19 Saving Self-Service Employee Information

This chapter contains the following topics:

19.1 Understanding Saving Employee Information

When employees enter changes to their benefits, personal information, or dependent and beneficiary information, the system saves the changes in workfiles. This information needs to be periodically saved to system live files. After you set up benefits self-service, including the required workfiles, you need to schedule reports to run that periodically save this information.

Other programs such as Address Book Constants (P0000) can also cause the system to save information that can be subsequently saved in the live tables that contain self-service information. For example, when a value in Address Book Constants is set to record address information with an effective date, the Update Employee Personal Information to Live Tables program (R054104) includes the date effective address information when you save self-service changes. When you set up your system to include date effectiveness, you also need to run the Effective Address Update program (R01840) to mark the latest address as the current address.

19.2 Saving Employee Personal Information

This section provides an overview of saving employee personal information and discusses how to:

  • Run the Update Employee Personal Information to Live Tables program.

  • Set processing options for the Update Employee Personal Information to Live Tables program.

19.2.1 Understanding Employee Personal Information Storage

You can use the Update Personal Info to Live Tables program (R054104) to save self-service changes to live system tables. This program also saves new date effective address information if the appropriate option is set in the Address Book Constants program (use P0000). Processing options specify the types of changes that are saved:

  • Employee personal information

  • Dependent and beneficiary information

  • Employee personal information and dependent and beneficiary information

You should run this program after employees use self service to change any of their personal information. Since you might not be aware of when changes are entered, you should schedule this program to run periodically so that the system saves new information to the live tables at least once each week. You should also run this program at the conclusion of each open enrollment period. After the system updates the live tables, employees can review the new changes on self-service forms.

The Update Personal Info to Live Tables program includes a review of self-service workflow. This program verifies that required workflow approvals are complete before the system processes employee benefit changes. The final step of this programs process saves information to history tables so that employees can look up changes by transaction number.

The system references these tables for this program:

  • Employee Personal Profile Information Work (F054101W)

  • Employee Phone Number Work (F054115W)

  • Employee Emergency Contact Work (F054111W)

  • Disability Status Work Table (F085590W)

  • Veteran Status Work Table (F085605W)

  • Employee Master Information (F060116)

    Note:

    If the GeoCoder for Human Resource Management applications is active, the Update Personal Info to Live Tables program automatically updates employee tax area information if the changes that are made using self service include a change to the employee's city, state, county, province, or postal code. If there are multiple valid GeoCodes for the employee's new address information, the system produces an exception report and does not update the employee's GeoCode. In these instances, you must select the correct GeoCode from the exception report and manually update the employee's tax area information.

19.2.2 Running the Update Employee Personal Information to Live Tables Program

From the Update Work File Data to Live Tables menu (G08BESS325), select Update Personal Info to Live Tables.

19.2.3 Setting Processing Options for Update Employee Personal Information to Live Tables (R054104)

Processing options enable you to specify the default processing for programs and reports.

19.2.3.1 Process

Use these processing options to specify the group of individuals whose records are processed and the mode in which the UBE is run.

1. Write Personal Information for Employee, Dependent/Beneficiary or Both:

Specify the group of individuals whose employee self-service records are processed. Values are:

1: Employee records from the employee self-service work files.

When you use this value, you should run the program in proof mode.

2: Dependent and beneficiary records from the employee self-service work files.

When you use this value, you should run the program in proof mode.

3: Employee, dependent, and beneficiary records from the employee self-service work files.

When you use this value, you can run the program in either proof or final mode.

2. Mode:

Specify the mode in which the system runs the process.

0: Run the process in proof mode. Do not update the tables.

1 or Blank: Run the process in final mode and update all appropriate tables.

3. Update Disability and Veteran Response to Employee Master:

Specify whether the system should update the Employee Master Information table (F060116) with disability and veteran status responses. Values are:

1: Update.

0: Do not update.

Note:

If both the Mode and the Update Disability and Veteran Response to Employee Master processing options are set to 1, the system updates the disability and veteran fields in both the Employee Master Information table (F060116) and the Disability and Veteran Status History table (F085590) when you run the Update Employee Personal Information to Live Tables program (R054104). If the Mode processing option is set to 1 and the Update Disability and Veteran Response to Employee Master processing option is set to 0, the system updates only the Disability and Veteran Status History table (F085590).

19.3 Saving Self-Service Benefits Information

This section provides an overview of saving self-service benefits information and discusses how to:

  • Run the Update Benefits Information to Live Tables program.

  • Set processing options for the Update Benefits Information to Live Tables program.

19.3.1 Understanding Benefits Information Storage

From the Update Work File Data to Live Tables menu (G08BESS325), select Update Benefits Info to Live Tables.

You can use the Update Benefits Information to Live Tables program (R085524) to save self-service benefit changes. This program ensures that any eligibility rules are met and then saves changes from benefit workfiles to system live tables. If changes are made during open enrollment, you should run this program after the open enrollment period is closed. If changes are made because of life events, then you should run this program before each payroll is processed, so the system can save new DBA information to the appropriate files.

The Update Benefits Info to Live Tables program includes a review of self-service workflow. This program verifies that required workflow approvals are complete before the system processes employee benefit changes. The final step of this programs process saves information to history tables so that employees can look up changes by transaction number.

The system references these tables for this program:

  • Employee Master Information (F060116)

  • Available Plans and Plan Options by Employee Work Table (F085520W)

  • Dependent/Beneficiary X-Reference Work Table (F085536W)

19.3.2 Setting Processing Options for Update Benefits Information to Live Tables (R085524)

Processing options enable you to specify the default processing for programs and reports.

19.3.2.1 Process

1. Enrollment Event Type:

Values are:

1: Open Enrollment

2: Current Enrollment

2. Mode:

Values are:

0: Proof

1: Final

19.3.2.2 Defaults

1. End Enrollment Status:

Specify the desired ending enrollment status.

2. End Enrollment Status based on Plan End Date(s):

Specify the desired ending enrolment status based on plan end dates.