Ben Admin at the CSU

1
Ben Admin at the CSU

• Session 23569
• March 12, 2007
• Alliance 2007 Conference
• Orlando, Florida

2
Tammy Hines

• HR Functional Lead
• California State University
• Office of the Chancellor
• 10 years working with PeopleSoft/Oracle
• Base Benefits, Benefits Administration
• Workforce Administration
• Time and Labor
• Recruiting

3
Overview

• How CSU was able to overcome major challenges and
  implementv8.9 Ben Admin for 23 campuses

4
Agenda/Contents

• Process Overview
• Challenges Solutions
• CSU Process CSU Custom Mods
• The Future of Ben Admin at the CSU

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California State University

• The California State University system is
  comprised of 23 campuses
• 417,000 Students
• 46,000 Faculty Staff

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CSU and Oracle/PeopleSoft

• The Common Management System (CMS) project began
  in 1998. By early 1999, a preliminary project
  plan was completed to begin the CSU CMS
  implementation in "waves" of campuses with eleven
  of the campuses self-selecting to become the 1st
  wave

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CSU and Oracle/PeopleSoft

• HR, SA Financials (As of 8/2006)
• 24 Campuses Live with HRSA (7.6 8.0)
• 22 Campuses Live with FIN (7.5 8.4)
• 10 Campuses Live with SA (7.6 8.0)
• HR, Campus Solutions (As of 6/2007)
• 16 Campuses Live with v8.9 HCM (8.0 8.9)

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CSU and Oracle/PeopleSoft

• Benefits Administration (As of 1/2007)
• 4 Campuses Live with Benefits Administration 8.9
• Fresno
• San Diego
• San Jose
• Sonoma
• 7 Campuses Live by Year-End 2007 (ETD)
• 13 Campuses Live by October, 2008 (ETD)
• 24 Total

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Process Overview

• What is Benefits Administration
• Rules-based engine that is essentially a
  front-end for Base Benefits (automated
  enrollment)
• Ben Admin works by invoking defined rules that
  are triggered by changes to an employees
  benefits related fields
• Job and Personal Data
• Row inserted into BAS Activity
• When Ben Admin is run, rows in BAS Activity are
  processed

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Process Overview

• What is Benefits Administration
• Event Maintenance - EM
• Process changes during the plan year and the
  enrollment of new hires
• Daily, Weekly whatever is necessary to
  properly process changes in employee eligibility
• Family status events, such as marriage/divorce
• Job-related changes, such as hires, terminations,
  changes to pay frequency, time base

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Process Overview

• What is Benefits Administration
• Snapshot SNAP
• Establish an initial snapshot of your employees'
  current benefits eligibility
• Basis for managing subsequent changes in
  eligibility
• Essentially, the Snapshot
• Compares employees' current data to the defined
  eligibility rules
• Records the options participants are currently
  eligible for
• Flags instances where employees are ineligible
  for their current enrollments

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Process Overview

• Data Cleanup
• Benefit Programs Simplified
• Campuses Upgrade to Base Benefits
• Implement Benefits Administration
• Use Custom Pre-Implementation Process
• SNAP
• Use Custom Post-Implementation Process

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Process Overview

• Data Cleanup
• Missing Genders
• Missing Birthdates
• Missing/Incorrect Job Fields
• Compensation Frequencies
• Standard Hours Frequencies
• Service Dates
• Benefit Plans
• Duplicate Enrollment (Multiple Job Issue)
• Invalid Enrollment

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Process Overview

• Benefit Programs Simplified
• From 19 to 8
• AB2 211
• AY Academic Year
• STN Standard
• UN6 Unit 6
• TER Terminated
• RA Rehired Annuitants
• RET Retired
• NOB No Benefits

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Process Overview

• Campuses Upgrade to 8.9 Base Benefits
• First Upgrade Base Benefits
• Benefit Programs
• Benefit Plans (Flex Cash)
• Coverage Codes
• Pay System
• Tax Location Code
• Validate Upgrade
• Pass 1, Pass 2, Pass 3, MTP
• Implement Ben Admin

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Process Overview

• Implement Benefits Administration
• Use Custom Pre-Implementation Process
• Benefit Record Number
• Job Data Conversion/Updates
• Benefit Plan Enrollments
• Primary Jobs
• Data Validation

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Process Overview

• Implement Benefits Administration
• SNAP
• Run Delivered SNAP
• Resolve Errors/Issues
• Finalize
• Re-Run SNAP

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Process Overview

• Implement Benefits Administration
• Use Custom Post-Implementation Process
• Future Job Data Rows BAS Activity

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Process Overview
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Challenges

• Timeline
• Two years for all 24 campuses (2006 2008)
• Legislature
• Effective Dates
• e-signature
• Multiple Bargaining Units
• Multiple Jobs
• Eligibility Rules

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Challenges

• Centralized vs Decentralized
• Quarter Campuses vs Semester Campuses
• Multiple versions

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Challenges
Integration of Other Areas
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Solutions

• Collaborative Approach
• Campus Representatives
• Fresno, Sonoma, San Jose
• PeopleSoft/Oracle Consultants
• Rules Definition, Implementation Strategy
• Systemwide Human Resources
• Legislature, Bargaining, Multiple Jobs,
  Eligibility
• Central Subject Matter Experts
• Centralized/Decentralized
• Quarter vs Semester
• Best Practices
• Campus Users

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CSU Custom Process

• Optimized Delivered
• Simplify Action Reason Codes
• Eligibility Rules 69
• Twenty-Seven delivered fields
• Maintain the lists of criteria used to determine
  benefits eligibility
• Benefit Programs, Plans, Options, Geographical
  Locations

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CSU Custom Process

• Optimized Delivered
• Event Rules - 12
• Specify how benefits may change in response to
  each class of work/life events
• Link Event Rules to benefit programs to determine
  when the benefit program, plans, takes effect,
  i.e. Coverage Begin Dates
• Event Classes 12
• Identify the types of life/work events which can
  trigger changes to benefits
• ACT, HIR, HBE, FSC, FS1, MSC, TER,

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CSU Custom Process
Event Classes 12

• ACT Action Needs Review
• FS1 Family Status Chg- (Self-Service)
• FSA FSA enrollment
• FSC Family Status Change- All Options
• HBE Health Benefit Enrollment
• HIR New Hire

• LVE Leave of Absence Unpaid
• MSC Miscellaneous Change
• OE Open Enrollment
• SNP Snapshot
• TER Termination
• TSA TSA Event Class

Values delivered by Oracle/PeopleSoft
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CSU Custom Process

• Optimized Delivered
• Central Support for Table Maintenance
• Minimal campus input

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CSU Custom Process

• Minimal Customizations
• Conversion
• CSU Job Grouping
• Ben Admin Pre-Processing
• On Demand Pre-Processing
• Enrollment Worksheet
• Benefits Summary
• Search View for Event Status Update

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Process Overview
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CSU Custom Mods

• CSU Ben Admin Conversion- Base Benefits to Ben
  Admin
• Pre-Snapshot

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CSU Custom Mods

• CSU Ben Admin Conversion
• Pre-Snapshot
• Job Data Conversion/Updates
• Benefit Status
• Action/Reason DTA/CNV
• Benefit System BA
• Pay Group ACD
• Elig Config 1 Appointment Duration Met? Y/N
• Elig Config 2 Job Code

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CSU Custom Mods

• CSU Ben Admin Conversion
• Pre-Snapshot
• Benefit Record Number
• Eligible Jobs Benefit Record 0
• Ineligible Jobs Benefit Record 1
• Benefit Plan Enrollments
• Primary Jobs
• Data Validation
• Data Cleanup

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CSU Custom Mods

• CSU Ben Admin Conversion
• Post-Snapshot

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CSU Custom Mods

• CSU Ben Admin Conversion
• Post-Snapshot
• Future Job Data Rows BAS Activity

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CSU Custom Mods

• CSU Job Grouping
• Used to Group Jobs for Benefits
• AB211
• Academic Year
• Excluded
• Used for Primary Job processing
• Eliminates Hard-Coding

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CSU Custom Mods

• CSU Ben Admin Pre-Processing
• Backs up Run Control
• Sets Elig Config 1 2
• Rebuilds Primary Jobs Table
• Validate Finalize Benefits (Employer-Paid)
• Update Benefit Record Number
• Generate Custom Reports

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CSU Custom Mods

• Run Automated Event Processing(CSU Processing)

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CSU Custom Mods

• Run Automated Event Processing(CSU Processing)

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CSU Custom Mods

• CSU Enrollment Worksheet(CSUBS06.SQR)
• Used Delivered Format
• Reduced Number of Pages
• Added CSU Specific Information
• Updated via Message Catalog

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CSU Custom Mods

• CSU Custom Reports
• CSUBAS02.SQR
• Benefit Terminations
• Job Transactions Prior to Ben Admin Start Date
• Job Comp Frequency Discrepancies
• CSUBAS08.SQR CSU Flagged Participant Report
• CSUBAS27.SQR CSU Employee Processing Status
  Report
• Cloned Delivered BAS08.SQR/BAS27.SQR
• Excludes Employees in Void/Closed/Disconnected
  status

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CSU Custom Mods

• CSU On Demand Pre-Processing

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CSU Custom Mods

• CSU On Demand Pre-Processing

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CSU Custom Mods

• CSU On Demand Pre-Processing

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CSU Custom Mods

• CSU On Demand Pre-Processing

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CSU Custom Mods

• CSU On Demand Pre-Processing

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CSU Custom Mods

• CSU Benefits Summary -
• Benefits Summary
• Cloned Delivered Page
• Added CSU specific job information

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CSU Custom Mods

• CSU Benefits Summary
• Employee Summary
• Cloned Delivered Page
• Added CSU specific job information

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CSU Custom Mods

• CSU Search for Event Status Update
• Updated Delivered to include Name

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Process Overview
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The Future Benefits Administration

• Pilot Campus Live (February 2006)
• San Jose
• Campuses Live (October 2006)
• Fresno
• San Diego
• Sonoma January 2007
• 20 Campuses Live by October 2008!!!

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The Future - Benefits Administration

• Whats Next for the CSU?
• Continued Communication/Collaboration
• Continual Data Clean Up Efforts
• Ongoing Implementation Support
• Self Service/Open Enrollment
• 9.0
• 21st Century Project

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Lessons Learned

• Collaboration of Groups
• Eligibility Rules Clearly Defined
• No Grey Areas
• Business Process Review
• 80/20 Rule
• Consider Integration Points
• HR, Payroll, Benefits
• Roles
• Implementation Guide
• Troubleshooting Guide - Tips

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Questions?
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Contacts

• Tammy Hines
• CMS HR Systemwide Manager
• Common Management Systems (CMS)
• California State University Office of the
  Chancellor
• E-mail tammy.hines_at_calstate.edu
• www.calstate.edu

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This presentation and all Alliance 2007
presentations are available for download from the
Conference Site
Presentations from previous meetings are also
available