Presentation on theme: "Banner Self-Service Open Enrollment"— Presentation transcript:
1 Banner Self-Service Open Enrollment 1College ProjectBanner Self-Service Open EnrollmentDickinson College, Library and Information ServicesDickinson College, HR ServicesPA BUG – November 21, 2006Presenters: William Spolitback, Associate DirectorMichelle Spencer, HRIS AdministratorTerry Beard, Application DeveloperBrad Smith, Application Support Analyst
2 General Announcements 1College ProjectGeneral AnnouncementsPlease turn off all cell phones/pagersIf you must leave the session early, please do so as discreetly as possiblePlease avoid side conversations during the sessionQuestions will be answered at the end of the sessionThank you for your cooperation
3 The User Experience Defining the Path 1College ProjectThe User Experience Defining the Path
4 What Dickinson Utilized Prior to 2006… Open Enrollment ProcessIn The PastWhat Dickinson Utilized Prior to 2006…Paper election form - included new July 1 salary and existing benefits on form. Followed by paper “take home pay” statement with estimate of 1st pay in July. Complete manual entry by HR and payroll.Lotus application developed for employees to calculate their own take home pay. Eliminated paper “take home pay” statements, but still sent out paper election forms.Home-grown, web-based product. All elections done via internet. Some manual entry by HR and payroll.Notes:All benefit elections and salary increases take effect on July 1.Open enrollment active for ALL benefits – new and existing.
5 Thinking about making a change Why Use Banner?Employees accustomed to doing open enrollment via internet.No need to extract new salary and current benefit information.No need to upload benefit elections back into system.Finance wanted dependent information to track future benefit costs.
6 Open Enrollment Process Would Banner Self-Service Work for Dickinson?Issues for HRThe need to calculate take home pay on a per-pay basis. Existing ‘Calculate Cost’ link would not work. Deal breaker for us.New July 1 salary had to be in effect for take home pay statement.Wanted employees to see annual election amounts for retirement deductions and flexible spending accounts, not just per-pay.Wanted existing benefits to “roll” into new fiscal year instead of re-electing every year.User-friendly.Wanted employees to be able to “play” with elections and view results.Employer retirement contributions could notexceed 5%.
7 Why it Worked for Dickinson… Open Enrollment ProcessWhy it Worked for Dickinson…Help from LIS to solve our issues.Training presentation put directly on Self-Service site.Held training sessions on campus every week during open enrollment.HR staff member available during business hours.COMMUNICATION, COMMUNICATION, COMMUNICATION!! Through various avenues ( , benefits newsletter, weekly campus newsletter, website, training).
8 The User Experience The Final Result 1College ProjectThe User Experience The Final Result
9 Open Enrollment Process An Overview 1College ProjectApplication GoalsImproved navigation to the Open Enrollment application.Make benefit changes easy to administer by having them updated automatically in Banner.Monitor the distribution of the employer retirement contribution between options.Assist Development in fund raising by offering Annual Giving options via Open Enrollment.Provide an accurate representation of what the employee will see on their first paycheck of the new period.Provide confirmations to employees completing Open Enrollment on a timely basis.Improved Navigation – Bolding and Font SizesEast to Administer – No ‘rehandling’ of benefit selections.Monitor Employer Contribution – 5% limit with multiple optionsAssist Development – Annual GivingAccurate Representation of Paycheck – Pay CalculatorConfirmation – Communication!
10 Open Enrollment Process Email Announcement 1College Project‘Welcome’ ….Instructions on how to access Self Service and how to navigate to Open Enrollment.Reminder on Dates of Open Enrollment, Password, and how to obtain help if needed.
11 Select Employee Information Open Enrollment Accessing the Application1College ProjectSelect Employee Information
12 Select Benefits and Deductions Open Enrollment Accessing the Application1College ProjectSelect Benefits and Deductions
13 Select Open Enrollment Open Enrollment Accessing the Application1College ProjectSelect Open Enrollment
14 Open Enrollment Dependent Information 1College ProjectClick this link to view/update your Spouse/Same Sex Domestic Partner and Dependent information before you begin the Open Enrollment process.Included reminder to update dependent and partner information as the first step in completing the Open Enrollment process.Many “INFORMATIONAL” changes were made using WEBTAILOR. Others necessitated program changes which changed the look and feel of the baseline version.
15 Click to begin the Open Enrollment process. Open Enrollment Beginning the Process1College ProjectClick to begin the Open Enrollment process.*NOTE: You will only see the ‘Start Open Enrollment’ button when you first begin the process.Navigation buttons, where they were modified from the baseline self-service version, were consistently located in the same location (bottom left) of the self service forms.
16 Click directly on these group headings Open Enrollment Group Information1College ProjectClick directly on these group headingsto viewthe information.Open Enrollment benefits were separated into four different sections to make navigation easier. It also will allow (as seen later) the user to reset ‘groups’ of benefits to their current elections without affecting the other groups.We are going to select the ‘HEALTH’ group for this example.
17 To Add/Change/End a coverage, click on the title of the coverage. Open Enrollment Viewing/Selecting Items1College ProjectTo Add/Change/End a coverage, click on the title of the coverage.Clicking on a title will allow the employee to change an individual benefit selection.“Reset this Section to Current” will cancel all changes/deletions/additions and reset all elections to the current ones.The “CHECK BOX” information here, along with other informational messages, were added either via WEBTAILOR as a change to the delivered ‘baseline’ product, or via the application developer. Terry can talk more about this.For this example we are going to select the ‘Dental Plan’ which we are not currently enrolled in.Cancels all changes and resets the Health Group back to current elections.
18 Open Enrollment Adding a Deduction 1College ProjectChoose the coverage level by clicking in the desired radio button.Available options for the employee’s class are displayed. Radio buttons were used to make selection of benefits easier.“Add Choice” button confirms the radio button selection.Note – ‘Return to Group Menu’ – brings the employee back to the section list.We are going to select the ‘FAMILY’ option which will cost us $35.42 per pay.Select this button to Add this coverage for July 1, 2006.Return to the Health Group Menu.
19 Open Enrollment Adding a Deduction 1College ProjectNote that the Dental selection has now been updated to show that the employee has selected Family coverage.Now we will select the Health Plan where we are already enrolled in the Family Plan.
20 Select this button to End the current coverage for June 30, 2006. Open Enrollment Changing/Ending Deductions1College ProjectThe current plan that is in force is shown if the benefit is current active (“My Current Plan”)Submit Change – Used to change the election.Stop Benefit – Used to cancel the coverage.Now let’s skip to the Retirement Group and select the TIAA-CREF Employer option.Select this button to End the current coverage for June 30, 2006.Select this button to Change the current coverage effective July 1, 2006.
21 Open Enrollment – Employer 5% Retirement Contribution 1College ProjectRadio buttons are used to select the options for the Retirement Contributions.This was a major baseline modification and Terry will speak more about this.Previously selected options for the other carrier are shown in Blue-Bold.Selections that would exceed the 5% maximum are not allowed.A special batch process was routinely run to catch anyone who selected any combination less than 5%.Now lets skip to the Flexible Spending group of benefits and select the Health Care Flex Spending option.
22 Open Enrollment Entering PER PAY Amounts 1College ProjectEnter a PER PAY amount for Flexible Spending Accounts and/or Retirement Elections. An annual amount may then be calculated prior to finalizing.Flexible Spending accounts and employee retirement contributions are selected on a ‘Per Pay’ basis but annual deductions amounts will be shown if the employee desires.“Calculate Annual Deduction” is an optional feature that the employee may select at any time. This is another major baseline modification that will be covered in more detail in a few minutes.Now let’s select the “Miscellaneous Group” of deductions.
23 Open Enrollment After Tax Deductions 1College ProjectNotice that we have included the Annual Giving deductions for which we withhold. This was added as a was to assist our Development group in their fund-raising efforts.I want to point out here that Flexible Spending, Annual Giving, and Employee Retirement amounts are shown as Per Pay deductions amounts AND as Annual Deduction Amounts on the employee summary review form.Now let’s return to the main open enrollment screen.
24 When you have finished making your selections, click Complete. Open Enrollment Completing the Process1College ProjectNow that we have made all of the modifications that we want to each of the groups, the resulting coverage is shown for each area.“Complete” button – submits changes to Banner.“Reset to Current” - changes ALL benefit groups back to the current elections. Acts as a ‘Do Over’.Let’s select the “Complete” button.When you have finished making your selections, click Complete.
25 Open Enrollment – Reopen and Estimate Take Home Pay 1College ProjectOnce ‘Complete’, you may view an estimate of your take home pay that will be effective after July 1st.“Reopen Open Enrollment” – allows additional changes. Does not reset selections to current. Simply allows additional changes/deletions/additions to those already selected.“Estimate Take Home Pay” – Executes the pay calculator module.Let’s select “Estimate Take Home Pay”.You may reopen to access open enrollment anytime up until the Open Enrollment deadline.
27 Open Enrollment Estimate Take Home Pay 1College ProjectPER PAY estimated benefit costs are displayed for BOTH the employee and the employer shares.The estimated take home pay per period is also shown, as well as the take home pay for the year.It is important to show the employer paid portions of the benefit coverage so that the employee knows the true value of the compensation package that they are receiving.This was THE major change to the baseline delivered self-service open enrollment product. Both Terry and Bill will talk more about how this was accomplished.But how do we inform the employee that their changes have been accepted?
28 Open Enrollment Email Confirmation 1College ProjectHealth Insurance DeductionsHealthAmerica POS:Selected $ (a) SingleVision Coverage:Selected $ (a) SingleDental Coverage:No CoverageAccidental Death and Dis. Coverage:Flexible Spending DeductionsHealth Care Expense Account:Not SelectedDependent Care Expense Account:Retirement DeductionsTIAA/CREF (RA):Selected $ $12, AnnuallyTIAA/CREF (GSRA):TIAA/CREF Employer ContributionSelected 5% of GrossFidelity Employee ContributionFidelity Employer ContributionEmeritiTIAA/CREF Classic IRATIAA/CREF Roth IRAAnnual Giving DeductionsClarke CenterFriends of TroutFriends of LibraryMcAndrews AthleticsRestricted - OtherHealth Insurance DeductionsHealthAmerica POS:Selected $ (a) SingleVision Coverage:Selected $ (a) SingleDental Coverage:No CoverageAccidental Death and Dis. Coverage:Flexible Spending DeductionsHealth Care Expense Account:Not SelectedDependent Care Expense Account:Retirement DeductionsTIAA/CREF (RA):Selected $ $12, AnnuallyTIAA/CREF (GSRA):TIAA/CREF Employer ContributionSelected 5% of GrossFidelity Employee ContributionFidelity Employer ContributionEmeritiTIAA/CREF Classic IRATIAA/CREF Roth IRAAnnual Giving DeductionsClarke CenterFriends of TroutFriends of LibraryMcAndrews AthleticsRestricted - Otherconfirmation is sent the following morning to each employee who completed Open Enrollment on the preceding day. This conformation is sent EACH time the employee completes Open Enrollment.A FINAL confirmation is sent at the end of the Open Enrollment period to every employee, whether they completed the Open Enrollment process or not.We also provided HR Administrators a myriad of statistical reports on the benefits that were selected, how many employees participated, and what changes were made to the existing populations of enrolled employees for each benefit.
29 Achieving the Desired User Experience in other words….. How We Did It! 1College ProjectAchieving the Desired User Experience in other words….. How We Did It!
30 User Experience – Types of Changes 1College ProjectMessage ModificationsButton TextAdditional ButtonsAnnual Deduction CalculatorRadio Option ModificationNet Pay Calculation & Layout
31 Banner Modules1College ProjectModified modules are initially located in baninst1; however they are copied to and referenced from our “custom” schemaThe following modules were modifiedbwpkdoen – control and usabilitybwpkdocm – display net pay calculator resultsVery careful not to modify existing code extensivelyreduce possibility of breaking “something”allow for future upgrades of Banner product
33 Added code to handle selection of employer contributions to retirement Banner Modules – bwpkdoen ( )1College ProjectAdded code to handle selection of employer contributions to retirementtwo benefit types to choose froma maximum of 5% can be selected from both accountsEmployee could select 5% from TIAA/CREF (with nothing selected from FidelityEmployee could select 3% from TIAA/CREF and 2% from Fidelityonly allowable options are presented to user~line 260 – P_OpenEnrollmentFormChoose
34 Banner Modules – bwpkdoen (22.214.171.124) 1College ProjectAdded code to handle selection of employer contributions to retirement (continued)gets employee selections and displays appropriate feedbackif (bwpkdocm.in_dcde = 'RT0') or (bwpkdocm.in_dcde = 'RF0') thenbeginselect to_number(perdhis_opt_code1)into intRT0optfrom perdhiswhere perdhis_pidm = bwpkdocm.in_pidm andperdhis_bdca_code in ('RT0') andperdhis_open_enroll_ind <> 'N' andperdhis_status <> 'T' andperdhis_effective_date in (select nvl(max(perdhis_effective_date),sysdate)perdhis_open_enroll_ind <> 'N' );exceptionwhen NO_DATA_FOUND then intRT0opt := 0;end;!!!!Same code for for RF0!!!!if intRF0opt > 0 or intRT0opt > 0 thenstrmessage := strmessage || 'You have elected ' || to_char(intRF0opt) || '% from the Fidelity Employer Retirement benefit<br> ';strmessage := strmessage || ' and ' || to_char(intRT0opt) || '% from the TIAA-CREF Employer Retirement benefit.<br>';strmessage := strmessage || ' You may only select a total of 5% between both benefits.';twbkfrmt.P_TableOpen('DATADISPLAY', ccaption=> '<font color=blue>'||strmessage||'</font>', cattributes=> 'NONE' );twbkfrmt.P_TableClose;end if;
35 Banner Modules – bwpkdoen (126.96.36.199) 1College ProjectAdded code to handle selection of employer contributions to retirement (continued)generates option lists while iterating through a cursorif (bwpkdocm.in_dcde = 'RT0') or (bwpkdocm.in_dcde = 'RF0') thenintRowCount := intRowCount + 1;bwpkdcmn.P_DednDetailTableData;if bwpkdocm.in_dcde = 'RT0' thenif intRowCount <= (5 - nvl(intRF0opt,0) ) thenif intRT0opt > 0 thentwbkfrmt.P_TableData(htf.formRadio('opt1', pdklibs.ptrbdpl_rec.ptrbdpl_code, cchecked=>selectit,cattributes=>'ID="choice_input_id"'));elsetwbkfrmt.P_TableData(htf.formRadio('opt1',pdklibs.ptrbdpl_rec.ptrbdpl_code,end if;if bwpkdocm.in_dcde = 'RF0' thenif intRowCount <= (5 - nvl(intRT0opt,0) ) thenif intRF0opt > 0 thentwbkfrmt.P_TableData(htf.formRadio('opt1',pdklibs.ptrbdpl_rec.ptrbdpl_code,cchecked=>selectit,
36 Banner Modules – bwpkdoen (188.8.131.52) 1College ProjectAdded code to handle selection of employer contributions to retirement (continued)Problem – Employee selecting more than a total of 5%.
37 Banner Modules – bwpkdoen (184.108.40.206) 1College ProjectAdded code to handle selection of employer contributions to retirement (continued)Result
38 Refurbished open enrollment cost screen to a net pay calculator Banner Modules – bwpkdocm (5.3)1College ProjectRefurbished open enrollment cost screen to a net pay calculatormodified code to pull from intermediate table (containing benefit / tax information)redesigned screen for aestheticsadded net pay informationadded annual take home pay calculation
39 Banner Modules – bwpkdocm (5.3) 1College ProjectRefurbished open enrollment cost screen to a net pay calculator (continue)header and footer for the net pay calculator pageintNetSal := dc_custom.dc_pcalc_net_pay(pidm);htp.para;htp.hr;twbkfrmt.P_TableOpen('DATADISPLAY', ccaption=> 'Net Pay Calculation Deduction Breakdown', cattributes=> 'NONE' );twbkfrmt.P_TableRowOpen;twbkfrmt.P_TableDataHeader('Deduction Name');twbkfrmt.P_TableDataHeader('Plan Name');twbkfrmt.P_TableDataHeader('Employee Amount');twbkfrmt.P_TableDataHeader('Employer Paid');twbkfrmt.P_TableRowClose;twbkfrmt.P_TableRowOpen;twbkfrmt.P_TableDataHeader('Total Deductions');twbkfrmt.P_TableDataHeader('');twbkfrmt.P_TableDataHeader(to_char(empl_tot_cy,'999G999D99'),calign=>'RIGHT');twbkfrmt.P_TableDataHeader(to_char(empr_amt_cy,'999G999D99'),calign=>'RIGHT');twbkfrmt.P_TableRowClose;twbkfrmt.P_TableDataHeader('Your estimated take home pay per pay period: ' || to_char(intNetSal,'999G999D99'));twbkfrmt.P_TableDataHeader('Your estimated take home pay per year: ' ||to_char(intNetSal*bwpkdocm.prim_no_pays,'999G999D99'));twbkfrmt.P_TableClose;
40 Banner Modules – bwpkdocm (5.3) 1College ProjectRefurbished open enrollment cost screen to a net pay calculator (continue)render each detail lineopen curPCALC_SELECTIONS(pidm);loopfetch curPCALC_SELECTIONS into recPCALC_SELECTIONS;exit when curPCALC_SELECTIONS%NOTFOUND;twbkfrmt.P_TableRowOpen;if mod(curPCALC_SELECTIONS%ROWCOUNT,2)= 1 thentwbkfrmt.P_TableData(recPCALC_SELECTIONS.DEDN_NAME,cattributes => 'bgcolor=white');twbkfrmt.P_TableData(recPCALC_SELECTIONS.DEDN_PLAN,cattributes => 'bgcolor=white');twbkfrmt.P_TableData(to_char(recPCALC_SELECTIONS.DEDN_EMPEAMT,'999G999D99'),calign=>'RIGHT',cattributes => 'bgcolor=white');twbkfrmt.P_TableData(to_char(recPCALC_SELECTIONS.DEDN_EMPRAMT,'999G999D99'),calign=>'RIGHT',elsetwbkfrmt.P_TableData(recPCALC_SELECTIONS.DEDN_NAME,cattributes => 'bgcolor=lightblue');twbkfrmt.P_TableData(recPCALC_SELECTIONS.DEDN_PLAN,cattributes => 'bgcolor=lightblue');cattributes => 'bgcolor=lightblue');end if;twbkfrmt.P_TableRowClose;empl_tot_cy := empl_tot_cy + recPCALC_SELECTIONS.DEDN_EMPEAMT;empr_amt_cy := empr_amt_cy + recPCALC_SELECTIONS.DEDN_EMPRAMT;end loop;close curPCALC_SELECTIONS;
41 Banner Modules – bwpkdocm (5.3) 1College ProjectRefurbished open enrollment cost screen to a net pay calculator (continue)result
42 Adding the Net Pay Calculator to SSB: What’s involved? 1College ProjectAdding the Net Pay Calculator to SSB: What’s involved?
43 How does Banner calculate net pay? 1College Project1- Banner forms and processes populate Oracle tables.2- PHPCALC process uses data in tables to calculate net pay.3- PHPCALC posts calculated payroll info back to tables.
44 What is this PHPCALC process? 1College Project(please, please, please…let PHPCALC be implemented as a simple wrapper to a set of API calls)PHPCALC is a PRO*COBOL routinelines in length.-Over 160 SQL calls.-File size bytes.IF SQLCODE LESS ZEROMOVE '26000' TO ABORT-PARAPERFORM FRMT-ORA-ERR THRU EXITEND-IF.26000-EXIT.EXIT.27000-GET-TITLE.MOVE 'Payroll Calculation Report' TO JOB-TITLE.27000-EXIT.RECALC SET-DISPOSITIONS-BACK.Unfortunately this is no simple API call, but can we use it anyway?
45 Yes, we can! And here’s how we did it. 1College ProjectYes, we can!And here’s how we did it.Examples of code authored to implement this process are available upon request.
46 Thinking critically about our solution… 1College ProjectIs it safe? All that messing around with production payroll tables and processes.We use the same pay period for everyone, for a pay out in the future, where records would never normally exist.We periodically run a purge script that will “catch” any records that were “left behind” in the tables.Could this process be fast enough to be executed real time?Live DemoIn production, average response time < 2 seconds.
47 Open Floor for Questions 1College ProjectOpen Floor for Questions