Open Enrollment White Paper v 1 7

ORACLE COMPENSATION BENEFITS

AND

OPEN ENROLLMENT PROCESSINGAND

PLAN DESIGN MAINTENANCE

ORACLE ADVANCED BENEFITS ORACLE STANDARD BENEFITS

Author: Version: Last Updated:

Oracle Support Services 1.7 July 15, 2011

Updates made to this document made in 2011 have been highlighted in Green for ease of identification and use. All Applicable MyOracleSupport Note Numbers are highlighted in blue for easy reference

Open Enrollment White Paper

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ContributorsName Carol Margolis Philip Chapman Lynda Tollefson Doug Sterchi Kathryn Tucker Marie Maderis Kathy Marlow Srilatha Shanigarapu David Manoharan Marce Clarkson Deborah Clement Position Oracle Support, Senior Analyst Oracle Development, Senior Product Manager Principal Product Manager Total Compensation Oracle Consulting, Principal Consultant Oracle Consulting, Principal Consultant Oracle Support, Support Engineer Oracle Support, Support Engineer Oracle Support, Principal Technical Support Engineer

Change RecordDate 01-Oct-2011 23-Aug-05 31-Oct-05 15-Aug Author Carol Margolis Kelly McClain Lynda Tollefson Kelly McCLain, Ashton Kawanishi Version 1.0 1.1 1.2 1.3 Creation Added Reinstatement functionality, default modifications, period determination codes, mocks steps, changed mock recommendations. Updated recommended practices for Open Enrollment life event collapsing. Also added suggested temporal run set up. Removed Carol Margoliss name from the point of contact Note, and replaced with Kelly Mcclain. Made recommendations on how to update Element links without destroying database-wide enrollments. Added information regarding Open Enrollment Window Modification and Reopen life event batch process. Modified the Flow of Document, Added Several New Sections Added Total Compensation Wizard. Check and Clean Up for Previously Detected Temporal And Other Life Events Added Script for identifying pending action items Corrected Run Analyze and Gather Statistics section Review and update of complete document Change Reference

28-Jul-09 29-Aug-2009 16-Sep-2009

Srilatha Shanigarapu Srilatha Shanigarapu Srilatha Shanigarapu

1.4 1.5 1.6

12-Oct-2010 15-Jul-2011

Marce Clarkson Srilatha Shanigarapu

1.6 1.7

ApproversName Kathryn Tucker Phil Chapman Lynda Tollefson Position Senior Product Manager Oracle Development; Senior Product Manager Principal Product Manager Total Compensation


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FeedbackName [email protected] Position

NOTE: The contents of this document are deemed to be correct and accurate at time of going to press. If inaccuracies are discovered, contact [email protected]. Please also contact me if you have experiences to share that would fit within the scope of this document. Guidelines made within this document may not hold true for every Oracle Advanced Benefits or Oracle Standard Benefits implementation at every site due to the variety of plan designs. The information must therefore be thoroughly tested.


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Table of Contents ContentsContributors..........................................................................................................3 Change Record.......................................................................................................3 Approvers..............................................................................................................3 Feedback...............................................................................................................4 CONTENTS...........................................................................................................................................................5 Minimum Baseline Patching Requirement ..................................................................8 Requested Information While Logging Service Request with Oracle Support................8 Open Enrollment Processing......................................................................................8 Phases of Open Enrollment Processing.....................................................................10 Sample Timeline For Open Life Event Processing...................................................12 Mock Open Enrollment..........................................................................................14 Self Service Setup for Mock Open Enrollment........................................................14 Using Total Compensation Wizard To Review /Modify and Update Program and Plan Design.................................................................................................................16 Check payroll calendar.........................................................................................16 Check plan year periods........................................................................................17 Verifying Plan Year Periods and Complete Plan Design using Total Compensation Wizard.................................................................................................................17 Update Plan Year Periods using Total Compensation Wizard...................................18 Add the Scheduled Life Event to the Program........................................................18 Adding Scheduled Life Event to the Program using Total Compensation Wizard......21 Add Reinstatement Codes to the Scheduled Life Event ..........................................22 Assess and Modify Derived Factors and Eligibility..................................................24 Assess and Modify Derived Factors and Eligibility Using Total Compensation Setup Wizard.................................................................................................................25 End Existing Plans That Are No Longer Being Offered.............................................25 Ending Existing Plans Using Total Compensation Setup Wizard...............................26 End Existing Options That Are No Longer Being Offered.........................................26 End Existing Options That Are No Longer Being Offered Using Total Compensation Setup Wizard.......................................................................................................27 Add New Plans.....................................................................................................28 Add New Plans/Update Existing Plans Using Total Compensation Setup Wizard.......30 Add New Options to Existing Plans........................................................................30 Add New Options /Update Existing Options Using Total Compensation Setup Wizard ...........................................................................................................................31 Check Self Service Display on Plan Type (If using SSBEN).......................................31 Add New Rates to New Comp Objects....................................................................31 Add New Rates to Plans using Total Compensation Setup Wizard............................31 Add Premiums to New Comp Objects.....................................................................31 Modify Rates and Premiums on Existing Comp Objects ..........................................32 Check Self Service Display Order on Standard rate (If using SSBEN).......................33 Mass Update of Rates Using Total Compensation Wizard .......................................35 Modify Elements on Existing Rates........................................................................36 Modify Links on Existing Elements.........................................................................36


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Flex Credits and Benefit Pools...............................................................................37 Review Default Enrollment Setup..........................................................................39 Review Default Enrollment Setup Using Total Compensation Setup Wizard.............39 Start New Coverage for Flexible Spending Accounts (FSA).....................................39 Close Unprocessed Life Events..............................................................................43 Check and Clean Up for Previously Detected Temporal And Other Life Events..........44 Review Due Date Setup for the Action Items and Resolve Any Pending Action items ...........................................................................................................................45 Check for Previously Overridden Data (Enrollment Overrides)................................46 Set Up Collapsing Rules........................................................................................47 Processing Temporal Events.................................................................................48 Purge Batch Related Tables .................................................................................49 Evaluate Size of Eligibility Tables..........................................................................51 Set Max errors.....................................................................................................51 Performance Testing............................................................................................52 Phase II: Open Enrollment procedures.....................................................................55 Process the Open Life Event..................................................................................55 Processing Open Life event for single person from Benefits Service Center.............56 Maintain Participant Eligibility..............................................................................57 Recalculate Participant Values .............................................................................57 Check for Errors and Resolve................................................................................57 Monitor a Started Process.....................................................................................58 Restart a Failed Process.......................................................................................58 Default Enrollment Process...................................................................................58 Enter Participants Enrollment Choices..................................................................60 Processing Life Events That Occur Within the Open Enrollment Period....................61 Back Out the Open Life Event (if needed)..............................................................64 Open Enrollment Window Modification* ..............................................................64 Close the Open Life Event.....................................................................................65 Reopen life event batch process*..........................................................................66 Phase III: Post-Open Enrollment procedures............................................................67 Verify Enrollment data (new plans, check defaults and automatic)..........................67 Investigate Incorrect Elections..............................................................................67 Processing Life Events That Occur After the Open Enrollment Period, but Before the New Plan Year......................................................................................................68 Print Enrollment Reports and Confirmation Statements:.........................................69 Inactivate Plans that are no Longer Being offered:.................................................70 Frequently Asked Questions....................................................................................71 Oracle Advanced Benefits (OAB)............................................................................71 Oracle Standard Benefits (OSB).............................................................................74 Questions Applicable to both OAB and OSB............................................................75 Questions applicable to SSBEN..............................................................................75 Appendix of Sample Reports....................................................................................76 Eligibility and Enrollment List ...............................................................................76 ..........................................................................................................................77 Life Event Summary Report ..................................................................................78 ..........................................................................................................................80 Benefits Enrollment Kit Report..............................................................................80 Benefits Confirmation and Summary Report .........................................................82 Sample Open Enrollment Checklist OAB.................................................................87


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Sample Open Enrollment Checklist OSB.................................................................90


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Minimum Baseline Patching RequirementPlease note that all customers, be they full HR or Shared HR must be up on FP.K RUP3 by Dec. 1, 2010 This is Mandatory. Please refer to MyOracleSupport Document 883202.1 Minimum Baseline Patch Requirements for Extended Support on Oracle E-Business Suite 11.5.10. After December 1, 2010 Development requires a minimum baseline patch for Extended Support on Oracle E-Business Suite 11.5.10, the code levels must be the equivalent of 11.5.10 CU2 plus any additional patches listed in Doc ID 883202.1 Section 2. More information can be found in EBusiness Suite 11.5.10 Minimum Patch Level and Extended Support Information Center: Document 1199724.1. Oracle E-Business Suite Release 12.0 will transition from Premier Support to Extended Support on February 1, 2012. New EBS 12.0 patches will be created and tested during Extended Support against the minimum patching baseline documented in this E-Business Suite Error Correction Support Policy (Note 1195034.1). To be eligible for Extended Support, all EBS 12.0 customers must apply the EBS 12.0.6 Release Update Pack, technology stack infrastructure updates, and updates for EBS products if they're shared or fully-installed. The complete set of minimum EBS 12.0 baseline requirements are listed in the document. Oracle E-Business Suite Error Correction Support Policy (V.3) (Doc ID 1195034.1)

Requested Information While Logging Service Request with Oracle SupportIt will helpful for support to debug the issues if the following are uploaded to the Service Request when you are creating one: 1. Screenshots detailing the issue and error message. 2. Out of Benper.sql Instructions for running the script is documented in MyOracleSupport Note 208923.1 - BENPer.sql. Run this script from SQLPLUS, as the APPS user and password, and not execute from TOAD or SQL DEVELOPER. The PERSON_ID is the only input value. The purpose of this script is to collect data for a person's benefits selections and elections. The input parameter for this script is person_id. Please run this script for the employee that is receiving the error or encountering a specific issue in the application, and upload the results to the SR for review. 3. PYUPIP Trace for a Form Error- Please refer to MyOracleSupport Note 160469.1 - R11.5 How to Setup and Run PYUPIP on a Form. 4. PYUPIP trace for a self service issue - Please use MyOracleSupport Note 281071.1 Generating PYUPIP Information from a Self Service Type Page (.jsp) 5. PYUPIP trace for concurrent program issues Please use MyOracleSupport Note 130374.1:Using PYUPIP in OracleHRMS

Open Enrollment ProcessingA companys open enrollment period is an opportunity for eligible participants to: Enroll in a plan if not currently enrolled


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year)

Change coverage from one plan to another Change enrollment status of eligible family members Enroll in dependent care (current enrollees must re-enroll each year) Enroll in health care reimbursement account (current enrollees must re-enroll each Decline coverages

This period is also the opportunity for a company to: Update rates and premiums from benefit providers End the offering of compensation (comp) objects Start new offerings of comp objects Modify plan design There are many procedures that encompass the Open Enrollment process. Such procedures are included herein for processing benefits using the Oracle Advanced Benefits (OAB) and Oracle Standard Benefits (OSB) models. Note: OAB implementations may be running in an Unrestricted (OSB) mode. If this is the case, ensure that all areas of this document are reviewed and select the areas applicable to your implementation.

Abbreviations Used in this DocumentOAB OSB SSBen Comp object Enrollment form PUI TCW Oracle Advanced Benefits Oracle Standard Benefits Self-Service Benefits Any compensation object (Program, Plan Type, Plan or Option) Any of the available enrollment forms: Flex, Non-Flex, Miscellaneous, Savings Plan Professional User Interface or Forms Total Compensation Setup Wizard

Unless noted otherwise by Audience: OAB or Audience: OSB, the procedures included in this document apply to both benefit models.


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Phases of Open Enrollment ProcessingOpen Enrollment procedures can be divided into three phases: Pre-Open Enrollment Open Enrollment Post-Open Enrollment

PhasePre-Open Enrollment

Task

Audience

Check Payroll Calendars Check Plan Year Periods Add the Scheduled Life Event to the ProgramAdd Reinstatement Codes to the Scheduled Life Event

OAB and OSB OAB and OSB OAB OAB OAB and OSB OAB and OSB OAB and OSB OAB and OSB OAB and OSB OAB and OSB OAB and OSB OAB and OSB OAB and OSB OAB and OSB OAB and OSB OAB and OSB OAB OAB OAB and OSB note the separate procedures OAB OAB

Assess and Modify Derived Factors and Eligibility End Existing Plans That Are No Longer Being Offered Add New Plans to the Programs Add New Options to Existing PlansCheck Self Service Display on Plan Type (If using SSBEN)

Add Rates to New Comp Objects Add Premiums to New Comp Objects Modify Rates and Premiums on Existing Comp ObjectsCheck Self Service Display Order on Standard rate (If using SSBEN) Mass Update of Rates Using Total Compensation Wizard

Modify Elements on Existing RatesModify Links on Existing Elements

Modify Flex Credits and Benefit PoolsReview Default Enrollment Setup

Start New Coverage for Flexible Spending Accounts (FSA) Close Unprocessed Life EventsCheck and Clean Up for Previously Detected Temporal And Other Life Events Review Due Date Setup for the Action Items and Resolve Any Pending Action items Check for Previously Overriden Data

OAB OAB and OSBPage 10 of 92


(Enrollment Overrides) Set Up Collapsing Rules

Process Temporal Mock Open Enrollment Purge Batch Related Tables Set Max ErrorsEvaluate Size of Eligibility Tables

Analyze Performance Open Enrollment Process the Open Life Event (Batch Process)Maintain Participant Eligibility

OAB OAB OAB and OSB OAB OAB and OSB OSB OAB and OSB OAB OSB OSB OAB and OSB

Recalculate Participant ValuesCheck for Errors and Resolve Monitor a Started Process Restart a Failed Process

Run Default Enrollment Process Enter Participants Enrollment Choices Processing Life Events That Occur Within the Open Enrollment PeriodOpen Enrollment Window Modification*(If Needed)

OAB OAB and OSB OAB and OSB (note the separate procedures) OAB OAB and OSB (note the separate procedures) OAB OAB and OSB OAB and OSB OAB and OSB (note the separate procedures) OAB and OSB OAB and OSB

Back Out the Open Life Event (if needed) Close the Open Life Event Post-Open Enrollment Verify enrollment Investigate and Correct Elections Process Events That Occur After the Open Enrollment Period, but Before the New Plan Year Inactivate Plans that are no Longer being offered Print Enrollment Reports

Important! It is recommended that All 3 phases of Open Enrollment Processing (Viz., Pre-Open, Enrollment and post-Open) should be thoroughly tested during Mock open enrollment. Mock Open

Enrollment should be performed in the latest copy of production at least 2 months before actual open enrollment.


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In the cases where it is needed to add new compensation objects to current plan design (like adding new plans or new options), it is recommended that the plan design, the eligibility and enrollment is tested at least 3 months before actual open enrollment. Also, it is very important to test performance of Concurrent Processes, PUI and selfservice during mock open enrollment by running open enrollment on entire population. All recommended patches have to applied and tested during mock open enrollment and make sure all the functionality is working as expected. MyOracleSupport Note 124100.1 - Compensation and Benefits Patch ListThe procedures discussed within this document have been based on the following: Open Enrollment elections are effective on January 1. Open Enrollment and Programs & Plans are based on Calendar Year Coverage begins on January 1 Rates begin on January 1. In this regard, the Coverage and Rate Start/End Codes are: Event and One Day before Event. Therefore, if your companys Open Enrollment is effective on any other date within the year, or you are utilizing other Coverage and Rate Start/End Codes to meet your business requirements, thoroughly test the Open Enrollment procedures using your companys setup.

MyOracleSupport Note 247317.1 Oracle Applications HRMS Compatible Start and End DateCodes provides the compatible start and end date codes for Enrollment, Rates and Coverages.

Sample Timeline For Open Life Event ProcessingAudience: OAB

This sample timeline will be used in the next step of the Pre-Open Enrollment phase. Your dates/timeframe may be different than the scenario listed. The Following is a sample OE for benefits to start Jan. 01 of following of next year.October (Two months before actual open enrollment) Complete Pre-Open Enrollment procedures

Run a Mock open enrollment Timeframe: Two months before actual open enrollment and after plan design changes are completed and tested.


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Also testing performance and self service during mock open enrollment Check the Recommended patch list for any recommended or mandatory patches for open enrollment MyOracleSupport Note 124100.101-Nov Open Life Event is run (Participation Process: Scheduled) on 01-Nov 01-Nov Defaults are applied (Default Enrollment Process) 02-Nov Benefits Enrollment letters are sent to all participants notifying them of what they are eligible for and showing their current elections that they will default into unless they indicate the desired changes. Throughout November Elections are entered via Self Service Benefits or Enrollment Forms 02-Dec Confirmation letters are sent to all participants. Participants who made explicit elections will get confirmation of these elections. Participants who did not respond or did not enroll in Self Service Benefits will be defaulted into their current enrollment (if plan design designates this) and may get a printed confirmation. 15-Dec Run the Close Enrollment Process to close all elections.

In between 02-Dec and 15-Dec, benefit administrators may still enter elections as needed by date tracking into the enrollment window (such as 30-Nov). Audience: OSB October Complete Pre-Open Enrollment procedures Throughout November Elections are entered via Self Service Benefits or Enrollment Forms December Confirmation letters are sent to all participants.


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Mock Open Enrollment(Important!!! It is very important to test all 3 phases of Open enrollment During Mock Open Enrollment i.e Pre-Open Enrollment Procedures Open enrollment Procedures Post Open Enrollment Procedures ) Timeframe: At least Two months before actual Open Enrollment after plan design changes are completed The recommendation is for all open enrollments using OAB or OSB, to run Open Enrollment in a mock, or test, mode for the entire participant population. You may choose to run a sample of participants that will contain all scenarios that could occur, but in this case you will not benefit from a full performance test run. Mock open will help your resolve errors in design, setup, selfservice, and performance long before the official open enrollment begins. Not doing so will defer issue resolution to the official open enrolment period that may cause interruption in business critical processes. This mock enrollment offers the ability to: Resolve any plan design issues; Resolve any specific participant errors; Understand the timing of the steps involved with Open Enrollment Understand the processes and procedures involved; Verify that Open Enrollment is offering the correct electable choices; Verify that Self Service Benefits is set up correctly for employee enrollments; Ensure that peak performance is being achieved in forms, processes, and self service Create a plan for processing considering schedules of other integrated products. I.e.) payroll processing, segregating batches Anticipate other life events that will be occurring during Open Enrollment and understand their usage, frequency, and nature. Create a plan to handle these during open period Anticipate any issues that will occur with the actual Open Enrollment(Rates, plans, options, etc) Anticipate and Resolve any issues that may occur during the post-open enrollment ahead of time.

Copy the instance with all of the Pre-Open Enrollment setup into an instance closely resembling production server for testing purposes. Then follow all the procedures contained under Phase II: and Phase III of Open Enrollment procedures.

Self Service Setup for Mock Open EnrollmentIt is very important to test open enrollment from self-service side thoroughly if you are going to use self-service benefits for enrollment. This will help your resolve errors in design, setup via selfservice, and performance long before the official open enrollment begins. Not doing so will defer issue resolution to the official open enrolment period that may cause interruption in business critical processes. It is very important to verify that Self Service Benefits is set up correctly for employee enrollments.


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OAB Customers: For Mock Open enrollment purpose you can enable the date Tracking in SSBEN to test the open enrollment. This has to be done in Test instance only , never enable session date in Production instance. Please refer to MyOracleSupport Note.270670.1 -In Self Service Benefits (SSBEN) How To Enable The Session Date OSB Customers: Customers using unrestricted enrollment can enable the Benefits Selection page in self-service from Nov 1 to Nov 30 and set the Change Session Date menu parameter to Jan 1 so all changes made during Nov 1 and Nov 30 have a life event occurred on date of Jan 1. If an employee goes into selfservice on Nov 15 and makes a change, the life vent occurred on date will be Jan 1. If the employee then returns to self-service on Nov 16 and makes another change, the first change will be lost and the new change will also have a life event occurred on date of Jan 1. Without setting the Change Session Date, the first life event occurred on date would be Nov 15 and the second would be Nov 16. Please refer to Implementing Oracle SSHR 4.2 (9/02) Chapter 17 for instructions on how to set the Change Session Date parameter. MyOracleSupport Note: 211557.1 Implementing Oracle Self-Service Human Resources (SSHR) 4.2 Refer to Chapter 17 for the setup of Self-Service Benefits MyOracleSupport Note:215159.1 Self-Service Benefits Enrollment with Standard and Advanced Benefits. Key sections include: MyOracleSupport Note.228543.1 - How To Date Track In Self Service Benefits:


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Using Total Compensation Wizard To Review /Modify and Update Program and Plan DesignUsing the Total Compensation Wizard, changes to program setup can be made as part of a single process. The changes can be made and saved for later with a final review before submission to the data base. In this document we have provided few sections where you can use Total Compensation Setup Wizard to Review and modify the program/plan design. Total Compensation Wizard provides you ability to: Review Program Details Review Program and Plan Years Create and Add New Plans to Existing Program Create and Add New Options to Existing Plans Create and Add New Rates to New or Existing Compensation Objects Create and Add New Coverage to Compensation Objects End existing plans that are no longer being offerred Review, Modify and Add Enrollment Requirements Review, Modify and Add Default Enrollment Requirements Review, Modify and Add Eligibility Profiles There are 7 Tasks available to peform the above-mentioned actions: Task#1 Program Details Task#2 Plans and Options Task#3 Enrollment Timing Task#4 Enrollment Requirements Task#5 Eligibility Task#6 Default Enrollment Task#7 Review and Submit Note 330033.1 outlines the details of each task. Also for the customers above Family Pack K Rup1 the name has been changed from Plan Design Wizard to Total Compensation Setup Wizard (refer to Note 382640.1)

Phase I: Pre-Open Enrollment ProceduresTimeframe: One to two months prior to actual Open Enrollment.

Check payroll calendarEnsure that the payroll periods extend through the entire New Year.


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Navigation: Payroll > Description Refer to MyOracleSupport Note: 105642.1 How to Extend Payroll Calendar Periods Note: If your payroll calendars include Weekly and Bi-Weekly periods, you may find that every few years there is an extra pay period. For example, your bi-weekly payroll consists of 26 pay periods, but in 2012 there are actually 27 pay periods. If your Programs Enrollment/Rate Frequency is set to Per Pay Period, this will use the actual number of payroll periods (27). This may be changed to Estimated Per Pay Period to only use 26 pay periods (or 52 in the case of weekly payrolls). Scenario: What would happen if the payroll calendars were not kept up to date or extended? Rates would not calculate correctly, and deductions could be incorrect. The payroll calendar would need to be extended, and then reprocess open afterwards. See Questions Applicable to both OAB and OSB for further information.

Check plan year periodsEnsure that the plan year periods are correct on each plan and program. Recommendation: Plan year periods exist for the next five years. If the plan year periods were not extended, both plans and programs will not appear. Extend the plan year periods, and then reprocess open. Step 1: Navigation: Total Compensation > General Definitions > Additional Setup > Program/Plan Years. Ensure that a plan year exists for the new year (example: Start Date 01-Jan-2012, End Date 31Dec-2012). Step 2: Check that all active programs have this New Year. Navigation: Total Compensation > Programs and Plans > Programs > Periods tab. Step 3: Check that all active plans have this New Year. Navigation: Total Compensation > Programs and Plans > Plans > Details button.

Verifying Plan Year Periods and Complete Plan Design using Total Compensation WizardUsing the Total Compensation Wizard you can verify the program setup and plan year periods. To view the plan years (and other existing setup): Navigation: Total Compensation > Total Compensation Setup Wizard Business Area: Health and Welfare Program Task: View Plan Design Search by Program


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Select Program you want to verify and continue Expand the Year Periods under Programto view periods associated with Program Under Program, expand Plans and under each plan expand Year Periods to verify periods associated with each plan. Using the same process you can verify the complete Program and Plan Design by expanding each section.

Update Plan Year Periods using Total Compensation WizardUsing the Total Compensation Wizard, changes to program setup can be made as part of a single process. The changes can be made and saved for later with a final review before submission to the database. Navigation: Total Compensation > Total Compensation Setup Wizard Business Area: Health and Welfare Program Task: Update a Health and Welfare Program Enter the Process Name (eg. Change Plan Years) Effective Date: 01-JAN-2012 Select the Program Name Select the Appropriate Date Track Mode (in this example Choose the Date Track Mode as Make changes from effective date onwards since you need to update the plan years) Choose Appropriate Plan Design Data Copy mode Click continue Click On Update Button Under the Program Details Section Scroll Down to the Area Program and Plan Years Enter Start of First Year Enter End of First Year Also you can enter value in How Many Additional Years Click Go Apply the Changes Submit the Changes in the Next Page For more information please refer to Roadmap to the Benefits Program Business Area of the Plan Design Wizard (Doc ID 330033.1)

Add the Scheduled Life Event to the ProgramThe Open life event must be added to the Program (and any Plans Not in Program that go through an annual enrollment) with the important dates and enrollment codes for processing. Audience: OAB

Open Life Event: Processing DatesNavigation: Total Compensation > Programs and Plans > Program Enrollment Requirements > Timing > Scheduled > General dropdown box


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Enrollment Type: Enrollment or Availability Period:

Open Add your Open Enrollment period. Example: 01-Nov-2011 to 30-Nov-2011

Assigned Life Event Date: 01-Jan-2012* (see note below) Defaults Will be Assigned on: 01-Nov-2011**** (See Note Below) No further processing is allowed after: 15-Dec-2011 Close Enrollment Date to Use: Processing End Date ** (see note below) Year Period: 01-JAN-2012 to 31-DEC-2012 Period Determination Code: Recommended code: Later of Enrollment Period Start Date or Future Enrollments Start Date.*** (see note below)

Notes *The Assigned Life Event date is important for the consideration of derived factors, such as imputed income. For imputed income in the United States, the participants age is calculated as of the end of the current year. So for 2012, the participants age is calculated as of 31-Dec-2012. If the Assigned Life Event is in late December of 2011 for the 2012 plan year, the persons age will be calculated as of 31-Dec-2011, which will be incorrect for imputed income purposes. **Close Enrollment Date to Use: May be set to Processing End Date when there is a time between the end of the participants enrollment period and the date of the life event (01-Jan). This allows adjustments to be made before the life event is closed. May also be set to When Enrollment Period Ends when there are no additional processing days. *** Period Determination Code: Although Using this code is optional oracle recommends using code which is suitable for your business requirement. Using this code You can configure how enrollment periods are determined when an event is backed-out and reprocessed, or when the event occurs within the enrollment window of another life event. This code enables you to enforce business rules around the dates on which elections can be made by the participant when colliding events take place, or an event is backed-out and reprocessed. See MyOracleSupport Note : 316723.1. After a Life Event is Backed Out, Why is the Enrollment Period Changed? Or MyOracleSupport Note 285137.1 - 11.5.10 New Functionality Support Quick Reference Determine Enrollment Periods for OAB Life Events for further detail. Recommended code: Later of Enrollment Period Start Date or Future Enrollments Start Date. ***** Defaults Will be Assigned on: For Advanced Benefits users, enter a Defaults Will be Assigned on date to specify the date on which default benefits assignments are made when participants fail to make their choices as part of this scheduled enrollment. Oracle recommendation is to use First Day of Enrollment Period as Defaults to assign Date. ***** No further processing is allowed after: Choose a No Further Processing is Allowed After date to specify the latest date on which the plan sponsor can apply elections applicable to this enrollment period.


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Open Life Event: Coverage and Rate Dates Navigation: Total Compensation > Programs and Plans > Program Enrollment Requirements > Timing > Scheduled > Coverage dropdown box: Enrollment Coverage Start Date: Enrollment Coverage End Date: Rate dropdown box: Enrollment Rate Start Date: Enrollment Rate End Date: As of Event Date One Day before Event As of Event Date One Day before Event

Select the codes that meet your business requirements. Note that if running the Open life event in November for the new January 1 plan year, the Coverage and Rate Start Date Codes can be As of Event Date. This will use the Life Event Occurred On Date and start coverage and rates on January 1, if this meets your business requirement.

MyOracleSupport Note 247317.1 Oracle Applications HRMS Compatible Start and End DateCodes provides the compatible start and end date codes for Enrollment, Rates and Coverages.


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Open Life Event: Enrollment Codes Navigation: Program Enrollment Requirements > Life Event > Program (or Plan Type or Plan) > Enrollment dropdown box. Add the Open life event and any desired Enrollment codes. For example: Method: Explicit Enrollment Code: Current, Can Keep or Choose; New, Can Choose Default Enrollment: New, Defaults; Current, Same Enrollment and Rates MyOracleSupport Note 455664.1 - Do the Codes Set at Plan Enrollment Requirements Override Those Set at Program Enrollment Requirements?

Adding Scheduled Life Event to the Program using Total Compensation WizardUsing the Total Compensation Wizard you can add the scheduled Life events Such as Open and Administrative all the changes to program setup can be made as part of a single process. The changes can be made and saved for later with a final review before submission to the database. Navigation: Total Compensation > Total Compensation Setup Wizard Business Area: Health and Welfare Program Task : Update a Health and Welfare Program Enter the Process Name (eg. Add Scheduled Life Event) Effective Date: 01-JAN-2012 Select the Program Name Select the Appropriate Date Track Mode (in this example Choose the Date Track Mode as Make changes from effective date onwards since you need to update the program enrollment requirements) Choose Appropriate Plan Design Data Copy mode Click continue Click on Go To Task List Select the Task Enrollment Timing Click on Add Scheduling Requirements Under Open Enrollment Region Add Information in the fields: Enrollment Period Start Date (Eg. 01-NOV-2011) Enrollment Period End Date (Eg. 30-NOV-2011) Plan Year Period (01-JAN-2012 to 31-DEC-2012) Assigned Life Event Occurred Date (01-JAN-2012) Choose Close Enrollment Period Code Assign Defaults Date Click on Save for Later or Click on Next Task You can Add the Coverage / Rate Start and end dates by Going to the Area Coverages and Rates on the Review Page.


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For Information Please refer to Note 330033.1 - Roadmap to the Benefits Program Business Area of the Plan Design Wizard

Add Reinstatement Codes to the Scheduled Life EventAudience: OAB ONLY Attention: Enrollments will not be re-instated if the life event is backed out with Voided Status. Reinstatement will only work only if the life event was backed out with Unprocessed Status. Reinstatement codes were delivered that handle back outs and reinstating elections (MyOracleSupport Note 333568.1 Reinstatement Functionality Family Pack K and Above). For the Open life event you may want to configure reinstatement codes so that if open enrolment event gets backed out i.e.) due to rate change any elections that were made can be reinstated. You can add codes to Program Enrollment Requirements as well as the Plan Enrollment Requirements for Plans Not in Program that go through an annual enrollment. The codes are: Reinstate all if no electability change for life event Reinstate if no change for backed out enrollment Reinstate if electability exists for backed out result Never Reinstate Always use overridden rates Override the rates if no change

1. Reinstate all if no electability change for life event: (default value if no reinstatement code was choosen) This code reinstates elections if the application detects no change to a persons electability when you back out and reprocess a life event. This is how the system currently handles reinstatement. The Participation Process compares all programs and plans not in program that are processed as part of the life event and reinstates elections only if the electability of ALL compensation objects is identical between the backed out and reprocessed event (i.e. rates, benefit amounts, dates). 2. Reinstate if no change for the backed out enrollment. This code reinstates elections if the person maintains electability for the backed out elections, provided that activity rates, coverage amounts, and dependent designation information has not changed based on the new life event. With this reinstatement code, the Participation Process reinstates elections if the person has an electable choice and the backed out and current election data are identical. This code only validates against the participants original elections and does not reference the other electable choices for the


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life event, unlike the Reinstate all if no electability change for life event code where the application validates all electable choices. 3. Reinstate if electability exists for the backed out result This code reinstates elections if the person maintains electability for the backed out enrollment results, even if activity rates, coverage amounts, and dependent designations change when you process the subsequent life event. 4. Never Reinstate This code indicates that the Participation Process should never reinstate backed out enrollment results. 5. Override the rates if no change (Default Code if no Override Code was Chosen) This code reinstates any overridden data from backed out results only if there is no change in the backed out and current electable choice data. For example, a benefits administrator processes an election and overrides the activity rate, then backs out the enrollment result. If the enrollment rate for the reprocessed life event is different than the rate for the backed out life event, the Participation Process reinstates the election using the newly calculated enrollment rate and ignores the overridden value. If there is no change in the data, the Participation Process reinstates the prior election and applies the override value. 6. Always use overridden rates This code reinstates any overridden data from backed out enrollment results even if there is a change in the backed out and current electable choice data. For example, a benefits administrator processes an election and overrides the activity rate, then backs out the enrollment result. When you reprocess the backed out event, the Participation Process reinstates the election using the newly calculated enrollment rate, then applies the overridden value.


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Open Life Event: Reinstatement CodesNavigation: Total Compensation > Programs and Plans > Program Enrollment or Plan Enrollment Requirements > Timing > Scheduled > General drop down box-> Reinstatement

Reinstatement Code:Select the codes that meet your business requirements by reviewing the whitepaper note below from MyOracleSupport Webite. For example: Reinstatement Code: Reinstate if electability exists for the backed out result

Notes *Reinstatement codes are not required. If you do not configure the reinstatement code it will default Reinstate all if no electability change for life event which means if there is any change in electable choices for that life event the elections will not be reinstated. Please refer to white paper published on MyOracleSupport - Note 333568.1 Reinstatement Functionality.

Assess and Modify Derived Factors and EligibilityOpen Enrollment is an excellent time to assess all derived factors to ensure that any new factors are added; any existing factors are modified if necessary, and that the determination codes are correct. For example: Length of service may have new requirements Spousal and/or Child Life may be new benefit offerings and will need Age factors created. Navigation: Total Compensation > General Definitions > Eligibility/Rate Factors > Derived Factors This is also an ideal time to assess current eligibility to ensure that participants are eligible for the correct comp objects. For example: If many Participation Overrides are manually being done, review the eligibility profiles for the comp objects being overridden. If service areas are changing, modify the existing zip codes and/or service areas accordingly. Navigation: Total Compensation > General Definitions > Eligibility/Rate Factors Total Compensation > General Definitions > Eligibility Profiles


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Assess and Modify Derived Factors and Eligibility Using Total Compensation Setup WizardYou can define and attach eligibility profiles to a compensation object to restrict participant eligibility using the total compensation setup wizard Task#4 Eligibility Navigation: Total Compensation > Total Compensation Setup Wizard Business Area: Health and Welfare Program > Update a Health and Welfare Program Select the Task #4 Eligibility Specify the level to which you will attach eligibility profiles (Program, Plantype in Program, Plan in Program, Plan and Option in Plan) Either Select existing Profile to view and Update or create and add a entirely New Profile. For more Information Please refer to Note 330033.1 - Roadmap to the Benefits Program Business Area of the Plan Design Wizard

End Existing Plans That Are No Longer Being OfferedPlans that will not be offered in the new plan year need to be modified so that a participants enrollment is ended, and no new enrollments are made into this plan. Procedure A: Add an eligibility profile to this plan that no participant will meet (example: create a Benefits Group of No Longer Offered, attach this to the Plan as of the first day of the new plan year. This may also be attached to a Plan in Program, in the event that a plan is no longer being offered in one program, but not another. Example: 1.Date-track to the first day of your plan design to create the eligibility profile. 2.Navigation: Total Compensation >Eligibility/Rate Factors >Benefits Group. 3.Create a new benefits group (example: No Longer Offered) 4. Total Compensation > Eligibility Profiles > Participant 5.Create a new eligibility profile. Add the benefits group under the Other tab. 6.Date-track to the first day of your new plan year (01-Jan-2012) 7.Navigation:Total Compensation > Programs and Plans > Plans > Query the plan > Plan Eligibility button > Eligibility button > add the name of the eligibility profile created above. When prompted, save as an Update, not a Correction. (Note: If using a Coverage or Rate End Date Code of 1 Prior or Event, then date-track to 31Dec-2011 to perform the above step. The date to use will depend upon a companys plan design and must be thoroughly tested.) OAB: The Open Life Event will recognize that participants will not be eligible, and will end their coverage. OSB: Eligibility will be evaluated if the Non-Flex form is opened on 01-Jan-2012 and the participant will be found ineligible. Another choice is to run the Maintain Participant Eligibility process on 01-Jan-2012 and this will also find the participant ineligible for this comp object and coverage will cease. Coverage and Rates (and thus element entries) will end based on the plan design setup for Coverage End Date and Rate End Date.


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Procedure B: You may also use an Enrollment Code of Current Lose Only; New Nothing. This code can be placed on the Program Enrollment Requirements > General > Plan level with a date track date of 01-Jan-2012. When the Open life event is processed, all current participants will be de-enrolled and no new participants will be allowed to make elections into this plan. Once all participants have been de-enrolled from the plan, set the plan status to Inactive. (Please refer to Post Open Enrollment Steps Inactivating Plans that are no longer being offered Section) The Following script can be used during Mock Open enrollment and while performing Post Open Enrollment to confirm that all the enrollments are ended before inactivating the plan. Select * from ben_prtt_enrt_rslt_f Where enrt_cvg_thru_dt = 31-Dec-4712 And pl_id = ; (It should return no rows) Or You may run the Eligibility and Enrollment List report to see who is enrolled in a particular plan.

Important!! : Please review the section Review Default Enrollment Setup if you are moving the existing enrollments into new plans/options before end dating any existing plans/options.

Ending Existing Plans Using Total Compensation Setup WizardYou can also use TCW to End Existing Plans That Are No Longer Being Offered. You Can Select Task 2-Plans and Options - to change status of existing plans and Options after all the deenrollments are done Or if you want to use Eligibility method you can use Task 4-Eligibility to modify eligibility.


End Existing Options That Are No Longer Being OfferedOptions that will not be offered in the new plan year need to be modified so that a participants enrollment is ended, and no new enrollments are made into this option. Procedure A: Add an eligibility profile to this option in plan that no participant will meet (example: create a Benefits Group of No Longer Offered, attach this to the Plan as of the first day of the new plan year. Example: 1.Date-track to the first day of your plan design to create the eligibility profile. 2.Navigation: Total Compensation >Eligibility/Rate Factors >Benefits Group. 3.Create a new benefits group (example: No Longer Offered)


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4. Total Compensation > Eligibility Profiles > Participant 5.Create a new eligibility profile. Add the benefits group under the Other tab. 6.Date-track to the first day of your new plan year (01-Jan-2012) 7.Navigation:Total Compensation > Programs and Plans > Plans> Options > Option Eligibility button > Eligibility button > add the name of the eligibility profile created above. When prompted, save as an Update, not a Correction. (Note: If using a Coverage or Rate End Date Code of 1 Prior or Event, then date-track to 31Dec-2011 to perform the above step. The date to use will depend upon a companys plan design and must be thoroughly tested.) OAB: The Open Life Event will recognize that participants will not be eligible, and will end their coverage. OSB: Eligibility will be evaluated if the Non-Flex form is opened on 01-Jan-2012 and the participant will be found ineligible. Another choice is to run the Maintain Participant Eligibility process on 01-Jan-2012 and this will also find the participant ineligible for this comp object and coverage will cease. Coverage and Rates (and thus element entries) will end based on the plan design setup for Coverage End Date and Rate End Date. Procedure B: You may also use an Enrollment Code of Current Lose Only; New Nothing. This code can be placed on the Plan Enrollment Requirements > General > Option level with a date track date of 01-Jan-2012. When the Open life event is processed, all current participants will be de-enrolled and no new participants will be allowed to make elections into this option. Once all participants have been de-enrolled from the option, set the option status to Inactive. (Please refer to Post Open Enrollment Steps Inactivating Options that are no longer being offered Section) The Following script can be used during Mock Open enrollment and while performing Post Open Enrollment to confirm that all the enrollments are ended before inactivating the option in plan. ***Select * from ben_prtt_enrt_rslt_f Where enrt_cvg_thru_dt = 31-Dec-4712 And pl_id = and oipl_id = 'Enter option in plan id '; (It should return no rows)


End Existing Options That Are No Longer Being Offered Using Total Compensation Setup WizardYou can also use TCW to End Existing Option in plans That Are No Longer Being Offered. You Can Select Task 2-Plans and Options - to change status of existing plans and Options after all the deenrollments are done Or if you want to use Eligibility method you can use Task 4-Eligibility to modify eligibility.


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Add New PlansPlans must be active on the first day of the enrollment period (not the first day of the new plan year) for an event in order to be eligible for election. Therefore, if participants are able to enroll in a new plan on a date before the plan actually becomes effective, these steps must be followed. For example: Plan Year = Calendar Year Open enrollment = 01-Nov-2011 to 30-Nov-2011 Open life events Occurred On date (event date) = 01-Jan-2012 If a plan is new for the 2012 Plan Year, you cannot add the plan to the Program effective 01-Jan2012. The plan will not show up in the list of values (LOV) on any enrollment form. Rather, using the example above, the plan must be active as of 01-Nov-2011 at a minimum (preferably 01-Jan2011 or the beginning date of your plan design (01-Jan-1951) to be considered for the 2012 Plan Year. Procedure to add a new plan to a program for the upcoming plan year: Procedure A: (Recommended) If you are on HRMS FP K or higher, you may perform the following steps to add new Plan for upcoming open enrollment: 1. Navigate to Total Compensation > Programs and Plans > Plan form. Date-track to the beginning of the plan year prior to the plan year in which the plan become effective (i.e., plan becomes effective 01-Jan-2012, then date track to 01-Jan-2011 to add the plan). 2. Create the new plan with a status of Active. 3. Add Plan Years (Plan > Details) and begin with the new plan year. (Example: if the new plan is effective 01-Jan-2012, the first plan year attached to the plan should be 01-Jan-2012 -> 31-Dec-2012.) 4. Navigate to the Total Compensation > Programs and Plans > Program form. Attach the new plan (and plan type if this is also newly-created) to the Program (under the Program > Plans and Plan Types button) as of the first day of the plan year(1-Jan-2011) and attach it in Active status. Repeat this step for each program that the plan is being added to. If setting this Plan as Not in Program, this step is not necessary. 5. If OSB, navigate to the Total Compensation > Programs and Plans > Program Enrollment Requirements form > Plan tab. Select the newly added plan(s). Check the box for Allows Unrestricted Enrollment. Save. Procedure B:


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1.

Navigate to Total Compensation > Programs and Plans > Plan form. Date-track to the beginning of the plan year prior to the plan year in which the plan become effective (i.e., plan becomes effective 01-Jan-2012, then date track to 01-Jan-2011 to add the plan).

2. Create the new plan with a status of Pending. 3. Add Plan Years (Plan > Details) and begin with the first plan year prior to the new plan year. (Example: if the new plan is effective 01-Jan-2012, the first plan year attached to the plan should be 01-Jan-2011 -> 31-Dec-2011.) Note: If you are creating the plan as of 01Nov-2011, you will not see the 2011 plan year available on this Details form. In this case, begin with selecting the 2012 plan year period. Navigate to the Total Compensation > Programs and Plans > Program form. Attach the new plan (and plan type if this is also newly-created) to the Program (under the Program > Plans and Plan Types button) as of the first day of the plan year prior to it becoming effective (i.e., 01-Jan-2011) and attach it in Pending status. Repeat this step for each program that the plan is being added to. If setting this Plan as Not in Program, this step is not necessary. 5. If OSB, navigate to the Total Compensation > Programs and Plans > Program Enrollment Requirements form > Plan tab. Select the new plan added. Check the box for Allows Unrestricted Enrollment. Save. 6. The Pending status should be changed to Active as an update on 01-Jan-2012. This should be done before Open Enrollment is started, so that the plan will be available in the list of electable choices for a participant to choose. So add the plan as Pending, then immediately date-track forward to 01-Jan-2012 and make an Update to Active. Also do the same for the navigation in Step 4, setting the Plan to Active in each program that it is attached to. Save as an Update. Procedure C: 1. Navigate to Total Compensation > Programs and Plans > Plan form. 2. Date-track to the beginning of the plan year prior to the plan year in which the plan become effective (i.e., plan becomes effective 01-Jan-2012, then date track to 01-Jan-2011 to add the plan). 3. Create the new plan with a status of Active. 4. Add Plan Years (Plan > Details) and begin with the first plan year prior to the new plan year. (Example: if the new plan is effective 01-Jan-2012, the first plan year attached to the plan should be 01-Jan-2011 -> 31-Dec-2011.) Note: If you are creating the plan as of 01Nov-2011, you will not see the 2011 plan year available on this Details form. In this case, begin with selecting the 2012 plan year period. 5. Add an eligibility profile to the plan (on 01-Jan-2011) that no participant will satisfy until the time of open enrollment. 6. Date-track to the first day of your plan design to create the eligibility profile. 7. Navigation: Total Compensation >Eligibility/Rate Factors >Benefits Group. 8. Create a new benefits group (example: Inactive) 9. Total Compensation > Eligibility Profiles > Participant 10. Create a new eligibility profile. Add the benefits group under the Other tab 11. Date track to 01-JAN-2011 or the Plan Creation Date and Navigate to the Total Compensation > Programs and Plans > Plan > Eligibility > Eligibility form. Attach the Eligibility profile which you have created above.

4.


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12. Navigate to the Total Compensation > Programs and Plans > Program form. Attach the new plan (and plan type if this is also newly-created) to the Program (under the Program > Plans and Plan Types button) as of the first day of the plan year(1-Jan-2011) and attach it in Active status. 13. Date-track to 01-Jan-2012 and Delete the eligibility profile that was added earlier on Plan eligibility form and Save as an Update.

Add New Plans/Update Existing Plans Using Total Compensation Setup WizardYou can Add New Plans using TCW > Update a Health and Welfare Program> Task 2-Plans and Options Create plan with an effective date of 01-jan-2011 Or If you want to make any modifications to existing plans you can use TCW > update a Health and Welfare Program with an effective date of 01-jan-2012.

Add New Options to Existing PlansIf a new Option is being added to an existing Plan, You can use Procedure A or Procedure B : Procedure A: (Recommended) 1. Navigate to Total Compensation > Programs and Plans > Options form. Date-track to the beginning of the year prior to the year in which the Option become effective (i.e., option becomes effective 01-Jan-2012, then date track to 01-Jan-2011 to create new option). 2. Create the new Option. 3. Navigate to the Total Compensation > Programs and Plans > Plan > Options form. Attach the new Option to the Plan as of the first day of the plan year prior to it becoming effective (i.e., 01-Jan-2011) and attach it in Pending status. Repeat this step for each Option that has to be added. 4. The Pending status should be changed to Active as an update on 01-Jan-2012. This should be done before Open Enrollment is started, so that the plan will be available in the list of electable choices for a participant to choose. So add the Option as Pending, then immediately date-track forward to 01-Jan-2012 and make an Update to Active. Also do the same for the navigation in Step 4, setting the Option to Active in each Plan that it is attached to. Save as an Update. Procedure B: 1. Navigate to Total Compensation > Programs and Plans > Option form. 2. Date-track to the beginning of the plan year prior to the plan year in which the plan become effective (i.e., plan becomes effective 01-Jan-2012, then date track to 01-Jan-2011 to add the plan). 3. Create the new Option. 4. Navigate to the Total Compensation > Programs and Plans > Plan > Options form. Attach the new Option to the Plan as of the first day of the plan year prior to it becoming effective (i.e., 01-Jan-2011) and attach it in Active status 5. Add an eligibility profile to the option in plan (on 01-Jan-2011) that no participant will satisfy until the time of Open Enrollment.


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6. Date-track to the first day of your plan design to create the eligibility profile. 7. Navigation: Total Compensation >Eligibility/Rate Factors >Benefits Group. 8. Create a new benefits group (example: Inactive) 9. Total Compensation > Eligibility Profiles > Participant 10. Create a new eligibility profile. Add the benefits group under the Other tab 11. Navigate to the Total Compensation > Programs and Plans > Plan > Option > Option Eligibility > Eligibility form. Attach the Eligibility profile that you have created above. 12. Date-track to 01-Jan-2012 and Delete the eligibility profile that was added earlier and Save as an Update.

Add New Options /Update Existing Options Using Total Compensation Setup WizardYou can Add New Options using TCW > Update a Health and Welfare Program> Task 2-Plans and Options Create Option with an effective date of 01-jan-2011 Or If you want to make any modifications to existing options you can use TCW > update a Health and Welfare Program with an effective date of 01-jan-2012.

Check Self Service Display on Plan Type (If using SSBEN)Navigation: Total Compensation > Programs and Plans >Program Enrollment Requirements >General >Plan Type Set it to vertical or horizontal depending on the plan design and business requirements. The default self-service display if nothing is chosen is Horizontal. Review the self service display order on the standard rates when any change is made to the plan type self service display

Add New Rates to New Comp ObjectsNavigation: Total Compensation > Rate/Coverage Definitions > Standard Rates Navigation: Total Compensation > Rate/Coverage Definitions > Variable Rates New Standard Rates and variable rates have to be created / added with the same date as the New Compensation object start date (Program or plan or option) For example, in the above sections the New Plan and New Options are added as of 01-JAN-2011, so the standard rate and variable rates have to be added with the same date i.e. 01-JAN-2011. To verify the rates, run the Benefit Confirmation and Summary Report. You can only verify the rates AFTER open has been run.

Add New Rates to Plans using Total Compensation Setup WizardYou can Add New Rates to New Comp Objects using Task 2- Plans and Options of TCW. This is done as Part of process to add new plans

Add Premiums to New Comp Objects


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Navigation: Total Compensation > Rate/Coverage Definitions > Actual Premiums New Premiums have to be created / added with the same date as the New Compensation object start date (Program or plan or option) For example, in the above sections the New Plan and New Options are added as of 01-JAN-2011, so the new premiums have to be added with the same date i.e. 01-JAN-2011.

MyOracleSupport Note.256172.1 Additional Information Regarding The Premium Calculation Process: MyOracleSupport Note 279562.1 - How to Update Premiums Mid-Year To verify the rates, run the Benefit Confirmation and Summary Report. If the premiums are new along with new plans/options, employees must enroll in those plan/options for them to be properly calculated.

Modify Rates and Premiums on Existing Comp ObjectsUpdate Variable Rates: (Note: Also see Mass Update of Rate Section Below) Navigation: Total Compensation > Rate/Coverage Definitions > Variable Rates 1. Update Variable Rate Profiles for any changes to rates, such as on Life Insurance for the New Plan year. 2. Date-track to the first day of your new plan year (01-Jan-2012). Select the Variable Rate Profile and make the necessary modification to the calculation. When prompted, save as an Update, not as Correction. (See Important!!! Below) 3. If Variable Rate Profiles are currently attached to existing Standard Rates, and these Variable Rates are changing (example: replacing current Variable Rates with new Variable Rates, then end-date the existing Variable Rates as of 31-Dec-2011 (or of current plan year). Then enter the new Variable Rates as of 01-Jan-2012 (for the new plan year) - Navigation: Total Compensation > Rate/Coverage Definitions > Standard Rates > Variable Rate Profiles Important!!! If you accidentally Save the rate as Correction and have processed any life event after doing so, you might have to backout the life event that has been processed and correct the rates and reprocess the life event. Incorrectly saving the rates as correction may lead to loss of history of previous rates and also data corruption in some cases, so exercise caution when performing any kind of modification to existing rates. Update Standard Rates: Note: Also see Mass Update of Rate Section Below) Navigation: Total Compensation > Rate/Coverage Definitions > Standard Rates 1. Update Standard Rates for any changes to rates, such as on Life Insurance. 2. Date-track to the first day of your new plan year (01-Jan-2012) Select the Standard Rate and make the necessary modification to the calculation and other areas and When prompted, save as an Update, not as Correction. (See Important!!! Below) 3. If Variable Rate Profiles are currently attached to existing Standard Rates, and these Variable Rates are changing (example: replacing current Variable Rates with new Variable Rates, then end-date the existing Variable Rates as of 31-Dec-2011 (or of current plan year). Then enter the


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new Variable Rates as of 01-Jan-2012 (for the new plan year) - Navigation: Total Compensation > Rate/Coverage Definitions > Standard Rates > Variable Rate Profiles Important!!! If you accidentally Save the rate as Correction and have processed any life event after doing so, you might have to backout the life event that has been processed and correct the rates and reprocess the life event. Incorrectly saving the rates as correction may lead to loss of history of previous rates and also data corruption in some cases, so exercise caution when performing any kind of modification to existing rates.

Check Self Service Display Order on Standard rate (If using SSBEN)For Plan Types with SS Display Format Code set as 'Vertically': The Rate Order Number is the driving column. So, Rates information will be shown based on the Order Number column in the following pages 1. Benefit Selection Page 2. Enrollment Overview Page 3. Confirmation Page 4. Current Benefits Page In other words, the corresponding rates with order numbers 1, 2, 3 and 4 will be displayed in the corresponding Cost columns. In all the above 3 pages, the rates (with Display on Enrollment checked) are shown based on the Tax Type and Activity Type. The following is the classification. Column Cost1 Cost2 Cost3 Cost4 Criteria Tax Type - PRETAX, NOTAPPLICABLE (the latter handles cases where only one 'Not Applicable' tax type rate is defined)** Tax Type AFTERTAX Activity Type - Self Service Display Anything other than the above 3 cases (TAXABLE, NONTAXABLE)

If the 'Self Service Display' set up at the Plan Type level is horizontal, Total Compensation > Programs and plans > Plan Types then the number "1" will be automatically displayed on the "Self Service Display Order" from Processing Information tab Standard Rates Form. User will not be able to update this field. MyOracleSupport Note.738332.1 - Unable To Display After-Tax Cost In SSBEN: MyOracleSupport Note.559485.1 - Unable To View List Of Values For Self Service Display Order Field: MyOracleSupport Note: 240317.1 Self Service Benefits Errors with the Activity Base Rate Does Not Exist As Of the Effective Date Important!!! It is very important to test the self-service issues during mock open enrollment Update Premium Navigation: Total Compensation > Rate/Coverage Definitions > Actual Premiums 1. Update Premiums for any changes to the amounts charged by providers.


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2.

Date-track to the first day of your new plan year (01-Jan-2012). Select the Premium and make the necessary modification. When prompted, save as an Update, not as Correction. (See Important!!! Below)

Important!!! If you accidentally Save the rate as Correction and have processed any life event after doing so, you might have to backout the life event that has been processed and correct the rates and reprocess the life event. Incorrectly saving the rates as correction may lead to loss of history of previous rates and also data corruption in some cases, so exercise caution when performing any kind of modification to existing rates.


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Mass Update of Rates Using Total Compensation Wizard*(Family Pack K RUP1 and Above) Navigation : Total Compensation > Total Compensation Wizard > [Select a Business Area] > Health and Welfare Program > Mass Update of Rates 1. Total Compensation Wizard launches Oracle Applications Framework page. 2. You can also use the HRMS Configuration Workbench responsibility to get to this page 3.Mass Update of Rate allows updating Benefits related standard and variable rates defined with a calculation method of: Flat amount Multiple of Compensation Multiple of Coverage No standard values used Limitation: 1. Currently Premiums and Coverages are not handles by Mass Update of Rates. 2. Also if the variable rates attached to standard rates are changing, after performing the mass update of variable rates, you need navigate to Standard Rate form from PUI and End date the Old Variable rate profiles as of 31-dec-2011 and Then enter the new Variable Rates as of 01-Jan-2012 (for the new plan year) - Navigation: Total Compensation > Rate/Coverage Definitions > Standard Rates > Variable Rate Profiles. Mass Update of rates will not automatically attach the Changed Variable Rate Profile to the standard rate. Please refer to following Docs for additional Information: MyOracleSupport Note.737475.1 Mass Update of Rates Does Not Show All Variable Rates: MyOracleSupport Note.393547.1 How To Do A Mass Update Of Existing Rates In Benefits? MyOracleSupport Note.391677.1 Plan Design Wizard Update Rates Does Not Pull All Variable Rate Profiles:


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Modify Elements on Existing RatesNavigation: Total Compensation > Rate/Coverage Definitions > Standard Rates Elements attached to Standard Rates may need to be modified for the new plan year. Examples: (1) If elements were generic (such as Medical) and now elements by name or plan (BCBS or BCBS-EE) are desired; (2) If new FSA elements are desired for new payroll balances; (3) if the termination rule used on benefit element is Actual Termination and you need to set up new elements using Final Process Date; and (4) if any other changes are needed to elements and/or element links that will require a new element on the Standard Rate. Date-track to 01-Jan-2012 of the new plan year. Query the Standard Rate to be changed. Change the element entry to the new element. Save as an Update, not as Correction. (See Important!!! Below) Note: If calculation method of standard rate is Enter Value at Enrollment and if the employee is not making any changes to the plan during the open enrollment (i.e. saving without making any changes) the new element which was updated / attached to standard rate will not be carried forward and you will see the old element on the person element entry screen Important!!! If you accidentally Save the rate as Correction and have processed any life event after doing so, you might have to backout the life event that has been processed and correct the rates and reprocess the life event. Incorrectly saving the rates as correction may lead to loss of history of previous rates and also data corruption in some cases, so exercise caution when performing any kind of modification to existing rates.

Modify Links on Existing ElementsImportant: Payroll department should work in Sync with Benefits department before modifying any existing element links, as it has serious implications in benefits module. There should be a communication process defined between both the departments to send the information prior to the modification of any existing element links. Benefits department need to review the links and perform necessary tasks from benefits side (listed below) before approving the change to the element link, not doing so can result in data corruption in benefits and payroll. The existing Element Links may also require update. For example, you may wish to update the existing Medical element link from Costed to Not Costed, by navigating to Total Compensation Basic Link. 2. If an Element is already in use, and therefore element entries exist in employee payroll, then an Open or Administrative life event MUST accompany this change to update employee records. 3. You cannot update the link on an element without a life event being processed on the same update date. 1. IMPORTANT: By no means, should you end-date an existing (used) Link, create a brand new link, and not follow this up with an Administrative or Open life event. If you do so, you will risk not being able to conduct any future Backout of enrollments.


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MyOracleSupport Note 455342.1 Administrative Life Event Restarting Benefits Elements: MyOracleSupport Note 566123.1 OAB Elements Getting End Dated After Assignment Change.

Flex Credits and Benefit PoolsAudience: OAB Add New Flex Credit Navigation: Total Compensation > Rate/Coverage Definitions > Flex Credits New Flex credits have to be created / added with the same date as the New Compensation object start date (Program or plan or option) For example, in the above sections the New Plan and New Options are added as of 01-JAN-2011, so the new flex credits have to be added with the same date i.e. 01-JAN-2011. 2. Add the Flex Credits and attach to the new comp object created. 1. Add the new Flex Credits to a new or existing Benefit Pool Navigation: Total Compensation > Rate/Coverage Definitions > Benefit Pool. 1. You may be add the new flex credit to the new benefit pool or existing benefit pool 2. If creating new benefit pool, then it has to be created / added with the same date as the New Compensation object start date (Program or plan or option) For example, in the above sections the New Plan and New Options are added as of 01-JAN-2011, so the new benefit pool have to be added with the same date i.e. 01-JAN-2011. 3. You may then add the flex credit created above to the new benefit pool 4. If you are adding the flex credit to the existing benefit pool, date track to 01-JAN-2012 or new Plan year and add the flex credit and save as update, not correction Modify existing Flex Credits Navigation: Total Compensation > Rate/Coverage Definitions > Flex Credits Date-track to the first day of your new plan year (01-Jan-2012). Select the Flex Credit and make the necessary modification. When prompted, save as an Update, not as Correction. (See Important!!! Below) Important!!! If you accidentally Save the rate as Correction and have processed any life event after doing so, you might have to backout the life event that has been processed and correct the rates and reprocess the life event. Incorrectly saving the rates as correction may lead to loss of history of previous rates and also data corruption in some cases, so exercise caution when performing any kind of modification to existing rates.

End Existing Flex Credits Navigation: Total Compensation > Rate/Coverage Definitions > Flex Credits Date-track to the first day of your new plan year (01-Jan-2012) change the amount on the Flex Credit form > Calculation tab to zero and when prompted, save as an Update, not as Correction. (See Important!!! Below) Note: If you are implementing new flex program, please refer to MyOracleSupport NOTE 209223.1 - Managing Total Compensation Using Oracle HRMS


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Important!!! If you accidentally Save the rate as Correction and have processed any life event after doing so, you might have to backout the life event that has been processed and correct the rates and reprocess the life event. Incorrectly saving the rates as correction may lead to loss of history of previous rates and also data corruption in some cases, so exercise caution when performing any kind of modification to existing rates.


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Review Default Enrollment SetupAudience: OAB only After you have added and modified the new/existing compensation objects, you might want to review the default enrollment setup on these compensation objects and for the entire plan design as a whole. 1. Pre-Open Enrollment is best time to review your requirement for default enrollment and add or modify default enrollment codes at level suitable for your business need for the current year open enrollment Navigation: TC > Programs and Plans > Program Enrollment Requirement > General or Life Event > Program/Plan Type/Plan > Enrollment Region Default enrollment Code Navigation: TC > Programs and Plans > Plan Enrollment Requirement > General or Life Event > Plan/Option > Enrollment Region Default Enrollment code It is important to note that the same default enrollment requirements may not be suitable for the current year open enrollment, hence it is advised to review your setup for default enrollment code in each open enrollment period and test the codes during the Mock Open enrollment. 2. You might need to add a fast formula (formula type: Default Enrollment) in case your business need requires carry forward of existing enrollments into a newly created compensation object (such as new plan or new option) Please refer to MyOracleSupport Note 218059.1-Oracle Fast Formula Reference Guide for Standard and Advanced Benefits for sample formula. For sample default enrollment fast formula

Review Default Enrollment Setup Using Total Compensation Setup WizardYou can Review Default Enrollment Setup using Task 6-Default Enrollment For More Information Please refer to Note 330033.1

Start New Coverage for Flexible Spending Accounts (FSA)Coverage in Flexible Spending Account (FSA) plans may need to be restarted each plan year with the desired election amount explicitly entered. If a participant is currently enrolled, their coverage should end on 31-Dec and restart on 01-Jan. The procedures are given for both OAB and OSB. Optional: The Eligibility and Enrollment List may be run prior to Open Enrollment to obtain a list of current enrollees in each FSA plan, and their current elected amount. The same report may be run after the open enrollment period has ended to verify that coverage has been re-elected, or ended, according to participant elections. See the Appendix of Sample Reports for the Eligibility and Enrollment List. Audience: OAB The plan type (or plan) may be set with an enrollment code to start new coverage for the new plan year. Also, if a participant with current year coverage should be required to reselect coverage for the New Year, a default code may be used.


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===Example=== Navigation: Program Enrollment Requirements > select the Program > Life Event > Plan > FSA: Health Care Coverage Life Event: OPEN Enrollment dropdown: Method: Explicit Enrollment Code: Current, Can Keep or Choose But Starts New; New, Can Choose Default Code: New, Nothing; Current, Nothing Or If your plan design includes a default plan or option, such as a Waive Plan or Waive Option) Default Code: New, Defaults; Current, Defaults Assign on Default [x] Other choices for the Enrollment Code and Default Code may be used if the Standard Rate for the FSA comp object has a default of zero: Current, Keep or Choose; New, Nothing Default Code: New, Defaults; Current, Same Enrollment but Default Rates. ===Procedure=== Process Open life event Enrollment form shows no existing enrollment in FSA:Health Care Coverage However, it does show existing enrollment in other comp objects, which is expected. Explicitly select the FSA comp object to re-enroll in from the list of values. Enter the desired amount. Coverage Start Date shows 01-Jan-2012 Original Coverage Start Date: 01-Jun-2002 If the user saves without re-electing in the FSA comp object, this message may be received: Caution: APP-BEN-92161: The participant has enrolled in one or more future-dated plans or has de-enrolled from one or more future-dated plans. If you continue, the participant will be deenrolled from these future-dated plans. FSA: Health Care Coverage This message is expected and is stating that the enrollment will be ended unless explicitly elected again. If the user re-selects the FSA before saving, the message will not display. Either method is correct and results in old coverage ending, with new coverage beginning on the first of the new plan year. Date-track to 01-Jan-2012 View Enrollment Results shows that coverage was ended on 31-Dec-2011 and restarted on 01-Jan2012. Audience: OSB


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For FSA comp objects where coverage must start anew each year, participants must explicitly enroll via Self Service Benefits or the Non-Flex Enrollment form. For participants who are already enrolled, they will need to be de-enrolled first, and then re-elect. This can be accomplished by de-enrolling all enrolled participants by the use of a temporary eligibility profile; then re-setting eligibility as follows: (1) Set an eligibility profile on the FSA comp object(s) on 31-Dec-2011 that no participant will meet (example: create a Benefits Group of Coverage End, attach this to the Plan as of the last day of the current plan year. Example: Date-track to the first day of your plan design in order to create the eligibility profile. Navigation: Total Compensation > Eligibility/Rate Factors > Benefits Group. Create a new benefits group (example: Coverage End) Total Compensation > Eligibility Profiles > Participant Create a new eligibility profile. Add the benefits group under the Other tab. Date-track to the last day of your current new plan year (31-Dec-2011) Navigation: Total Compensation > Programs and Plans > Plans > Query the plan > Plan Eligibility button > Eligibility button > add the name of the eligibility profile created above. When prompted, save as an Update, not a Correction. (2)(a) Run the Maintain Participant Eligibility process in Rollback Mode on 31-Dec-2011 (current plan year) for the FSA for several participants who are currently enrolled in FSA. Set the Audit Log parameter to Yes. Review the audit log and ensure that the FSA plan indicates: Sample from Audit Log: Plan in Program FSA: Health Care C (6709) Elg: No Rsn: Inelig No Pass The person is not eligible to participate, but was previously eligible. (b) If Rollback mode is successful, now run the Maintain Participant Eligibility process in Commit mode for all participants. This should determine that no participant is eligible for the FSA plans, and end coverages. Verify this by viewing the coverage end date on the View Enrollment Results form. (3) Once the Maintain Participant Eligibility process has been run in Commit mode and all enrolled participants have been de-enrolled, the eligibility profile must then be end-dated (or reset to the actual eligibility profile) on the first day of the new plan year (01-Jan-2012). Total Compensation > Programs and Plans > Plans > Query the plan > Plan Eligibility button > Eligibility button > remove the name of the eligibility profile created above. When prompted, save as an Update, not a Correction Important for both OAB and OSB:


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If any of the rate codes are not meeting your specific requirement you may need a fast formula (formula type: Rate Start Date), please refer to the MyOracleSupport Note 218059.1-Oracle Fast Formula Reference Guide for Standard and Advanced Benefits for sample formula. Due to the variety of Rate Start and End Date Codes, as well as Payroll Description setup, thoroughly test the FSA enrollment and rates to ensure that the correct amount of deduction is taken for the entire payroll year.

Important !! Frequency Rules on elements associated with FSA is currently not supported , so if you are using frequency rules on elements associated with FSA please review and revise your setup so that the FSA is calculated correctly.Additional references for FSA: MyOracleSupport Note 294798.1 How To Mass End Date Enrollment of FSA Plan and Restart in Same Plan when Having Different Dates and Different Payroll(s) MyOracleSupport Note 393219.1 - What are the Suggested Rate Start and End Date Codes for Open When First Day of the Pay Period and First Check Date are in Different Year Periods? MyOracleSupport Note.362183.1 - First Element is Rounding/Prorating After Processing Life Event: MyOracleSupport Note.761348.1 - How to Deduct Benefit Amounts from 24 Instead of 24 Pay Periods for a Bi-weekly Payroll? MyOracleSupport Note.168099.1 - Flexible Spending Account (FSA) Amount is Prorating Over Full Year Instead of Remaining Payroll Periods if Enrolling Mid-Year MyOracleSupport Note.829447.1 - Proration of Standard Rate Minimum/Maximums for Full Pay Periods Remaining Does Not Calculate Correctly: MyOracleSupport Note.737754.1 - After RUP3 Flexible Spending Amount (FSA) Amount s not Calculating Correctly When Added at Mid Year:


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Close Unprocessed Life EventsAudience: OAB When processing the Open life event via the Participation Process: Scheduled, an Open life event will not be started if a participant has an existing life event that is not closed (i.e., does not have a Processed status). It is suggested that these unprocessed life events be resolved prior to running Open, so that errors do not occur when processing these participants. These life events may have been detected for participants, but not yet processed. Or the life events may have been processed, but not closed. A benefits administrator should review each scenario, since life events in process can interfere with open enrollment. Life events that are not fully processed may be identified on the Life Event Summary Report. This report may be run for any user-designated timeframe.

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