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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.
Report of Examination
Assembling and managing report package, report commentary, and company response.
Sending Back the Report Package to the Company
How to send the Report of Examination (ROE) back to the company after receiving a response.

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.
    - 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.
      - Preparing and Uploading the Report of Examination
        The examiner in charge (EIC) can decide what information to include in the report (examiner observations, findings, report commentary, etc.). Preparing the report takes place outside the system.
      - Managing Report Commentary
        Participants on an exam can add Report Commentary and mark their own report commentary complete. This informs the Examiner in Charge (EIC) that the commentaries are ready to be exported and included in the report (if applicable).
      - Managing Reviews of the Report of Examination
        The review process consists of a prmary reviewer and optional additional and peer reviews. This section discusses how to manage the review process.
      - Marking the Report Complete
        The Examiner in Charge (EIC), Staff Director or Staff User must update the final version of the Report of Examination (ROE) after the assigned reviewers have completed their review and mark the report complete. The final version of the report, in the correct format, must be uploaded.
      - Assigning a Package Assembler
        Before sending your agency’s Report of Examination (ROE) and Matters Requiring Attention (MRA) to the company, you must assign a Package Assembler who puts together all documentation, comments, and invoicing information.
      - Assembling and Sending the Report Package to the Company
        The report package contains your agency’s examination report, matters requiring attention (MRAs), documentation, comments, and invoicing information.
      - Retracting the Report of Examination
        You can retract the full report package after you send it to the company for the first time and before the company sends a response.
      - Deleting Report Versions
        You can delete report versions before a supervisory activity is closed and locked.
      - Exporting Report Commentary
        Exporting the Report Commentary sends an email to the Examiner in Charge (EIC) with all the report commentaries from the exam team in a Word® document.
      - Responding to a Report Response Due Date Extension Request
        Companies can request an extension for the report response. You can choose to accept or reject their requested due date. You also have the option of entering a new due date for the report response.
      - Marking Report Response from Company as Complete
        When the company has submitted their response to the report, you must mark the response as complete before the staff director or staff user can close out the exam.
      - Sending Back the Report Package to the Company
        How to send the Report of Examination (ROE) back to the company after receiving a 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.

Sending Back the Report Package to the Company

How to send the Report of Examination (ROE) back to the company after receiving a response.

About this task

After receiving a response to the report from the company, you can send the report package back to the company as many times as needed until their response is satisfactory.

Figure 1. Sending the ROE back to the company

Procedure

Navigate to your supervisory activity.
Click the Report tab.
Click Send Back Report Package.
Enter a response due date.
Add a comment or upload a document.
Note: Comments are included in the notification sent to the company.
Please note the following restrictions with regard to file uploads in SES. It is recommended to use a ZIP folder or File Sharing Links when uploading large files or more than 25 files at a time.
- File formats supported: SES will accept all file formats, but the following commonly supported file types are recommended: PDF, Word®, Excel®, CSV, ZIP
- Max file size: 1 GB
- For files larger than 1 GB^¹:
  - Use ZIP compression to reduce file to less than 1 GB^¹
  - Split the file into multiple smaller files
  - Use File Sharing Links.
- Max no. characters per file name: 200
- Max no. files per upload: 25, for uploads larger than 25 total files:
  1. Upload first 25.
  2. Select the Save Draft option in Available Next Actions then click the Save Draft button.
    Note: You may need to refresh the screen to see that the files have uploaded to the system.
  3. Return to the response screen to upload the next 25 files and repeat.
- Total no. files: unlimited
Click Send Back Report Package.

Results

The company is sent a notification and a task is generated for them on the company homepage in SES. The Report Package section on the Report tab displays the number of times the report was sent, as well as a listing of previous report responses.

¹ For documents uploaded to the Interactions tab, the maximum file size is 25 MB.

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.