Session ID:

Prepared by:

Implementing ACA in

PeopleSoft 9.2

Affordable Care Act Information

Returns (ACA) - Process Review

102780

Jonathan Evans and Larry Zagata

Speakers

2

• Jonathan Evans – President, Bart and Associates, Inc. (B&A)– 12 years of relevant Federal Government contracting experience in

project management, business development, and executive management with a focus on Enterprise Resource Planning Implementations and Systems Integration with products such as PeopleSoft

– 8+ years of executive leadership and delivery at B&A

• Larry Zagata – V.P. Solutions Delivery MIPRO Consulting– 25 years IT experience

– 16 years PeopleSoft expertise

– 9 years at PeopleSoft

• Peter Nemeth – Senior Principal Consultant MIPRO Consulting

– Three years supporting the United States Senate as functional team lead

– 20 years of functional and technical PeopleSoft HCM service delivery and production support

– Provided implementation, upgrade, business process redesign, M&A, and BPO services to numerous private and public sector organizations

Agenda

• Speakers

• About Senate, Bart, MIPRO

• Background

• Gaps in Existing Configuration/Data

• Custom Extract Program

• Employee Review Page

• Employer Review Page

• Additional Setup Pages

• Delivered Create ACA XML Files Program

• 1094-C and 1095-C Forms

• View/Reprint Page

• ESS View/Reprint Page

• IRS XML Electronic File Transmittal

• Summary steps

• Information sources

• Lessoned Learned3

Implemented 9.1 and then

upgraded to 9.2 for PeopleSoft

HR, Payroll, and Benefits

The US Senate, with B&A and MIPRO’s help, replaced an

aging mainframe system and eliminated manual process

with PeopleSoft.

The new 9.2 system supports 7,000 Senate employees,

improves and streamlines business processing, and

achieves new levels of user productivity and operational

efficiency.

PeopleSoft modules include HR, Payroll, Self-Service,

and Budget.

• Successfully implemented PeopleSoft 9.1 HR, Payroll, and Benefits to replace aging mainframe system

• Implementation included a custom bolt-on for Retirement

• Upgraded to 9.2 in 2015• Currently expanding HR functionality for

the 7,000 supported employees • Employee self-service pilot is underway• Consistently faced with Federal and

agency mandates which require application changes

The Project

Overview of U.S. Senate Support

5

Bart & Associates, Inc. (B&A)

Federal Systems Integrator

• 28+ years successful service to the Federal

Government; $85M in Revenue; 300+ resources

• Partnerships include: Oracle Gold, Scaled Agile Bronze

(SAFe), Red Hat Ready Partner, and more…

• Core Lines of Business: Custom Application

Development/Legacy Modernization, Oracle, PeopleSoft,

and SAP

Industry Leading Innovation & Process

• In-house Research and Development (R&D) Lab

• CMMI®-Level 3, International Organization for

Standardization (ISO) 9001:2008, ISO/IEC 27001:2013,

ISO 20000-1:2011

• PMP, Agile, EVMS driven Program Management

• Top Secret Facility Clearance

PeopleSoft Expertise

• Modernized HR and Payroll systems at the U.S. Census,

U.S. Courts, U.S. Senate, and EPA

• Proven expertise in HCM 9.2 implementations and

upgrades

• High-volume, high-frequency payroll processing for over

.5 million temporary employees paid weekly during the

Decennial Census and more than 33,000 full-time

employees paid in over 800 locations

Our PeopleSoft

Customer Benefits:

Improved visibility into application

setup tables

Reduction of manual, paper-driven

processes

Anytime access to self-service

functions

More accurate, integrated

employee, payroll, and benefits

data

Streamlined processing

Sustainable, expandable system

Integration opportunities for

PeopleSoft Financials

Recognized Industry Leader in

Innovation and Agile

Development Best Practices

Experience and Expertise• Founded in 2005 by former PeopleSoft Execs

• Award winning culture attracting top PeopleSoft talent

• Dedicated to PeopleSoft - going back over 20 years

Committed to Customer Satisfaction• Integrity: Known for “doing the right thing”

• Inherited the Outrageous Customer Service

Recommended by Oracle• Selected by Oracle as a 9.2 PeopleSoft beta test partner

• PeopleSoft Financials, Supply Chain, ALM & HCM

• Optimizations, Upgrades and Implementations

• Selective Adoption and PUM thought leaders

“MIPRO has been a valued contributor to Oracle over the years and we are excited to work with them as we continue to grow our relationship.”

Troy Richardson, SVP, Oracle Strategic Alliances2015 Specialization Press Release

Inc. 5000 fastest-growing company 4 of last 6 years

“Cool Place to Work”Four times

2007 – 2014

“101 Best & Brightest Companies to Work

For” Ten years in row(2006 – 2015)

MIPRO Consulting

Background:

ACA Deadlines with Changes

• The due date for furnishing the 2015 Form 1095-C, Employer-

Provided Health Insurance Offer and Coverage, was changed

from January 31, 2016, to March 31, 2016.

• The due date for electronic filing with the Service the 2015

Form 1094-C, Transmittal of Employer-Provided Health

Insurance Offer and Coverage Information Returns, and the

2015 Form 1095-C, Employer-Provided Health Insurance Offer

and Coverage, was changed from March 31, 2016, to June 30,

2016.

The US Senate had tested and implemented the PeopleSoft

9.2 patches needed to stay on target for the original January

31st deadline.

7

Background -

Oracle PeopleSoft 9.2 Images/PRPs

8

• The US Senate went live on version 9.2 in September on Image 12.

• Image 13 was downloaded for tax updates and ACA patches in November.

• Image 14 (and PRPs) were downloaded for tax updates and ACA patches in December.

• Image 15 (and PRPs) were downloaded for tax updates and ACA patches in January.

• Image 16 for ACA patches (not applied)

• Image 17 April release date ACA patches (will be applied)

Gaps in Existing Configuration/Data

9

The US Senate had several areas where the delivered ACA functionality would not easily work without reconfiguration and new business processes, as well as converting outside data into the system.

This was known early on from the Oracle webcast presentations, however the Senate was in the middle of an upgrade and did not have resources to address this effort.

Gaps in Data– Oracle does not yet support code 1A for Box 14 – Offer of

Coverage, but is currently reviewing this functionality for possible support.

– Benefits Administration module is being used at the US Senate, however the Senate-mandated eligibility rules are not strict enough to limit plans to individual employees. Therefore, we could not correctly determine Box 15 –Employee Share of Lowest Cost Premium without reconfiguration.

Gaps in Existing Configuration/Data

10

Gaps in Data– Per ACA Law, only part of the Senate employee

population (Senators and staff) falls under ACA. This population data is administered by DC Healthcare Exchange systems, and therefore some of the data needed to correctly evaluate codes is not available in the PeopleSoft system. (i.e., Lowest cost options)

– New Oracle-delivered fields on Jobcode and Eligibility Rules were not redesigned to meet existing Senate functionality. This would have involved reconfiguration/new configuration as well as Business Process redesign.

The US Senate created a custom extract program to assemble data from various PeopleSoft tables so it could be loaded it into the delivered transmittal tables. The Senate used the delivered process to create the forms and the IRS transmittal files.

US Senate Custom Data Extract Program

11

The original intent was to use the CI/Merge process that had

been discussed in the Oracle webcasts.

Once we received and analyzed the delivered PeopleSoft

objects in December, we determined loading directly to the

delivered reporting transmittal records using a custom

approach became the less risky and better time-sensitive

option.

US Senate Custom Data Extract Program

12

Load to Delivered Reporting Transmittal Records:

Employer Tables:

• ACA_ALE_MEMBER (1094-C Part I)

• ACA_ALE_MEM_ADR (1094-C Part I)

• ACA_ALE_CERT_ELIG (1094-C Part II)

• ACA_ALE_MO_CH1 (1094-C Part III)

• ACA_ALE_MO_CNT (1094-C Part III)

Employee Tables:

• ACA_EMPLOYEE (1095-C Part I)

• ACA_EMP_MO_CH4 (1095-C Part II - Will need 2 rows per ee (Box 14/16)

• ACA_EMP_MO_AMT (1095-C Part II Box 15)

Employee Data Review Page

Once the custom program is processed, can review data online via Oracle-delivered

pages or via the .csv file

Benefits > ACA Annual Processing > Create ACA Form Data > ACA Employee

Transmittal Data

13

Employer Data Review Page

Benefits > ACA Annual Processing > Create ACA Form Data > ALE Employer Transmittal Data

14

Additional Setup - ACA Form Options

Enable PDF in Self-Service and Set Availability Date on the Oracle –

delivered Forms Options page.

15

Additional Setup

ACA BI Publisher Options

16

Additional Setup

ACA ALE Member

17

Create ACA 1095-C Forms and

XML Transmittal Files

Delivered program with minor modifications.

Corrected issues like box 15 format, custom sorting, address positioning,

etc.

18

1095-C Form Example

RRDonnelley Pressure Sealed Format

19

1094-C Form Example

This paper form is not produced as part of the Senate process.

The data is required to be included in the IRS electronic transmittal since the Senate has greater than 250 employees

20

View/Reprint 1095-C Form

21

ESS View/Reprint 1095-C Form

Self Service - View Form 1095-C Page

Use the View Form 1095-C page (ACA_EE_YE_FORM) to view the Form 1095-C.

Whether or not the employee has consented to receive electronic forms, the

employee’s 1095-C forms will appear on this page. Once the form is released, a link

appears on this page. The link will open the PDF Form 1095-C for viewing.

Note: Only forms with a print status of ‘Final’ can be released.

Navigation

Self Service, Benefits, View Form 1095-C

22

IRS XML Electronic File Transmittal

• TCC Code Applied for and Received

• Communications Test: Manually created a

Manifest and Sample Scenario XML file. Had

several phone calls with the IRS helpdesk

before receiving PROD status. Oracle has

additional patches coming out to assist with

this.

• XML Electronic Transmittal – In progress. XML

files have been reviewed with issues identified.

Will re-process the “Create ACA XML Files”

program once new Oracle patches are

installed.

23

IRS websites

• Internal Revenue Service website

http://www.irs.gov/

(1094-C and 1095-C Forms and Instructions)

• Internal Revenue Service website

http://www.irs.gov/for-Tax-Pros/Software-

Developers/Information-Returns/Affordable-Care-

Act-Information-Return-AIR-Program

(Affordable Care Act Information Returns (AIR)

Program)

24

Information Sources

• www.peoplesoftinfo.com – breaking news

• Oracle Blogs – legislative updates’

– https://blogs.oracle.com/PsftLegUpdates/

• HCM PUM Homepage - PUM image updates

containing ACA updates on myoraclesupport.com

• MIPRO Consulting Blog –

– https://blogmipro.wpengine.com/?s=ACA

25

Summary

26

ACA IRS reporting at the Senate is working well and is in compliance. To meet IRS requirements, the BART MIPRO team worked with the Senate to deploy a balanced custom and delivered business process and software solution.

The solution addressed the following major components:

• Data Extract – Senate-specific Custom

• Data Repository – Senate-specific Custom

• Pages – Oracle Delivered

• Forms– Oracle Delivered

• Reporting Tables– Oracle Delivered

Lessons Learned

1) Start Early

2) Understand your data and its limitations

2) Stay up to date with patches/images

3) Staff a good functional and technical team

4) Have a back-up plan

5) Be flexible

6) Communication with all parties, including IRS,

Oracle

7) Make decisions quickly and in compliance with

ACA regulations for your organization

27

This concludes

Implementing ACA in PeopleSoft

9.2

Questions and Responses

28

29

Quest is the home for PeopleSoft and JD Edwards Users

Visit the Quest International Users Group

Booth #323

■ Let us show you how to leverage the Quest community to maximize your ERP investment

■ Receive your personalized Quest Activation Plan & learn how to make the most of your membership

■ Plus, find out more about our upcoming events PeopleSoft RECONNECT (July 19-21) and JD Edwards INFOCUS (August 8-10)