IPM Business Process Changes

In addition to the technical changes required to transition processing from the legacy ALARS to the new ATLAS system, the Massachusetts RMV is implementing a number of business process changes.  Unless otherwise noted, these changes will be implemented with the launch of ATLAS Release 2 on November 12, 2019.

IPM New Policy Submission - The Timing Challenge

This document will provide the background around the inherent timing challenge submitting new policy transactions for new vehicle registrations, and provide possible alternative approaches on how to address.

IPM New Policy Submission - The Timing Challenge
Submitting add policy transactions prior to registration – Posted (6/14/2019)

Registration Revocation for No Policy

While registrations have required that an insurance policy record be received and matched to each vehicle registration, non-compliance did not automatically initiate registration revocation.  With ATLAS Release 2, vehicle registrations that are not associated with an insurance policy will automatically go into revocation on the following schedule:

    • New Registration (New)
      • 23 days until registration revocation notice letter is sent
      • 10 days after notice registration revocation is instituted
    • Policy Expiration (New)
      • 10 days until registration revocation notice letter is sent
      • 10 days after notice registration revocation is instituted
    • Policy Cancellation
      • 10 days until registration revocation notice letter is sent
      • 10 days after notice registration revocation is instituted

For example, if a customer registers a vehicle with proof of insurance from ABC Insurance Company, but the RMV does not receive a record (via batch, web service or direct portal entry) with policy details that matches this registration validating insurance, the RMV will send a letter to the registered vehicle owner 23 days after registration, and will revoke the vehicles registration 10 days after the letter is sent (unless proof of insurance is validated).

This change increases the criticality of carriers reviewing and taking action on the RMV’s “no policy report” which lists vehicles registered by a carrier for which a policy record has not been received.

Additional points:

  • Any vehicle registered with the RMV that lacks a matching policy reported by carrier will be displayed on the “no policy” report – even those registrations that have not entered the revocation process
  • The VIN will be added to the “no policy” report to assist with tracking which policy is associated with which vehicle
  • Municipalities and non-commercial trailers will not be included as part of this process
  • Plan to provide more visibility into changes occurring at the RMV on the report (e.g. plate swap)

Municipal Vehicle Insurance Policy Reporting

Municipal vehicle reporting will be optional for insurance carriers

Additional Points:

  • A report will be sent to municipalities informing them of the status of their registered vehicles
    • As a part of this, we will encourage municipalities to cancel plates no longer in use
  • Initial (new) municipal registrations will continue to require either self-insured designation or an insurance stamp
  • Municipalities are still expected to notify the RMV in the event insurance coverage changes for a registered vehicle
  • For a carrier to disassociate themselves with a municipal vehicle, they will be required to add the municipal vehicle and subsequently cancel the policy.
  • Municipal vehicles will not be included in the policy revocation process or "no policy" report.

Trailer Reporting

Trailers

  • Reporting of private passenger trailers will be allowed, but optional
  • Reporting of commercial trailers is required (regardless of weight) – subject to revocation
  • Commercial trailer = Any trailer used by a commercially registered vehicle (regardless of weight)

Trailer Inspections/VIN

  • Commercial trailers will require a VIN to support commercial trailer inspections
  • For trailers without a VIN, the RMV will assign a pseudo VIN
  • Pseudo VINs will be assigned at time of new registration or registration renewal
  • Assigned VINs must be affixed to the commercial trailer once assigned

Trailer Insurance Stamps

  • All trailers will continue to require insurance verification via a stamped application for a new registration or registration amendments
  • Stamp not required at renewal unless the insurance has changed
  • For cases where a trailer has been cancelled from an insurance policy in the prior year, an insurance stamp is required

RMV-1 / RMV-3 Updates

The RMV will combine the RMV-1 and RMV-3 forms into a new form (name TBD).  Both old RMV-1 & RMV-3 and the new combined forms will be accepted at launch and for some period of time after launch (timeframe TBD).

Conditions when an insurance stamp will be required:

  • Transactions currently listed on the RMV-1 form
  • Name Change
  • Change of Insurance
  • Insurance reinstatement
  • Renewal with no policy on record

Conditions when a stamp will not be required:

  • Mail & Residential Address 
  • Garaging
  • Weight of Vehicle
  • Plate Change

Intervention Form

Currently, in the event that a registration has entered the revocation process, a carrier can reverse the revocation process without reinstatement fees by completing and faxing an “Intervention Form” to the RMV to request intervention.  The RMV can then reverse the revocation process.

Future State:  Carriers will be able to access the Insurance eServices Portal to update the policy with appropriate policy dates.  As long as the new policy is effective prior to the revocation date, this will automatically resolve outstanding revocation fees for the customer.

Policy History

Currently, 5-years of policy history is retained in ALARS.  The conversion effort will include:

  • Active Policies
  • Inactive policies
  • Policies only with unpaid premium (both active and inactive)

In ATLAS, policy data will be retained indefinitely.  An alert will be visible on the Insurance eServices Portal if there is an unpaid premium.

Inspection Data

Inspection data is used by the insurance industry to verify annual mileage.  The conversion effort will convert all inspection data from 2015 forward.

In ATLAS, inspection data will be retained indefinitely, and will be available via a new web-services inquiry and via the Insurance eServices Portal.

Batch Processing

In the current state, a pre-batch processing email (control sheet) is sent form the carriers to MASSDOT IT, and if the RMV receives multiple files from the same source, a response file is generated and returned for each file received.

Future State:

  • The new ATLAS system will process any files that are submitted. Notification will no longer be required
  • Only one response file will be returned regardless of the number of files submitted/processed
  • Batch processing timeframe will remain the same – business days with a 7:00pm nightly cutoff
  • NOTE: These batch changes will be part of the ATLAS Release 2 launch (November 12, 2019) and are not changing as part of our parallel effort to transition SFTP protocol to our MOVEit solution.  For more information on MOVEit, please refer to the MOVEit section of this website.

Error Processing

The following new error conditions will be implemented in ATLAS:

  • When a policy is amended to modify the expiration date that results in an invalid term length (Greater than 3 years or less than 6 months)
  • When a transaction is received from an insurance company (code) that is no longer allowed to process transactions
  • When a code is received from a carrier that is not associated with that code (Today there is no restriction on the carrier code submitted)
  • NOTE: A document will be posted that includes a comprehensive list of error codes for ATLAS Release 2


Copyright 2019