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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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Presentation Transcript
agenda
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
  • 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
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 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
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.
the employee lifecycle
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

key hr concepts enterprise structure
Legacy

SAP

Impacts

Personnel Area

Bargaining Unit

Benefits Eligibility

Retirement

Benefit Eligibility

Retirement Eligibility

Illness/Vacation Accrual

Calendar Options

Planned Working Time

Personnel Sub Area

Basis School Type

(Calendar)

Salary

Base Pay

Employee Group

Pay Frequency

Salary Type

Employee Subgroup

Tenure

Employee Benefits

Leave Benefits

Assignment

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
Benefits Administration Integration

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

what has changed cont11
What has Changed, cont.?

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

benefits eligibility and enrollment
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
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
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 cont15
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
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
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 cont19
How to Use the Workbench to Enroll in Benefit Plans, cont.

As required, complete/review the appropriate dependent coverage

how to use workbench to enroll dependents
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
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
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
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
After all Plans have been Selected

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

evidence of insurability
Evidence of Insurability

Click the plans to indicate evidence of insurability has been provided

confirmation of benefit plan enrollment
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

manual benefits termination
Terminate Participant’s BenefitsManual Benefits Termination

Determine if Auto Termination

Determine if No Deduct Condition

No

No

Does Action result in Auto Terminate?

Yes

Yes

Manage COBRA/AB528

communications and training highlights
2007

2006

Dec

Jan

Aug

Sept

Oct.

Nov

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
Training Curriculum for Benefits

October - December 2006

Benefits

Basic Navigation

R3100

Basic Navigation

1 hr WBL

BN200

Benefits Eligibility

& Enrollment

8 hrs ILT

HR100

Human Resources

Basics

1 hr WBL

BN210

Benefits

Termination

3 hrs ILT

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

BN220

3rd Party Vendor

Payment

Processing

3 hrs ILT

BN230

Retirement Plan

Data Maintenance

3 hrs ILT

19 Hours

WBL – 2

ILT – 17

ILT = Instructor Led Training

WBL = Web Based Learning

more project information
More project information
  • To learn about the BTS project:
questions
Questions
  • Before leaving the room, please make sure that you have
    • Signed in
    • Completed the process walkthrough assessment survey
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