F.A.Q.

Introduction

Welcome to the tms-Monitor v3.0 transaction monitoring system. The purpose of tms-Monitor v3.0 is to record, evaluate and review clients and transactions as part of your FINTRAC Compliance program.

To use our documentation, you may access these files online or download them to your computer for local reference when not remotely connected to your server. Locate the frequently asked question in the list on the right.

How can I search for clients?

tms-Monitor provides several ways for you to locate client records:

1. In the menu bar at the top of page there is a Search box, indicated by a magnifying glass icon. Enter the first few characters of a client Last Name and hit the Enter key. You will be brought to the Client Search page with results matching your search text.
2. Click on Search under the Know Your Client menu option. On the Client search page you may do a more advanced search for clients by:
   1. Partial Last Name
   2. DOB
   3. Phone Number
   4. E-mail
   5. Postal Code
   6. Business Name
3. Client Reports offer many different way to filter clients, in order to locate a specific client record. On reports, the client name is a link to the client record.
4. Clients may also be located by Transaction Number or Transaction Date on the Search for Transaction page. Once a transaction is located, you have the option of going directly to the Client record.

Why do I get Data Import errors?

tms-Monitor provides a Data Import module as a quick way of getting data from other external systems into your tms-Monitor database.

To protect your system and the integrity of your database, data to be imported must conform exactly to certain formatting rules:

1. Data to be imported must be contained in a text file with data values separated by a comma (known as a *.csv file). The Import File name may only contain alphanumeric characters and underscore, and be less than 5 mb in size.
2. Data fields must be listed in the *.csv file in the exact order specified in the import templates (sample import files). If your system has no data matching that field, leave the value between the corresponding commas blank.
3. Any string type data fields that may contain a comma in the string, must be surrounded by double quotes (" ").
4. Double quotes (" ") within a data field, must be replaced with single quotes (' ') before importing the file.
5. All Dates must be in the format YYYY-MM-DD. Any other characters will cause data import errors.
6. NOTE: Data must be imported in a certain order. Clients must be imported before Notes, Identification or Transactions can be imported. Likewise, Transactions must be imported before their Proxy / Third Party details can be added.

During import, errors encountered are logged in the Import errors log file. A link to the error log will be provided during import. If any errors are reported, read the error log file, locate lines with errors and make the corrections in the import file before attempting import again.

Troubleshooting

1. Application pages cannot be accessed
   • Verify Apache Server and MySQL, PHP are correctly installed, are active and running properly.
   • You must be logged in as a valid user in order to access pages in the application. Return to login page and try logging in to the application.
2. Error logging in to the application
   • Verify username and password and try again
   • If login problems persist, contact your application Administrator to verify your account details.
   • If login is still not possible, contact TMS support team for help.
3. Server Maintenance and Upgrades
   • Server software must be kept up to date for security and proper running of the application.
   • Update Apache, MySQL, PHP as newer more secure versions become available.

How do I perform Client Reviews?

One of the helpful Compliance features included in tms-Monitor is the ability to schedule and track results of Client Reviews. Under Compliance - Settings Administrator users may set a Review Notification schedule for both Low Risk and High Risk level clients.

1. When Administrator is notified that reviews are pending...
   • The Notification Alert icon at the top right hand corner of the application page will indicate new messages with a Red dot.
   • Open the Client Review page under the Compliance menu option.
2. On the Client Review Page you may:
   • Review the History of Client Reviews performed by the Administrator.
   • View a List of all clients that are due for a Client Review (Low Risk Clients or Medium & High Risk Clients). Clients included in the list will be those whose "Last Review Date" plus the risk level review interval is on or before the current date, or is a newly added client who has not been previously reviewed.
   • Perform your review on the clients listed as you normally would using Client and Transaction reports and external 3rd party tools.
   • Record any notes, the date reviewed and check the Save option for all clients whose review has been performed.
3. When completed click the Save Client Reviews button. Each client in the review list with Saved checked, and valid note and date fields will be have their client record updated.

What is the difference between Risk Assessments and Client Reviews?

Client Reviews are periodic reviews performed on active clients by the Compliance Officer, on a schedule set in Compliance Settings according to the client's risk level.

Risk Assessments are automatic periodic assessements of client activity PERFORMED BY THE SYSTEM according to the schedule set in Compliance Settings. High Risk behaviour is indicated by Flagging the client and/or transaction record and by setting the client Risk Level.

Risk Assessments flag the following as suspicious activity:

1. Travellers Cheque / Money Order Transactions ($3,000 or more received to purchase Travellers Cheques or Money Orders)
2. Electronic Remittances or Transmitting of funds (EFT) of $1000 or more
3. Ongoing Business Relationship (Flags Clients with more than one transaction with Missing Identification Number, 'Occupation' or 'Nature of Business' data)

High Risk Behaviours will be assessed according to the following criteria:

1. HIGH RISK BEHAVIOURS
2. Where any of the following High Risk criteria are met, the client will be subject to:
   • Automatic setting of client Risk Level to 3-HIGH
   • Enhanced Due Diligence flag on the client record updated to TRUE
3. A client will be classified as 3-High Risk where, within a rolling 12-month period:
   • Any STRs were filed within last 5 years
   • Any transactions in last 12 months involved third party funding or payments on behalf of another person or entity, regardless of CAD amount or payment type.
   • Cash Transactions: Transactions total 20K CAD or more, and the number of transactions in the last 12 months is greater than 5.
   • Client identifies a Complex Ownership structure or any identified foreign Beneficial Owner; and has conducted 3 or more such transactions with a cumulative value exceeding $5,000 CAD equivalent.
   • Draft purchases: Aggregate foreign exchange draft transactions of $25,000 CAD equivalent or greater; or 16 or more foreign exchange transactions.

1. MEDIUM RISK BEHAVIOURS
2. A client will be classified as 2-Medium Risk where, within a rolling 12-month period:
   • Cash Transactions: The client conducts 4-5 foreign exchange transactions; and the aggregate value of those transactions is less than 20,000 CAD equivalent.
   • DRAFT Transactions: The aggregate value of those transactions is less than 25000 CAD equivalent; and the client conducts 2 - 15 draft transactions in the last 12 months.

1. LOW RISK BEHAVIOURS
2. A client will be classified as 1-Low Risk where within a rolling 12-month period no other High-Risk or Medium-Risk triggers are present.

How can I see client activity by Postal Code?

There are 3 ways that you can view clients or transactions by postal code in order to identify suspicious transactions: Postal Code Mapping, Client Reports, and Transaction Reports.

Postal Code Mapping
To help you identify suspicious activity, the Postal Code Mapping report graphically displays information about transactions by Postal Code. Postal Code Mapping:

• Graphs the number of transactions per postal code for the last six months ;
• Graphs the total amount of transactions per postal code for the last six months ;
• Provides a data export link for use in your third party mapping software;

Open the Transactions By Postal Code Report by locating the link in the Reports box on the Home page.

Client Report - Sort By Postal Code
This report lists the clients added in the specified date range, sorted by postal code. It also displays the number of transactions each client has had in the last year.

• Open Client Reports;
• Under the Sort By section at the bottom of the page, select Postal Code.

Transaction Report
This report lists the transactions in the specified date range, including postal code. It also displays the number of transactions each client has had in the specified period.

• Open Transaction Reports;
• Under the Sort By section at the bottom of the page, select Postal Code.

Why is "ALERT: Incomplete 'Business Relationship'" in some client Alerts?

This notice can be seen in the Alert field on Client Update page and on Client Report - High Risk Clients.

Automated Risk Assessments prefix this text to any existing client Alert text. Once the suspicious activity issue has been addressed, the Risk Assessment alert text can be deleted - leaving the original alert text.

What are invalid characters?

There are a number of characters that may NOT be included in data entry and data import values. You will be warned to remove these characters when "Save" or "Update" is clicked after making data changes.

The following are considered to be invalid characters: % / \ ^ < > = $

Bugs and feature requests

Have a bug or a feature request? Please open a new issue.