Getting Started with the Activity Guide for Open Enrollment
Open Enrollment uses the PeopleSoft Activity Guide Composer framework that is designed to improve the deployment and management of fluid activity guides. This framework provides utilities and configurable steps that are commonly utilized in activity guides. Activity guides track and maintain a user's progress as he or she performs prescribed tasks, or steps. With the PeopleSoft Open Enrollment activity guide, your employees can easily make all changes to their benefits plan choices from a single place.
Although the PeopleSoft application delivers a ready-to-use Open Enrollment activity guide template, your organization may clone or define your own templates that you can assign to your workforce.
These topics provide an overview of Activity Guide Composer setup tables for Open Enrollment, working with Open Enrollment categories and templates, and configuring templates for your organization.
To support the Open Enrollment process, you will use the following steps to configure and assign the Open Enrollment activity guide template to your employees. For detailed information on these procedures, see the corresponding documentation.
Set Up User Profiles
Permission List
Role
Description
HCCAGC1001
AG Composer User
This role is necessary for accessing Self Service Fluid Activity Guide.
HCCAGC1000
AG Composer Administrator
This role is necessary for accessing the Fluid Activity Guide Composer to create and maintain activity guide templates.
Set Up Activity Guide Categories
Categories contain the technical components that are utilized to define an activity guide template. For example, categories contain the technical definition of one or more steps that can be included in an activity guide. See the Setting Up Activity Guide Categories documentation and the Working with Open Enrollment Categories topic below.
Create Activity Guide Templates
Activity guide templates identify the exact configuration and steps end users will follow to complete their benefits enrollment. Activity guide templates are created and managed by template administrators—functional personnel who are very familiar with your organization's benefits processes. See Managing Activity Guide Templates documentation and the Working with Open Enrollment Template topic below.
Set Up Open Enrollment Definition
Use the Open Enrollment Installation table to assign Open Enrollment information to employees. This includes the specific schedule ID and images for the Open Enrollment tile and Open Enrollment templates. See the Managing Open Enrollment documentation.
A category definition contains the properties, contextual data, steps, and other options that can be included in an activity guide template. You will use the Categories component to associate these steps to a related content service that navigates the user to an application transaction page to perform a specific task. Not all steps need be included in a template, but all possible steps must be included in the category to be considered for a template.
The PeopleSoft application delivers the OpenEnrollment activity guide category.
Delivered Open Enrollment Category Steps
The following table lists the delivered steps for the OpenEnrollment category:
|
Step |
Description |
Additional Information |
|---|---|---|
|
ACKNOWLEDGEMENT |
Acknowledgement |
The system delivers the OB1 parameter value as temporary data for this step as the acknowledgement parameter under the Additional Step Content section of the Categories - Steps Page. Important! You will need to change the parameter based on the Acknowledgement ID you create using the Acknowledgement Framework. For information on Acknowledgement Framework, see Understanding the Acknowledgement Framework. |
|
ADDRESS |
Home and Mailing Address |
|
|
BENEFIT SUMMARY |
Benefits Summary |
|
|
CONTACT INFO |
Contact Information |
|
|
DEPENDENTBENEF |
Dependent/Beneficiary Info |
|
|
ENROLLMENT |
Benefits enrollment |
|
|
INTRODUCTION |
Before the start video |
|
|
NAME |
Name |
|
|
SUMMARY SUMMARY_ONLY |
Summary page Summary page without ‘Go to Steps’ option |
The OPENENROLLMENT category delivers two summary steps: SUMMARY and SUMMARY_ONLY. SUMMARY lists all the steps in the activity guide and your employees can choose to go to any previous step from here. SUMMARY_ONLY provides a text field and no list of steps. You can modify the delivered template and choose which summary step to include in your Open Enrollment activity guide. |
|
WELCOME_VIDEO |
Welcome instruction and Video |
The Activity Guide Composer uses fluid pages to create templates that identify the steps a user should take to perform a transaction or process. You will use the Activity Guide Composer - Templates component to define the activity guide layout, assign a category, identify the security roles that can access the Open Enrollment templates and activity guides, identify actions the user can take, and identify the steps that employees would need to complete during the Open Enrollment process.
PeopleSoft HCM delivers a ready-to-use Open Enrollment activity guide template: ENROLLM
The delivered Open Enrollment template use the vertical non-sequential layout that has the navigation steps appear in the left panel of the page.
Refer the Using the Open Enrollment Activity Guide to view the steps in the delivered Open Enrollment template.
Although the application delivers categories and a template for the Open Enrollment activity guide, you have the ability to:
Create your own categories and templates.
Use the delivered data as a starting point for your own categories and activity guide templates.
The fields for delivered data are disabled and unavailable for update. Although you cannot update the delivered data, you can make modifications to delivered or existing categories and templates to suit your organization's needs. This is done by using one of these methods and making the modifications:
Inserting a new effective dated row.
Cloning a category or template.
Warning! When you make modifications to a template (by either inserting a row or cloning), you cannot change the activity guide type (layout) or category. To have a template that does not use the same layout type or category, you will need to create a new template instead of cloning or inserting a new effective dated row.
For more information on setting up activity guide categories or templates, see the Setting Up Activity Guide Categories and Managing Activity Guide Templates documentation.
Considerations for Configuring Categories for Your Environment
If you want to use the delivered categories as a basis for your Open Enrollment categories, or create your own, consider the following:
You should always have a Summary step that can be included as the last step in the activity guide process where users can review their progress and mark the activity guide as complete.
To add or remove steps from an existing category, you will need to add a new effective dated Open Enrollment category row and add or delete the steps.
Important! If you do this for a category that is already associated with a template, you will need to insert a row in the template with a date equal to or later than the row with the new or deleted step to apply those changes to your template. The system will not automatically insert the step into the template, but you can now opt to include this new step into the template.
For details, refer Activity Guide Composer - Select Steps Page
You can clone the delivered Open Enrollment category by accessing the Clone Category Page, selecting the category and effective dated row you want to copy, enter the new category details, and click Clone Category to save a copy of the category. You will need to navigate to the Categories component where you can update this new category (see Setting Up Activity Guide Categories).
Considerations for Configuring Templates for Your Environment
If you want to use the delivered template as a basis for your Open Enrollment templates, consider the following:
In order to make modifications to a delivered template, accessing the Activity Guide Templates Page and doing one of the following:
Insert a new effective dated row by clicking the Update Template button to access the Update Template Page and click the Add button, This will insert a new effective dated row where you can enter the new date. Apply the change and click the Update Template button to access the template and make the changes.
Clone the delivered Open Enrollment template by clicking the Clone Template button for the desired template. On the Clone Template Page select the effective dated row you want to copy, enter the new template details, and click Continue to save a copy of the template. You will be returned to the Activity Guide Templates page where you can select to update this template.
Note: These actions will copy all the configuration setup for this template, including the status of the template at the time of inserting a row or cloning. You can change the auto save functionality, security roles, actions, step configuration, and status, but you cannot change the activity guide layout type and category.
To inactivate a delivered template, insert a row with a new effective date, access the Activity Guide Composer - Review and Activate Page and click the Deactivate Activity Guide button.
If you do not want to use the same category or activity guide type (layout style) as an existing template, create a new template instead of cloning or inserting a new effective dated row.
You should always have a Summary step that can be included as the last step in the activity guide process where users can review their progress and mark the activity guide as complete.