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Banner Self-Service Open Enrollment Dickinson College, Library and Information Services Dickinson College, HR Services PA BUG – November 21, 2006 Presenters:

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Presentation on theme: "Banner Self-Service Open Enrollment Dickinson College, Library and Information Services Dickinson College, HR Services PA BUG – November 21, 2006 Presenters:"— Presentation transcript:

1 Banner Self-Service Open Enrollment Dickinson College, Library and Information Services Dickinson College, HR Services PA BUG – November 21, 2006 Presenters: William Spolitback, Associate Director Michelle Spencer, HRIS Administrator Terry Beard, Application Developer Brad Smith, Application Support Analyst

2 Page 2 General Announcements Please turn off all cell phones/pagers If you must leave the session early, please do so as discreetly as possible Please avoid side conversations during the session Questions will be answered at the end of the session Thank you for your cooperation

3 Page 3 The User Experience Defining the Path

4 Page 4 What 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 1 st 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. Open Enrollment Process In The Past

5 Page 5 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. Thinking about making a change

6 Page 6 Issues for HR The 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 not exceed 5%. Open Enrollment Process Would Banner Self-Service Work for Dickinson?

7 Page 7 Why 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). Open Enrollment Process 2006

8 Page 8 The User Experience The Final Result

9 Page 9 Application Goals Improved 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. Open Enrollment Process An Overview

10 Page 10 Open Enrollment Process Announcement

11 Page 11 Open Enrollment Accessing the Application Select Employee Information

12 Page 12 Open Enrollment Accessing the Application Select Benefits and Deductions

13 Page 13 Open Enrollment Accessing the Application Select Open Enrollment

14 Page 14 Open Enrollment Dependent Information Click this link to view/update your Spouse/Same Sex Domestic Partner and Dependent information before you begin the Open Enrollment process.

15 Page 15 Open Enrollment Beginning the Process Click to begin the Open Enrollment process. *NOTE: You will only see the Start Open Enrollment button when you first begin the process.

16 Page 16 Open Enrollment Group Information Click directly on these group headings to view the information.

17 Page 17 Open Enrollment Viewing/Selecting Items Cancels all changes and resets the Health Group back to current elections. To Add/Change/ End a coverage, click on the title of the coverage.

18 Page 18 Open Enrollment Adding a Deduction Choose the coverage level by clicking in the desired radio button. Select this button to Add this coverage for July 1, Return to the Health Group Menu.

19 Page 19 Open Enrollment Adding a Deduction

20 Page 20 Open Enrollment Changing/Ending Deductions Select this button to Change the current coverage effective July 1, Select this button to End the current coverage for June 30, 2006.

21 Page 21 Open Enrollment – Employer 5% Retirement Contribution

22 Page 22 Open Enrollment Entering PER PAY Amounts Enter a PER PAY amount for Flexible Spending Accounts and/or Retirement Elections. An annual amount may then be calculated prior to finalizing.

23 Page 23 Open Enrollment After Tax Deductions

24 Page 24 Open Enrollment Completing the Process When you have finished making your selections, click Complete.

25 Page 25 Open Enrollment – Reopen and Estimate Take Home Pay You may reopen to access open enrollment anytime up until the Open Enrollment deadline. Once Complete, you may view an estimate of your take home pay that will be effective after July 1 st.

26 Page 26 Open Enrollment Delivered Net Pay Info

27 Page 27 Open Enrollment Estimate Take Home Pay

28 Page 28 Open Enrollment Confirmation Health Insurance Deductions HealthAmerica POS:Selected $ (a) Single Vision Coverage:Selected $ (a) Single Dental Coverage:No Coverage Accidental Death and Dis. Coverage:No Coverage Flexible Spending Deductions Health Care Expense Account:Not Selected Dependent Care Expense Account:Not Selected Retirement Deductions TIAA/CREF (RA):Selected $ $12, Annually TIAA/CREF (GSRA):Not Selected TIAA/CREF Employer ContributionSelected 5% of Gross Fidelity Employee ContributionNot Selected Fidelity Employer ContributionNot Selected EmeritiNot Selected TIAA/CREF Classic IRANot Selected TIAA/CREF Roth IRANot Selected Annual Giving Deductions Clarke CenterNot Selected Friends of TroutNot Selected Friends of LibraryNot Selected McAndrews AthleticsNot Selected Restricted - OtherNot Selected

29 Page 29 Achieving the Desired User Experience in other words….. How We Did It!

30 Page 30 User Experience – Types of Changes Message Modifications Message Modifications Button Text Button Text Additional Buttons Additional Buttons Annual Deduction Calculator Annual Deduction Calculator Radio Option Modification Radio Option Modification Net Pay Calculation & Layout Net Pay Calculation & Layout

31 Page 31 Banner Modules Modified modules are initially located in baninst1; however they are copied to and referenced from our custom schemaModified modules are initially located in baninst1; however they are copied to and referenced from our custom schema The following modules were modifiedThe following modules were modified bwpkdoen – control and usability bwpkdoen – control and usability bwpkdocm – display net pay calculator results bwpkdocm – display net pay calculator results Very careful not to modify existing code extensivelyVery careful not to modify existing code extensively reduce possibility of breaking something reduce possibility of breaking something allow for future upgrades of Banner product allow for future upgrades of Banner product

32 Page 32 Banner Modules – bwpkdoen( ) Banner Modules – bwpkdoen ( ) Added calculate annual deduction for certain benefitsAdded calculate annual deduction for certain benefits Added a button and text field Added a button and text field ~line P_OpenEnrollmentFormNon ~line P_OpenEnrollmentFormNon if pdklibs.ptrbdca_rec.ptrbdca_code in ('RR1','RG1','RF1','FDO','FHO','XGC', 'XGE', 'XGF', 'XGP', 'XGR', 'XGU', 'YEM', 'YIC', 'YIR') then bwpkdocm.P_GetPrimJobsData; twbkfrmt.p_printmessage(' function setAnnAmt() { var x = document.all[''txtAnnAmt'']; var ded = document.all[''ded_amt_input_id'']; var numAmt = ded.value * '||to_char(bwpkdocm.prim_no_pays)||'; x.value = numAmt.toFixed(2); } '); twbkfrmt.p_printmessage('Number of pays per year: ' ||to_char(bwpkdocm.prim_no_pays),'NOTE'); twbkfrmt.P_tabledata(' '); twbkfrmt.P_tabledata('',cattributes =>'valign=bottom'); end if; Result Result

33 Page 33 Added code to handle selection of employer contributions to retirement two benefit types to choose from a maximum of 5% can be selected from both accounts Employee could select 5% from TIAA/CREF (with nothing selected from Fidelity Employee could select 3% from TIAA/CREF and 2% from Fidelity only allowable options are presented to user ~line 260 – P_OpenEnrollmentFormChoose Banner Modules – bwpkdoen( ) Banner Modules – bwpkdoen ( )

34 Page 34 Added code to handle selection of employer contributions to retirement (continued) gets employee selections and displays appropriate feedback Banner Modules – bwpkdoen( ) Banner Modules – bwpkdoen ( ) if (bwpkdocm.in_dcde = 'RT0') or (bwpkdocm.in_dcde = 'RF0') then begin select to_number(perdhis_opt_code1) into intRT0opt from perdhis where perdhis_pidm = bwpkdocm.in_pidm and perdhis_bdca_code in ('RT0') and perdhis_open_enroll_ind <> 'N' and perdhis_status <> 'T' and perdhis_effective_date in (select nvl(max(perdhis_effective_date),sysdate) from perdhis where perdhis_pidm = bwpkdocm.in_pidm and perdhis_bdca_code in ('RT0') and perdhis_status <> 'T' and perdhis_open_enroll_ind <> 'N' ); exception when NO_DATA_FOUND then intRT0opt := 0; end; !!!!Same code for for RF0!!!! if intRF0opt > 0 or intRT0opt > 0 then strmessage := strmessage || 'You have elected ' || to_char(intRF0opt) || '% from the Fidelity Employer Retirement benefit '; strmessage := strmessage || ' and ' || to_char(intRT0opt) || '% from the TIAA-CREF Employer Retirement benefit. '; strmessage := strmessage || ' You may only select a total of 5% between both benefits.'; twbkfrmt.P_TableOpen('DATADISPLAY', ccaption=> ' '||strmessage||' ', cattributes=> 'NONE' ); twbkfrmt.P_TableClose; end if;

35 Page 35 Added code to handle selection of employer contributions to retirement (continued) generates option lists while iterating through a cursor Banner Modules – bwpkdoen( ) Banner Modules – bwpkdoen ( ) if (bwpkdocm.in_dcde = 'RT0') or (bwpkdocm.in_dcde = 'RF0') then intRowCount := intRowCount + 1; bwpkdcmn.P_DednDetailTableData; if bwpkdocm.in_dcde = 'RT0' then if intRowCount <= (5 - nvl(intRF0opt,0) ) then if intRT0opt > 0 then twbkfrmt.P_TableData(htf.formRadio('opt1', pdklibs.ptrbdpl_rec.ptrbdpl_code, cchecked=>selectit, cattributes=>'ID="choice_input_id"')); else twbkfrmt.P_TableData(htf.formRadio('opt1',pdklibs.ptrbdpl_rec.ptrbdpl_code, cattributes=>'ID="choice_input_id"')); end if; if bwpkdocm.in_dcde = 'RF0' then if intRowCount <= (5 - nvl(intRT0opt,0) ) then if intRF0opt > 0 then twbkfrmt.P_TableData(htf.formRadio('opt1',pdklibs.ptrbdpl_rec.ptrbdpl_code,cchecked=>selectit, cattributes=>'ID="choice_input_id"')); else twbkfrmt.P_TableData(htf.formRadio('opt1',pdklibs.ptrbdpl_rec.ptrbdpl_code, cattributes=>'ID="choice_input_id"')); end if; else bwpkdcmn.P_DednDetailTableData; twbkfrmt.P_TableData(htf.formRadio('opt1',pdklibs.ptrbdpl_rec.ptrbdpl_code,cchecked=>selectit, cattributes=>'ID="choice_input_id"')); end if;

36 Page 36 Added code to handle selection of employer contributions to retirement (continued) Problem – Employee selecting more than a total of 5%. Banner Modules – bwpkdoen( ) Banner Modules – bwpkdoen ( )

37 Page 37 Added code to handle selection of employer contributions to retirement (continued) Result Banner Modules – bwpkdoen( ) Banner Modules – bwpkdoen ( )

38 Page 38 Banner Modules – bwpkdocm(5.3) Banner Modules – bwpkdocm (5.3) Refurbished open enrollment cost screen to a net pay calculator modified code to pull from intermediate table (containing benefit / tax information) redesigned screen for aesthetics added net pay information added annual take home pay calculation

39 Page 39 Banner Modules – bwpkdocm(5.3) Banner Modules – bwpkdocm (5.3) Refurbished open enrollment cost screen to a net pay calculator (continue) header and footer for the net pay calculator page intNetSal := 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_TableRowOpen; twbkfrmt.P_TableDataHeader('Your estimated take home pay per pay period: ' || to_char(intNetSal,'999G999D99')); twbkfrmt.P_TableRowOpen; twbkfrmt.P_TableDataHeader('Your estimated take home pay per year: ' || to_char(intNetSal*bwpkdocm.prim_no_pays,'999G999D99')); twbkfrmt.P_TableClose;

40 Page 40 Banner Modules – bwpkdocm(5.3) Banner Modules – bwpkdocm (5.3) Refurbished open enrollment cost screen to a net pay calculator (continue) render each detail line open curPCALC_SELECTIONS(pidm); loop fetch curPCALC_SELECTIONS into recPCALC_SELECTIONS; exit when curPCALC_SELECTIONS%NOTFOUND; twbkfrmt.P_TableRowOpen; if mod(curPCALC_SELECTIONS%ROWCOUNT,2)= 1 then twbkfrmt.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', cattributes => 'bgcolor=white'); else twbkfrmt.P_TableData(recPCALC_SELECTIONS.DEDN_NAME,cattributes => 'bgcolor=lightblue'); twbkfrmt.P_TableData(recPCALC_SELECTIONS.DEDN_PLAN,cattributes => 'bgcolor=lightblue'); twbkfrmt.P_TableData(to_char(recPCALC_SELECTIONS.DEDN_EMPEAMT,'999G999D99'),calign=>'RIGHT', cattributes => 'bgcolor=lightblue'); twbkfrmt.P_TableData(to_char(recPCALC_SELECTIONS.DEDN_EMPRAMT,'999G999D99'),calign=>'RIGHT', 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 Page 41 Banner Modules – bwpkdocm(5.3) Banner Modules – bwpkdocm (5.3) Refurbished open enrollment cost screen to a net pay calculator (continue) result

42 Page 42 Adding the Net Pay Calculator to SSB: Whats involved?

43 Page 43 How does Banner calculate net pay? 1- 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 Page 44 (please, please, please…let PHPCALC be implemented as a simple wrapper to a set of API calls) PHPCALC is a PRO*COBOL routine lines in length. -Over 160 SQL calls. -File size bytes. IF SQLCODE LESS ZERO MOVE '26000' TO ABORT-PARA PERFORM FRMT-ORA-ERR THRU EXIT END-IF EXIT. EXIT GET-TITLE MOVE 'Payroll Calculation Report' TO JOB-TITLE EXIT. EXIT. RECALC SET-DISPOSITIONS-BACK. Unfortunately this is no simple API call, but can we use it anyway? What is this PHPCALC process?

45 Page 45 And heres how we did it. Yes, we can! Examples of code authored to implement this process are available upon request.

46 Page 46 Is 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 Demo In production, average response time < 2 seconds. Thinking critically about our solution…

47 Open Floor for Questions


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