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Supervisory Activities
Supervisory activities are used for examining and investigating companies.
SES Examinations and Investigations Resources for Agencies
How to initiate and manage examinations and investigations of supervised companies.
Conducting a Supervisory Activity
A Supervisory Activity is an activity conducted by a state agency over a financial institution under its regulatory authority. It includes Examination, Investigation, and enforcement actions.
Loan Requests
When conducting an Examination with a Loan File Review Area for Review (AFR), you can send an Information Request (IR) to the company asking for a full list of their loan information.
Managing Loan File Requests
When conducting an exam with a Loan File Review area for review (AFR), you can send an information request (IR) to the company asking for a full list of their loan information. The company typically responds with a spreadsheet in the requested format with a full list of loans.
Uploading Loan Requests (in Bulk)
Use this procedure to upload a batch of loan requests in a Microsoft® Excel® file.

Supervisory Activities
Supervisory activities are used for examining and investigating companies.
- SES Examinations and Investigations Resources for Agencies
  How to initiate and manage examinations and investigations of supervised companies.
  - Job Aid: Conducting Your First Exam in SES
    This job aid serves as a guide for new Examiner in Charge (EIC) to conduct their first exam in the State Examination System (SES). It highlights the basic workflow of an exam in SES and points out important information along the way.
  - Managing Supervisory Activities
    This section includes managing the Library, exam scheduling, and participants in a Supervisory Activity. Bulk download of data from supervisory activities is also included.
  - Conducting a Supervisory Activity
    A Supervisory Activity is an activity conducted by a state agency over a financial institution under its regulatory authority. It includes Examination, Investigation, and enforcement actions.
    - Initiating a Supervisory Activity
      The first step in conducting an exam, investigation, or enforcement in SES is to Supervisory Activity on a company.
    - Updating the Basic Details of a Supervisory Activity
      Examiners in Charge (EICs), and Staff Users that are participants on a supervisiry activity (SA) can make updates to the basic details of an examination and save them to the SA.
    - Canceling a Supervisory Activity
      You can cancel a supervisory activity (SA) in SES at any time before the report is sent to the company.
    - Sending a Supervisory Activity for Review
      When initiating a Supervisory Activity in SES, you have the option of sending it for review.
    - Reviewing a Newly-Initiated Supervisory Activity
      The staff director or staff user who initiated a supervisory activity (SA) has the option of sending the SA for review to one or more staff directors before it is scheduled.
    - Milestones and the Supervisory Activity Workflow
      The workflow and its milestones are displayed on the supervisory activity's Summary page. There are seven milestones in total, and there are specific tasks to be completed in that phase of the supervisory activity.
    - Managing the Plan
      The plan informs participants of their responsibilities within the exam. Defining the plan is optional.
    - Managing the Scope
      The scope determines the content that will be reviewed during a supervisory activity, including the review period, business types and business activities, and the areas for review within the selected business types and activities.
    - Reviewing the Scope as the Primary Reviewer
      Once the examiner in charge (EIC) sends an item (Scope, Plan, MRA, etc.) for review, the first reviewer selected in the step is the primary reviewer. Only the first reviewer selected to review the item can follow these steps.
    - Information Requests
      Information Request (IR) contain template language used to request information from a company.
    - Loan Requests
      When conducting an Examination with a Loan File Review Area for Review (AFR), you can send an Information Request (IR) to the company asking for a full list of their loan information.
      - Managing Loan File Requests
        When conducting an exam with a Loan File Review area for review (AFR), you can send an information request (IR) to the company asking for a full list of their loan information. The company typically responds with a spreadsheet in the requested format with a full list of loans.
        Uploading Loan Requests (in Bulk)
        Use this procedure to upload a batch of loan requests in a Microsoft® Excel® file.
        Removing Loan Requests (in Bulk)
        You can remove multiple loan requests in bulk that you have added to an SA before the report is sent to the company.
        Adding a Single Loan Request
        Loan requests can be added to a supervisory activity either singly or in bulk. Use this task to add a single loan file request to your examination.
        Updating a Loan Request
        You can add or update the information on a loan request by opening the SA, making the necessary changes, and saving the updated loan request.
        Deleting a Loan Request
        If a loan file request is no longer necessary for the supervisory activity, you can delete it from the SA.
        Sending Loan Requests
        When your loan requests are ready, send them to the company for response. You can assign a due date for response, a file-sharing link to facilitate transer, and reminders for loan requests awaiting response.
        Updating the Due Date for a Single Loan Request
        You can update the due date for a single loan request (LR).
        Updating Due Dates for Multiple Loan Requests
        You can update the due dates for multiple loan requests in bulk.
        Canceling a Loan Request
        The Examiner in Charge (EIC) or a staff user can cancel a loan request, removing it from the examination, while the loan request is still in the "Sent to Company" state.
        Managing Loan Requests on a Multi-state Examination
        Staff users who are participants from a Participating Agency on Multi-state Examinations can manage loan requests by assigning loan requests to participants from their agency.
      - Reviewing Loan Request Responses
        After the company has worked through the loan requests you have sent them, they send a response either by attaching documents and/or by including a link to a file sharing site.
    - Transaction Requests for Agencies
      Transaction requests in SES allow agency users to initiate and manage formal requests related to specific transactions during a money services business (MSB) examination. Unlike information requests or loan requests, which target broader data or document categories, transaction requests focus on obtaining evidence tied to individual transactions, supporting detailed analysis and issue identification throughout the examination lifecycle.
    - MTRA Workbook
      Users conducting MSB exams can export work completed in SES into a template that matches the MTRA work program.
    - Procedures
      Procedures are used to guide examiners during the examination in the review of company documentation or compliance with statutes, regulations, and other requirements.
    - Conducting the Exam: Reviewing Information Request Responses
      Conducting the exam consists of reviewing Information Request (IR) responses, working procedures and adding or reviewing findings.
    - Findings
      A finding is an issue identified by a state agency user during the supervision of a financial institution in SES. The finding may describe the company’s strengths and/or weaknesses regarding its compliance management system, assess the company’s compliance with consumer protection laws or regulations, or any potential consumer harm. A finding may be either a violation, recommendation, or observation.
    - Conducting the Exam: Marking an Area for Review (AFR) Complete
      Conducting the exam consists of reviewing information request (IR) responses, working procedures, and adding or reviewing findings and finding commentary.
    - Scheduling the Exit Meeting
      Schedule the exit meeting when you are ready to review the results of your examination with the company you are examining.
    - Report of Examination
      Assembling and managing report package, report commentary, and company response.
    - Matters Requiring Attention
      Matters Requiring Attention are optional tools to enable communications between agency and company regarding the resolution of findings from the exam.
    - Closing Out a Supervisory Activity
      When a Supervisory Activity is completed, you can close and lock it.
    - Managing Time and Expenses
      SES provides functionality that allows you to document the time and expenses your agency incurs while conducting a supervisory activity.
  - Networked Supervision
    Networked Supervision allows agencies in multiple states to share resources on a supervisory activity.
- SES Examinations and Investigations Resources for Companies
  Responding to examinations and investigations in State Examination System (SES).
- Capturing Communications Between Agency and Company
  The Interactions page serves as a place where communication between the agency and company is captured. This includes emails, phone calls, meetings, physical mail and other miscellaneous forms of communication specific to the supervisory activity.
- SES Supervisory Activity Reports
  SES has several reports that allow you to view staff workload, plan assignments, identify supervisory activities with no examiners assigned, and view the progress or status of supervisory activites and responses to information requests.

Uploading Loan Requests (in Bulk)

Use this procedure to upload a batch of loan requests in a Microsoft® Excel® file.

Procedure

Navigate to your supervisory activity.
Click Loan Requests > … > Upload Loan Requests.
Click Download Template for the latest version of the loan request upload file.

Note: The template is in a .xlsx format (no longer CSV) to allow for a drop-down selection for the Loan Typecolumn. Provide the necessary details in the template. The only required fields on the template are the Loan Number or Account Number and the Borrower Last Name.
Complete the template and save it to your computer.

Note: Use the Assignee column to assign a loan request to another participant on the SA. You must include the Loan Request Assignee ID found on the Participants tab.

Note: Use the Comments column to indicate the Loan Type if it is not available for selection in the Loan Type drop-down menu.
Click Upload to upload the populated template (Microsoft® Excel® file) containing the loan request file data.
Click Upload Loan Requests.

If there are any mistakes the following page will display:

Fix any errors using the edit and save icons.
Click Add Loan Requests.

The number of loan requests is updated in the dashboard.

Need More Help?

Agency users, please visit the Secure Portal for phone and email contacts.
Company users should call the Call Center at 1-800-269-6189. Agency users should not call this number.