Recordkeeper Data Feed Management allows you to import the investments and corresponding asset values from the Recordkeeper for Plans within your FirmPlus account.
In This Article
Recordkeeper Data Feed Management Overview
To help streamline the tasks of setting up and updating Plan investments and asset data for quarterly reports, recordkeeper data feeds are imported monthly for Plans in your FirmPlus account.
Note: Only plans that are with a UBS file feed provider are imported via the recordkeeper data feed. Should you wish to setup a plan that is not with a UBS file feed provider, you can do so manually.
Plans that are imported via the recordkeeper data feed are automatically added to your FirmPlus account. Each Plan that is imported via the recordkeeper data feed will need to be setup initially to map the data from the recordkeeper to investments within the FirmPlus investment database.
After completing the initial mapping steps, subsequent imports of the monthly recordkeeper data feed will utilize your previously saved mapping selections making imports quick and efficient.
Only Plans imported from the UBS recordkeeper data feed will be able to have Fund / Asset data imported. If a Plan is not available that you expected to be imported via the recordkeeper data feed, please contact our support team. Please provide your UU Name, Recordkeeper ID for the Plan, and UBS Tracking # for the Plan in your message as this will aid us in assisting you as quickly as possible.
Recordkeeper Data Feed Management Indicators Overview
When accessing a Plan that is linked to a recordkeeper data feed, you will see the Manage RK Plan Data button towards the top of the Fund Lineup page.
When the Manage RK Plan Data button displays in orange, this means there is required action on the current fund mapping. When the button displays in green, this means the fund mapping is complete for the month of data most recently imported.
An exclamation point notification icon will appear to the right of the Manage RK Plan Data button when the most recent available month of the recordkeeper data feed for the Plan has not been imported. If you hover over the notification icon it will display the as-of date of the most recent data.
Fund Mapping Screen Overview
Fund Lineup provides many functions and features related to managing your Plan's fund lineup. An overview of the functions are below:
| Item | Feature | Feature Description |
|---|---|---|
| 1 | Recordkeeper (Provider) | Display only for users to more easily reference the Plans Recordkeeper. |
| 2 | Provider Product | By utilizing this dropdown FirmPlus will attempt to map funds using the chosen Provider Product for the Plan. |
| 3 | Save Provider Product for Mapping | This checkbox now allows users to update their preferred Provider Product for a particular plan. When the checkbox is selected and mapping is saved the Plan Info page will be updated with the selected Provider Product. |
| 4 | Mutual Fund Only Plan | When selected this checkbox will filter fund mapping searches to only look for funds with the “Mutual Fund” fund type |
| 5 | Plan Data Import Month | Allows for the selection of the month of investment and asset data you wish to import. The most recent month is followed by "(Latest)" |
| 6 | Imported Funds and Assets | The investments and corresponding asset values imported from the recordkeeper data |
| 7 | Fund Mapping |
The mapping selections for each investment. Note: Clicking on pencil icon allows you to edit the mapping selection for a previously mapped fund. |
| 8 | Existing Assets | The current assets for the mapped investments. This column will only have data if you have completed the mapping and import process previously. |
| 9 | Funds in Updated Plan | Displays the chosen fund for mapping selections that are made. |
| 10 | Save Mapping / Cancel | The Save Mapping button when clicked imports the investment and asset data based on the mapping selections made. Clicking Cancel exits the screen without saving any changes. |
How to Map / Import Recordkeeper Data Feed
All Plans that are imported and created for you in your FirmPlus account via the UBS recordkeeper data feed need to be initially setup (mapped) in order to import investment and asset data.
After completing the initial data feed mapping setup, FirmPlus will remember your chosen mapping decisions. Only changes in the recordkeeper data feed in subsequent months will require updates to your mapping selections (new fund added to the investment lineup, removed fund goes to a $0 balance).
Initial Mapping and Importing Recordkeeper Data Feed
- Access a Plan from the Plan Management screen. You will arrive on the Fund Lineup screen.
- Click the orange Manage RK Plan Data button towards the top of the screen. You will be taken to the Plan Management screen.
- FirmPlus will initially attempt to map funds from the recordkeeper data feed to investments within the investment database based on the SEC ID for the investment.
- For funds that were successfully mapped initially, a mapping selection will appear in the Fund Mapping and Funds in Updated Plan columns.
- For funds that are unable to be mapped initially, an indicator of Requires Mapping will appear in the Fund Mapping column.
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If a Provider Product is set for your Plan, it will be the default value in the Provider Product dropdown box. This will use the Provider Product filter to map investments. Users can also modify a plan’s Provider Product on this screen by selecting their desired Provider Product via the dropdown and clicking the Save Provider Product to Plan checkbox. Once you select Save Mapping these changes will be reflected in the Plan Info page.
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For all funds that require a mapping selection, click the fund mapping drop-down box and choose one of the following options:
Use CUSIP – This will populate a list of funds in the Funds in Updated Plan column that match the CUSIP provided for the fund in the recordkeeper data feed. CUSIPs are one-to-many, therefore there may be many results that appear. Additionally, there may be instances where there is not a CUSIP match in the investment database and the indicator of No CUSIP ID Match will appear in red.
Create Custom Fund – This will allow for the creation of a custom holding. This is useful for funds that are not in the FirmPlus investment database, or for non-investment holdings such as a loan balance. When creating a custom fund, you can enter a fictitious Ticker symbol and Fund name (FirmPlus will auto populate this based on what’s provided in the recordkeeper data feed). Additionally, you must select an Asset Category to assign the custom fund to in the drop-down box.
Search for Fund – The Search for Fund feature will allow you to perform a fund search to locate the investment you are attempting to map. By default, the Provider and Provider Product (if assigned) for the Plan is utilized as an initial filter, as well as the Mutual Fund fund type. Optionally, you can choose an alternate Provider Product option or turn of the Provider filter. Enter a search phrase in the keyword search box (we recommend using a general keyword and then subsequently add more key words based on your search results). After locating the fund, click the ticker symbol hyperlink to make your selection.
Ignore Fund – The Ignore Fund option will cause for the fund to not be imported. This is a great option for $0 balance funds that have been removed from the Plan that are being delivered in the recordkeeper data feed.
Use Mapped Fund– The Use Mapped Fund option will allow you to map funds in the recordkeeper data feed to funds you have previously added to the fund lineup. This is a very helpful for Plans that are utilizing separate account investments where you previously have performed a fund search to locate the funds prior to completing the data feed mapping step.
- After all mapping selections have been made for each fund in the recordkeeper data feed, click Save Mapping. The investment and asset data will be imported into your Plan and you will be taken back to the Fund Lineup screen.
Note: All funds must have a mapping selection made in order for FirmPlus to import the investment and asset data. If you're lineup didn't import after clicking Save Mapping, return to the Fund Mapping screen and review any funds that show Requires Mapping in the Fund Mapping column.
- When arriving back on the Fund Lineup screen, the imported investment and asset data will now be visible.
How to Update Investment and Asset Data
After completing your initial fund mapping, the steps to update investment and asset data in the future is a very simple process.
FirmPlus remembers your previously chosen mapping selections for investment data that is provided via the recordkeeper data feed.
When refreshing the investment and asset data when a new month of data arrives from the recordkeeper data, you will be required to taking mapping actions only on changes to the data feed. For example, when a new fund has been added to the investment lineup.
Recordkeeper data feeds are updated monthly. Data is typically available the 15th day following the end of the month.
Updating Investment and Asset Data for a Plan
- Select a Plan from the Plan Management screen. You will be taken to the Fund Lineup page.
- Click the Manage RK Plan Data button towards the top of the screen. You will be taken to the Provider Plan Import screen. The Manage RK Plan Data button may be in orange or green depending on if a mapping selection input is required by you.
Note: An exclamation point icon " ! " will display next to the Manage RK Plan Data button when a month of data is available that is newer than what is currently imported for the Plan.
- On the Provider Plan Import Screen, select the RK Plan Data Import drop-down box to select the new month of data you wish to import. The screen will refresh and update the Imported Funds column.
- FirmPlus will remember your mapping selections from previous month of data you had mapped / imported. However, you may have mapping actions that are required due to changes in the recordkeeper data feed for the newest month (e.g. a new fund in the lineup).
- For any fund that displays Requires Mapping in the Fund Mapping column, click the fund mapping drop-down box and make a mapping selection.
- After all required mapping selection updates been made, click Save Mapping. The investment and asset data will be imported into your Plan and you will be taken back to the Fund Lineup screen.
- When arriving back on the Fund Lineup screen, the updated investment and asset data will now be visible.
How to Update Recordkeeper Data Feed Mapping
If you have previously made mapping selections for investment data provided via the recordkeeper data feed, those selections are saved to your Plan in FirmPlus. However, if you ever need to make changes to those selections, please see the steps below.
Make Updates to Mapping Selections
- Select a Plan from the Plan Management screen. You will be taken to the Fund Lineup page.
- Click the Manage RK Plan Data button towards the top of the screen. You will be taken to the Provider Plan Import screen.
- Your current mapping selections will appear in the Fund Mapping column. To update the mapping selection for a fund click the Change link to the right of the fund name.
- In the mapping selection drop-down make a mapping selection update.
- After all required mapping selection updates been made, click Save Mapping. The investment and asset data will be updated for your Plan and you will be taken back to the Fund Lineup screen.
- When arriving back on the Fund Lineup screen, the updated investment and asset data will now be visible.