Setting Up eBenefits

This chapter discusses how to:

• Use PeopleSoft eBenefits pages.

• Set up page display information.

• Set up uniform resource locators (URLs).

• Establish text catalog data.

• Set up dependent workflow.

• Set up suppliers.

Using PeopleSoft eBenefits Pages

The standard menu-driven navigation path for PeopleSoft eBenefits is the traditional PeopleSoft access method that users of PeopleSoft applications are familiar with. The Benefits page presents a simple user interface design for end users. You access it by selecting Self-Service, Benefits.

The links that appear on the Benefits page depend on which collaborative applications have been purchased and whether the application has been selected on the Installation table.

Setting Up Page Display Information

With the exception of text tables used by benefits enrollment, all controls for how and what the eBenefits pages display have been added to existing setup tables within the Manage Base Benefits business process in PeopleSoft Human Resources.

Before implementing eBenefits, you must define the organization's benefit programs, plans, and plan types.

The fields that control how benefit plan information appears on the eBenefits plan summary and detail pages and on the enrollment form are located in one of the following pages or components:

• Benefit Program - Plan Type and Option at the plan level.

• Benefit Plan Table.

• Event Rules.

See Also

Building Base Benefit Programs

Setting Up Benefit Plans

Creating Event Rules

Displaying Dependent and Beneficiary Information

The Collect Dep/Ben check box appears on these pages:

• Benefit Program - Plan Type and Option at the plan level.

• Event Rules.

Benefit Program - Plan Type and Option

When the Collect Dep/Ben check box is selected on the Benefit Program-Plan Type and Option page, the system collects the information pertaining to dependents and beneficiaries and displays that information on the eBenefit Summary and eBenefit Detail Information pages.

Event Rules

When the Collect Dep/Ben check box is selected on the Event Rules page, the system displays the dependent and beneficiary information on the eBenefits Enrollment pages.

For health plans on the enrollment form, the system collects elections at the plan level. The employee selects which dependents to cover under the plan by selecting a check box next to each individual's name. The system derives the coverage code based on the dependents that are selected.

When the check box is deselected, the system hides the dependent or beneficiary sections and does not collect dependent or beneficiary elections. For health plans on the enrollment form, the system collects elections at the coverage code level when the check box is deselected.

The Collect Dep/Ben field works with the Ignore Dep/Ben Edits field for the event rule. If the Collect Dep/Ben check box is selected, the Ignore Dep/Ben Edits check box should not be selected.

Self-Service Group Box

To indicate that an employee can add new dependents through the eBenefits enrollment process, select Allow Dep/Ben Additions (allow dependent or beneficiary additions).

As the administrator, you can specify a certificate to be presented to the employee when he or she elects the specified plan type within eBenefits; enter this value in the Certification ID field.

Dependent Workflow

Each time a user of eBenefits modifies dependent data, the benefits administrator can monitor certain fields. If a participant changes a particular field value, then you are notified via email. The Dependent Workflow page enables you to select which fields trigger an email to be sent to the benefits administrator.

See Setting Up Dependent Workflow.

See Also

Building Base Benefit Programs

Creating Event Rules

Displaying Savings Plan Fund Allocations

The Collect Funds Allocations check box appears on three pages:

• Benefit Program Table - Program.

• Benefit Program Table - Plan Type and Option at the plan level.

• Event Rules.

Benefit Program - Plan Type and Option

When the Collect Funds Allocations check box is selected on the Benefit Program-Plan Type and Option page, the system collects the information pertaining to savings plans and displays that information on the eBenefit Savings Summary and the Detail Information pages.

Event Rules

When the Collect Funds Allocations check box is selected on the Event Rules page, the system displays the dependent and beneficiary information on the eBenefits Enrollment pages.

This field works in concert with the Ignore Investment Edits check box for the event rule. If the Collect Funds Allocations check box is selected, then the Ignore Investment Edits check box should be deselected.

Suppressing Plan Type Information

The Show if no choice check box is located on the Benefit Program Table - Plan Type and Option page for all plan types.

This check box controls whether a plan type appears on the enrollment when the employee has no option to choose and cannot waive out of the option. A good example is paid vacation. Employees receive the benefit, but you don't display it on the enrollment form.

If the check box is selected, the system displays the plan type in the enrollment form summary. When the check box is deselected, the system does not display the plan type.

Displaying Costs

The Cost Freq on Enrollment Form field is located on the Benefit Program Table - Benefit Program page at the program level. This field controls whether the annual costs or the per-period costs (deductions) appear on the enrollment form.

Displaying Credits

The Show Credits on Enrollment Form check box is located on the Benefit Program Table - Benefit Program page at the program level. If selected, this check box specifies that the system display total cost and credits on the pages.

Setting Up the Self-Service Plan Descriptions Field

When setting up benefit plans for health, disability, leave, or retirement benefit plan types, you can enter a description about the plan on the Benefit Plan Table that appears on the enrollment pages.

Setting Up Uniform Resource Locators

The enrollment form and other benefit transaction pages are designed to display links to:

• Employee handbooks.

• Benefit provider websites.

• Service provider websites.

You enter the specific uniform resource locator (URL) address, description, and identifier on the URL table. When you have done this, enter only the identifying code in the Benefit Program, Vendor, and Benefit Plan tables.

The SPD URL ID field on the Benefit Plan Table page has priority over the General Policy URL ID field in the Provider/Vendor Table - Policy Information page when the system displays one or the other next to the plan provider.

The following rules determine which URL appears next to the plan name on benefit plan review pages:

• If a URL identifier is associated with the SPD URL ID field on the Benefit Plan Table page, it is the link that appears on the benefit plan review page.

• If a URL identifier is associated with the General Policy URL ID field on the Provider/Vendor Table - Policy Information page and no SPD URL ID value is defined on the Benefit Plan Table page, it is the link that appears on the benefit plan review page.

The Authorized Providers URL ID value on the Provider/Vendor Table - Policy Information page is independent of the links listed previously. If a URL identifier is connected to the Authorized Providers URL ID field, then that link appears on the Review page next to Find a Health Care Provider under the Additional Information section. This link is for health plan types only; no link appears for the other plan types.

For the General Policy URL IDs and Authorized Providers URL ID links to work, a group number is required on both the Provider/Vendor and Benefit Plan tables.

Oracle recommends that you use a prefix naming convention in the PeopleSoft application, such as the one shown here:

• Use SPD as a prefix when defining Summary Plan Description URL IDs (SMRYPLNDOC_URL_ID): SPD_AETNAPPO.

• Use GEN as a prefix when defining the General Policy URL ID (POLICY_URL_ID): GEN_AETNA.

• Use PRV as a prefix when defining the Authorized Providers URL ID (VENDOR_URL_ID): PRV_AETNA.

See Also

Enterprise PeopleTools PeopleBook: System and Server Administration,"Using PeopleTools Utilities"

Setting Up Handbook Links

These URLs provide links to the enrollment handbook. A link to the entire handbook can exist and a link to each of the plan-type sections can exist.

Because the handbooks may vary by benefit program, the keys are benefit program and plan type. The URL identifiers are on the benefit program definition at both the program and plan-type levels.

One URL can exist for the entire handbook or separate URLs for each plan type.

Setting Up General Policy Links

These URL identifiers provide links to the provider home pages or to a company intranet site. The fields are defined on the Provider/Vendor table.

Setting Up Authorized Provider Links

These URL identifiers provide links to the provider's PCP finder and are applicable only for health plan types. The fields are defined on the Provider/Vendor table.

Setting Up Summary Plan Description Links

These URL identifiers provide links to the plan summary plan descriptions (SPDs). The fields are defined on the Benefit Plan table.

Establishing Text Catalog Data

eBenefits uses the text catalog to maintain the wording used on its self-service pages. Text blocks are a collection of paragraphs, sentences, phrases, and words that eBenefits uses when displaying the enrollment pages.

Use the Maintain Text Catalog page to update eBenefit text blocks. Enter HEB (eBenefits) as the object owner when searching for the available text catalog items.

See Configuring the Text Catalog.

Defining Text for Flexible Keys

Some page text is the same for all situations. Some of the text varies from benefit program to benefit program. Other text varies from plan type to plan type. Text can vary by plan type within benefit program and can vary by the type of event. To accommodate this, the system keys the text pieces by benefit program, plan type, and event class.

The system uses the following rules when matching text to a text block:

• The system looks for a match on the benefit program. It uses only those rows that match the benefit program or, lacking any rows that match the benefit program, uses the rows that do not have a benefit program.

• Within this set of rows, the system looks for a match on plan type. It uses only those rows that match the plan type or, lacking any rows that match the plan type, uses the rows that don't have a plan type.

• Within this set of rows, the system looks for a match on event class. It uses only the row that matches the event class or, lacking a match on event class, uses the row that does not have an event class.

Identifying Field Lists

This is a list of the fields on the following tables: W3EB_TEXT, W3EB_TEXT_EFFDT, and W3EB_TEXT_MSGID

• Text ID − A character field that uniquely identifies the text block.

• Language Code − The language for this text block.

• Description − A description of this text block.

• Effective Date − The date on which this text block takes effect.

• Benefit Program − A distinct benefit program or blank.

• Plan Type − A distinct plan type or blank.

• Event Class − An event class or blank.

• Text − A long field containing the text block itself. The text can include up to five substitution variables.

Setting Up Delivered Text and Effective Dating

This text is effective-dated, which allows it to be changed from one plan year to the next. The delivered text has an effective date of January 1, 1900 (1/1/1900) and is defined as system data in the HRMS database. You should use a later effective date when you add new text entries. Any configured text should use a later date.

Setting Up Enrollment Form Technical Information

Inside the enrollment form, the system uses a common function to access the text blocks. The format of this function is:

GetText(&TextID, &PlanType, &TextArea, &Sub1, &Sub2, &Sub3, &Sub4, &Sub5)

The parameters are:

&TextID − A character string that uniquely identifies the text string.

&PlanType − The plan type. 01 is used for the event picker, summary, and other non-plan type pages.

&TextArea − For situations in which the function returns the text.

&Sub1,2,3,4,5 − Up to five character fields that hold substitution variables. The function updates the text with the substitution values.

The calling function supplies the &TextID, &PlanType, and &Sub parameters.

On return, the calling function takes the text returned in &TextArea and puts it into HTML areas on the page.

The function does not have to supply the benefit program or event class because these values can be derived from the event itself and they do not change.

Setting Up Dependent Workflow

An employee can modify characteristics about a dependent at any time on the Dependent/Beneficiary Personal Information page.

An administrator can configure the Dependent Workflow page to trigger a notification of changes within eBenefits for validating both a benefits certification and dependent data.

Page Used to Set Up Dependent Workflow

Setting Up Dependent Workflow

Access the Dependent Workflow page (Set Up HRMS, Product Related, eBenefits, Dependent Workflow).

Setting Up Suppliers

This section provides an overview of how to set up suppliers and describes how to

• Activate the supplier.

• Define supplier FTP parameters.

• Define carrier reporting schedules.

Understanding How to Set Up Suppliers

eBenefits integrates with eBenX, which enables companies to use eBenX benefits data management and distribution services to distribute benefit enrollment data to their benefit providers.

To set up eBenX as a supplier:

1. Activate eBenX as a supplier using the Merchant Profile page.

2. Enter the supplier's FTP information on the Define Supplier FTP Parameters page.

3. Create a schedule for sending data to the supplier using the Define Carrier Rpt Schedule page.

Pages Used to Set Up Suppliers

Activating the Supplier

Access the Merchant Profile page (Set Up HRMS, Common Definitions, Supplier Administration, Merchant Profile).

Select the Merchant Enabled check box.

If this check box is deselected, you won't be able to transmit data to the supplier.

See Also

Enterprise PeopleTools PeopleBook: System and Server Administration

Defining Supplier FTP Parameters

Access the Define FTP Parameters page (Set Up HRMS, Common Definitions, Supplier Administration, Carrier Report, Define FTP Parameters, Define FTP Parameters).

Supplier ID	Displays the identification number that the system assigned to the supplier when the supplier was entered in the Merchant Profile page.
Supplier Enabled	Select to indicate whether you can transmit data to the supplier. If you deselect this check box, you must access to the Merchant Profile page and select the Merchant Enabled check box.
FTP Address	Enter the supplier's FTP address.
FTP User Name	Enter your logon name. The eBenX representative will provide this information.
FTP Password	Enter the password that is assigned to you to access the supplier's site. The eBenX representative will provide this information.

Defining Carrier Reporting Schedules

Access the Define Carrier Rpt Schedule page (Set Up HRMS, Common Definitions, Supplier Administration, Carrier Report, Define Carrier Rpt Schedule, Define Carrier Rpt Schedule).

Schedule ID	Displays the unique identification code that is assigned to this schedule. It can be up to six characters long.
Company	Enter the name of your company. This information is included in the header section of the files that are sent to the supplier.
Supplier ID	Select the supplier ID from the list of valid options.
File Name	The name of the file sent to the supplier. You can create your own name or have the system generate a name for you. When creating your own name, make sure that it is a name that helps you easily identify the contents. If you run the Carrier Interface Schedule process more than once using the same name and directory, a sequence number is placed in front of the file name. For example, if you send a file with the name eBenX twice, the first and second file names will be eBenX.txt and 2eBenX.txt, respectively. To have the system generate a name, leave File Name blank and select Auto Generate File Name.
Auto Generate File Name	Select to create a file name for yourself. When you select this check box, the File Name field becomes unavailable for entry. The system creates the name using the following format: <Schedule ID name>_YYYY-MM-DD-HH.MM.SS.txt.
Resend a file created from this schedule	This link appears only if a file was created by this schedule. Click it to display the Resend File page.
File Directory	Enter the name of the directory located on the application server where the extract file is to be stored.
Extract Parameters	This group box enables you to select only the information that you want to extract from the BN_SNAP files for this supplier. You can enter more than one row of parameters.
Set ID	If you want enrollment information for a specific setID, select a setID from the list of available options. You must enter at least one setID.
Vendor ID	If you want enrollment information for a specific benefit provider, select a vendor ID from the list of available options. If you want information for all benefit providers, leave this field blank.
Plan Type	If you want enrollment information for a specific benefit plan type, select a plan type from the list of available options. If you want information for all plan types, leave this field blank.