BN006_Setup_of_Deduction_Dates



Application: HRMS

Module: Benefits

Business Process: Administer Open Enrollment

Requirement Number: BN006

Requirement Title: Setup of Deduction dates for benefits

Module Leads: Nancy McMahon, State of Connecticut

Amie Robison, Accenture

1. Requirement Description

Describe the requirement (gap). Include a description of the delivered PeopleSoft functionality.

PeopleSoft has four delivered Deduction Begin dates for benefits attached to the Event Rules Tables. None of these will work with the current State of Connecticut requirements for medical/dental insurance.

The 4 delivered options for Deduction Begin Dates are:

1. 1st full pay period after Coverage Begin Date

2. On Coverage Begin Date

3. Pay period containing Coverage Begin Date

4. Pay period preceding Coverage Begin Date (this option would work if it weren’t for the 14 day lapse between the pay period end date and the pay date)

2. Business Need

Provide a justification for the requirement. Include information about frequency, volume, number of users impacted, etc.

If elected, health insurance coverage starts the first day of the second month after hire. State of Connecticut deduction begin date is the pay date before the Coverage Begin Date. Because of the 14 days between the pay period end date and the pay date, the current pay calendar will not support the business requirement.

For example, an employee electing health insurance is hired on January 15. His coverage will begin on March 1. March 1 falls within the pay period of February 23 through March 8. If the deduction began in the pay period preceding the coverage begin date (as delivered PeopleSoft can accommodate), it would begin in the pay period of February 9 through February 22. However, the paycheck (and deduction) would not be until March 9. Since March 9 is after the coverage begins, this will not meet current payment schedule with the carriers.

Enrollments occur throughout the year and volume differs between Agencies. All benefits users would be impacted, as would all employees.

3. Required By: (Y/N)

Federal ____ Agency ____ Bargaining Unit ____

State Statutory ___ State Regulatory ____ State Procedural __Y__

4. Requirement Priority

High (High, Medium, Low – please see “Requirements Prioritization Criteria”)

5. Recommended Solution

Enter an “X” next to the appropriate category

____X__ Process Solution

_1_ Option Number

______ Application Modification

__ Option Number

6. Explanation for Recommendation

Provide reasons for recommendation. Please do not re-state the description of the solution itself.

This change would match the State of Connecticut with best industry practice and require no modification to system.

7. Organizational Impact of Recommendation

Describe the changes to the organization that result from the recommended solution. Include a description of any role, process, statute, or bargaining unit agreement affected.

This would change the deduction schedule, thus impacting all employees with health deductions and the health insurance carriers.

8. Process Solutions

Describe the possible Process Solutions. Include a description of impacts and benefits of each solution.

Option 1.

Change the State’s benefit deduction schedule so that the Deduction Begin Date coincides with the Coverage Begin Date using one of the four delivered options. No Impacts to Process or Application.

Option 2.

The Agency Benefits Specialist could use correction mode on the employees’ base benefits pages to change the Deduction Begin Date after Ben Admin inserts the system delivered date. This would require extensive user interaction (monitoring new records, correcting records, manually determining the correct date) and could result in unacceptable level of errors. This would have extensive process impact.

9. Application Modifications

Describe the possible Application Modifications. Include a description of impacts and benefits of each solution.

Option 1.

Modification Type (On-line, Batch, Interface, Report, Workflow): Batch

Complexity (Easy, Medium, Difficult): Difficult

Description:

Modify the PeopleCode behind the deduction option of ‘pay period preceding coverage begin date’ so that the system inserts the correct Deduction Begin Date into the employee record during the Event Maintenance process. This would require an extensive Batch application change by expert programmer and extensive testing. Complexity would be difficult.

Option 2.

Modification Type (On-line, Batch, Interface, Report, Workflow): Report

Complexity (Easy, Medium, Difficult): Difficult

Description:

Develop extensive reporting tools to identify employees who elect medical/dental insurance, who have changes to medical/dental insurance or who terminate coverage, calculate the Deduction Begin Date and insert the date into the employee record after Event Maintenance runs. Develop extensive reporting tool to audit dates to determine if the Deduction Begin date is an acceptable date. Development of reports would require expert developer and be of difficult complexity.

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