benefits process walkthroughfinal (rev)

7/28/2019 Benefits Process Walkthroughfinal (Rev)

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Benefits Process Walkthrough

August 29, 2006


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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 employmentworkbench 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


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Objectives

Communicate the Benefits key change impacts toLAUSD 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


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SAP Key Terminology

SAP:System Applications and Products. The name of the softwarevendor and its core integrated product SAP R/3

Infotype: A set of data that is grouped together according to subjectmatter; a set of related data records. Infotypes are identifiable through afour-character numerical string. Example: Infotype 0171 GeneralBenefits Information

Dynamic Action: Automatic processing triggered when specific infotyperecords are updated. Example: Infotype 0171 General BenefitsInformation is automatically created during the hiring action

Delimit: A process to shorten the validity period of an object or infotyperecord by replacing its end date with an earlier date . Example: When anemployee terminates, their open-ended date (12/31/9999) is delimited withan 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 theadministration and processing of benefits for employees with multipleassignments

Benefit Area: Defines plans available to employees, retirees, and

dependents. Example: Benefit Area is 01 for LAUSD


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SAP Key Terminology contd 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 characteristicson a detailed level. Example: FULL

Adjustment Reasons: A personal or organizational change experienced by anemployee, 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: A010Kaiser

Personnel Area: An organizational unit representing a bargaining unit in anenterprise delimited according to personnel administration, time management, andpayroll 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 selectioncriteria. Variants allow users to create basic criteria that can be used repeatedly

Selection Criteria: Selection criteria are fields you use to define the type andamount 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 generatedwhen it executes the report. Note: You should never leave all fields blank.


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The Employee Lifecycle

Create

Organizational

Structure

Create Budget

& Position

Control

Identify

Vacancy in

Organizational

Structure

HireEmployees

RecruitCandidates

IdentifyCandidates

Administer

BenefitsReport Time Run Payroll

Post to

Finance


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Key HR Concepts: Enterprise Structure

Enterprise Structureis used to group employees and apply rules for

the processing of time, benefits, and payroll.

SAPLegacy

Bargaining Unit

Benefits Eligibility

Retirement

Impacts

Basis School Type

(Calendar)

Pay Frequency

Salary Type

Assignment

Status Code

Personnel Area

Personnel Sub Area

Employee Group

Employee Subgroup

Benefit Eligibility

Retirement Eligibility

Illness/Vacation Accrual

Calendar Options

Planned Working Time

Salary

Base Pay

Tenure

Employee Benefits

Leave Benefits


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Benefits Administration Integration

Benefits

Human Resources

Benefits

Enrollment

Manage

Student

Verification

Terminate

Benefits

Process Rehire /New Hire

& Manage Assignment

Manage Employee

Separation

MaintainEligibility

No Deduct

Maintain&Enroll

Retirement

Plan Data

DetermineEligibility

Pay Period

Benefits

Processing

Time Entry

Time

Manage Long-Term

Leaves & Return To Work

Payroll Run

3rd Party

Remittances &

Interfaces

Post to G/L

Payroll

Benefits

Human Resources

Benefits

Enrollment

Manage

Student

Verification

Terminate

Benefits

Process Rehire /New Hire

& Manage Assignment

Manage Employee

Separation

MaintainEligibility

No Deduct

Maintain&Enroll

Retirement

Plan Data

DetermineEligibility

Pay Period

Benefits

Processing

Time Entry

Time

Manage Long-Term

Leaves & Return To Work

Payroll Run

3rd Party

Remittances &

Interfaces

Post to G/L

Payroll

SAP Benefits Administration uses information from the following HR

components: Personnel Administration,Payroll and Time


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What has Changed?

Current Process New Process

Employee benefits are

improperly terminated

when assignment changes

are processed

Many manual tasks and/orduplicate reviews are

sometimes required to

determine eligibility in

benefit plans

Benefits enrollment will be

timely and accurate

Integrated SAP system

processes assignment

terminations as statuschanges, resulting in

improved benefits

compliance

HR Personnel Actions will

be used to administerbenefits, determine

eligibility and process

benefits terminations


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What has Changed, cont.?

Current Process New Process

Legacy system handles

direct billing for optional

life insurance

No Deduct process

includes manual steps and

duplicate reviews by

multiple departments to

determine when an

employee on leave shouldmaintain benefits

Direct billing of missed

premiums will be

outsourced to ING,

decreasing the workload inBenefits Administration

Use of HR Personnel

Actions in SAP will

streamline the 'No Deduct

process and eliminatemanual effort


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What has Changed, cont.?

Current Process New Process Retirement plan processing

manually routed from

various HR locations to

payroll for data entry

Payroll department verifies

STRS membership in the

REAP system but often too

late to prevent adjustment

Majority of the retirement

processing will be

automated through HR

Personnel Administration

and custom programs.Work will be shared

between HR, Payroll and

Benefits

Benefits will log on to the

REAP system to verify if thenewly hired or rehired part-

time contract teacher,

substitute teacher is

already a member of STRS

*Most changes are behind the scenes and not visible in the systems user interface


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Benefits Eligibility and Enrollment

1. Manage

Plan Design

2. Determine

Eligibility

3. Plan &

Implement

Benefits

Enrollment

5. Generate

Benefits

Reports

4. Manage

Student

Verification


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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 theReporting

Period

3 - De-selectthis box

2 - Enterthe PersonID


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How to Use the Concurrent Employment Workbench, cont.

1 - Click on the

personnel assignment

# to specify the benefit

plans which the

employee qualifies for

2 - Click Adjustment

Reason to captureadjustment history in

the benefits system.

This is a required step

in benefits enrollment


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How to Use the Concurrent Employment Workbench, cont.

1 - Complete the requiredfield by clicking on the tab

down arrow to select the

appropriate adjustment

reason:Example: AA Initial

Enrollment

2 - Click to enterinformation


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How to Use the Workbench to Enroll in Benefit Plans

Click

Enrollment to

begin benefit

plan enrollment


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

Click Get offerto begin benefit

plans enrollment Example:

Enrollment

in Delta

Care PMI


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Click on the

appropriate

plan


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As required,complete/review the

appropriate dependent

coverage


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How to Use Workbench to Enroll Dependents

1 - Click to enter

information

2 - Click to select

dependent

3 - Click to

accept


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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)


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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


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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.


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After all Plans have been Selected

Click Enroll

after all the

appropriate

plans havebeen selected


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Evidence of Insurability

Click the plans to indicate

evidence of insurability has

been provided


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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

2 - Click Confirmation

to generate a benefit

confirmation form to be

mailed to the employee


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Manual Benefits Termination

Determine if

No Deduct

Condition

Manage

COBRA/AB528

Does Action

result in Auto

Terminate?

No No Terminate

Participants

Benefits

Determine if

Auto

Termination

Yes Yes


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Key Points to Remember

Summary of Key Changes

HR Personnel Actions will have an effect on benefits eligibility (i.e.: hire, leaves,

separations)

Time, Payroll, HR / Personal Administration and Benefits are closely integrated,

users must understand the downstream impact of their actions

Direct billing for Optional Life Insurance will be outsourced to ING.

Integrated system will provide one single source of data that will automate manual

deduction and remittance processing and reconciliation. (i.e. Benefits integrates

with Payroll. Payroll integrates with 3rd Party Vendor. Integration effects

remittance process and posting to GL)

The majority of the retirement processing (PERS, STRS and PARS) will be

automated through HR personnel actions and custom programs. Processing will

be shared between Benefits, Payroll and HR. 90% of all retirement adjustments

will be eliminated


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Communications and Training Highlights

Aug Sept Oct. Nov

2006

Dec

End UserTraining*

Jan

Go Live

Campaign

Process

Walkthroughs On- going specific messages

2007

My Change and Training Guide


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October - December 2006

Training Curriculum for Benefits

19 Hours

WBL 2

ILT 17

R3100

Basic Navigation

1 hr WBL

BN200

Benefits Eligibility

& Enrollment

8 hrs ILT

HR100Human Resources

Basics

1 hr WBL

BN210Benefits

Termination

3 hrs ILT

BN220

3rd Party Vendor

Payment

Processing

3 hrs ILT

BN230Retirement Plan

Data Maintenance

3 hrs ILT

BenefitsBasic Navigation

WBL = Web Based Learning

ILT = Instructor Led Training

* The information on

this slide has been

updated since its

presentation in the

Process

Walkthrough.


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More project information

To learn about the BTS project: Check out the BTS Website (www.lausd.net/bts)

E-mail [email protected]
mailto:[email protected]:[email protected]


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Questions

Before leaving the room, please make sure that you have

Signed in

Completed the process walkthrough assessment survey


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