select the files for checking.

This area can be product specific to flag high risk

products (DB Transfers) which will have to go

through a pre-approval process prior to being

added to the database. This will support the

mitigation of risk if checking is conducted at the

right time.

With the ability to be able to remove widgets

from being seen/used by clients, this

functionality can now be implemented on a

simplified approach with just adviser messaging

and document uploaded/store, along with basic

client fact find details. Now with the benefit of

the development of gamified fact find, getting

clients to review/update this data has been

made easier.

‣ The Compliance area can be configured in line with your Post Sale file-review

requirements using a variety of configurations and exception checking

criteria

‣ The PFP area has been rolled out to some clients and 132 have registered.

However, only 43 have logged in in the last 3 months suggesting client

engagement could be improved.



Appendix – Detailed Assessment Findings

Client Data Quality

In total, there are 297 clients in intelliflo Office (io) and the table below shows the quality of the data.

Client Records Without a valid

Service Status 7

Email Address 22

Date of Birth* 5

Telephone number/mobile 56

Postcode 8

NI Number* 27

Marital Status* 11

Plan 30

Review Date 296

Vulnerability* 70

* Personal clients only.

There are also 194 clients who are in the restricted processing database.

Maintaining accurate data requires ongoing efforts to ensure a high-quality information base. By consistently

reviewing the data held, there will be increased confidence in the accuracy of outputs, such as management

information (MI), fact finds, and client reports.

Client Segmentation

Clients are identified and segmented by their allocated Service Status which should align to your service

proposition. We recommend reviewing clients without a service status and updating their records accordingly.

Active Service Status

Prospect 6

Ongoing Service Agreement 281

No Service Agreement 2

Introducer 0

Deceased Clients 1

Clients with no service status 7

Total 297

Notes: Assuming that clients in Service Statuses ‘No Service Agreement’ are no longer being serviced, along

with the 194 clients who are restricted, this results in a total client base of 196. Have you considered the

potential value of these clients? If you're interested, we can connect you with one of our Trusted Partners to

explore your options.

Client Segments and Target Market

There are currently no Client Segments approved. The Target Market functionality is not being used.

Segmenting clients and ensuring they are in line with the target market is invaluable because it ensures tailored

advice, products and services to each segment and therefore, to each client.

It can also lead to correct charging structures when using with Fee Models and enables the evidence required

for when tracking a clients’ financial journey and for Consumer Duty purposes.

Fee Models

Fee Models are used to establish the correct charging structure for the client based on their allocated Service

Status. There is 1 approved fee model that is detailed in the table below.

Fee Models should be set up in line with your client agreement and mapped to the relevant service status. As

a result, when a client is set up and a service status allocated only the appropriate fees will be selectable.

Fee Model Name

Standard Fee Model

Life Cycles

Mapped

Prospect, Ongoing Service Agreement, No Ongoing

Service Agreement

Life Cycles are rules allocated to the plan transition and can control how new business is captured. This includes

defining the ‘stages/statuses’ that a plan transitions through, the minimum data capture and the tasks that must

be completed.

The benefit of having these set up is consistency of data entry. There are currently 9 Life Cycles as detailed

below which have rules in place however, it is always recommended to review this area on a regular basis as io

can add new rules on an ad hoc basis.

Name of Life Cycle

Number of rules in place

Migrated Plans 0

New Business – Investments 44

New Business – Mortgages 17

New Business - Occupational Pension Transfer (DB) 18

New Business - Occupational Pension Transfer (DC) 18

New Business – Pension 25

New Business - Pension Switch PP to PP 18

New Business – Protection 25

Pre-Existing

N/A



Users

There are 4 licences available and of those, you are using 3.

There is currently 1 user without two factor authentication set up; having secure login processes in place

ensures the safety of your client data.

Advisers

There are 3 authorised advisers. We recommend that you deauthorise advisers in your leaving process so that

only advisers still retained within the firm are showing as authorised.

Adviser Name

Chris Baigent-Reed

Naya Hemens-Westaway

Charlotte Morris

Sarah Dockree

Authorised / De-Authorised

Authorised

Authorised

Authorised

Deauthorised

Reconciled Income

Using the Income functionality for completing a month end routine can ensure that all received income for the

period is recorded and any discrepancies identified and resolved. If this is not performed correctly it can

negatively impact on other areas such as management information and regulatory reporting.

The income area was reviewed over a three-month period from 01/02/2025 to 30/04/2025.

Statistics

Results

Cash receipts Provider Paid Statements 30

Client Fees 136

For provider paid statements, these have been processed in the following ways:

EDI Received electronically directly from the provider. 10

Manual The user has manually created the statement. 3

CSV import Imported by a user as an Excel/CSV file. 17

Current accounting period May 2025

Issues Identified with Income Data over the last 3 months

Provider statements without a corresponding cash receipt 0

Cash receipts without a corresponding provider statement or client fee record 0

Unallocated income within a locked provider statement 0

Unprocessed statements that show a negative value 0

Unlinked fees 2

Allocated items as unknown commission type 0

EDI statements ready to be made live over 1 month old 0

Notes: Please note that any unlinked fees or unknown income will affect the accuracy of your RMAR report.



Aged Debt

The new Accruals/Aged Debt functionality is not being used. This functionality provides a better view, analysis

and management on outstanding expectations.

Enhancements include a new Aged Debt area available within the Income area of io, processing write offs (which

includes being able to write off in bulk), adjustment of expectations and adding fee tolerances.

The value in using this new functionality is an improved oversight of the expectations outstanding when fees

are being paid which is available on all income types and a good level of MI can be produced as a result with

improved reports specific to the new functionality.

Financial Reporting

Aged Debt Report

Results

Items Outstanding 283

0-30 days £16,002.99

31-60 days £30,831.12

61-90 days £25,214.59

91-120 days £24,122.09

Over 120 days £222,706.80

Notes: There can be many factors that will affect the figures above. For example, there are currently 80 entries

on the aged debt where monies have been received however there is no expectation, this totals £42,761.85.

We can provide a further analysis on Aged Debt reporting if required.

Valuations

In order to fully receive electronic valuation information directly from the platforms and providers that support

this service, it is recommended that the failure report is run regularly to understand where feeds are not

working, and which ones can be rectified. There are currently 2 providers set up for bulk or contract enquiry

valuations. Guidance can be provided to support providers and integrations or resolve any issues with the

current set up.

Bulk Valuation – App Based

Provider Successes Failures

Prudential 3 0

Totals 3 0

Notes: Bulk valuations set up via an app in the ioStore show in the Uploads area on io. The successes and

failures can be higher than those showing on the Bulk Valuations via username/password and Contract

Enquiry - Unipass as the valuation data is provided at fund level and not plan level.



Bulk Valuation – Username/ Password


Aviva Platform 0 3

Elevate 77 5

Transact 318 2

Totals 395 10

Notes: The older style bulk valuations require a Username and Password which must be associated with io and

registered with the provider. The successes and failures of these valuations are shown at plan level.

Contract Enquiry - Unipass


AEGON 1 2

Aviva 0 3

Legal & General 0 5

Prudential 2 6

Royal London 0 3

Standard Life 1 0

Totals 4 19

Notes: Contract Enquiry valuations are sent to io through Unipass. The successes and failures of these

valuations are show at plan level.

Workflows

Workflows allow users to be guided through a defined process and in a consistent way. Depending upon

configuration, Workflows can be triggered automatically for users based on the information entered and the

functionality being used or manually added to records as and when appropriate. It also demonstrates a defined

and repeatable process dealing with clients.

A consistent naming convention should exist for Workflows (including version control) so that it is clear to users

the correct Workflow to be used.

There are currently 7 active workflows set up; 5 are service case based, 2 are adviser based, and none are plan,

client or lead based and the table below shows these:

Workflow Name Relates To Could configuration be enhanced?

Client Review 3.0 Service Case The workflow could also be made to be run on demand

by a user role in case it fails with the automation set up.

There are a lot of steps which could be broken down into

separate workflows and available as transitions for MI

purposes. No due delays are also being used which

could be beneficial.



Income 3.1 Adviser No, this workflow is configured well for the purpose of

running the income reconciliation process

Month End 1.3 Adviser No, this workflow is configured well for the purpose of

running month end checks against various Providers

New Business 3.0 Service Case The workflow could also be made to be run on demand


There are also a lot of steps which could be broken down

into separate workflows and available as transitions for

MI purposes. No due delays are also being used which


New Business Transfer 3.0 Service Case No, this has been configured well for the purpose of

confirming the route required for the new business

New Business Top Up 3.0 Service Case The workflow could also be made to be run on demand






New Client Onboarding 2.0 Service Case The workflow could also be made to be run on demand






Some of these workflows we would consider best practice with the task description element being used well,

but additional automated workflows could be built to ensure consistency and maximise the automation of

processes.

The Advice Journey

The Advice Journey is used to track a piece of advice as well as record the recommendations and proposals

made to the client. Service Cases are automatically created with an advice case and can ‘transition’ through

different statuses which can then be reported upon. The value in using the advice journey is that a consistent

guided process can be used, and a good level of MI can be produced as a result.

The newest version of the advice journey is being used. The new advice journey offers enhanced functionality

for recommendations, improved integration with document designer and an upgraded implementation area

with additional features.

There are 9 service case status transition configured.

There are recommendation categories configured, and this is important as it will improve the MI on the number

and types of recommendations made to clients. These can be added on to the individual recommendations and

are used to create a further granularity of data being returned from the MI reports on advice given. These are

often used to drill down into the type of recommendation i.e. investment advice and then the subcategories

will reflect the specific piece of work such as Bed & ISA.



Document Designer

There are 7 templates with a status of Production in Document Designer.

We reviewed 5 of these documents and found that some enhancements could be made. There are some

examples detailed in the table below where improvements could be made.

Document Name

Initial Engagement Documents Single

Letter Template Carl Rich

LOA change of servicing agency

Nil Response - Client Letter

How can coding be enhanced?

This template has good coding and formatting is good.

Additional coding can be added in to pull through provider

address/date and policy details.

Coding could be reviewed. The DOB is pulling into two

areas and a repeater could be put on the table so all

details pull through in the table on separate lines along

with policy numbers when available.

This template has good coding and formatting is good.

Review Follow Up Template

This template has good coding, there are minor

formatting issues but a good use of prompts.

Notes: Document Designer makes producing high quality, branded documents such as client letters and

suitability reports simple and straight forward. With the ability to include conditional paragraphs automated

letters using client data can be produced with less paragraph selection and increased accuracy.

Compliance

The compliance area can be configured in line with your file-review requirements using a variety of

configurations and exception checking criteria.

The compliance functionality has not been configured. The various areas that can be set up are detailed in the

table below and confirms where any configuration has been done.

Compliance Function

Configured

Number of items in file queue 1

File checking categories configured?

File Checking checklist

File Results configured?

Adviser Risk setup configured?

Product Risk setup configured?

Exception Setup?

Automated file check Lifecycle setup configured?

Complaints being used?

Breaches being used?

2 – these are the IO defaults



No

No

No

No

No

No



Personal Finance Portal

Clients Registered

Clients Accessed Portal < 3 Months

132 43

Notes: If there is an objective to implement the Personal Client Portal (PFP), missing data will need to be

addressed as it forms part of the security protocols and clients can only be given access to the portal through

an email account, which must be for an individual (i.e., Husband and Wife cannot share an email address for

this purpose).

Using PFP gives your clients an invaluable tool on which to view financial information and interact via a secure,

online 'hub' anywhere and on any device. It supports regulatory requirements for information security by

providing secure messaging between the organisation and clients. It provides secure, online storage for all

those important documents and is available for clients 24/7.



Other Areas

There are a number of other areas where Jigsaw Tree can make recommendations that would be relevant

to the firms individual needs. There is no best practice for these areas but should you wish to discuss the

following we can help with set up, cleansing or training to ensure you are getting the most out of intelliflo

Office.

• Tasks

• Client Communications

• MI and UDMI Reports

• Dashboards

• Intelliflo Store/Apps

• Security Settings

Other Services

Below are several additional services that Jigsaw Tree can offer. Should you need more details about any of

these services, please do not hesitate to reach out. We are more than happy to discuss them further with

you.

• Onsite and Remote Training

• Ongoing Support Package

• Income Reconciliation Outsourcing

• Administration Outsourcing

• Consumer Duty Package

• Process Mapping

• BOSS (Business Operating Support Services)

• Outsourced Marketing

• Request for Information Process

We look forward to discussing the results of your Database Assessment at the follow up review call that will be

booked with you.



Example Database Assessment Report 2025

Transform your PDFs into Flipbooks and boost your revenue!

Delete template?

Save as template ?