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Banner Self-Service Open Enrollment

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Presentation on theme: "Banner Self-Service Open Enrollment"— Presentation transcript:

1 Banner Self-Service Open Enrollment
1College Project 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 General Announcements
1College Project 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 The User Experience Defining the Path
1College Project The User Experience Defining the Path

4 What Dickinson Utilized Prior to 2006…
Open Enrollment Process In The Past 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 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 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%.

7 Why it Worked for Dickinson…
Open Enrollment Process 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).

8 The User Experience The Final Result
1College Project The User Experience The Final Result

9 Open Enrollment Process An Overview
1College Project 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. Improved Navigation – Bolding and Font Sizes East to Administer – No ‘rehandling’ of benefit selections. Monitor Employer Contribution – 5% limit with multiple options Assist Development – Annual Giving Accurate Representation of Paycheck – Pay Calculator Confirmation – 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 Application 1College Project Select Employee Information

12 Select Benefits and Deductions
Open Enrollment Accessing the Application 1College Project Select Benefits and Deductions

13 Select Open Enrollment
Open Enrollment Accessing the Application 1College Project Select Open Enrollment

14 Open Enrollment Dependent Information
1College Project Click 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 Process 1College Project Click 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 Information 1College Project Click directly on these group headings to view the 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 Items 1College Project To 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 Project Choose 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 Project Note 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 Deductions 1College Project The 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 Project Radio 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 Project Enter 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 Project Notice 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 Process 1College Project Now 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 Project Once ‘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.

26 Open Enrollment Delivered Net Pay Info

27 Open Enrollment Estimate Take Home Pay
1College Project PER 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 Project Health Insurance Deductions HealthAmerica POS: Selected $ (a) Single Vision Coverage: Selected $ (a) Single Dental Coverage: No Coverage Accidental Death and Dis. Coverage: Flexible Spending Deductions Health Care Expense Account: Not Selected Dependent Care Expense Account: Retirement Deductions TIAA/CREF (RA): Selected $ $12, Annually TIAA/CREF (GSRA): TIAA/CREF Employer Contribution Selected 5% of Gross Fidelity Employee Contribution Fidelity Employer Contribution Emeriti TIAA/CREF Classic IRA TIAA/CREF Roth IRA Annual Giving Deductions Clarke Center Friends of Trout Friends of Library McAndrews Athletics Restricted - Other Health Insurance Deductions HealthAmerica POS: Selected $ (a) Single Vision Coverage: Selected $ (a) Single Dental Coverage: No Coverage Accidental Death and Dis. Coverage: Flexible Spending Deductions Health Care Expense Account: Not Selected Dependent Care Expense Account: Retirement Deductions TIAA/CREF (RA): Selected $ $12, Annually TIAA/CREF (GSRA): TIAA/CREF Employer Contribution Selected 5% of Gross Fidelity Employee Contribution Fidelity Employer Contribution Emeriti TIAA/CREF Classic IRA TIAA/CREF Roth IRA Annual Giving Deductions Clarke Center Friends of Trout Friends of Library McAndrews Athletics Restricted - Other confirmation 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 Project Achieving the Desired User Experience in other words….. How We Did It!

30 User Experience – Types of Changes
1College Project Message Modifications Button Text Additional Buttons Annual Deduction Calculator Radio Option Modification Net Pay Calculation & Layout

31 Banner Modules 1College Project Modified modules are initially located in baninst1; however they are copied to and referenced from our “custom” schema The following modules were modified bwpkdoen – control and usability bwpkdocm – display net pay calculator results Very careful not to modify existing code extensively reduce possibility of breaking “something” allow for future upgrades of Banner product

32 Banner Modules – bwpkdoen (7.0.0.1)
1College Project Added calculate annual deduction for certain benefits Added a button and text field ~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('<script type="text/javascript"> 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); } </script>'); twbkfrmt.p_printmessage('Number of pays per year: ' ||to_char(bwpkdocm.prim_no_pays),'NOTE'); twbkfrmt.P_tabledata('<INPUT TYPE="BUTTON" ONCLICK="setAnnAmt()" VALUE="Calculate Annual Deduction">'); twbkfrmt.P_tabledata('<INPUT type="text" value="'||ltrim(nvl(bwpkdocm.hold_amt2, to_char(pdklibs.pdrdedn_rec.pdrdedn_amount2,bwpkdupd.work_format)),' ')||'" readonly size=8 id="txtAnnAmt">',cattributes =>'valign=bottom'); end if; Result ); 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.", "width": "800" }

33 Added code to handle selection of employer contributions to retirement
Banner Modules – bwpkdoen ( ) 1College Project 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

34 Banner Modules – bwpkdoen (7.0.0.1)
1College Project Added code to handle selection of employer contributions to retirement (continued) gets employee selections and displays appropriate feedback 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) 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<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 (7.0.0.1)
1College Project Added code to handle selection of employer contributions to retirement (continued) generates option lists while iterating through a cursor 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, 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,

36 Banner Modules – bwpkdoen (7.0.0.1)
1College Project Added code to handle selection of employer contributions to retirement (continued) Problem – Employee selecting more than a total of 5%.

37 Banner Modules – bwpkdoen (7.0.0.1)
1College Project Added 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 Project 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 Banner Modules – bwpkdocm (5.3)
1College Project 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_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 Project 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', else twbkfrmt.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 Project Refurbished open enrollment cost screen to a net pay calculator (continue) result

42 Adding the Net Pay Calculator to SSB: What’s involved?
1College Project Adding the Net Pay Calculator to SSB: What’s involved?

43 How does Banner calculate net pay?
1College Project 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 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 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. 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 Project Yes, 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 Project 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.

47 Open Floor for Questions
1College Project Open Floor for Questions


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