human capital management implementation project sign-off · 3-hcm business process flow diagrams...

Human Capital Management Implementation

Project Sign-Off

Benefits Administration

Prepared by:P. Craig Golden

Friday, May 20, 2016

(c) 2016 Board of Regents of the University System ofGeorgia. All Rights Reserved.

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Human Capital Management Implementation

Project Sign-Off

Wage Works - COBRA & Benefits Billing

Prepared by:P. Craig Golden

Friday, May 20, 2016

(c) 2016 Board of Regents of the University System ofGeorgia. All Rights Reserved.

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Table of Contents1-HCM Data Flow Inputs and Outputs

DESCRIPTION ENTERPRISE DI!GR!M PROVIDING “THE BIG PICTURE”

PURPOSE A. Presents key modules, processes and interfaces B. Highlights points of integration, input and output of system data C. Highlights outstanding decisions related to the design,

development, configuration and implementation processes PRIMARY USERS Steering Committee, Practitioners, ITS, SSC and USO Management

2-HCM Business Process Listing (HCM-003-BPR)

DESCRIPTION QUICK REFERENCE LISTING OF MAJOR TASKS PURPOSE A. Defines scope of the core implementation, based on the related

business process and practitioner community B. Serves as a “common denominator” for design, development,

testing and training documentation PRIMARY USERS Practitioners

3-HCM Business Process Flow Diagrams – Future State

DESCRIPTION VISIO DIAGRAMS PRESENTING PROCESSING STEPS IN A SEQUENTIAL FORMAT, SEGREGATED BY THE SECURITY ROLE NAME

PURPOSE A. Confirms touchpoints and “hand-offs” within a business process B. Identifies control points and segregation of duties

PRIMARY USERS Practitioners

4-HCM Business Process Fact Sheet (HCM-002-BPR)

DESCRIPTION BUSINESS IMPACT SUMMARY PURPOSE A. Presents changes to business policies and procedures, resulting

from the implementation B. Serves as the basis for the communication plan, “delta training”

and other change management initiatives PRIMARY USERS Steering Committee, Process Owners, Communications Team, Training

Teams

5-HCM Decision Point Fact Sheet (HCM-006-DPT)

DESCRIPTION OUTSTANDING ISSUES SUMMARY PURPOSE A. Outlines issues which impact design, development, project

scope and go-live dates

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Table of ContentsB. Presents potential solutions and documents the approach

recommended by the project team C. Serves as the basis for issue discussion and resolution D. Tracks the status of items transitioned to HR, Fiscal Affairs and

the Steering Committee PRIMARY USERS Steering Committee, ITS, SSC and USO Management

6-HCM Use Cases (HCM-010-TST)

DESCRIPTION LISTING OF MAJOR TASKS ASSOCIATED WITH BUSINESS PROCESSES

PURPOSE

PRIMARY USERS

A. Lists major tasks within a business process and denotes the task practitioner

B. Serves as the basis for defining the scope of user acceptance testing and practitioner training

C. Links major tasks and business processes to security roles and user groups (SSC, ITS, Institution, USO, etc.)

D. Defines the audience for communication initiatives E. Serves as the basis for user acceptance testing Practitioners, Communication Team, Training Team, Security and Workflow Team

7-HCM Business Requirements (HCM-004-REQ)

DESCRIPTION DETAILED LISTING OF CORE FUNCTIONALITY IDENTIFIED IN SYSTEM DESIGN SESSIONS

PURPOSE A. Defines scope of the implementation, based on the related business process

B. Serves as a “common denominator” for design, development, testing and training documentation

PRIMARY USERS Steering Committee, Implementation Teams, Auditors & Practitioners

ii

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Table of Contents8-HCM Reports/Interfaces/Conversion/Enhancements (“RICE”) Inventory (HCM-

015-RIC)

DESCRIPTION LISTING OF CUSTOM OBJECTS FOR DEVELOPMENT PURPOSE A. Identifies custom tables, pages, interfaces and other objects

required to fulfill approved business requirements for each related business process

B. Serves as a “common denominator” between the requirements gathering and design/development efforts

C. Groups different types of modification elements (tables, pages, etc.) for ease of migration

PRIMARY USERS Implementation Teams, ITS Staff

9-HCM RICE Inventory with Business Requirements (HCM-016-RIC)

DESCRIPTION LISTING OF CUSTOM DEVELOPMENT OBJECTS AND RELATED

REQUIREMENT INFORMATION

PURPOSE A. Presents an integrated view of the requirements gathering and design/development efforts

B. Associates custom development with an approved business requirement [NOTE: This report presents the same information as 7-HCM Business Requirements (HCM-004-REQ) where custom development is required].

PRIMARY USERS Implementation Teams, Practitioners, ITS Staff

10-HCM Communication Plan (HCM-005-COM)

DESCRIPTION DETAILED LISTING OF CHANGES IN CURRENT FUNCTIONALITY, POLICIES AND PROCEDURES

PURPOSE A. Identifies user groups impacts by future state functionality B. Serves as the basis for pre- and post-go-live communication C. Serves as the basis for “delta” training

PRIMARY USERS Communication Team, Training Team, Practitioners

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Table of Contents11-HCM Practitioner Training Curriculum (HCM-009-TRN)

DESCRIPTION LISTING OF TOPICS TO INCLUDE IN TRAINING PLAN

PURPOSE A. Serves as the basis for institutional practitioner and SSCinstructor-led training and deliverables (including UPKs)

B. Serves as the basis for employee and manager self-servicetraining deliverables

C. Identifies affected user groups by security rolePRIMARY USERS Training Team, Practitioners

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1

Employee Level Events Data

Enrollments

Plans / Providers

Rates / Rules

Benefit Programs

Deduction Codes

Eligibility Rules

Event Rules

Event Class

Life Event Rules

Coverage Codes

eBen Rules

Life Events Activity Guide

Text

HR Data All HR Transactions are processed by Benefits !dministration as ‘Events’

BASE BENEFITS (Real Time)

Payroll

Payroll uses Benefits enrollment, coverage, cost, and dedcd details

Med Den Vis Basic Life

Supp Life

Dep/ Sps Life

STD LTD

403b 457 FSA HSA

Deps /

Bens interfaces Ret

BENEFITS ADMINISTRATION

Enrollments

Trig

gers

(E

ven

ts)

assignment

option prep

election entry

finalization including defaulting

scheduling

eBenefits (Self Service)

Pages that display options and allow elections via Self Service

Configuration

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Base Benefits Core Tables & Employee

Benefit Records

PS Module

Human Resources PS Module

Hire & Job Changes

Benefits Administration Automates Administration of

Benefits Using Events and Eligibility Rules

PS Module

BCBS Vendor File

Kaiser Vendor File

Eye Med File

Met Life File

Optum Vendor File

FSA/HSA

Lifestyle Benefits File

USG Perks File

Peach Care File

Minnesota Life Eligibility

EOI Request/ Approval

Payroll for North America

Health, Welfare and Voluntary

Deductions PS Module

PeopleSoft Base Benefits/Benefits Administration Input & Outputs

Delta Dental File

Common Remitter

Tax Sheltered Annuities and

Retirement Custom PS Module

Wage Works COBRA

Administration & Billing

AON Retiree Health

Exchange Ad Hoc

Reporting

Extraction of Data From Any Module

Event Processing Voluntary Benefit

Standardization LOA & Benefit Billing

Process Effective Date of

Benefits

Employee Self Service

Life Events & Benefit Enrollment

PS Module

Commitment Accounting

Payroll & Benefit Accounting PS Module

Benefits Billing Leave of Absence Billing

PS Module

General Ledger & Commitment

Control Fiscal & Budgetary

Accounting PS Module

Benefits Reconcilement Benefit Liability Reconciliation

Custom PS Module

Money Movement

Cash Movement to System Office

Custom PS Module

Equifax Affordable Care Act

Compliance

Wage Works Retiree

Administration & Billing

Revenue Accounting Revenue and Accounts

Receivable Banner Module

A

A

D

1 Contribution File Per

Institution

1 Reverse Wire From Each Institution

1 Wire to Retirement

Manager For Each Institution

ERS 1 ERS Summary per Institution

1 GDCP Summary per Institution 1 ERS ACH per Institution

1 GDCP ACH per Institution

TRS 1 Summary per Institution 1 Consolidated Data File

1 ACH

1 Demographic File Per

Institution

B C

A B

C

Fidelity ORP 1 Consolidated File

1 Wire

TIAA-CREF ORP 1 Consolidated File

1 Wire

VALIC ORP 1 Consolidated File

1 Wire

Accounts Payable

D

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Benefits Outsourcing Core Tables & Employee

Benefit Records Administration

Events & Eligibility Rules Retiree Exchange

Self Service Carrier Management

Benefits Billing Reporting / Analytics

COBRA Administration

Human Resources PS Module

Hire & Job Changes

BCBS Vendor File

Kaiser Vendor File

Eye Med File

Met Life File

Optum Vendor File

Lifestyle Benefits File

USG Perks File

Peach Care File

Minnesota Life Eligibility

EOI Request/ Approval





Delta Dental File

Retiree Exchange Movement to Benefits Outsourcing Vendor

ACA Reporting to Outsourcing Vendor

Tier 1 Support Movement to Outsourcing Provider

COBRA & Billing Movement to Outsourcing Provider

Can Benefits Based on Withholdings be Outsourced


Payroll & Benefit Accounting PS Module

General Ledger & Commitment Control

Fiscal & Budgetary Accounting PS Module

Benefits Reconcilement Benefit Liability Reconciliation

Custom PS Module

Money Movement Cash Movement to

System Office Custom PS Module

Equifax Affordable Care Act

Compliance

Revenue Accounting Revenue and Accounts

Receivable Banner Module

B

1 Demographic File Per

Institution

TRS 1 Summary per Institution 1 Consolidated Data File

1 ACH

ERS 1 ERS Summary per Institution

1 GDCP Summary per Inst 1 ERS ACH per Institution

1 GDCP ACH per Institution

VALIC ORP 1 Consolidated File

1 Wire

TIAA-CREF ORP 1 Consolidated File

1 Wire

Fidelity ORP 1 Consolidated File

1 Wire

Employee Retiree COBRA

Dependent

Carrier Payment Receivables

Cash @ EE Detail

B

Base Benefits PS Module

Common Remitter TSAs

Retirement

A

A CC

1 Reverse Wire From Each Institution

1 Contribution File Per

Institution

1 Wire to Retirement

Manager For Each Institution

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Base Benefits Core Tables & Employee

Benefit Records

PS Module

Human Resources HR Data

PS Module

Hire & Job Changes

Benefits Administration Automates Administration of

Benefits Using Events and Eligibility Rules

PS Module

BCBS Delta Dental Optum WageWorks Aon Minnesota Life Etc...




Common Remitter

Ad Hoc Reporting

Extraction of Data From Any Module

Employee Self Service

Life Events & Benefit Enrollment

PS Module


Benefits Reconcilement

Money Movement DR

AFT

Legend

=

-

=

=

oneusg Business Process Review Benefits Administration

ADP (Current) vs oneusg (Future)

Case Management

(ServiceNow)

Blue Win!

(New Functionality Gained in

oneusg Design)

Non English Speaking

Support

Red Not In Scope

(Not in Current Solution)

Carrier Data

Reconciliation

(Shared Services)

Yellow New SSC Service

(Centralized from Institution or

Vendor) DRAF

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-

-

-

-

-

-

-

-

-

-

’

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

-

–

-

-

-

oneusg Benefits Administration Components (ADP – Current State)

Event Processing Administrative

Tasks Communication Employee Support

Vendor

Management Reporting Processing

Interface

Processing

Maintenance and

Compliance

Eligibility Determination (ADP BOSS)

Plan Design and Rate Negotiation (System Office)

Reconcile Undelivered Emails (Shared Services)

Provide Decision Support Tools

(Caslight)

Carrier Enrollments (ADP CES)

Produce SAS70 Type II Reports (Not Needed)

Evidence of Insurability (EOI) (Manual Shared

Services)

Schedule and Run Payroll Deduction

File (PeopleSoft)

Disaster Recovery and Contingency

Planning (ADP)

Employee Status Change Events

(ADP BOSS)

Plan Fiduciary Responsibility (System Office)

Produce Eligibility Worksheets (ADP BOSS /

Shared Services)

Participant Call Center & Email

Support (Shared Services)

Make Premium Payments to

Vendors (ADP CES)

Produce Scheduled Reports

(ADP BOSS & Shared Services)

Verify Student / Disabled Status

(Institution)

Calculate Employee Cost of

Coverage (PeopleSoft)

Maintain Section 125/HIPPA Compliance

(Pre Tax Vendors)

Family Status Change Events

(ADP BOSS)

Correct HR Data Errors

(Shared Services & Institutions)

Notify Employees When Elections

Change (ADP BOSS)

Case Management (Footprints)

Process Emergency Enrollments

(Shared Services)

Maintain Data Warehouse for

AdHoc Reporting (ITS)

Process QMSCO Dependents (Institution)



Provide Administer Portal (ADP)

Annual Enrollment Processing

(ADP BOSS)

Benefits Billing on EE s on Leave without Pay (ADP EV5 /

Banner)

Produce Enrollment

Materials & Guides (Aon / System

Office)

Non English Speaking Support

(Not Offered)

Carrier Data Reconciliation (Institution)

Run Desired Ad Hoc Reports (Not Offered)

Process Domestic Partner Affidavits

(Not Needed)

Calculate Administrative

Services Only Fees (Not Needed)

Run Scheduled Processes

(ADP)

Time Passing Events

(ADP BOSS / Manual)

Project Manage Annual Enrollment (Shared Services /

ADP / Aon / System Office)

Produce Communications

Campaign (Aon / System

Office)

Transfer to Vendors or Carriers (Shared Services)

Produce Carrier Invoices

(ADP CES)

Benefits Expense Reporting

(PeopleSoft)

Drop Overage Dependents from

Coverage (ADP BOSS)

Calculate Retroactive Deductions (Manual)

Monitor Scheduled Processes for Completion

(ADP)

Administrative Events

(ADP BOSS)

Train Administrative

Users (Shared Services &

ADP)

Maintain Historical Confirmations (ADP BOSS)

Provide Contacts Information

(Shared Services)

Single Sign On Integration with

Vendors (Not Offered)

Medicare Part D Reporting

(ADP BOSS)

Calculate & Maintain Eligibility

(ADP BOSS)

Calculate Imputed Income for Life

Insurance (Not Needed)

Update System Configuration as

Required (ADP)

Identifiiation of COBRA / HIPPA

Events (ADP Cobra)

Process Evidence of Insurability (EOI)

(ADP BOSS & Manual)

Ad Hoc Employee Notifications (Institution /

Shared Services)

Web Chat (Not Offered)

Annual Enrollment Migration Reporting

(Shared Services)

One Time Dependent Audit

(Institution)

Calculate Imputed Income for

Domestic Partner (Not Needed)

Deploy System Upgrades

(ADP)

Maintain Election & Dependent Data

(ADP BOSS)

Collect Beneficiary Information (ADP ESS &

Manual)

Process Returned Mail

(Shared Services)

Text Messaging (Not Offered)

Ongoing Dependent Verification (Institution)

HeathCare Reform (Equifax)

Collect Primary Care Physician

Data (ADP BOSS)

COBRA / HIPPA Administration (ADP Cobra)

Core and Clinical Advocacy Services

(Not Offered)

Spending Account Administration

(Optum)

Calculate Medicare Eligibility

(ADP BOSS, Shared Services, System Office &

Aon)

Direct Billing Administration (ADP Cobra)

Mobile enabled Website

(Not Offered)

Form 5500 Preparation

(Not Needed)

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’

-

-

-

-

-

oneusg Benefits Administration Components (oneusg – Future State)

Event Processing Administrative

Tasks Communication Employee Support

Vendor

Management Reporting Processing

Interface

Processing

Maintenance and

Compliance

Eligibility Determination (PeopleSoft)

Plan Design and Rate Negotiation (System Office)

Reconcile Undelivered Emails (Shared Services)

Provide Decision Support Tools

(Caslight)

Carrier Enrollments (PeopleSoft)

Produce SAS70 Type II Reports (Not Needed)

Evidence of Insurability (EOI)

(PeopleSoft / Shared Services)

Schedule and Run Payroll Deduction

File (PeopleSoft)

Disaster Recovery and Contingency

Planning (ITS)

Employee Status Change Events (PeopleSoft)

Plan Fiduciary Responsibility (System Office)

Produce Eligibility Worksheets

(PeopleSoft / Shared Services)

Participant Call Center & Email

Support (Shared Services)

Make Premium Payments to

Vendors (System Office)

Produce Scheduled Reports

(PeopleSoft)

Verify Student / Disabled Status

(Shared Services)



Maintain Section 125/HIPPA Compliance

(Pre Tax Vendors)

Family Status Change Events (PeopleSoft)

Correct HR Data Errors

(Shared Services & Institutions)

Notify Employees When Elections

Change (PeopleSoft)

Case Management (ServiceNow)

Process Emergency Enrollments

(Shared Servcies)

Maintain Data Warehouse for

AdHoc Reporting (ITS)

Process QMSCO Dependents

(Shared Services)



Provide Administer Portal (ITS)

Annual Enrollment Processing

(PeopleSoft)

Benefits Billing on EE s on Leave without Pay (PeopleSoft/

Banner)

Produce Enrollment

Materials & Guides (Aon / System

Office)

Non English Speaking Support

(Not in Scope)

Carrier Data Reconciliation

(Shared Services)

Run Desired Ad Hoc Reports (PeopleSoft)

Process Domestic Partner Affidavits

(Not Needed)

Calculate Administrative

Services Only Fees (Not Needed)

Run Scheduled Processes

(ITS)

Time Passing Events

(PeopleSoft)

Project Manage Annual Enrollment (Shared Services / ITS / Aon / System

Office)

Produce Communications

Campaign (Aon / System

Office)

Transfer to Vendors or Carriers (Shared Services)

Produce Carrier Invoices

(Shared Services)

Benefits Expense Reporting

(PeopleSoft)

Drop Overage Dependents from


Calculate Retroactive Deductions (PeopleSoft)

Monitor Scheduled Processes for Completion

(Shared Services)

Administrative Events

(PeopleSoft)

Train Administrative

Users (Shared Services /

ITS)

Maintain Historical Confirmations (PeopleSoft)

Provide Contacts Information

(Shared Services)

Single Sign On Integration with

Vendors (Not in Scope)

Medicare Part D Reporting

(Shared Services)

Calculate & Maintain Eligibility

(PeopleSoft)

Calculate Imputed Income for Life

Insurance (PeopleSoft)

Update System Configuration as

Required (Shared Services)

Identifiiation of COBRA / HIPPA

Events (WageWorks)

Process Evidence of Insurability (EOI)

(PeopleSoft)

Ad Hoc Employee Notifications (Institution /

Shared Services)

Web Chat (Shared Services and ServiceNow)

Annual Enrollment Migration Reporting

(Shared Services)

One Time Dependent Audit (Shared Services)

Calculate Imputed Income for

Domestic Partner (Not Needed)

Deploy System Upgrades

(ITS)

Maintain Election & Dependent Data

(PeopleSoft)

Collect Beneficiary Information (PeopleSoft)

Process Returned Mail

(Shared Services)

Text Messaging (Not in Scope)

Ongoing Dependent Verification

(Shared Services)

HeathCare Reform (Equifax)

Collect Primary Care Physician

Data (BCBS)

COBRA / HIPPA Administration (WageWorks)

Core and Clinical Advocacy Services

(Not in Scope)

Spending Account Administration

(Optum)

Calculate Medicare Eligibility

(PeopleSoft, Shared Services, System Office &

Aon)

Direct Billing Administration (WageWorks)

Mobile enabled Website

(PeopleSoft)

Form 5500 Preparation

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HCM Business Process Listing HCM-003-BPR

Benefits Administration Process Name Track Only?

BN200 - Open Enrollment No

BN300 - Automated Event Processing No

BN330 - Manage Benefit Changes - No Employee Self Service Input No

BN350 - Manage Benefit Changes - with Employee Self Service Input No

BN380 - Evidence of Insurability (EOI) Manual - MetLife No

BN385 - Evidence of Insurability (EOI) Automated (Minnesota Life) No

BN400 - Savings Plan Hardship Withdrawal No

BN410 - Employee Changes to ORP Provider Allocations No

BN500 - Administer Benefits Security Yes

BN510 - Maintain Billing for Employees on Unpaid Leave of Absence (LOA) No

BN600 - Benefits AdHoc Reporting No

BN700 - Enforce Age-Related Benefit Changes No

BN710 - Drop Invalid Coverage No

BN730 - Enforce Benefits Court Orders (QMSCO) No

BN800 - Manage Affordable Care Act (ACA) Eligibility No

BN850 - Benefit Provider Integrations No

BN900 - Configuration Table Maintenance Yes

BN999 - Benefits Data Conversion Yes

Friday, May 20, 2016 Page 1 of 3

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HCM Business Process Listing HCM-003-BPR

Wage Works - COBRA & Benefits Billing Process Name Track Only?

BN830 - COBRA Management No

BN830 - COBRA Processing No

WW001 - General Benefits Billing & COBRA Administration Yes

WW002 - Extract Wageworks Billing No

WW003 - Send COBRA Eligibility Notifications No

WW004- Send COBRA Ineligibility Notifications No

WW005 - Process COBRA Elections and Enrollments No

WW006 - Process COBRA Rejections No

WW007 - Send COBRA Termination Notifications No

WW008 - Process COBRA Terminations No

WW009 - Send COBRA Monthly Invoices No

WW010 - Process COBRA Monthly Invoice Payments No

WW011 - Remit Premiums to Carriers No

WW012 - Deposit COBRA Checks No


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HCM Business Process ListingHCM-003-BPR

End of Report


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BN200 – Open Enrollment SS

C -

BO

R B

N A

dm

in S

BO

R E

mp

loye

e In

stit

utio

n -

BO

R B

N A

naly

st

US

O H

R

Ben

efit

Prov

ider

s OneHCM

Update Configuration for Open Enrollment

Run query of current enrollments

Run script to flag active employees for Open

Enrollment participation

Prepare Open Enrollment

Make Open Enrollment Elections

Respond to Employee Questions and Send Follow Up

Reminders

Finalize benefit plans for Open

Enrollment

Generate Enrollment Worksheets

Enrollment Worksheet

Confirmation Statement

Open Enrollment

data

Errors or Open items?

Work with employee to close

open items

Complete outstanding event

items

Yes

End

No

Questions?

Yes

No

Open Enrollment Deadline?

Yes

Run query to monitor outstanding

elections

No

Run queries to find employees moving from

FSA to HSA and increasing Supplemental

Life while on LOA

BN710 Drop Invalid

Coverage

Finalize and Close Open Enrollment

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BN330 – Manage Events - No Employee Input

BO

R B

atch

Pro

cess

/Sch

edul

eSS

C -

BO

R B

N A

dmin

S

OneHCM

Identify Event on Activity Report

Run On Demand Event Finalization if

needed

Perform review and adjustment tasks as

appropriate

Benefit Change?

End

ADM - Admin ATB - After Tax Benefits TER - Termination RET - Retirement LOA - Leave of Absence RFL - Return from Leave

Maintain data or take other action as needed

BN300 Auto

BenAdmin

Create Event Yes

No

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BN350 – Manage Events with Employee Self-Service Input B

OR

Em

plo

yee

BO

R B

atch

Pro

cess

/Sch

edul

eSS

C -

BO

R B

N A

dmin

S

Inst

itut

ion

-B

OR

BN

Ana

lyst

OneHCM

Run daily Activity Report

Review elections and uploaded documents,

maintain data and determine actions needed

Run On Demand Event Finalization if

needed

Perform review and adjustment tasks as

appropriate

End

NEW – New Eligibility ACA - Affordable Care Act

Notify employee to complete

information through Employee Self

Service

Create Event

Work with Employee to resolve issues

Benefit Change Event?

Contact institution practitioner

BN300 Auto

BenAdmin

Make Elections using Employee Self-

Service Site

Yes

30 days open event?

Enroll in default plan(s) and finalize/

close event

EOI event? BN380/ BN385 Yes

New Event? Yes Delays with Employee Elections?

A

No

Yes

No

A

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BN380 – Evidence of Insurability (EOI) Manual (MetLife) B

OR

Em

plo

yee

BO

R B

atch

Pro

cess

/Sch

edul

eSS

C -

BO

R B

N A

dmin

SB

enef

it P

rovi

der

OneHCM

Does Election Require EOI?

No

Yes

Log EOI Request

Update EOI Request Log

End

Submit EOI form

Request EOI form Run EOI Report EOI Actions Complete?

Life Insurance Election

No

Notice of EOI Decision

Yes

BN220

BN320

BN350

Notice of EOI Decision EOI approved? No

Yes

Vendor EOI processing

Update coverage amount DR

AFT

BN385 – Evidence of Insurability (EOI) Automated (Minnesota Life) B

OR

Em

plo

yee

BO

R B

atch

Pro

cess

/Sch

edul

eB

enef

it P

rovi

der

SSC

-B

OR

BN

Ad

min

S

OneHCM

Does Election Require EOI?

No

Yes

Log EOI Request

Update EOI Request Log

Submit EOI form Life Insurance Election

Notice of EOI Decision

EOI Decision data

End

BN220 ESS

BN320 ESS Life Events

BN350 Events

Benefit Election data

file

BN350

Provider requests EOI from Employee

Provider EOI processing DRAF

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BN400 – Savings Plan Hardship Withdrawal In

stit

utio

n -

BO

R B

N A

naly

stB

en

efi

t P

rovi

de

r B

OR

Em

plo

yee

OneHCM

Request Hardship Change

End

Hardship Request

Form

Update employee savings plan enrollment

Hardship Approved?

Notification of Hardship Approval

Yes

Forward notification of hardship approval

to institution

No DRAF

T

BN410 ORP Allocation Changes

OneHCM

BO

R E

mp

loye

e

Submit ORP Change form If new Provider,

establish account and select investments

Inst

itut

ion

-B

OR

BN

An

aly

st

Update Employee ORP Allocations

end

Updated 02/23/16 AJR

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T

BN700 – Enforce Age-Related Benefit Elections B

OR

Bat

ch P

roce

ss/S

ched

ule

SSC

-B

OR

BN

Adm

in S

BO

R E

mp

loye

e

OneHCM

Identify Event on Activity Report

Dependent Age 26 Or Employee Age 65 with

HSA

End

AGE - over age

Notify Employee

BN300 Auto

BenAdmin

Create AGE Event

Yes

No

Remove Coverage

Notification of Dropped Coverage DRAF

T

BN710 – Drop Invalid Coverage SS

C -

BO

R B

N A

dmin

SB

OR

Em

plo

yee

OneHCM

Monthly and Open Enrollment

End

Run query ‘J1 Visa enrolled in Health Savings Account (HS!)’

Yes

Run query ‘Spouses who are USG

Employees with Spouse or Child Life’

Invalid Enrollments

Found?

Create event to remove coverage

Yes

Notification of coverage removal

Invalid Enrollments

Found?

Create event to remove coverage

and provide option for other coverage

Notify Employee

Notification of coverage removal

Notify Employee

No

No

Select different coverage using Employee Self

Service site

Run query ‘PeachCare Duplicates’

BN350 Events

with ESS

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BN730 – Enforce Benefit Court Orders SS

C -

BO

R B

N A

dmin

SC

ourt

s In

stit

utio

n -

BO

R B

NA

nal

yst

OneHCM

Receive dependent coverage court

order

Conditions met?

No

End

Add court-ordered dependent to

employee coverage Yes

Inform Court that employee does not

meet conditions

Inform court that dependent has been added to coverage

Issue Dependent Coverage Court Order

Forward court order to Shared Services

Center

Evaluate legal conditions for

adding dependent coverage

DRAF

T

BN800- Manage Affordable Care Act (ACA) Eligibility

OneHCM

Equ

ifax –

Aff

orda

ble

C

are

Act

EQ003

ACA Portal

SSC

-B

OR

BN

Adm

in S

Run ACAMP report

ACA coverage ending?

Newly eligible employees?

No

End coverage

Create ACA event for new coverage

Yes

Yes

End

BN330

BN350

Updated 03/14/16 AJR

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BN850 – Benefit Provider Integrations

BO

R B

atc

h P

roce

ss/S

che

du

leIT

SB

enef

it P

rovi

der

OneHCM

Provider uses 834 data file format?

Transmit file to provider (one file

for all institutions)

Research and resolve issues

Generate provider file format

Generate 834 file format

Yes

No

End

Batch job runs as scheduled

Receive data file File errors? No

Contact USG ITS

Yes DRAF

T

HCM Business Process Fact Sheet HCM-002-BPR

Benefits Administration Business Process: BN200 - Open Enrollment

Functionality Changes: 1. Life and/or Job related benefit changes cannot be in process during the open enrollment period.

Ownership Changes: 1. SSC will update benefit configuration (rates, plans, ESS text) and Open Enrollment processing controls for uppcoming Open Enrollment in place of ADP.

Issues Not Addressed: 1. None

Issues Addressed: 1. None

Policy Changes: 1. None

Business Procedures Impacted:1. None

Conversion Approach: 1. None

Historical Data Approach: 1. None

New Forms: 1. None

New Approvals: 1. None

Monday, May 23, 2016 Page 1 of 33

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Benefits Administration Business Process: BN300 - Automated Event Processing

Functionality Changes: 1. Will default employees into TRS if employee does not make election within 60 days; part-time employees will default into GDCP. 2. Will enforce age-out events.

Ownership Changes: 1. None







New Forms: 1. None



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Benefits Administration Business Process: BN330 - Manage Benefit Changes - No Employee Self Service Input

Functionality Changes: 1. None

Ownership Changes: 1. SSC will be managing events in place of ADP to provide consistent management and compliance.







New Forms: 1. None



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Benefits Administration Business Process: BN350 - Manage Benefit Changes - with Employee Self Service Input


Ownership Changes: 1. SSC will process events and work with employees in place of ADP. 2. SSC will review documentation and only require involvement from institution practitioners when problems arise.







New Forms: 1. None



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Benefits Administration Business Process: BN380 - Evidence of Insurability (EOI) Manual - MetLife









New Forms: 1. None



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Benefits Administration Business Process: BN385 - Evidence of Insurability (EOI) Automated (Minnesota Life)

Functionality Changes: 1. Enrollment, EOI tracking and automation with the third party vendor will be done within PeopleSoft








New Forms: 1. None



DRAF

T


Benefits Administration Business Process: BN400 - Savings Plan Hardship Withdrawal









New Forms: 1. None



DRAF

T


Benefits Administration Business Process: BN410 - Employee Changes to ORP Provider Allocations









New Forms: 1. None



DRAF

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Benefits Administration Business Process: BN500 - Administer Benefits Security


Ownership Changes: 1. Security Roles and Permissions will be maintained by ITS/Shared Services 2. Active Employee Password resets will transition from Shared Services to the Institution





Conversion Approach: 1. Roles and Permission Lists to be migrated from gold environment. Practitioners will be assigned the appropriate roles, company access, and department access.


New Forms: 1. A new security form will be introduced which will include data needed relevant for PeopleSoft security. An online security form will also be tested for rollout.



DRAF

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Benefits Administration Business Process: BN510 - Maintain Billing for Employees on Unpaid Leave of Absence (LOA)









New Forms: 1. None



DRAF

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HCM Business Process Fact SheetHCM-002-BPR

Benefits AdministrationBusiness Process: BN600 - Benefits AdHoc Reporting

Functionality Changes: 1. Reporting will be delivered as a combination of Queries, Delivered,and custom reports. Some users will have the ability to create newqueries and other users will only be allowed to run.




Policy Changes: 1. Only certain users will be allowed to create and update queries.


Conversion Approach: 1. Requirements have been taken on current GGC/USO/SSC reports.These reports will be developed in PeopleSoft.


New Forms: 1. None



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Benefits Administration Business Process: BN700 - Enforce Age-Related Benefit Changes

Functionality Changes: 1. Move from manual oversight and coverage termination to automated

Ownership Changes: None


Issues Addressed: 1. Ineligible dependents retaining coverage.





New Forms: 1. None



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Benefits Administration Business Process: BN710 - Drop Invalid Coverage

Functionality Changes: 1. SSC will run reports in PeopleSoft to identify invalid coverage instead of receiving reports from ADP.

Ownership Changes: None







New Forms: 1. None



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Benefits Administration Business Process: BN730 - Enforce Benefits Court Orders (QMSCO)

Functionality Changes: 1. Dependents added through court orders cannot be dropped by the employee. Currently manual oversight is required to prevent this.

Ownership Changes: 1. SSC will process court orders in place of institutions to provide greater consistency.


Issues Addressed: 1. Reduce legal compliance risk through centralized management





New Forms: 1. None



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Benefits Administration Business Process: BN800 - Manage Affordable Care Act (ACA) Eligibility


Ownership Changes: 1. Shared Services will oversee this process using a reporting portal provided by Equifax.







New Forms: 1. None



DRAF

T


Benefits Administration Business Process: BN850 - Benefit Provider Integrations


Ownership Changes: 1. From Carrier Enrollment Services to ITS







New Forms: 1. None



DRAF

T


Benefits Administration Business Process: BN900 - Configuration Table Maintenance


Ownership Changes: 1. Shared Services will take over configuration from ADP







New Forms: 1. None



DRAF

T


Benefits Administration Business Process: BN999 - Benefits Data Conversion









New Forms: 1. None



DRAF

T


Wage Works - COBRA & Benefits Billing Business Process: BN830 - COBRA Management









New Forms: 1. None



DRAF

T


Wage Works - COBRA & Benefits Billing Business Process: BN830 - COBRA Processing


Ownership Changes: 1. ADP to Shared Services via Wageworks (3rd party)







New Forms: 1. None



DRAF

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Wage Works - COBRA & Benefits Billing Business Process: WW001 - General Benefits Billing & COBRA Administration









New Forms: 1. None



DRAF

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Wage Works - COBRA & Benefits Billing Business Process: WW002 - Extract Wageworks Billing









New Forms: 1. None



DRAF

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Wage Works - COBRA & Benefits Billing Business Process: WW003 - Send COBRA Eligibility Notifications









New Forms: 1. None



DRAF

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Wage Works - COBRA & Benefits Billing Business Process: WW004- Send COBRA Ineligibility Notifications









New Forms: 1. None



DRAF

T


Wage Works - COBRA & Benefits Billing Business Process: WW005 - Process COBRA Elections and Enrollments









New Forms: 1. None



DRAF

T


Wage Works - COBRA & Benefits Billing Business Process: WW006 - Process COBRA Rejections









New Forms: 1. None



DRAF

T


Wage Works - COBRA & Benefits Billing Business Process: WW007 - Send COBRA Termination Notifications









New Forms: 1. None



DRAF

T


Wage Works - COBRA & Benefits Billing Business Process: WW008 - Process COBRA Terminations









New Forms: 1. None



DRAF

T


Wage Works - COBRA & Benefits Billing Business Process: WW009 - Send COBRA Monthly Invoices









New Forms: 1. None



DRAF

T


Wage Works - COBRA & Benefits Billing Business Process: WW010 - Process COBRA Monthly Invoice Payments









New Forms: 1. None



DRAF

T


Wage Works - COBRA & Benefits Billing Business Process: WW011 - Remit Premiums to Carriers









New Forms: 1. None



DRAF

T


Wage Works - COBRA & Benefits Billing Business Process: WW012 - Deposit COBRA Checks









New Forms: 1. None



DRAF

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End of Report


DRAF

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HCM Decision Point Fact Sheet HCM-006-DPT

Benefits Administration Document Status: Active 125 - Issue: Retiree Centralization

Final Decision:

Document Details:

Potential Solutions:

Recommendation:

HRAP Impact:

BPM Impact:

Retirees will remain in their company in ADP.

Should retirees be transferred to their own distinct company upon retirement?

What processes does this ease? Which may be made more difficult? Financials implications? If so, what access does the institution have to the data for info only and support when needed. Option to be within their own company but alsowithin a dept or subgroup that denotes the school from which they retired? 1) Move all retiree servicing, benefits billing and administration to a

central authority. This would take these processes and transactions off of each individual institution. this would also provide for a more

streamlined process for managing the newly Medicare eligible retirees

that are transitioning to the Aon Retiree Healthcare Exchange. Only one data file sent to AON vs multiple files sent from multiple institutions. Painpoint: Retirees at the non ADP schools are used to face to face service at their respective institutions. A fully centralized model where the retiree is serviced from a central location would be a negative impact to the retiree. 2) Move the billing, benefits administration and demographic data

updating to a central location. Continue to provide customer service to the retiree at an institutional level. this would require that each institution be able to access the specific data for their retirees so they can adequately service the retiree. The retirees would need to be

identified with a subgroup or department within the retiree company to

allow this. benefits administration, billing and demographic data updating to a

central authority. Set up retirees in a separate company to achieve this and then have the retirees identified with a subgroup or department by institution to allow for servicing at an institutional level. 75 Not Applicable

0.0 Not Applicable

Tuesday, May 24, 2016 Page 1 of 15

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Benefits Administration Document Status: Active 269 - Issue: Process for handling Surviving Spouses and Dependents

Final Decision:

Document Details:

As long as retirees remain in ADP, surviving spouses and dependents will remain there as well. Surviving Spouse coverage affects active and retired employees. We need a standard policy, process, procedure for handling these individuals.

Related/item with 125 (Travis Jackson). BOR POLICY: 8.2.9.6 Dependents of Deceased Employees, Disabled Employees, or Retirees

The dependents of a deceased employee, a disabled employee, or a retiree may remain in the USG group health and life insurance programs consistent with the following provisions.

In no event shall the spouse of the deceased continue in the group after remarriage. Dependent children may remain in the group until they reach the legal age of majority or until they become eligible for another group benefits plan. The definition of dependent children as defined in the USG’s healthcare summary plan documents shall apply.

Eligibility in the group plans will cease for reasons including, but not limited to, the following:

Premiums are not remitted in a timely manner; A spouse remarries; A dependent child no longer meets the definition of a “qualified dependent” under the plan’s provisions; The dependent becomes covered by another group health plan; and/or, The plans are no longer offered to any employees.

(BoR minutes, August 2005)

Dependents of Deceased Employees with Fewer than 10 Years of Continuous Benefited Service

If an employee with fewer than ten (10) years of continuous benefited service dies while in active service with the USG, his/her dependents shall remain eligible to participate in the group health insurance program for a period of twelve (12) consecutive months following the death of the employee. The USG shall continue to pay the employer portion for the cost of the group health insurance for the surviving dependents for this period of 12 consecutive months.

Participation in the group healthcare plan may continue after the 12-month period under the provisions of the Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA). USG participation in the cost shall cease. The terms and conditions of COBRA participation that are described in the USG’s healthcare plan summary documents shall apply.


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Final Decision: As long as retirees remain in ADP, surviving spouses and dependents will remain there as well.

If a deceased employee with fewer than ten (10) years of continuous benefited service had elected to participate in the dependent life insurance program prior to his/her death, his/her dependents shall remain eligible to continue to participate in this program for a period of twelve (12) consecutive months following the death of the employee. The surviving dependent(s) will be responsible for the entire cost of the dependent life insurance. At the conclusion of this 12-month period, a dependent will have individual policy conversion privileges.

Dependents of Deceased Disabled Employees with Fewer than 9.5 Years of Continuous Benefited Service. Those employees who become permanently and totally disabled and who have less than nine and a half (9.5) years of continuous benefited service with the USG shall remain in the group health insurance program for a maximum of twelve (12) consecutive months following the receipt of the required documentation of a disability (http://www.usg.edu/policymanual/section8/C224/#n8295 Section 8.2.9.5). If a disabled employee dies during this 12-month period, his/her dependents shall remain eligible to participate in the group health insurance program for the remainder of the 12-month period. The USG shall continue to pay the employer portion for the cost of group health insurance for the surviving dependents for the remainder of the 12-month period.

Participation in the group healthcare plan may continue after the 12-month period under the provisions of COBRA. USG participation in the cost shall cease. The terms and conditions of COBRA participation that are described in the USG’s healthcare plan summary documents shall apply.

If a permanently and totally disabled employee with less than nine and a half (9.5) years of continuous benefited service had elected to participate in the group life and/or dependent life insurance programs prior to becoming disabled, plan coverage will be permitted for a maximum of twelve (12) consecutive months following the receipt of the required documentation of a disability. If a disabled employee dies during this 12-month period, his/her dependents shall remain eligible to participate in the dependent life insurance program for the remainder of the 12-month period. The surviving dependents will be responsible for the entire cost of the dependent life insurance. At the conclusion of this 12-month period, a dependent will have individual policy conversion privileges.

Dependents of Deceased Employees with at Least 10 Years of Continuous Benefited Service


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http://www.usg.edu/policymanual/section8/C224/#n8295



Final Decision: As long as retirees remain in ADP, surviving spouses and dependents will remain there as well. If an employee with at least ten (10) years of continuous benefited service dies while in active service with the USG, his/her dependents shall remain eligible to continue participating in the group health insurance program. The USG shall continue to pay the employer portion of the cost of group health insurance for the surviving dependents.

If a deceased employee with at least ten (10) years of continuous benefited service had elected to participate in the dependent life insurance program prior to his/her death, his/her dependents shall remain eligible to continue participating in this program. The surviving dependents will be responsible for the entire cost of the dependent life insurance.

Dependents of Deceased Retirees Upon the death of a retiree, his/her dependents shall remain eligible to continue participating in the group health insurance program. The USG shall continue to pay the employer portion of the cost of group health insurance for the surviving dependents.

If a deceased retiree had elected to participate in the dependent life insurance program while in active service, his/her dependents shall remin eligible to continue participating in this program. The surviving dependents will be responsible for the entire cost of the dependent life insurance.


Recommendation:

HRAP Impact: 61 Dependents of Deceased Employees, Disabled Employees or Retirees

BPM Impact: 0.0 Not Applicable


DRAF

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Benefits Administration Document Status: Active 461 - Issue: Benefits Deduction Date and Payroll Dates– BOSS vs. PS

Final Decision:

Document Details:


Recommendation:

Current ADP/BOSS functionality takes benefit deductions from paychecks when the effective date of the current active benefit is prior to the CHECK DATE of the check being processed regardless of the pay period that check represents

PeopleSoft behaves differently. PeopleSoft uses the same date logic across the board when calculating payroll earnings, deductions, taxes, etc. That is, it looks at the employee’s Job situation and their various ‘enrollments’ as of the Pay Period End Date for that payroll. PS does not regard check date to determine earnings, deductions or taxes.

Because Monthly Payrolls have a paycheck date that precedes the pay period end date, this is not an issue for monthlies. The issue will only be with the payrolls for Biweeklies.

Anyone with a Benefits event with a rule that says, Effective Date = Event Date and that Event Date falls after a biweekly pay period end but before that payroll’s check date will be affected.

Also, anyone with a Benefits event with a rule that says, Effective Date = 1st of following month and that Month Begin falls after a biweekly pay period end but before check date will be affected. Because the Pay Period End Date is the fundamental threshold for each payroll run, this logic is built into the COBOL processes. Therefore, there is no obvious configuration that can be changed to make the system behave differently. This discrepancy in behavior between BOSS and PeopleSoft can most easily be handled by accepting the PeopleSoft delivered system behavior and communicating the change to the employee. The change can be explained by pointing out the employee benefits coverage that was in place during that worked pay period. The date rules in PeopleSoft Ben Admin can be configured to always take the deduction for Benefits in the pay period PRIOR to the event date. So in all cases the deduction will be backed up to the prior pay period to be taken. The downside of this option is that a person could have their deductions taken up to 27 days prior to when their deduction kicks in. There may be more confusion as the coverage period will not jibe with the period the deductions are taken in the majority of cases. This discrepancy in behavior between BOSS and PeopleSoft can most easily be handled by accepting the PeopleSoft delivered system behavior and communicating the change to the employee.

The change can be explained by pointing out the employee benefits coverage that was in place during that worked pay period.

HRAP Impact: 75 Not Applicable


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Benefits Administration Document Status: Active 461 - Issue: Benefits Deduction Date and Payroll Dates– BOSS vs. PS

Final Decision:



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Benefits Administration Document Status: Active 549 - Issue: Management of Benefit Changes by Shared Services Center

Final Decision: Management and oversight of benefit changes resulting from job or personal data changes will be handled by Shared Services in place of institution practitioners. This will provide greater consistency and reduce risk.

Document Details: Review of benefit change events and associated documentation may not be consistently managed across the institutions in the USG.


Recommendation: Management and oversight of benefit changes resulting from job or personal data changes will be handled by Shared Services in place of institution practitioners. This will provide greater consistency and reduce risk.

HRAP Impact:

BPM Impact:


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Benefits Administration Document Status: Complete 120 - Issue: Voluntary Tax-Sheltered Annuity (TSA) System Configuration

Final Decision: Configuration allows employee Tax Sheltered Annuities (403/457/529) election and changes in self-service. Practitioners will monitor changes and annual limits. TSAs will be included in summer pay deductions for faculty.

Document Details: Should Tax Saings Account enrollment be allowed through employee self-service? Should the deductions be set to automatically come from faculty summer pay or only academic year checks?


Recommendation: Allow for employee TSA election/changes in self-service. Provide appropriate reporting options for practitioners to monitor changes and annual limits. Include TSAs in summer pay deductions for faculty.




DRAF

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Benefits Administration Document Status: Complete 121 - Issue: Flexible Spending Account Limited Purpose - Eligibility Linked to HSA or HDHP?

Final Decision: Configuration is set to require enrollment in Consumer Choice high deductible medical plan to participate in limited purpose Flexible Spending Account. Enrollment in a Health Savings Account is not required.

Document Details: Limited Purpose Flexible Spending Account eligibility requirements are the same as Health Savings Account eligibility, but it does not require enrollment in Health Savings Account.

ADP is set up to require enrollment in the Health Savings Account in order to be eligible to enroll in the Limited Purpose Flexible Spending Account.

GRU does not have this requirement programmed.

IRS code does not require enrollment in the Health Savings Account for eligibility. It may be at USG’s discretion


Recommendation: Implement Limited Purpose Spending Accounts




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Benefits Administration Document Status: Complete 126 - Issue: 7/5th Premium Deductions for 10-month Employees

Final Decision: System has been configured to apply 7/5 deduction for monthly faculty.

Document Details: Critical prior to fit gap. Will need this in order to design the system. For 10 month faculty, will USG move to a 3-in-1 May payment for summer premiums rather than 7 payments over 5 months?

Pain points with current 7/5ths model: 7 months of tracking faculty accruals / accounts can't be reconciled completely insurance changes during Jan-May necessitate payroll adjustments (life events, OE adjustments that occur after 1/1 like Supp Life, terminations, transfers, status changes, etc communicating with employees about 7/5ths process (more difficult concept than 3-in-1)

Potential Solutions: 1) Change to 3-in-1 2) Stay with 7/5. Both solutions would require similar programming for General Ledger apportioning.

Recommendation: Standardize benefits withholding at 7/5ths across all USG institutions. 7/5ths requires additional administrative burden but it is viewed pro-customer. The new retro benefit functionality should reduce the administrative burden. Recommendation revised based on input at the last executive council meeting


BPM Impact: 5.0 Payroll


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Benefits Administration Document Status: Complete 172 - Issue: Handling Student Benefits

Final Decision: Students will not be in our benefits system unless they have an employment relationship. A separate program with associated plan(s) will be configured for eligible students.

Document Details: How to handle Student Benefits and their associated payments. They do not have an employment relationship (not FT at any rate). Does this fall into this functional area? What is current / proposed policy?


Recommendation: Address Student Benefits requirements as a part of the benefits outsourcing decision.




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Benefits Administration Document Status: Complete 175 - Issue: Interfaces during Transition

Final Decision: OneHCM will create separate interface files for each benefit provider and will not combine them with ADP. Benefits team will work to create a unique identifier with each vendor to specify the interface as USG (but not originating from ADP). Stephanie Marshall (SSC) will coordinate with Vendors during System and User Acceptance test to address this risk.

Document Details: Interface considerations: Is there an interface for every company, even if they are on the same database? Is it important to delineate? Which benefits have shared plan documents and which have institution specific? As we roll out, do new institutions roll onto new interface? Does omission from old interface indicate termination? Must establish vendor relationships and get their input / buy-in.

AJR Note: Sending email to schedule meeting with tech team on this topic. Will reference this decision point.


Recommendation: Create a single interface for all institutions.




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Wage Works - COBRA & Benefits Billing Document Status: Complete 65 - Issue: Compliance Monitoring

Final Decision:

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

COBRA, Garnishment, Tax, etc. - ADP has a group that monitors legislation and helps keep USG in compliance. Spending account limits, IRS regulation changes, documentation requirements. This will be another activity USG will take f

Engage ADP to process Garnishments and Tax Filings and monitor compliance; develop necessary interfaces; 75 Not Applicable

0.0 Not Applicable


DRAF

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Wage Works - COBRA & Benefits Billing Document Status: Complete 163 - Issue: COBRA Outsourcing

Final Decision:

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

Cobra processing is outsourced now for most institutions. Is the intention to continue to outsource this function? Question as to vendor, standardization, interfacing needs. How does that transition occur?

The pilot institutions are using ADP outsourced COBRA currently. This service will no longer be available once these institutions roll off of ADP.

Cobra and benefits billing will be outsourced as part of the oneusg solution. Vendor is selected and NOIA has been posted. 75 Not Applicable

0.0 Not Applicable


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End of Report


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HCM Use Cases HCM-010-TST

Benefits Administration Business Process: BN200 - Open Enrollment

Use Case ID Business Process Step Role Name Responsibility

BN200.01 Finalize benefit offerings for Open Enrollment are finalized

USO BP USO HR

BN200.02 Update configuration for Open Enrollment SSC BOR BN Admin S

BN200.03 Run query of employee events and enrollments in process

SSC BOR BN Admin S

BN200.04 If in-process employee events and enrollments exist, contact practitioners to work to close

SSC BOR BN Admin S

BN200.05 Work with employees to bring open events to completion

Institution BOR BN Analyst

BN200.06 Run script to flag active employees for Open Enrollment participation

SSC BOR BN Admin S

BN200.07 Run Process to Prepare Open Enrollment Event and generate worksheets

SSC BOR BN Admin S

BN200.08 Receive worksheet Institution BOR Employee

BN200.09 Respond to employee questions and send reminders Institution BOR BN Analyst

BN200.10 Make elections online Institution BOR Employee

BN200.11 Validate and Finalize Open Enrollment SSC BOR BN Admin S

BN200.12 Query of Employee Elections SSC BOR BN Admin S

BN200.13 Receive open enrollment confirmation statement SSC BOR Employee

Business Process: BN330 - Manage Benefit Changes - No Employee Self Service Input

Use Case ID Business Process Step Responsibility Role Name

BN330.01 Employee data change Institution BOR HR Analyst

BN330.02 BenAdmin process runs as scheduled ITS BOR Batch Process / Schedule

BN330.03 Identify event on daily Activity Report SSC BOR BN Admin S

BN330.04 Maintain data or take other action as needed SSC BOR BN Admin S

BN330.05 Finalize event SSC BOR BN Admin S

BN330.06 Perform review and adjustment tasks as appropriate SSC BOR BN Admin S

Business Process: BN350 - Manage Benefit Changes - with Employee Self Service Input


BN350.01 Employee data change Institution BOR HR Analyst


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http:BN350.01http:BN330.06http:BN330.05http:BN330.04http:BN330.03http:BN330.02http:BN330.01


Benefits Administration Business Process: BN350 - Manage Benefit Changes - with Employee Self Service Input


BN350.02 BenAdmin batch process runs as scheduled ITS BOR Batch Process / Schedule

BN350.02 Identify event on daily Activity Report SSC BOR BN Admin S

BN350.03 Notify employee to add information through Employee SSC BOR BN Admin S Self-Service site

BN350.04 If employee doesn't complete in timely manner, SSC BOR BN Admin S contact institution practitioner

BN350.05 Work with employee as needed to finish benefit Institution BOR BN Analyst elections

BN350.06 Complete benefit elections through Employee Self- Institution BOR Employee Service

BN350.06 Complete benefit elections through Employee Self- SSC BOR BN Admin S Service

BN350.07 Review elections and documentation; maintain data SSC BOR BN Admin S and take actions as appropriate

BN350.08 Run On-Demand event finalization if needed SSC BOR BN Admin S

BN350.09 Perform review and adjustment tasks as appropriate SSC BOR BN Admin S

Business Process: BN380 - Evidence of Insurability (EOI) Manual - MetLife


BN380.01 Employee makes life insurance election Institution BOR Employee

BN380.02 Batch process runs to determine if evidence of ITS BOR Batch Process / insurability (EOI) is required for new benefit elections Schedule

BN380.03 Create entries in custom EOI Request table SSC BOR BN Admin S

BN380.04 Run Evidence of Insurability report SSC BOR BN Admin S

BN380.05 If new entries exist on report, contact employee to SSC BOR BN Admin S request EOI form be completed

BN380.06 Employee completes EOI form and sends to vendor Institution BOR Employee

BN380.08 Update custom EOI Request table with vendor SSC BOR BN Admin S decision

BN380.09 If vendor approved election, update insurance SSC BOR BN Admin S coverage amount

Business Process: BN385 - Evidence of Insurability (EOI) Automated (Minnesota Life)



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Benefits Administration Business Process: BN385 - Evidence of Insurability (EOI) Automated (Minnesota Life)


BN385.01 Employee enrolls in life insurance election Institution BOR Employee

BN385.02 Batch process runs to determine if evidence of ITS BOR Batch Process / insurability (EOI) is required for new election Schedule

BN385.03 Create entries in custom Evidence of Insurability ITS BOR Batch Process / Request table Schedule

BN385.04 Life Insurance Election data is sent to Provider along ITS BOR Batch Process / with other elections Schedule

BN385.06 Send evidence of insurability to benefit provider Institution BOR Employee

BN385.08 Update custom EOI Request table with vendor ITS BOR Batch Process / decision Schedule

BN385.09 Review event completion on Activity Report SSC BOR BN Admin S

Business Process: BN400 - Savings Plan Hardship Withdrawal


BN400.01 Apply for hardship withdrawal with Provider Institution BOR Employee

BN400.03 If approved forward notification of approval to SSC BOR BN Admin S institution

BN400.04 Update employee savings plan enrollment SSC BOR BN Admin S

Business Process: BN410 - Employee Changes to ORP Provider Allocations


BN410.01 Submit ORP Allocation change form to institution Institution BOR Employee

BN410.02 Update employee ORP allocations Institution BOR BN Analyst

BN410.03 If new provider, establish provider account and select Institution BOR Employee investment options

Business Process: BN510 - Maintain Billing for Employees on Unpaid Leave of Absence (LOA)


BN510.01 Employee is placed on unpaid leave of absence Institution BOR HR Analyst

BN510.08 Employee returns from LOA. RFL Job Row is Entered Institution BOR HR Analyst

BN510.10 Benefits Practitioner assesses any amounts owed due Institution BOR BN Analyst to mid-month return not billed via billing

Business Process: BN700 - Enforce Age-Related Benefit Changes



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http:BN510.10http:BN510.08http:BN510.01


Benefits Administration Business Process: BN700 - Enforce Age-Related Benefit Changes


BN700.01 Evaluate dependents age 26 or Employee age 65 with HSA

ITS BOR Batch Process / Schedule

BN700.02 Create age event for qualifying members ITS BOR Batch Process / Schedule

BN700.03 Remove coverage ITS BOR Batch Process / Schedule

BN700.04 Identify AGE event on Activity Report SSC BOR BN Admin S

BN700.05 Notify employee of dropped coverage SSC BOR BN Admin S

Business Process: BN710 - Drop Invalid Coverage


BN710.01 Run query Spouses USG Employees with Spouse or Child Life

SSC BOR BN Admin S

BN710.02 Run query Peachcare Duplicates SSC BOR BN Admin S

BN710.03 If invalid enrollments are found, create event to remove coverage

SSC BOR BN Admin S

BN710.04 Notify employee of dropped coverage SSC BOR BN Admin S

BN710.05 Run query J1Vis enrolled in Health Savings Account SSC BOR BN Admin S

BN710.06 If invalid enrollments are found, create event to remove coverage and provide option for other coverage

SSC BOR BN Admin S

BN710.07 Notify employee of dropped HSA and option for other coverage

SSC BOR BN Admin S

BN710.08 Choose other coverage Institution BOR Employee

BN710.09 Monitor event for completion SSC BOR BN Admin S

Business Process: BN730 - Enforce Benefits Court Orders (QMSCO)


BN730.01 Institution receives court order paperwork for employee dependent coverage


BN730.02 Institution forwards court order to Shared Services Center


BN730.03 Determine whether employee meets requirements for SSC BOR BN Admin S court ordered benefits


DRAF

T

http:BN730.03


Benefits Administration Business Process: BN730 - Enforce Benefits Court Orders (QMSCO)


BN730.04 If requirements are met, enter child support or other Court Order rider information in the dependent's record (to prevent employee from removing the dependent)

SSC BOR BN Admin S

BN730.05 Process event through On-Demand mode to enroll the required dependent(s) in the required plans

SSC BOR BN Admin S

BN730.06 Respond to the court as to the completed status of the order

SSC BOR BN Admin S

Business Process: BN800 - Manage Affordable Care Act (ACA) Eligibility


BN800.01 Run ACAMP report SSC BOR BN Admin S

BN800.02 If ACA coverage is ending, manage event SSC BOR BN Admin S

BN800.03 If employee is newly eligible, create ACA event SSC BOR BN Admin S

BN800.04 Enroll in newly eligible coverage Institution BOR Employee

Business Process: BN850 - Benefit Provider Integrations


BN850.01 Batch process runs as scheduled ITS BOR Batch Process / Schedule

BN850.02 Generate file in 834 standard format or custom format for each provider

ITS BOR Batch Process / Schedule

BN850.03 Transmit file to benefit provider ITS BOR Batch Process / Schedule


DRAF

T


End of Report


DRAF

T

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HCM Business Requirements HCM-004-REQ


Business Process Name: BN350 Manage Benefit Changes - with Employee Self Service Input

Requirement Met By: Delivered Functionality Vendor:

RICE Title: RICE Type:

Req. ID Requirement Summary Requirement Detail

1597 BN350 - BEN-131 - Event notifications Report needed to identify incomplete events so periodic emails can be sent to employees who have not completed enrollment for various events-Open Enrollment, newly eligible. Need notification to be specific to even and status of progress (hasn't logged in, logged in but not submitted, partial completion

Requirement Met By: RICE (oneusg) Vendor:

RICE Title: TARPT003 - Functional team queries RICE Type: Query

Req. ID Requirement Summary Requirement Detail

3151 BN600 - BNRPT367 - Query to show options available for open benefits BOR_BN_OPTNS_PREPRD_OPENEV administration event T

3150 BN600 - BNRPT366 - Query to list BOR_BN_OPEN_EVENTS_LIST open Benefits Administration events

3118 BN600 - BNRPT334 - *EventsAwaitingProcessing BOR_BN_BAS_ACTIVITY BOR_BN_BAS_ACTIVITY


DRAF

T

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HCM Business Requirements HCM-004-REQ


Business Process Name: BN380 Evidence of Insurability (EOI) Manual - MetLife

Requirement Met By: RICE (oneusg) Vendor:

human capital management implementation project sign-off · 3-hcm business process flow diagrams...

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