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Benefits Process Walkthrough . August 29, 2006. Agenda . Objectives of the process walkthrough Glossary of terms Employee life cycle and key HR concepts Integration points and key changes Benefits eligibility and enrollment process

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Benefits Process Walkthrough

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Benefits Process Walkthrough

August 29, 2006


  • Objectives of the process walkthrough

  • Glossary of terms

  • Employee life cycle and key HR concepts

  • Integration points and key changes

  • Benefits eligibility and enrollment process

  • A glance into SAP: How to use the concurrent employment workbench to

    • Enroll in benefit plans

    • Enroll dependents

    • Display costs of benefits plans

  • Manual benefits termination

  • Summary of key points to remember

  • Communication and training highlights

  • Objectives

    • Communicate the Benefits key change impacts to LAUSD affected end-users

    • Give the end-users a first glance into SAP

    • Encourage end-users to share concerns and ask questions around BTS before they attend training

    • Provide end-users with information around training and communication

    SAP Key Terminology

    • SAP: “System Applications and Products”. The name of the software vendor and its core integrated product – SAP R/3

    • Infotype: A set of data that is grouped together according to subject matter; a set of related data records. Infotypes are identifiable through a four-character numerical string. Example: Infotype 0171 – General Benefits Information

    • Dynamic Action: Automatic processing triggered when specific infotype records are updated. Example: Infotype 0171 – General Benefits Information is automatically created during the hiring action

    • Delimit: A process to shorten the validity period of an object or infotype record by replacing its end date with an earlier date . Example: When an employee terminates, their open-ended date (12/31/9999) is delimited with an end date (i.e., 6/30/2007)

    • Transaction Code: Sequence of characters that identifies a transaction. Example: PA20 – Display HR Master Data

    • Concurrent Employment Benefits Workbench: Enables the administration and processing of benefits for employees with multiple assignments

    • Benefit Area: Defines plans available to employees, retirees, and dependents. Example: Benefit Area is 01 for LAUSD

    SAP Key Terminology cont’d

    • Program Grouping I: Identifies a group of employees with common characteristics in order to determine on a high level the benefit program. Example: REG (regular)

    • Program Grouping II: Identifies a group of employees with common characteristics on a detailed level. Example: FULL

    • Adjustment Reasons: A personal or organizational change experienced by an employee, as a result of which the employee can change current benefit elections. Example: Birth of a child

    • Benefit Plan Type: General category of benefit plans. Example: Medical, Dental, Vision

    • Benefit Plan Codes: Code assigned to a specific benefit plan. Example: A010 Kaiser

    • Personnel Area: An organizational unit representing a bargaining unit in an enterprise delimited according to personnel administration, time management, and payroll accounting criteria. Example: 2UTK (Teachers)

    • Work Contract: Value assigned to identify benefit eligibility for certain groups. Example: 11 Retiree with benefits

    • Variant: Variants are alternative report displays set up by specifying selection criteria. Variants allow users to create basic criteria that can be used repeatedly

    • Selection Criteria: Selection criteria are fields you use to define the type and amount of information you want a report to process. If no values are entered in the selection criteria, the system uses all data for the type of report being generated when it executes the report. Note: You should never leave all fields blank.

    Create Budget & Position Control

    Identify Candidates

    Recruit Candidates

    Hire Employees

    Run Payroll

    Post to Finance

    Report Time

    Administer Benefits

    The Employee Lifecycle

    Create Organizational Structure

    Identify Vacancy in Organizational Structure




    Personnel Area

    Bargaining Unit

    Benefits Eligibility


    Benefit Eligibility

    Retirement Eligibility

    Illness/Vacation Accrual

    Calendar Options

    Planned Working Time

    Personnel Sub Area

    Basis School Type



    Base Pay

    Employee Group

    Pay Frequency

    Salary Type

    Employee Subgroup


    Employee Benefits

    Leave Benefits


    Status Code

    Key HR Concepts: Enterprise Structure

    Enterprise Structureis used to group employees and apply rules for the processing of time, benefits, and payroll.

    Benefits Administration Integration

    SAP Benefits Administration uses information from the following HR components: Personnel Administration,Payroll and Time

    What has Changed?

    What has Changed, cont.?

    What has Changed, cont.?

    *Most changes are behind the scenes and not visible in the system’s user interface

    Benefits Eligibility and Enrollment

    1. Manage Plan Design

    2. Determine Eligibility

    5. Generate Benefits Reports

    3. Plan & Implement Benefits Enrollment

    4. Manage Student Verification

    How to Use the Concurrent Employment Workbench

    Use Concurrent Employment Benefits Workbench to enter benefit adjustment reasons and enroll employees and dependents (if applicable) into various benefit plans

    1 - Enter the “Reporting Period”

    2 - Enter the “Person ID”

    3 - De-select this box

    How to Use the Concurrent Employment Workbench, cont.

    2 - Click “Adjustment Reason” to capture adjustment history in the benefits system. This is a required step in benefits enrollment

    1 - Click on the personnel assignment # to specify the benefit plans which the employee qualifies for

    How to Use the Concurrent Employment Workbench, cont.

    1 - Complete the required field by clicking on the tab down arrow to select the appropriate adjustment reason:

    Example: AA Initial Enrollment

    2 - Click to enter information

    How to Use the Workbench to Enroll in Benefit Plans

    Click “Enrollment” to begin benefit plan enrollment

    How to Use the Workbench to Enroll in Benefit Plans, cont.

    Click “Get offer” to begin benefit plans enrollment

    Example: Enrollment in Delta Care PMI

    How to Use the Workbench to Enroll in Benefit Plans, cont.

    Click on the appropriate plan

    How to Use the Workbench to Enroll in Benefit Plans, cont.

    As required, complete/review the appropriate dependent coverage

    2 - Click to select dependent

    3 - Click to accept

    How to Use Workbench to Enroll Dependents

    1 - Click to enter information

    Other Usages of the Benefits Workbench

    • The enrollment process shown in the previous slides (Delta Care PMI example) is also used to enroll in the following benefits:

      • Dental plan of choice

      • Medical plan of choice

      • Vision plan of choice

      • 403 B contributions

      • 457 B contributions

      • Flexible spending account

      • Basic life insurance

      • Employee Assistance Plan (EAP)

    How to Display Costs of Benefits Plans

    Click “costs” to display an overview of all the selected benefit plans costs/contributions to review before completing the enrollment process

    How to Display Costs of Benefits Plans, cont.

    • If applicable:

      • Click “Cost overview (ER credits)” to review the Employer Credits for the misc. plan Employee Assistance Program automatically selected for the employee.

      • Click “Cost overview (ER costs)” to review the Employer Costs for the various benefit plans.

      • Click “403B contribution” to review the Employee monthly contribution.

      • Click “STRS Retirement” to review the Employee/Employer contribution.

      • Click “Employer contribution” to review the Employer contribution.

      • Click “Dependent Care” to review the annual (per plan year) amount.

      • Click “Health Care” to review the annual (per plan year) amount.

      • Click “X” to exit window.

    After all Plans have been Selected

    Click “Enroll” after all the appropriate plans have been selected

    Evidence of Insurability

    Click the plans to indicate evidence of insurability has been provided

    2 - Click “Confirmation” to generate a benefit confirmation form to be mailed to the employee

    Confirmation of Benefit Plan Enrollment

    1- Click “Enroll” to complete the enrollment if all the appropriate plans are listed with the correct From and To Dates

    Terminate Participant’s Benefits

    Manual Benefits Termination

    Determine if Auto Termination

    Determine if No Deduct Condition



    Does Action result in Auto Terminate?



    Manage COBRA/AB528

    Key Points to Remember









    Process Walkthroughs

    On- going specific messages

    End User Training*

    Go Live Campaign

    Communications and Training Highlights

    My Change and Training Guide

    Training Curriculum for Benefits

    October - December 2006


    Basic Navigation


    Basic Navigation

    1 hr WBL


    Benefits Eligibility

    & Enrollment

    8 hrs ILT


    Human Resources


    1 hr WBL




    3 hrs ILT

    * The information on this slide has been updated since its presentation in the Process Walkthrough.


    3rd Party Vendor



    3 hrs ILT


    Retirement Plan

    Data Maintenance

    3 hrs ILT

    19 Hours

    WBL – 2

    ILT – 17

    ILT = Instructor Led Training

    WBL = Web Based Learning

    More project information

    • To learn about the BTS project:

      • Check out the BTS Website (

      • E-mail [email protected]


    • Before leaving the room, please make sure that you have

      • Signed in

      • Completed the process walkthrough assessment survey

    Thank You

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