Table of Contents

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:

Suitable Workflow in Open Enrollment #

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.
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

LineCMDType 1Operand 1OPERType 2Operand 2Type 3Operand 3If GOTOElse GOTODescription
10IFCFINSERTINGEQBTRUE 15 99999
15IfDBBET.OPEN_ENROLLMENT_TYPEEQA02 2099999
20ACTACOE NEW L/W EVENTLOG$SCURRENT-DATERT4203299999 <<EID.FIRST_NAME>> <<EID.LAST_NAME>> has recorded a new life event, <<BET.BE_EVENT_TYPE_CODE>> <<BEV.DESCRIPTION>>.
99999EXITAC

OR

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

LineCMDType 1Operand 1OPERType 2Operand 2Type 3Operand 3If GOTOElse GOTO
10IFCFINSERTINGEQBTRUE 15 99999

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

LineCMDType 1Operand 1OPERType 2Operand 2Type 3Operand 3If GOTOElse GOTO
15IfDBBET.OPEN_ENROLLMENT_TYPEEQA02 2099999

Line 20: This line calls the workflow action defined in the first step.

LineCMDType 1Operand 1OPERType 2Operand 2Type 3Operand 3If GOTOElse GOTODescription
20ACTACOE NEW L/W EVENTLOG$SCURRENT-DATERT4203299999 <<EID.FIRST_NAME>> <<EID.LAST_NAME>> has recorded a new life event, <<BET.BE_EVENT_TYPE_CODE>> <<BEV.DESCRIPTION>>.

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

LineCMDType 1Operand 1OPERType 2Operand 2Type 3Operand 3If GOTOElse GOTO
99999EXITAC

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.
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
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 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.

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
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.
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 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 defined in the first step.

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.
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.
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 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.

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.
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.
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.
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 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.

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.

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.

Election Reminder#

Reminder emails should be sent to employees who have not yet completed their elections, as requested by Benefit Administrators.
This particular version was published on 26-Nov-2021 10:22 by JEscott.Top