Business Scenario

In some opportunities, our customers who implement Employee Central Global Benefits and in particular implement Insurance-type benefits face the scenario of updating enrollments in the face of rate updates by insurance providers.

Solution Overview

Generally speaking, the solution to this scenario is to maintain configuration objects relevant to the insurance benefit that store the costs of the insurance benefit and subsequently a mechanism that helps us to update the current enrollment records with the new employee or/and employer contributions.

For this Employee Central Global Benefits allows benefits administrators to maintain configuration data for benefits relevant objects of type insurance, such as the Insurance Rate Chart object. To update existing enrollment records Employee Central Global Benefits you have a job called: Create or Update Benefit Enrollments for Benefit Master Data Changes.

This job can be configured from Provisioning or Admin Center. In this blog we show you the step by step setting it up from Admin Center directly in the instance.

Important: This job not only allows mass update of benefit enrollment records (due to updates in benefits configuration or master data), but also allows you to create new enrollment records for all eligible employees.

Prerequisites

Assign the standard Config UI BenefitMasterDataChangeJobConfigUI to the Evaluate Eligibility Based on Benefit Master Data Change object using Benefits Screen Lookup.

You have the > User > Miscellaneous Permissions > Evaluate Eligibility Based on Benefit Master Data Change, permission. You also have permission to edit/view the Evaluate Eligibility Based on Benefit Master Data Change item.

Configuration Details

For the example we use an employee located in the United States who is enrolled in health insurance and who took a bronze level insurance plan.

Step 1:

As a benefits administrator, go to the Benefits Admin Overview transaction, search using the benefit object for the insurance benefit type that we want to maintain.

We locate the health plan settings, access the details of the coverage options and finally we will be able to access the rate chart associated with that coverage option. From the visualization of the insurance rate chart details we can select the Manage option and insert a new record from a start date and update the employee and/or employer contributions.

As an example above, the effective start date for the cost update was: 20/12/2023.

Step 2:

As a benefits administrator go to the Benefits Admin Overview transaction and creates a new register for the object: Evaluate Eligibility Based on Benefit Master Data Change:

1. Choose the Benefit that needs to be evaluated. You are only allowed to select Allowance, Pension, Insurance benefits of enrollment type automatic and Insurance benefits of enrollment type manual with “Allow Automatic Updates of Enrollment” set to “Yes”.
2. For the Evaluation Scenario choose Create or Update Enrollment for Current Period. Other options are also available:
   1. Create or Update Enrollment for Next Period
   2. Determine Next Job Run Date for Enrollments
   3. Determine Ineligibility Date for Enrolled Dependents
3. The Evaluation Date could be completed with a past date to run the job with a effective past date. For example, in scenarios such as retroactive change to the insurance rate leading to changes in employee contribution, there will be a need to update the enrollments for past effective date. In such cases, the job should create or update the enrollment accordingly effective from the date of change of the insurance rates.
   1. Note that this field is only supported for the Evaluation Scenario Create or Update Enrollment for Current Period. During job run for any past date, if any enrollment slice exists having enrollment start date ahead of this Evaluation Date then system will skip update of enrollment record and it will be logged in the execution dashboard manager. The administrator needs to update such enrollment records manually.
4. Enter the Job Owner
5. Enter some parameters if you want to run the job for selected users. By default the jobs runs for all the employees who are eligible for the selected benefit:
   1. Person ID: Enter Employee Person IDs for whom you want to run the job. You can enter multiple Person IDs selected by comma. Do not select Legal Entity or Pay Group if Person ID is entered.
   2. Legal Entity: Select legal entities for which the job should run.
   3. Pay Group: Select pay groups for which the job should run. You can select either legal entity or pay group or both.
6. For the Show response in Execution Manager Dashboard, you can choose between Yes or No. If you choose Yes, the following options will appear and you can further enhance the job response:
   1. Include Successfully Processed Users in the Job Response: Select this checkbox to record detailed job response of all successfully processed users.
   2. Include Ineligible Users in the Job Response: Select this checkbox to record detailed job response of ineligible users.
7. Enable Troubleshoot Mode for Batch Errors : Select the option Yes
8. Choose Save. The Create or Update Benefit Enrollments for Benefit Master Data Changes job is triggered to evaluate the selected benefit.
   1. Note that after the job is triggered from the Admin Center, the job scheduler picks up the job with a delay of at least five minutes.

Later, when you refresh the page, some job details like:

• Evaluation status: this field is being updated as the job runs: example: Submitted (as soon as it’s sent) and Completed (as soon as it’s end).
• Job Run ID: Automatically completed by the system.
• Job Completion Time: Automatically completed by the system.
• Job Name: Automatically completed by the system.

Step 3:

If the parameters have been set so that the result of the job is displayed in the Execution Manager dashboard, we can display this result.

To do this, we select the transaction Execution Manager Dashboard, in the scheduled jobs, in the Process Definition Identifier field we can select the option: Create Or Update Enrollments for Benefits Master Data Changes in addition to selecting the desired timeframe will allow us to reach the execution results of the job we send.

When you access the detail of the run, you can see additional information such as warning messages and also the number of users processed successfully. Clicking on the processed users makes it possible to download the details of users affected by that run.

Final Result

Finally we can check the update done by the job execution.

One option is to check this update directly in the employee profile, section: Benefits. From where at first glance it is possible to observe the update in the employee contribution.

The other option is to go to the Benefits Admin Overview transaction and locate the Benefit Enrollment object, search for the enrollment record to verify changes to the employee and employer contribution (if any).

Conclusion

This job can be easily configured and used by administrators to update enrollment records (or create enrollment records) due to change in benefit master data, such as change in insurance rate, or introduction of a new benefit, and so on.