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MASS OE PROCESS FLOW
MASS OE PROCESS FLOW

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[{TableOfContents }]
!!!MASS OPEN ENROLLMENT PROCESS FLOW
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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.
||Parameters||
|Entity|Specify which entity the open enrollment period will be for.
|Event Type|A mass open enrollment event type must be chosen to create the open enrollment period. The benefit plans associated to that event type will be picked up and included in the open enrollment.
|Election Open Date & Election Close Date|These fields determine the open enrollment period.
|Coverage Effective|This is a mandatory field used to determine what the Coverage Effective date will be for the enrollment records.
|Eligibility Effective|If supplied, this will be used to state the Eligibility Effective date for the enrollment records. If it is not provided, the date will be calculated by the BC rules for the elected coverages.
|Premium Effective|If supplied, this will be used to state the Premium Effective date for the enrollment records. If it is not provided, the date will be calculated by the BC rules for the elected coverages.
|Description|If supplied, the description of the Event Type will be overwritten in [IBOE].
|Exception Level|This will determine the level of trace the report is run at.
|User Comment|This allows a comment to be added to the report.
!Functionality
*[UBOE] is used only to create mass open enrollments.
*Due to the nature of the [UBOE], it cannot be run while a pay is in progress.
*The current enrollments are not affected by the open enrollment process and will only be updated with a new effective coverage record once the employee’s new elections have been processed.
*Each time [UBOE] is run, a single open enrollment control record is created and can be seen in [IBOE]. This control record gives Benefit Administrators control over the election activity.
*A header record is created for each employee involved in the open enrollment. These header records are linked to the open enrollment control record and can be seen in [VBOEE].
*An Election Option record is created for each coverage option an employee has. These Election Option records are linked to the employee’s header record. A single Election Decision record is created for each election an employee is allowed to make (one per plan). These Election Decision records are linked to the employee’s header record.
*The employee’s eligibility will depend on the benefit schedule and the plan definition.
!Step 2 - Review the Open Enrollment Record in IBOE
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!Step 3: Employees Review Their Elections via WEBOEE.
The screen [WEBOEE] is a scroll view of the employee’s elections. Using this form the employee may review their benefit election options in the Open Enrollment. The employee may make changes to their current enrollments, elect new coverages, update or remove recipients and upload documentation.
This screen will display all current and historical open enrollment periods in the system. The Benefit Administrator can use this screen to keep track of the Open Enrollment period. Here they can extend or reduce the Open Enrollment period. The Event Type and Open Enrollment Type values cannot be changed.
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The Event Type, Event Type Description, Open Enrollment Status, Event type URL and Event Type Text values have all defaulted in from [IBET].
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The 'Individual OE For' field indicates which employee is associated to the event and thus spawned an open enrollment period. This is only displayed for ad Hoc and Life/Work Events.
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!Step 4: View elections by Employee via VBOEE
Under the [Employees|IBOE#EmployeesTab] tab is a list of employees who are participating in the enrollment showing the overall status of their enrollments. The first total indicates how many plans and plan sets the employee is eligible for, the second total, ‘To Be Decided’, indicates how many elections the employee has not made a decision on and the last total, ‘Declined’, indicates how many elections the employee has declined.
The Employee Open Enrollment Stage can be changed to suspend or close their open enrollment.
The [Open Enrollment Details|IBOE#OpenEnrollmentDetails] tab indicates the plans and plan election sets involved in the open enrollment period. The Election Required toggle can be checked on or off overriding the setup defined in [IBET].
If an employee or plan was missed for the open enrollment they can be manually added here in [IBOE].
If the open enrollment period needs to be removed, the Benefit Administrator can simply delete the open enrollment control record in [IBOE]. This will trigger a cascade delete of the employee election records. If an employee’s election has already been processed, then the new record in [IBEN] must be removed first.
!Step 3 - Employees Review Their Elections via WEBOEE.
[WEBOEE] is a scroll view of the employee’s elections. Using this form the employee may review their benefit election options in the Open Enrollment. The employee may make changes to their current enrollments, elect new coverages, update or remove recipients and upload documentation.
Below is a screen print of [WEBOEE].
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The top of the form displays the Employee’s Open Enrollment Record Status and the OE Start and End dates.
An introductory paragraph is shown followed by several numbered paragraphs that step the employee through the election process. The content of these paragraphs may be tailored and may contain HTML tags. These paragraphs are the Election Intro Text found on the Plan Type in [IBPT].
Only plans that are part of the Open Enrollment process will appear.
If elections related to the open enrollment have already been submitted by the employee, only plans that have been re-opened by the Benefit Administrator can be changed.
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.
At any time during the open enrollment process, the employee can print off a summary of the open enrollment elections. The print icon is displayed at the top of the form.
!Step 4 - View elections by Employee via VBOEE
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!Step 5: Process Employee Benefit Elections via IBPOE
Once the employees have submitted their elections, the Benefit Administrator would then validate and process the employees’ elections via [IBPOE]. 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 5 - Review and Approve Elections via IBPOE
Once the employees have submitted their elections, the Benefit Administrator would then review and approve the employee's benefit elections using [IBPOE].
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IBPOE is a process screen that allows the Benefit Administrator to
[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
* approve the employee's open enrollment
* process the employee's open enrollment (create enrollment records in [IBEN])
* and if necessary, re-open the open enrollment if changes are required by the employee.
The [Open Enrollment Activities By Stage By Role|OE ACTIVITIES BY STAGE BY ROLE] page shows what activities can take place in each stage by each of the roles.
!Step 6 - Process the Open Enrollment Elections
The Benefit Administrator may process the employees’ elections using either [IBPOE] or [UBPOE].
!Step 7 - Close Open Enrollment Period
After the elections have been processed, the Benefit Administrator must close the Open Enrollment period via [IBOE].
\\ \\
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!!Current Elections
!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 2 - Review Open Enrollment Plan List
A list of benefit plans that are a part of the open enrollment that the employee is eligible for is displayed.
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.
!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 4 - Choose a Basis for Costs
The employee is prompted to choose how they want to view the costs. The Employer and Employee costs may be displayed annually, monthly, or by pay period. If the employee chooses a different view, such as monthly, a preference will be set for the employee for the current and any future open enrollments.
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!!Enter Election Changes
!Step 1 - Review Plan Options and Make Election Decisions
;Plan Type:
*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:
*Each plan must be elected separately.
*Plans of the same type that are mutually exclusive may be grouped in a Plan Election Set. Only one coverage option may be elected from a Plan Election Set.
*If BC codes were configured in [IBPN] to allow data to be entered (Enter Election) these will display above the plan details.
*The coverage costs may depend on this data.
;Coverage Options:
*All coverages that the employee can elect are shown in a list containing Plan Description, Policy #, Coverage Description, Pre-tax indication, Employee Cost (Your Cost) and Employer costs.
*The last column is reserved for the employee’s election choice. One and only one coverage line must have this toggled on.
*The employee’s current enrollment information always appears above the list of election options for the plan.
*If the employee is not yet enrolled in a plan, the Current Coverage will remain blank.
;Costs:
*The costs are shown in the basis chosen by the employee, by year/month/period.
*Cost sharing rules may vary by plan and/or coverage. Clients may secure either of these columns if they do not wish to show this information.
*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.
*If the system cannot locate a Frequency detail record with a Pay Category of the type ”Open Enrollment” the system will use a default Times Per Year amount of 1.
*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.
*All costs are calculated “as of” the coverage effective date, not the current date.
*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.
;Election Decision:
*The employee makes an election choice by clicking the coverage they want.
*When one coverage option line is toggled on, all other lines are automatically toggled off.
*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.
*In all cases where there is a choice, a “Coverage To Be Decided” line will appear at the bottom of the list to give the employee time to think about the coverage they want.
*The “Coverage To Be Decided” line will not appear if the plan participation is required and there is only one coverage level to choose from.
*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.
*If the chosen coverage has an OE Question Code (ie Assessment Code) associated to it, the OE Questions button will be highlighted. The employee will be required to answer the questions in order for the validation process to pass. If the employee needs to change their answers to the questions, they may press the re-open button and then press the OE Question button to retake the assessment.
*The choice toggle determines the Election Decision for the plan as follows:
||Election Decision||
|To Be Decided|In [WEBOEE], the toggle is on the “To Be Decided” line. In [IBPOE], no coverage is selected.
|Elected, No Change|The toggle is on the line that matches the current enrollment. The recipients, elected coverage and entered election amount match the current enrollment record.
|Elected, With Changes|Toggle is on a coverage that does not match the current enrollment. This includes changes to recipients, coverage, or entered election amount.
|Declined|Toggle is on the “Coverage Declined” line.
|Newly Elected|Toggle is on a coverage that the employee is not currently enrolled in.
;Benefit Recipients:
*Above the list of coverages is an LOV where employees can select the participants they wish to enroll into the coverage.
*Participants may be beneficiaries, children, dependents, or a spouse/others.
*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.
*Participant changes are effective on the effective date of the coverage and do not impact current payrolls.
*Participants must have a Contact role of ‘Dependent’ selected in [IECT] in order to display as eligible benefit recipients.
!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].
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..
After the validation has completed, a pop up message will display indicating to the employee if their elections have passed or failed the validation process.
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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!!Upload Required Documents
!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].
The Required Documents field from [IBPN] will be displayed for each plan/coverage to indicate to the employee what documents need to be uploaded.
!Step 2 - Please Upload the Documentation Described Above for Each of the Elected Plans
Three media fields have been provided to allow the employee to upload documents if required. The three provided media are Birth Certificate, Marriage License and Health Questionnaire.
As stated earlier, the prompts for these can be translated to meet your business needs and additional media may be added to the form if necessary.
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!!Review Costs and Submit Elections
!Step 1 - Summary of Total Cost
A summary of costs is displayed to let the employee see the impact of their elections.
Totals are displayed for the employee’s pre-tax cost, employee’s post tax cost and the employer cost. The Grand
Total line is controlled by the system message BEPS_00007. This message may be translated to include HTML tags.
Costs will be derived through the same benefit calculation rules that are used in the [Payroll module|MODULE-PR].
Costs will be shown by Pay Period, by Month or by Year, based on what the employee has chosen on the first tab.
!Step 2 - Summary of Elected Benefit Recipients
The employee’s elected benefit recipients will display for each elected plan and coverage.
!Step 3 - Select Reason for Decline for Declined Plans
A summary of the plans the employee has declined is displayed.
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].
!Step 4 - Submit Elections for Approval
When an employee has completed all of their elections, they will submit them for approval.
If there are no errors, a confirmation dialog will appear to ensure that the employee understands that their decisions will be binding.
If there are errors the employee will be directed back to second tab to correct the validation errors.
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.
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.
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.
When an employee submits their elections, the toggle, EMPLOYEE_SIGN_OFF, is checked on. This toggle is not seen in any form; it is strictly in the database and may be used for workflow purposes. When the employee’s open enrollment is re-opened, the toggle is unchecked.
The elections will not be brought through to [IBEN] at this point. They must first be processed by the Benefit Administrator.
!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.
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.
The detail section shows the plans and their coverages and the employee’s decision, if made.
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.
!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).
[IBPOE] is a process screen that allows the Benefit Administrator to:
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*and if necessary, re-open the open enrollment if changes are required by the employee.
*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.
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!Step 6: Run UBPOE to mass Process the Open Enrollment Elections
If preferred the Benefit Administrator may process the employee elections all at once by running the process [UBPOE].
If Approval logic is defined for the open enrollments, here is where the Benefit Administrator would be required to make the approval.
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!Step 7: Close Open Enrollment Period
After the elections have been processed, the Benefit Administrator must close the Open Enrollment period via IBOE.
Extensive validation is done when the administrator presses the Validate button. If any errors are encountered, they will be displayed in the Validation Warnings tab for each of the elections.
[IBPOE] will display whether Open Enrollment status is open, suspended or closed.
The Employee’s Open Enrollment Stage is displayed indicating the stage of the enrollment record as it goes through a series of stages from the time it is created until it has been processed. The various stages are Open, Suspended, Submitted, Approved, Processed, Not Approved, Cancelled and Closed.
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.
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.
The administrator has the ability to cancel and decline employee elections. Beneath the Plans area there are a Cancel Elections button and a Decline Elections button. Cancelling an election will stop the election from being processed. When a plan has been declined, the Decline button will change to ‘Un Decline Election’ to allow the Administrator to undo a decline. Once a decline has been undone the decision will change to ‘To Be Decided’.
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 in the Questions tab.
The elections can only be processed once the EE Open Enroll stage is in a status of ‘Approved’.
The elections cannot be processed if there is a pay for the employee that is in a stage of Calculated/Paid (ie: if UPCALC has been run but UPCLOZ has not). If a pay is in progress, the Process button will be unavailable. The UBPOE will also display a message within the report.
The following table shows what activities can take place in each stage by each of the roles:
||Employee Open Enroll Stage||Election Decision||EE Actions||BEN Actions\\ \\Open Enrollment||BEN Actions\\ \\Election Options||APR Actions
|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
!Step 7 - Run [UBPOE] to mass process the Open Enrollment Elections
If preferred, the Benefit Administrator can run [UBPOE] to batch process the elections.
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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'}]
This page (revision-31) was last changed on 26-Nov-2021 10:22 by jmyersTop