Allocations Overview

In this article, we will discuss the Allocations Tool available in Aclaimant. The Allocations module is designed to help System Admins distribute insurance costs, premiums, and fees across the organization’s location hierarchy. It moves beyond simply tracking total costs to actively assigning those costs to specific regions or sites, ensuring accountability and precise financial reporting.

What is the Allocations Tool?

The Allocations Tool allows you to take a lump sum cost (like a policy premium or safety budget) and distribute it to the specific locations that should bear that cost. In this MVP stage, the solution is focused on a Simplified Calculation Engine (Even Distribution). This means the system takes a total dollar amount and divides it evenly among the locations you select, eliminating the need for manual math and complex spreadsheets.

Establish an Allocation Period

The user experience begins by defining a specific time window for your costs.

Step 1: Create a New Allocation Period

1. Navigate to the Tools tab in the main navigation bar.

2. Click on New Allocation Period to begin your setup.

Step 2: Define the Period Details

Fill out the high-level details for this allocation session.

Add and Target Allocations

Once the period is created, you can begin adding specific cost line items and selecting which locations will receive them.

Step 3: Add a New Allocation

1. Click the New Allocation button within your period.

2. A pop-up modal will appear. Enter the details of the cost you wish to distribute.

Step 4: Location Targeting

This is the most critical step. Below the cost fields, you will use the Location Targeting tree to select which locations will receive a portion of the costs related to this allocation. 

1. Include Logic: You can select "All Locations" or expand the tree to select specific States, Cities, or individual Sites.

2. Automatic Calculation: As you select locations, the system updates the math in real-time using the formula: Total Amount / Count of Included Locations.

3. Review Estimates: The modal will display the Estimated Allocation Per Location before you save, so you can sanity-check the impact.

Review and Finalize

Step 5: Visual Billboards

The Allocations dashboard features "Billboards"—visual summary cards at the top of the screen that help you audit your work at a glance.

• Total Amount to Allocate: The budget you set in Step 2.

• Total Amount Allocated: The sum of the line items you created in Step 3.

• Remaining Amount: Helps you see if you have fully distributed your budget.

• Locations with Allocations: The distinct count of locations receiving costs.

Step 6: Lock and Secure

When you are finished and the data has been reviewed by leadership:

1. Edit the Period settings.

2. Change the Status from Draft to Final.

   

3. This creates an immutable record, preventing accidental edits and preserving the data for historical audits.

Step 7: Export CSV file (Optional)

You have the ability to complete a CSV Export at the allocation location level and Allocation levels (Allocation and Location Allocations view).

Once you are ready to export the necessary data, select the Export CSV file button in the upper right corner (situated next to the New allocation) and begin export. This will be downloaded within your browser on your device.  

Allocations by Location (The Recipient View)

While Admins manage the distribution, Location Managers and other stakeholders need to see what they are being charged.

The "Allocations by Location" Tab

This tab lists every allocation line item mapped to a specific location. It allows you to see exactly why a location was charged a specific amount.

• Location View: Users with permission can navigate to a specific Location profile and view a new tab similar to "Exposures," listing all historical allocations for that site.

• Export: Users can export this data to CSV to reconcile it against their local P&L or internal budget spreadsheets.

Location View of Allocated Costs

Please note that this detail is also available at the location level. Simply click on any locations where costs have been allocated and select the "Allocation" tab to see the allocated costs related to this process. From here, you can export the allocations via the Export CSV file button. 

Video Demonstration on Allocations

FAQ's about Allocations