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Benefits Process Walkthrough
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  1. Benefits Process Walkthrough August 29, 2006

  2. 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

  3. 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

  4. 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

  5. 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.

  6. 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

  7. 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.

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

  9. What has Changed?

  10. What has Changed, cont.?

  11. What has Changed, cont.? *Most changes are behind the scenes and not visible in the system’s user interface

  12. Benefits Eligibility and Enrollment 1. Manage Plan Design 2. Determine Eligibility 5. Generate Benefits Reports 3. Plan & Implement Benefits Enrollment 4. Manage Student Verification

  13. 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

  14. 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

  15. 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

  16. How to Use the Workbench to Enroll in Benefit Plans Click “Enrollment” to begin benefit plan enrollment

  17. 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

  18. How to Use the Workbench to Enroll in Benefit Plans, cont. Click on the appropriate plan

  19. How to Use the Workbench to Enroll in Benefit Plans, cont. As required, complete/review the appropriate dependent coverage

  20. 2 - Click to select dependent 3 - Click to accept How to Use Workbench to Enroll Dependents 1 - Click to enter information

  21. 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)

  22. 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

  23. 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.

  24. After all Plans have been Selected Click “Enroll” after all the appropriate plans have been selected

  25. Evidence of Insurability Click the plans to indicate evidence of insurability has been provided

  26. 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

  27. 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

  28. Key Points to Remember

  29. 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

  30. 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

  31. More project information • To learn about the BTS project: • Check out the BTS Website ( • E-mail

  32. Questions • Before leaving the room, please make sure that you have • Signed in • Completed the process walkthrough assessment survey

  33. Thank You