Fluid Benefits Open Enrollment - heug.org
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1 Fluid Benefits Open Enrollment Session Number 5030 Friday, October 11, 2019
Transcript of Fluid Benefits Open Enrollment - heug.org
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Fluid Benefits Open Enrollment
Session Number 5030
Friday, October 11, 2019
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Meet Susan and Kim!
Kimberly Landmann
Human Resources
Business Analyst
Susan Woodruff
Lead Software
Developer
Working as a
PeopleSoft
Business Analyst
with CLC for 10
Years. In the CLC
Human Resources
department since
2011.
Providing
PeopleSoft
Technical support
for over 20 years
in corporate and
Higher Education
environments.
With CLC for 10
years.
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• Located in Grayslake, Illinois
• Employs:• Over 2,000 Employees
• 663 Eligible for Open Enrollment in May 2019
• On PeopleSoft since 1998
• Currently:• HCM 9.2, PUM31
• PeopleTools 8.55.12 (yes, we are outdated )
• DB2 Database
• No delivered security roles in PRD
• Use Benefits Administration Open Enrollment, but not Life Events at this time
College of Lake County
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Agenda
• The Case for Open Enrollment
• Fluid Enrollment Setup
• Changes to Existing Setup
• New Fluid Security
• What it Looks Like to the CLC Employee
• Lessons Learned and Current SR’s Open with Oracle
• Conclusion
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The Case for Fluid Open Enrollment
• Benefits of Fluid OE and Statements• Activity Guide Composer and Template allow flexibility during
setup
• Can be personalized to employee and institution
• Clear steps/easy to follow
• Employees can access anywhere (phone, tablet etc.)
• Receive PDF statements of benefit choices
• Implementation• 1.5 months – Build/Test/Implementation
• 75% of each day spent on fluid OE
• Dedicated IT resource
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Fluid Enrollment Setup
This section will go over some challenges CLC faced and what it takes to get
Fluid Enrollment up and running.
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Challenges of Fluid Open Enrollment
• Setup Security – Pre-PUM31
• PeopleBooks very helpful on page and role security needed
• We do not normally use delivered roles, but had to for setup• IT thinks there are PeopleCode references to the delivered roles for the AG
setup to work
• Delivered roles needed by IT AND functional user to build cloned activity guide
• AG Composer Administrator
• PTAI_Adminstrator
• IT removed roles once functional finished creating template
• Activity Guide Composer location
• Setup HCM>Common Definitions>Activity Guide Composer
• If you use delivered roles you will have no issues
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Challenges of Fluid OE Continued…
• Setup Security – PUM31
• Delivered roles needed for IT only• AG Composer Administrator
• PTAI_Adminstrator
• They still need delivered roles to access delivered templates
• Once template cloned, can add functional role and functional can view and update template
• NEW Activity Guide menu
• EOAG_MANAGE_AG_COMPOSER_FL
• All components under menu given to functional user
• Functional can now view and update cloned template without use of delivered roles
• They can only see templates IT has attached their functional role to
• NEW Activity Guide Location
• Enterprise Components>Activity Guide Composer
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Challenges of Fluid OE Continued…
• Acknowledgement Framework • Not necessary, but I wanted it
• Effective date logic important
• Must set up before adding to category or template
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Challenges of Fluid OE Continued…
• Acknowledgement Framework Bug• SR 3-19765816711 for bug related to Parameter Value
• PeopleTools>Portal>Activity Guide>Manage Template
• Parameter value does not auto-fill here as it should
• Bug fix for PT 8.57/8.58
• We just added it manually to this page
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First Things First
• Activity Guide Composer - Categories• Security
• Must have delivered security role found in Administrator Role field to make changes
• OR someone with delivered role could add a row and put your custom role
• Review/Update Categories
• Updated parameter value for Acknowledgement under Steps
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First Things First Continued…
• Activity Guide Composer -Categories• Review/Update Categories
• IF you don’t want a Welcome
Video in the Activity Guide
• Go to WELCOME_VIDEO step
• Update the Service ID
• From: HC_AGC_VIDEO_FL
• To: HC_AGC_INFO_FL
• Give employee’s security to this new page so they can view the Welcome step in the tile
• HC_AGC_INFO_FL
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First Things First Continued…
• Activity Guide Composer - Templates• Security
• Clone delivered template ENROLLM
• IT added my security role to security step so I could view and update
• Review/Update Template• Very simple
• Guides you through steps (An Activity Guide within an Activity Guide)
• Most steps left as delivered, except
• “Sub Banner” Step
• Can add option to have an image
• “Select Steps” Step
• Can add Acknowledgement
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First Things First Continued…
• Activity Guide
walks you through
the steps to create
the AG Open
Enrollment
Template
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First Things First Continued…
• Review/Update Template• “Organize and Configure Steps” Step
• Allows you to
• Assign Order
• Group Steps
• Update Step Descriptions
• CLC Changed Home and Mailing Address to Home Address
• Configure Page Text if applicable
• Personalize with employee’s name
• Include links
• Save to Activate
• Yes, it is that easy!
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First Things First Continued…
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Changes to Existing Setup
CLC decided to take this opportunity to make updates to existing setup that
would enhance the look and feel of our fluid Open Enrollment experience for
employees
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Updates to Existing Pages
• Benefit Program Structure • Unchecked ‘Show if No Choice’
• Plan Type and Option tab>Self-Service Configuration
• Removes Benefit Plan types from displaying in Activity Guide (i.e. we unchecked all life insurance options)
• Checked ‘Show Employer Costs on Form’• Benefit Program tab>Self-Service Configuration
• Allows employer costs to display to employee in Activity Guide
• Greater respect for cost of insurance and understand cost sharing
• Added URL to the Handbook URL ID field • Benefit Program tab>Self-Service Configuration
• A link to our OE website will display in the Supplemental panel
• Ben Admin processes not impacted!!
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New Fluid Security
The new Fluid Open Enrollment and Benefit Statements functionality comes with
new security. We listed some of the pages here.
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Employee Security – Pre PUM31• Below menu items/Components are needed for
employees to access Open Enrollment tile and Activity Guide
• EF_BENEFITS_FL (Menu)/BAS_STATMNTS_FL(Component) • Benefits Statements
• MANAGE_AG_COMPOSER (Menu)• Access for employee to see certain steps in the Activity Guide
• AGC_START_AG_FL
• AGC_VIDEO_FL
• AGC_SUMMARY_FL
• AGC_INFO_FL
• BNE_BENEFITS_FL (Menu)• Access to Open Enrollment tile and other Benefits Enrollment items
• Give security to all components for Benefits Enrollment under this menu
• Also added two web libraries to a custom permission list in our standard employee role. This was to replace the delivered PTPT1000.
• WEBLIB_PTAI
• WEBLIB_PTPPB
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Employee Security – PUM31
• NEW Menu for some components• EOAG_MANAGE_AG_COMPOSER_FL (menu)
• These steps in the Benefits Enrollment Activity Guide will be grayed out until you apply this new menu. Once applied, the steps appear
• AGC_VIDEO_FL
• AGC_SUMMARY_FL
• AGC_INFO_FL
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• Open Enrollment Definition Page• Navigation
• Setup HCM>Product Related>Automated
Benefits>Processing Controls>Open Enrollment Definition
OR• Benefits Administrator Tile>Benefits Configuration
Section>Open Enrollment Definition
• Menu• DEFINE_AUTOMATED_BENEFITS
• Component• BAS_OE_DEFINITION
• This tab is what shows the template within the new
OE tile and also shows the image on the tile
• Set up tile image (PS_OPEN_ENROLL_L_FL)
• Attach template to open enrollment process• Make sure to pick the template you cloned and not the
delivered one!
• Include a template image• We added the CLC logo
Fluid Activity Guide Tab
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Benefits Statement Options• Navigation
• Setup HCM>Product Related>Base Benefits>Benefits Statement Options
OR
• Benefits Administrator Tile>Benefits Configuration Section>Benefits Statement Options
• Menu• DEFINE_AUTOMATED_BENEFITS
• Component• BAS_STMT_OPTION
• Connects Benefits Statements to the Schedule ID
• Enrollment Preview
• Confirmation Statement
• Self Service Checkbox
• Email Notification
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Online Confirmation Statements• Navigation
• Benefits>Manage Automated Enrollment>Participant Enrollment>Online Confirmation Statements
OR
• Benefits Administrator Tile>Benefits Management Section>Online Confirmation Statements
• Menu• ADMINISTER_AUTOMATED_BENEFITS
• Component• RUN_BAS_STMT
• New process to run the confirmation statements
• Can choose• Online Only
• Online and Print
• Print only
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Review Employee Statements
• Navigation• Benefits Administrator Tile>Review
Employee Benefits Section>Review Employee Statements
• Menu• BN_ADMIN_FL
• HRSC_HIDDEN_FL
• Component• BAS_STMT_ADM_FL
• HR_PSEL_FLU
• Needs to be added for menu work
• Allows HR to look up employee Enrollment Preview or Confirmation Statements
• Employees have similar page in the Benefit Details tile
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What it Looks Like to the CLC Employee
We will run through how Benefits Open Enrollment looks to the employee when
they select their Open Enrollment tile
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• OE Tile very
informative
• Information derived
from Enrollment
Begin and End
Dates on the Open
Enrollment Definition
page
What it Looks Like for College of Lake County
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Open Enrollment Activity Guide
• Welcome statement personalized to employee
• AG Template setup
• No video due to update of Service ID in AG Category
• All steps shown are delivered in AG template
• Added in Acknowledgement step
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• What finished
Acknowledgement
Framework looks like
• Once ‘I agree’ is checked
and saved the date/time
stamp and other
information will display
• All configurable on
Acknowledgement
Framework setup page
• Employee does NOT need
to ‘agree’ to move on to a
new step
Open Enrollment Activity Guide
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• Submit button is
behind
Supplemental
Panel for
monitors 19” or
less
• Employer cost
displays
• Only chosen
Benefit Plans
display
Open Enrollment Guide
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Open Enrollment Guide
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Open Enrollment Guide
• Which Benefit Plans (cards) display is controlled on the
Benefit Program with the ‘Show if no Choice’ checkbox
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Supplemental
Panel is closed
Submit button now visible (for monitors 19” or less)
Open Enrollment Guide
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• Click Submit and then View, to see
Enrollment Preview.
• Enrollment Preview form can be
reviewed prior to submit though
Open Enrollment Guide
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• Enrollment
Preview also
available on
Benefits
Statements
step in Online
or PDF
format
Benefits Statements
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Print View
button
available in
upper right
hand corner
Benefits Statements – Online Version
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• Can be
personalized
like the
Welcome
Statement
• Shows
employee what
they have
visited and/or
completed
Summary Step
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• Very positive from all employee groups
• CIO even emailed me!
Feedback
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Customizations
• Removed Excess Credit dropdown option• Confusing for our employees as they do not have credits
• May no longer be a customization on later tools
• Updated message catalogs for 6x plan types
• Hid fields on the Benefits Statements• Easily customizable
• Be sure to make corresponding updates to Online and PDF versions so they stay in synch
• Coded for different pay periods for FSA calculations• We have employees paid on 20 and 22 pay periods that
are set up under our traditional 26 pay calendar table
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Lessons Learned and Current SR’s Open With Oracle
Like any new product, there were some lessons learned and there are still
outstanding SR’s and bugs.
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Gotcha’s
• OE Supplemental Panel• Must fill in following pages
• Administrative Contacts page
• Enrollment Contact Assignment page
• Leave ALLEVENT as Contact Group
• Supplemental panel coded specifically for this group
• PeopleCode commented out for URL, so link does not work (Bug)
• Activate the PeopleCode for the URL
• Employees with monitors 19” or less will have to close the Supplemental Panel to view the Submit button. Employees with larger monitors will not have this issue.
• Enrollment Preview Form Creation• Has nothing to do with processing status (i.e. Submit or Notified)
• Created each time employee selects Review Enrollment, regardless if they hit Submit
• We don’t use Delivered Security Roles• Only applies to pre-PUM31
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Gotcha’s Continued…
• If an employee makes changes after already submitting once, and does not submit these changes, the system will recognize them as if they were submitted after the process finalizes enrollment• The front of the card will say ‘Changed’
• Employee would be in a ‘Submitted’ status so there is no way to query them
• The Confirmation statement lines up with what the system writes to the tables
• The most recent changes, regardless if the employee hits submit
• There is an SR on this with Oracle
• This happens in PUM31 and earlier
• CLC had no reported issues from Employees about this situation
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Gotcha’s Continued…
• PUM 31 Security Change• The Welcome and Summary Step Security Changed
• When I signed in as an employee to review the OE activity guide in our test database, I found the steps were grayed out
• New component menu needed to be added
• EOAG_MANAGE_AG_COMPOSER_FL/AGC_INFO_FL
• EOAG_MANAGE_AG_COMPOSER_FL/AGC_VIDEO_FL
• EOAG_MANAGE_AG_COMPOSER_FL/AGC_SUMMARY_FL
• After security added, steps were no longer grayed out
• The Open Enrollment Tile does not stay in the same place on the ESS Homepage
• If you sign in as different employees during testing, you will see the tile is located in a different spot depending on who you sign in as
• It DOES stay in the same position for each employee, as far as not moving when they individually sign in and out
• We set the tile to Fixed/Required, but it did not lock the tile in place in the same location for all employees
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Bugs CLC Found• 29592291 – Fluid Ben Enrollment Employer Cost Displays as Annual
Amt• Fixed in PUM 31
• 29767257 – Enrollment and Confirmation Statements not Showing Correct Service Date
• Fixed in PUM 31
• 29711121 – Fluid Review Enrollment for 6X Plan Types Per Pay Period Costs Incorrect
• Fixed in PUM 31
• 29779835 – Fluid Benefits Statements do not Display for Employee Rcd 1 Benr 1
• PUM 32
• We just ran a list of those employees who had a record other than 0 and emailed their statements directly to them
• 30080263 – Total Cost for Employee and Employer inaccurate on Online statements compared to OE Tile
• PUM 33
• Knowledge document 2568338.1 created by Oracle about this issue
• Pulls in cost from plans I selected to ‘not show’ on the benefit program table
• Easy code fix once IT was able to locate where in the code it was happening
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Oracle Central Page for Docs and Fixes
https://support.oracle.com/epmos/faces/DocumentDisplay?id=2527623.1
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In Conclusion
Fluid Benefits Open Enrollment was not hard to set up and the benefit to employees
far outweighed any issues we had. Oracle is also releasing bug fixes and
enhancements with each new PUM Image so it will only get better!
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Enhancements with PUM31
• Email Notification checked on in Benefits Statement Options
• Online or Online/Print is chosen on the Online Confirmation Statements page
• Email sent to employee when confirmation statement process run. • The message is dependent on which option you select
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Takeaways• Positives
• Simple to set up
• Positive feedback
• Mobile capability
• Employee receives detailed benefit forms
• No training needed
• Emailed a simple ‘How to Enroll’ document
• Opportunity for Improvement
• Submit button placement
• Supplemental panel can block submit button
• Oracle will send this to their UX (Usability Experience) team to review
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Questions?
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