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This page was created on 26-Nov-2021 10:22 by JEscott

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Version Date Modified Size Author Changes ... Change note
31 26-Nov-2021 10:22 26 KB jmyers to previous SS_EMPTY_FRM_MSG ==> SS_EMPTY_FRM_MSG(System_Preference)
30 26-Nov-2021 10:22 26 KB jmyers to previous | to last
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Page References

Incoming links Outgoing links
MASS OE PROCESS FLOW
MASS OE PROCESS FLOW

Version management

Difference between version and

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!Step 1: Run UBOE to Generate Mass Open Enrollment Records
!Step 1 - Run UBOE to Generate Mass Open Enrollment Records
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!Step 2: Review the Open Enrollment record in IBOE.
!Step 2 - Review the Open Enrollment Record in IBOE
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!Step 3: Employees Review Their Elections via WEBOEE.
!Step 3 - Employees Review Their Elections via WEBOEE.
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If there are no open enrollments for an employee, a message will be presented indicating there is no information to display. There is a function preference called [SS_EMPTY_FRM_MSG] which when set to ‘Y’ will display the message defined in ‘<FORM_NAME>_EMPTY’, where FORM_NAME is the name of the form that has no data to display, i.e.: [WEBOEE]. These messages can be tailored in [IMMS] using translations, the message codes are: WEBOEE_Empty.
If there are no open enrollments for an employee, a message will be presented indicating there is no information to display. There is a function preference called [SS_EMPTY_FRM_MSG(System_Preference)] which when set to ‘Y’ will display the message defined in ‘<FORM_NAME>_EMPTY’, where FORM_NAME is the name of the form that has no data to display, i.e.: [WEBOEE]. These messages can be tailored in [IMMS] using translations, the message codes are: WEBOEE_Empty.
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!Step 4: View elections by Employee via VBOEE
!Step 4 - View elections by Employee via VBOEE
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!Step 5: Review and Approve Elections via IBPOE
!Step 5 - Review and Approve Elections via IBPOE
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!Step 6: Process the Open Enrollment Elections
!Step 6 - Process the Open Enrollment Elections
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!Step 7: Close Open Enrollment Period
!Step 7 - Close Open Enrollment Period
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![Notes|Edit:Internal.MASS+OE+PROCESS+FLOW]
[{InsertPage page='Internal.MASS+OE+PROCESS+FLOW' default='Click to create a new notes page'}]
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!Step 1: Update Demographic Profile
The employee is prompted to update their personal and demographic information prior to proceeding with their elections. There are links provided to WEEPP and WEECN for the employees so that they do not have to leave the enrollment form.
!Step 1 - Update Demographic Profile
The employee is prompted to update their personal and demographic information prior to proceeding with their elections. There are links provided to [WEEPP] and [WEECN] for the employees so that they do not have to leave the enrollment form.
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!Step 2: Review Open Enrollment Plan List
!Step 2 - Review Open Enrollment Plan List
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The sequence of the plans is based from the sequence defined in IBPT. If no sequence was defined, they will be listed in alphabetical order.
The sequence of the plans is based from the sequence defined in [IBPT]. If no sequence was defined, they will be listed in alphabetical order.
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!Step 3: Record a qualifying life or work event
The employees will be prompted to enter any qualifying life or work events. A link is provided to WEBEV for the employee.
!Step 3 - Record a Qualifying Life or Work Event
The employees will be prompted to enter any qualifying life or work events. A link is provided to [WEBEV] for the employee.
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!Step 4: Choose a basis for costs
!Step 4 - Choose a Basis for Costs
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!Step 1: Review plan options and make election decisions
!Step 1 - Review Plan Options and Make Election Decisions
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*Plan details are organized by Plan Type to make it easier for employees to understand their options, however employees make their elections one plan at a time.
*The Election Intro Text, if provided in IBPT, will display above the list of plans within the plan type.
*If a URL was provided in IBPT, it will be displayed here.
*Plan details are organized by plan type to make it easier for employees to understand their options, however employees make their elections one plan at a time.
*The Election Intro Text, if provided in [IBPT], will display above the list of plans within the plan type.
*If a URL was provided in [IBPT], it will be displayed here.
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*If BC codes were configured in IBPN to allow data to be entered (Enter Election) these will display above the plan details.
*If BC codes were configured in [IBPN] to allow data to be entered (Enter Election) these will display above the plan details.
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Costs
*The costs are shown in the basis chosen by the employee, by Year / Month / Period.
;Costs:
*The costs are shown in the basis chosen by the employee, by year/month/period.
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*To determine the EE and ER costs, the system will first calculate the annual amount using the Rate Basis defined for the coverage and will then calculate the monthly amount. To determine the period costs, the system will pick up the Frequency from the Coverage and then will look through the Frequency detail for the first Pay Category that has the Pay Category Type of ‘Open Enrollment’. Once it has found a record with this type the system will use the number found in the Times Per Year field in its calculations.
*To determine the EE and ER costs, the system will first calculate the annual amount using the rate basis defined for the coverage and will then calculate the monthly amount. To determine the period costs, the system will pick up the Frequency from the Coverage and then will look through the Frequency detail for the first Pay Category that has the Pay Category Type of ‘Open Enrollment’. Once it has found a record with this type the system will use the number found in the 'Times Per Year' field in its calculations.
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*Coverage rates may be stepped by certain criteria. In most cases this criteria can be automatically derived; however, it sometimes must be specified by the employee as part of the additional data.
*Coverage rates may be stepped by certain criteria. In most cases this criteria can be automatically derived, however, it sometimes must be specified by the employee as part of the additional data.
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*Costs that are estimates are flagged with a check mark in the Est. Costs column. This is derived from the
Estimated Costs toggle in [IBPN].
*In order for the EE and ER Costs to display the toggle ‘Allow Value Override’ must be toggled ON for BC0840 and BC1040 in IBPN. If B0020 and B0070 are defined with the ‘Hire Date’ rule, the UBOE program will use the coverage component rules from the IBPN 'coverage' effective record where the Hire Date falls within the coverage effective start and end dates. Therefore, it is suggested to ensure all effective records are updated with the ‘Allow Value Override’ toggle.
*Costs that are estimates are flagged with a check mark in the 'Est. Costs' column. This is derived from the
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;Estimated Costs Toggle in [IBPN]:
*In order for the EE and ER Costs to display the toggle ‘Allow Value Override’ must be toggled ON for BC0840 and BC1040 in [IBPN]. If B0020 and B0070 are defined with the ‘Hire Date’ rule, the [UBOE] program will use the coverage component rules from the [IBPN] 'coverage' effective record where the Hire Date falls within the coverage effective start and end dates. Therefore, it is suggested to ensure all effective records are updated with the ‘Allow Value Override’ toggle.
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*If the plan participation is optional, an additional “Coverage Declined” line will be shown at the bottom of the list to give the employee the ability to opt out of the plan. On the third tab the employee will be prompted for the reason for the decline for any plans / plan election sets that they have declined in tab 2.
*If the plan participation is optional, an additional “Coverage Declined” line will be shown at the bottom of the list to give the employee the ability to opt out of the plan. On the third tab the employee will be prompted for the reason for the decline for any plans / plan election sets that they have declined in the second tab.
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*Validation must be performed in order for the correct Election Decision to display after election changes are made. Validation may be done manually by pressing the Validate Button in WEBOEE and in IBPOE. Validation will also be done automatically during the Submit process when the Submit button is pressed. If changes are made by the Administrator in IBPOE, they should press the Validate button to ensure the correct Election Decision is displayed and read by any reports that may be run to capture changes.
*Validation must be performed in order for the correct Election Decision to display after election changes are made. Validation may be done manually by pressing the Validate Button in [WEBOEE] and in [IBPOE]. Validation will also be done automatically during the submit process when the Submit button is pressed. If changes are made by the Administrator in [IBPOE], they should press the Validate button to ensure the correct Election Decision is displayed and read by any reports that may be run to capture changes.
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|To Be Decided|In WEBOEE the toggle is on the “To Be Decided” line. In IBPOE, no coverage is selected.
|To Be Decided|In [WEBOEE], the toggle is on the “To Be Decided” line. In [IBPOE], no coverage is selected.
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*The list of recipients available to an employee is derived from the relation type defined in IECT for each of their contacts and the recipient type defined in IBPN for each of the plan’s coverages. Please see the Benefit Recipient Matrix later in this document for a matrix displaying which relation types are allowed per recipient type.
*The list of recipients available to an employee is derived from the relation type defined in [IECT] for each of their contacts and the recipient type defined in [IBPN] for each of the plan’s coverages. Please see [Benefit Recipient Matrix|BENEFIT RECIPIENT MATRIX FOR OPEN ENROLLMENT] for a matrix displaying which relation types are allowed per recipient type.
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*Participants must have a Contact Role of ‘Dependent’ selected in IECT in order to display as eligible benefit recipients.
*Participants must have a Contact role of ‘Dependent’ selected in [IECT] in order to display as eligible benefit recipients.
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!Step 2: Validate Election Decisions
Employees are prompted to press a validate button to ensure their election choices are valid. Extensive validation is done to ensure the elections meet any conditions which were defined in IBPN.
!Step 2 - Validate Election Decisions
Employees are prompted to press a validate button to ensure their election choices are valid. Extensive validation is done to ensure the elections meet any conditions which were defined in [IBPN].
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For example, the validation ensures the correct number of recipients has been defined, the correct recipient type has been selected, the child/student age is within the restriction provided in IBPN etc..
For example, the validation ensures the correct number of recipients has been defined, the correct recipient type has been selected, the child/student age is within the restriction provided in [IBPN], etc..
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If there are any errors, they will be displayed under each plan that caused an issue during validation. These notes will clearly indicate to the employee what is wrong with their election. The notes indicated are derived from message codes in IMMS. For a complete list of messages used in the Open Enrollment facility please see the
Open Enrollment Messages section.
If there are any errors, they will be displayed under each plan that caused an issue during validation. These notes will clearly indicate to the employee what is wrong with their election. The notes indicated are derived from message codes in [IMMS]. For a complete list of messages used in the Open Enrollment facility please see
[Open Enrollment Messages|OPEN_ENROLLMENT_MESSAGES].
\\ \\
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!Step 1: The Elections Listed Below Require Documentation
This step displays a list of plans and coverages which the employee has elected that have been defined as requiring documentation in IBPN.
!Step 1 - The Elections Listed Below Require Documentation
This step displays a list of plans and coverages which the employee has elected that have been defined as requiring documentation in [IBPN].
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The Required Documents field from IBPN will be displayed for each plan/coverage to indicate to the employee what documents need to be uploaded.
The Required Documents field from [IBPN] will be displayed for each plan/coverage to indicate to the employee what documents need to be uploaded.
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!Step 2: Please Upload the Documentation Described Above for Each of the Elected Plans
!Step 2 - Please Upload the Documentation Described Above for Each of the Elected Plans
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\\ \\
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!Step 1: Summary of Total Cost
!Step 1 - Summary of Total Cost
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Totals are displayed for the employee’s pre tax cost, employee’s post tax cost and the employer cost. The Grand
Totals are displayed for the employee’s pre-tax cost, employee’s post tax cost and the employer cost. The Grand
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Costs will be derived through the same benefit calculation rules that are used in the Payroll module.
Costs will be derived through the same benefit calculation rules that are used in the [Payroll module|MODULE-PR].
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!Step 2: Summary of Elected Benefit Recipients
!Step 2 - Summary of Elected Benefit Recipients
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!Step 3: Select Reason for Decline for Declined Plans
!Step 3 - Select Reason for Decline for Declined Plans
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The employee is prompted to enter a ‘Reason for Decline’ for each of the plans they have declined, unless the site preference “BSS D REASON REQ” was defined with a value on N in IMST.
The employee is prompted to enter a ‘Reason for Decline’ for each of the plans they have declined, unless the site preference “BSS D REASON REQ” was defined with a value on N in [IMST].
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!Step 4: Submit Elections for Approval
!Step 4 - Submit Elections for Approval
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If there are errors the employee will be directed back to tab 2 to correct the validation errors.
If there are errors the employee will be directed back to second tab to correct the validation errors.
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If the employee accepts the conditions, the election stage will change to Submitted and it will be up to the Benefit Administrator to review the employee’s choices. The employee will not be able to make any further changes to their elections, unless the Benefit Administrator intervenes.
If the employee accepts the conditions, the election stage will change to 'Submitted' and it will be up to the Benefit Administrator to review the employee’s choices. The employee will not be able to make any further changes to their elections, unless the Benefit Administrator intervenes.
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Once the employee has clicked OK to the confirmation dialog and successfully submits their benefit elections, a message will appear stating the employee has successfully submitted their elections.
Once the employee has clicked 'OK' to the confirmation dialog and successfully submits their benefit elections, a message will appear stating the employee has successfully submitted their elections.
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If approval processes were defined in IDAP and if Approval logic was initiated in IBPN for the plan the elections will be sent through an approval process. Upon approval, the election will be ready to be processed.
If approval processes were defined in [IDAP] and if Approval logic was initiated in [IBPN] for the plan, the elections will be sent through an approval process. Upon approval, the election will be ready to be processed.
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The elections will not be brought through to IBEN at this point. They must first be processed by the Benefit Administrator.
The elections will not be brought through to [IBEN] at this point. They must first be processed by the Benefit Administrator.
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!Step 5: View elections by Employee via VBOEE
At any time during the Open Enrollment period the Benefit Administrator can view the elections by employee via the VBOEE screen.
!Step 5 - View Elections by Employee via VBOEE
At any time during the Open Enrollment period, the Benefit Administrator can view the elections by employee via [VBOEE]. This screen is a View Only screen and contains three tabs; Open Enrollments, Event History and Uploaded Documents.
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This screen is a View Only screen and contains three tabs; Open Enrollments, Event History and Uploaded Documents.
The Benefit Administrator would use this form to view an employee’s elections. This form indicates the stage of the Open Enrollment and Election. Also listed are the totals as seen in [IBOE], the total number of plans/plan sets, total number of elections yet to be decided and total number of elections declined.
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The Benefit Administrator would use this form to view an employee’s elections. This form indicates the stage of the Open Enrollment and Election. Also listed are the totals as seen in IBOE, the total number of plans/plan sets, total number of elections yet to be decided and total number of elections declined.
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If there are Questions (assessments) associated to the elected coverage, the questions and the employee’s responses will be visible in the OE Questions tab. The elected coverage must be in focus for the questions and answers to be shown.
If there are Questions (assessments) associated to the elected coverage, the questions and the employee’s responses will be visible in the [OE Questions|VBOEE#OEQuestions] tab. The elected coverage must be in focus for the questions and answers to be shown.
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!Step 6: Process Employee Benefit Elections
Once the employees have submitted their elections, the Benefit Administrator would then validate and process the employees’ elections via IBPOE or WABPOE. The Benefit Administrator can process the elections as they are submitted or can wait and process them all at once via the UBPOE (next step).
!Step 6 - Process Employee Benefit Elections
Once the employees have submitted their elections, the Benefit Administrator would then validate and process the employees’ elections via [IBPOE] or [WABPOE]. The Benefit Administrator can process the elections as they are submitted or can wait and process them all at once via [UBPOE] (next step).
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IBPOE is a process screen that allows the Benefit Administrator to
• submit on behalf of the employee
• validate the elections
• cancel the employee’s open enrollment
• process the elections
• and if necessary, re-open the open enrollment if changes are required by the employee.
[IBPOE] is a process screen that allows the Benefit Administrator to:
*submit on behalf of the employee
*validate the elections
*cancel the employee’s open enrollment
*process the elections
*and, if necessary, re-open the open enrollment if changes are required by the employee.
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WABPOE is a self service version of the IBPOE screen. The WABPOE has the same functionality as the IBPOE, as well as the ability for the administrator to take the assessment on behalf of the employee.
[WABPOE] is a self service version of the [IBPOE] screen. The [WABPOE] has the same functionality as the [IBPOE], as well as the ability for the administrator to take the assessment on behalf of the employee.
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The IBPOE will display whether Open Enrollment status is open, suspended or closed.
[IBPOE] will display whether Open Enrollment status is open, suspended or closed.
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The administrator can re-open the employee’s open enrollment if changes are required. When the Re-Open button is pressed the administrator will be prompted with a dialog that states, “Press OK to re-open all of the plans for the employee’s current open enrollment. Press ‘Cancel’ to manually re-open individual plans”. If ‘Cancel’ is selected, the Re-Open Elections button located in the Plans area of the screen will become enabled and the administrator can then manually re-open plans on an individual basis. If only one plan was re-opened when the employee goes into WEBOEE to make a new choice for that plan, the other plans will be displayed as well but will not be editable. By re-opening the employee’s Open Enrollment, any assessments that were completed will be re-opened as well.
The administrator can re-open the employee’s open enrollment if changes are required. When the Re-Open button is pressed the administrator will be prompted with a dialog that states, “Press OK to re-open all of the plans for the employee’s current open enrollment. Press ‘Cancel’ to manually re-open individual plans”.
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There is also a ‘Re-Open OE Questions’ button which allows the Benefit Administrator to re-open the assessment for an employee, if they have already completed the questions. A similar button is available in the WEBOEE screen as well.
If ‘Cancel’ is selected, the Re-Open Elections button located in the Plans area of the screen will become enabled and the administrator can then manually re-open plans on an individual basis. If only one plan was re-opened when the employee goes into [WEBOEE] to make a new choice for that plan, the other plans will be displayed as well but will not be editable. By re-opening the employee’s Open Enrollment, any assessments that were completed will be re-opened as well.
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There is also a ‘Re-Open OE Questions’ button which allows the Benefit Administrator to re-open the assessment for an employee, if they have already completed the questions. A similar button is available in [WEBOEE] as well.
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|Open|To Be Decided|Elected,
• With Changes
• Elected,
• No Change
• Declined • Leave and Return
• Make Decisions,
• Leave and Return
• Make Decisions and
• Submit For Approval • Submit OE
• Validate
• Cancel OE
• Close OE (IBOE)
• • Make Corrections
• Decline Elections
• Cancel Elections • View Only
Suspended • Elected, With Changes
• Elected, No Change
• Declined • View Only • Re-Open OE
• Cancel OE
• Close OE (IBOE) • View Only • View Only
Submitted • Elected, With Changes
• Elected, No Change
• Declined • View Only • Re-Open OE
• Make corrections
• Validate
• Approve and Route
• Approve (final)
• Do Not Approve
• Cancel OE
• Close OE (IBOE) • Make Corrections
• Decline Elections
• Cancel Elections • Re-Open OE
• Make Corrections
• Approve and Route
• Approve (final)
• Do not approve
Approved • Elected, With Changes
• Elected. No Change
• Declined • View Only • Re-Open OE
• Process OE
• Cancel OE
• Close OE (IBOE) View Only View Only
Not Approved • Elected, With Changes
• Elected, No Change
• Declined • View Only • Re-Open OE
• Close OE (IBOE) • View Only • View Only
Cancelled • Elected, With Changes
• Elected, No Change
• Declined • View Only • Re-Open OE
• Close OE (IBOE) • View Only • View Only
|Open|To Be Decided\\ \\Elected,With Changes\\ \\Elected, No Change\\ \\Declined|Leave and Return\\ \\Make Decisions, Leave and Return\\ \\Make Decisions and Submit For Approval|Submit OE\\ \\Validate\\ \\Cancel OE\\ \\Close OE (IBOE)|Make Corrections\\ \\Decline Elections\\ \\Cancel Elections|View Only
|Suspended|Elected, With Changes\\ \\Elected, No Change\\ \\Declined|View Only|Re-Open OE\\ \\Cancel OE\\ \\Close OE (IBOE)|View Only|View Only
|Submitted|Elected, With Changes\\ \\Elected, No Change\\ \\Declined|View Only|Re-Open OE\\ \\Make corrections\\ \\Validate\\ \\Approve and Route\\ \\Approve (Final)\\ \\Do Not Approve\\ \\Cancel OE\\ \\Close OE (IBOE)|Make Corrections\\ \\Decline Elections\\ \\Cancel Elections|Re-Open OE \\ \\Make Corrections\\ \\Approve and Route\\ \\Approve (Final)\\ \\Do not approve
|Approved|Elected, With Changes\\ \\Elected, No Change\\ \\Declined|View Only|Re-Open OE\\ \\Process OE\\ \\Cancel OE\\ \\Close OE (IBOE)|View Only|View Only
|Not Approved|Elected, With Changes\\ \\Elected, No Change \\ \\Declined|View Only|Re-Open OE\\ \\Close OE (IBOE)|View Only|View Only
|Cancelled|Elected, With Changes\\ \\Elected, No Change\\ \\Declined|View Only|Re-Open OE\\ \\Close OE (IBOE)|View Only|View Only
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!Step 7: Run UBPOE to mass Process the Open Enrollment Elections
If preferred, the Benefit Administrator can r
!Step 7 - Run [UBPOE] to mass process the Open Enrollment Elections
If preferred, the Benefit Administrator can run [UBPOE] to batch process the elections.
This page (revision-31) was last changed on 26-Nov-2021 10:22 by jmyersTop