Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.
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 • 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
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 SAP Benefits Administration uses information from the following HR components: Personnel Administration,Payroll and Time
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 No No Does Action result in Auto Terminate? Yes Yes Manage COBRA/AB528
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 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 • To learn about the BTS project: • Check out the BTS Website (www.lausd.net/bts) • E-mail firstname.lastname@example.org
Questions • Before leaving the room, please make sure that you have • Signed in • Completed the process walkthrough assessment survey