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USING WORK FLOW WITH OPEN ENROLLMENT#

Work flow may be used in accordance with Open Enrollment to help make the process flow more fluidly and less cumbersome for the Benefit Administrator.

The following Workflow triggers have been added:

• WF_BEV on the P2K_BE_EVENTS table
• WF_BOEE on the P2K_BE_OPEN_ENROLLMENT_EES table

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Suitable Workflow in Open Enrollment #

The following are example workflows that may be used to help ease the flow of the Open Enrollment process.

Notification of a Life / Work Event#

When an employee enters a qualifying life event, an email should be sent to the Benefit Administrator to notify them that the life event must be handled.

Step 1 - Define Workflow Action in IMWA

The first step is to define the workflow action in IMWA that will be triggered when an employee records a life or work event.

Action

Suggest prefixing all Open Enrollment workflow actions with OE. In this example, the where clause is named OE NEW L/W EVENT.

Status

The status must be set to “In Production” in order for IMUC to recognize the action.

Triggered in Product

This field should be set to WF_BEV since the email will fire when a new life event record is inserted in the P2K_BE_EVENTS table.

Action Directed To

Since this is going to a specific person, typically the person in charge of the benefit elections, Specific Employment should be chosen. The specific person code will be later defined in IMUC.

Type

The type can be email or message.

Email

If Email was specified for Type, the From email address must be specified. If Message was specified the Type, this field must be left blank.

Step 2 – Define User Calc in IMUC

The second step requires a user calc to be created to send the email to the Administrator.

User Calc

It is suggested to prefix the user calc code with WF_OE to easily identify the workflow user calcs for Open Enrollment.

Description

Should state what the user calc is meant for.

Product

This field should be set to WF_BEV since the workflow action will fire when a new life event record is inserted in the P2K_BE_EVENTS table.

Status

In order for the action to be processed, the user calc must have a status of “In Production”. User calcs are published in IMUCA.

User Calc Type

All workflow user calcs must have the type set to ‘Calculation’.

Lines

Line	CMD	Type 1	Operand 1	OPER	Type 2	Operand 2	Type 3	Operand 3	If GOTO	Else GOTO	Description
10	IF	CF	INSERTING	EQ	B	TRUE			15	99999
15	If	DB	BET.OPEN_ENROLLMENT_TYPE	EQ	A	02			20	99999
20	ACT	AC	OE NEW L/W EVENT	LOG	$S	CURRENT-DATE	RT	42032	99999		<<EID.FIRST_NAME>> <<EID.LAST_NAME>> has recorded a new life event, <<BET.BE_EVENT_TYPE_CODE>> <<BEV.DESCRIPTION>>.
99999	EXIT	AC

Line 10: This line checks to see if an insert into the table has been done.

Line 15: This line checks to see if the Open Enrollment Type is 02 (Life / Work Event).

Line 20: This line calls the workflow action (OE NEW L/W EVENT) which was defined in the first step and will send the email notice to employee 42032.

Line 99999: This line will indicate the end of the usercalc.

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Request Proof for Life or Work Events#

When a life or work event is entered that requires proof that the employee has not supplied, an email should be sent to the employee requesting proof.

Step 1 - Define Workflow Action in IMWA

The first step is to define the workflow action in IMWA that will be triggered when a life or work event is recorded that requires proof.

Action

It is suggested to prefix all Open Enrollment workflow actions with OE. For this example, OE PROOF REQ is used as the Action.

Status

This field must be “In Production” in order for IMUC to recognize the action.

Triggered in Product

This field should be set to WF_BEV since the email will fire when a new life or work event is created.

Action Directed To

Since this is going to the user who created the life event, Current Identity should be chosen. Current Identity is used to display messages or emails to Self Service users.

Type

This field can be set to Email or Message.

Message

If Email was specified for Type, the From email address must be specified. If Message was specified the field must be left blank

Step 2 – Define User Calc in IMUC

The second step requires a user calc to be created to send the email to the Administrator.

User Calc

It is suggested to prefix the user calc code with WF_OE to easily identify the workflow user calcs for Open Enrollment. For example, WF_OE_PROOF_REQ.

Description

This field should state what the user calc is meant for

Product

This field should be set to WF_BEV

Status

In order for the action to be processed the user calc must be published in IMUCA

User Calc Type

All workflow user calcs must have a type of Calculation

Lines

Line	CMD	Type 1	Operand 1	OPER	Type 2	Operand 2	Type 3	Operand 3	If GOTO	Else GOTO	Description
10	IF	CF	INSERTING	EQ	B	TRUE			20	99999
20	IF	DB	BET.PROOF_REQUIRED	EQ	A	1			30	99999
30	ACT	AC	OE PROOF REQ	LOG	$S	CURRENT-DATE	RT	Current Identity	99999		Please submit proof of the event. Once proof has been submitted, the event will be processed and an Open Enrollment will be created.
99999	EXIT

Line 10 : This field checks to see if an insert into the table has been done

Line 20 : This field checks to see if the event requires proof

Line 30: This field calls the workflow action defined in the first step (OE PROOF REQ) and will issue a message to the current identity logged into the application.

Line 99999: This line will indicate the end of the usercalc.

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Notification of a New Open Enrollment Period#

When a Benefit Administrator opens up an Open Enrollment period, an email should be sent to the employees involved to inform them of this event and direct them to Self Service to make their elections.

Step 1 - Define Workflow Action in IMWA

Action

It is suggested to prefix all Open Enrollment workflow actions with OE. For this example OE NEW PERIOD is used as the Action.

Status

This field must be set to In Production in order for the action to be picked up in IMUC

Triggered in Product

This field should be set to WF_BOEE since the email will fire when a new Open Enrollment Period is created

Action Directed To

Since this action is going to the employees, ‘Employee’ should be chosen.

Type

‘Email’ should be selected in this field.

Email

The From email address must be specified.

Step 2 – Define User Calc in IMUC

User Calc

It is suggested that the user calc code should prefixed with WF_OE to easily identify the workflow user calcs for Open Enrollment. For this example, it may called WF_OE_NEW_PERIOD.

Description

This field should state what the user calc is meant for.

Product

This field should be set to WF_BOEE.

Status

In order for the action to be processed, the user calc must be published in IMUCA.

User Calc Type

All workflow user calcs must have a type of Calculation.

Lines

Line	CMD	Type 1	Operand 1	OPER	Type 2	Operand 2	Type 3	Operand 3	If GOTO	Else GOTO	Description
10	IF	CF	INSERTING	EQ	B	TRUE			20	99999
20	ACT	AC	OE NEW PERIOD	LOG	$S	CURRENT-DATE	RT	Employee	99999		A new benefit open enrollment period has been created for <<BOE.ELECTION_OPEN_DATE>> to <<BOE.ELECTION_CLOSE_DATE>> . Once you have logged into Self Service please navigate to My Benefit Elections where you will be prompted with instruction to review and submit your benefit elections.
99999	EXIT

Line 10 : This line checks to see if an insert into the table has been done, if so proceed with the rest of the user calc if not exit.

Line 20: This line calls the workflow action (OE NEW PERIOD) defined in the first step and will send the email to the employees.

Line 99999: This line will indicate the end of the usercalc.

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Notification of Submission of Elections#

When an employee submits their elections for approval, an email should be sent to the Benefit Administrator to notify them of the activity.

Step 1- Define Workflow Action in IMWA

Action

It is suggested to prefix all Open Enrollment workflow actions with OE. For this example, OE SUBMITTED will be used as the Action.

Status

This field must set to In Production in order for the action to be picked up in IMUC.

Triggered in Product

This field should be set to WF_BOEE since the email will fire when a new Open Enrollment Period is created.

Action Directed To

Since this is going to the administrator, Specific Employment should be chosen.

Type

‘Email’ should be selected

Email

The From email address must be specified

Step 2: – Define User Calc in IMUC

User Calc

It is suggested that the user calc code should prefixed with WF_OE to easily identify the workflow user calcs for Open Enrollment. For this example WF_OE_EMAIL_SUB is used.

Description

This field should state what the user calc is meant for.

Product

This field should be set to WF_BOEE.

Status

In order for the action to be processed the user calc must be published in IMUCA.

User Calc Type

All workflow user calcs must have a type of Calculation.

Variables

There are two variables required for this work flow user calc.

Name	Type	Initial Value	Length
new_election_stage	Char
old_election_stage	Char

Lines

Line	CMD	Type 1	Operand 1	OPER	Type 2	Operand 2	Type 3	Operand 3	If GOTO	Else GOTO	Description
10	IF	CF	UPDATING	EQ	B	TRUE			15	99999
15	LET	V	old_election_stage	EQNL	OV	BOEE.ELECTION_STAGE	A	01	16
16	LET	V	new_election_stage	EQNL	NV	BOEE.ELECTION_STAGE	A	10	17
17	IF	V	new_election_stage	NE	V	old_election_stage			20	99999
20	IF	NV	BOEE.ELECTION_STAGE	EQ	A	10			30	99999
30	ACT	AC	OE SUBMITTED	LOG	$S	CURRENT-DATE	RT	42032	99999		<<EID.FIRST_NAME>> <<EID.LAST_NAME>> has submitted their benefit elections.
99999	EXIT

Line 10 : This line checks to see if an update has been done.

Line 15 :This line sets a variable equal null to the old election stage.

Line 16 :This line sets a variable equal null to the new election stage.

Line 17: This line checks if the variable for old election stage does not equal the variable for the new election stage.

Line 20: This line checks if the new election stage equals 10 (Submitted).

Line 30: This line calls the workflow action defined in IMWA (OE SUBMITTED) and will email person code 42032.

Line 99999: This will end the user calc.

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Notification of Approved/Not Approved Elections#

When elections have been approved and have been turned into enrollments or when an election has not been approved, an email is sent to an employee to notify them of the activity. One email should be sent for all the employee elections rather than one email per plan.

Two workflow actions are defined, one for the approved elections and one for the not approved elections.

Step 1- Define Workflow Action in IMWA – Action for Approved Elections

Action

It is suggested to prefix all Open Enrollment workflow actions with OE. For this example, OE ELECTION APR is used.

Status

This field must be set to In Production in order for the action to be picked up in IMUC.

Triggered in Product

This field should be set to WF_BOEE since the email will fire when the elections have been approved.

Action Directed To

Since this action is going to the employee, ‘Employee’ should be chosen.

Type

‘Email’ should be selected in this field.

Email

The From email address must be specified.

Step 2: Define Workflow Action in IMWA – Action for Not Approved Elections

Action

It is suggested to prefix all Open Enrollment workflow actions with OE. For this example, OE ELECT NOT APR is used.

Status

This field must be set to In Production in order for the action to be picked up in IMUC.

Triggered in Product

This field should be set to WF_BOEE since the email will fire when the elections are Not Approved.

Action Directed To

Since this is going to the employee, ‘Employee’ should be chosen.

Type

‘Email’ should be selected in this field.

Email

The From email address must be specified.

Step 3: – Define User Calc in IMUC

User Calc

It is suggested that the user calc code should prefixed with WF_OE to easily identify the workflow user calcs for Open Enrollment. For this example WF_OE_APR/NAPR is used.

Description

This field should state what the user calc is meant for.

Product

This field should be set to WF_BOEE.

Status

In order for the action to be processed, the user calc must be published in IMUCA.

User Calc Type

All workflow user calcs must have a type of Calculation.

Variables

There are two variables required for this work flow user calc.

Name	Type	Initial Value	Length
new_election_stage	Char
old_election_stage	Char

Lines

Line	CMD	Type 1	Operand 1	OPER	Type 2	Operand 2	Type 3	Operand 3	If GOTO	Else GOTO	Description
10	IF	CF	UPDATING	EQ	B	TRUE			20	99999
20	LET	V	old_election_stage	EQNL	OV	BOEE.ELECTION_STAGE	A	10	30
30	LET	V	new_election_stage	EQNL	NV	BOEE.ELECTION_STAGE			35
35	IF	V	old_election_stage	NE	V	new_election_stage			40	99999
40	IF	V	new_election_stage	EQ	A	50			50	60
50	ACT	AC	OE ELECTION APR	LOG	$S	CURRENT-DATE	RT	Employee	99999		Your benefit elections have been approved and will be processed into Payroll. You should expect to see these election changes for the pay period that includes <<BOE.COVERAGE_EFFECTIVE>>.
60	IF	V	new_election_stage	EQ	A	92			70	99999
70	ACT	AC	OE ELECT NOT APR	LOG	$S	CURRENT-DATE	RT	Employee	99999		Your benefit elections have not been approved. Your Open Enrollment has been re-opened for corrections.
99999	EXIT

Line 10: This line checks to see if an update has been done.

Line 20: This line sets a variable equal null to the old election stage.

Line 30: This line sets a variable equal null to the new election stage.

Line 35: This line checks if the variable for old election stage does not equal the variable for the new election stage.

Line 40: This line checks if the new election stage equals 50 (Approved).

Line 50: This line calls the Approved workflow action defined in IMWA.

Line 60: This line checks if the new election stage equals 92 (Not Approved).

Line 70: This line calls the Not Approved workflow action defined in IMWA.

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HR Changes Creating Open Enrollments #

Workflow may be used to trigger an open enrollment when an HR change is entered in the system. For example, an event and open enrollment may be automatically created when a new hire is entered in the system or when an employee is hired.

The event must be defined in IBET and the Allow Auto Open Enrollment toggle must be checked ON in IBET, in order for the open enrollment to be generated for the HR change. If the toggle is not checked, then the event will still be created but the Open Enrollment will not be. If proof is required for the event, the event will be created but not the Open Enrollment.

Scenario 1 – Employee gets married; the Married Date is populated in IEPI #

Step 1 – Define Workflow Action in IMWA

Action

It is suggested to prefix all Open Enrollment workflow actions with OE. For this example, CREATE MAR OE will be used as the Action.

Status

This field must set to In Production in order for the action to be picked up in IMUC.

Triggered in Product

This field should be set to WF_EPS since the trigger will fire when a Marriage Date is entered in IEPI for the employee.

Action Directed To

Since this is going to the employee, ‘Employee’ should be chosen.

Type

‘Open Enrollment’ should be selected in this field.

Open Enrollment

The Event Code from IBET must be specified.

Step 2 – Define User Calc in IMUC

User Calc

It is suggested that the user calc code should prefixed with WF_OE to easily identify the workflow user calcs for Open Enrollment. For this example, it may called WF_OE_MARRIAGE.

Description

This field should state what the user calc is meant for.

Product

This field should be set to WF_EPS.

Status

In order for the action to be processed, the user calc must be published in IMUCA.

User Calc Type

All workflow user calcs must have a type of Calculation.

Lines

Line	CMD	Type 1	Operand 1	OPER	Type 2	Operand 2	Type 3	Operand 3	If GOTO	Else GOTO
10	IF	OV	EPS.MARRIED_DATE	NE	D	02-JAN-0001			99999	20
20	IF	NV	EPS.MARRIED_DATE	NE	D	02-JAN-0001			30	99999
30	ACT	AC	CREATE MAR OE	LOG	$S	AS-OF-DATE	RT	Employee	99999
99999	EXIT

Line 10: This line checks to see if the old value for Married Date in IEPI does not equal 02-Jan-0001.

Line 20:This line checks to see if the new value for Married Date in IEPI does not equal 02-Jan-0001.

Line 30:This line calls the work flow action, CREATE MAR OE, that was defined in step 1 in IMWA which will cause an open enrollment for the marriage life event to be created.

Line 99999: This will end the user calc.

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Proactive Workflow to Detect Life Events#

A proactive workflow is needed to detect significant milestones that affect benefits such as a child turning 18. An email should be sent to the Benefit Administrator to notify them that this event must be handled.

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Election Reminder#

Reminder emails should be sent to employees who have not yet completed their elections, as requested by Benefit Administrators.