State of Connecticut

Core-CT Project

Application:HRMS

Module:Benefits

Business Process:Administer Retroactive Benefits

Requirement Number:BN152

Requirement Title:View Retroactive Benefit and Deduction Pages by Agency

Module Leads: Nancy McMahon, John Woodyard

  1. Requirement Description

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

The State of Connecticut administers and maintains all health benefits at an Agency level. The Agencies will need to be able to view the Retroactive Benefit and Deduction Pages by Agency so the Agency Benefits Specialists can track the retroactive requests for employees in their agency. The delivered PeopleSoft pages, View/Delete Retro Ded Request, Retro Ben/Ded Review and Updt, Retro Ben/Ded Request Summary, and Retro Ben/Ded Summary show all retroactive benefit and deduction requests for the entire State sorted by Employee ID or Retro Ded Sequence Number.

  1. Business Need

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

The Retroactive Benefit process will be administered by the Agency because they have the knowledge of when events are entered into the system which may trigger a retroactive benefit and deduction request. The following pages are used by the Agency Benefits Specialist during the Retroactive Benefits process: View/Delete Retro Ded Request, Retro Ben/Ded Review and Updt, Retro Ben/Ded Request Summary, and Retro Ben/Ded Summary. These pages not only allow the Agency Benefits Specialist to review the status of the requests, but to also check the results of the calculation process and delete invalid retroactive requests before they are calculated. There are over 50,000 employees enrolled in the State of Connecticut’s health benefits program and because deductions are taken for each month before the month begins there is a possibility of thousands of Retroactive Benefit and Deduction Requests and breaking the viewing of these requests down by Agency reduces the amount of time and effort the Agency Benefits Specialist will have to spend reviewing these retroactive requests each pay period. There are also security concerns with Agency Benefits Specialists being able to view information for employees who are not employed by their agency.

  1. Required By: (Y/N)

Federal ____Agency __Y_Bargaining Unit ____

State Statutory ____State Regulatory ____State Procedural __Y_

  1. Requirement Priority

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

  1. Recommended Solution

Enter an “X” next to the appropriate category

______Process Solution

___Option Number

__X___Application Modification

__1_Option Number

  1. Explanation for Recommendation

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

This recommendation allows for the Agency Benefits Specialists to view all employees in their Agency who have a Retroactive Benefit/Deduction request using the on-line review pages. This also keeps the Agency Benefits Specialists from viewing employees employed by different Agencies who have a Retroactive Benefit/Deduction request in the system reducing the amount of extraneous data they must sift through.

  1. 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.

The Agency Benefits Specialists must be trained to use the following pages by entering their Department ID in the proper field: View/Delete Retro Ded Request, Retro Ben/Ded Review and Updt, Retro Ben/Ded Request Summary, and Retro Ben/Ded Summary.

  1. Process Solutions

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

Option 1.

The View/Delete Retro Ded Requests page, Retro Ben/Ded Review and Updt page, Retro Ben/Ded Request Summary page, and Retro Ben/Ded Summary page all display a list of all employees who have had a retroactive change to their benefits made and are currently going through the retroactive benefits process. The Agency Benefits Specialist chooses which employee they would like to view by clicking on an employee and they can then see all retroactive requests for that employee as well as the status of each request (Not processed, Rejected, Invalid, Calculated). The Agency Benefits Specialist would have to scroll though the list of employees and find the ones that they would like to view. This would require that the Agency Benefits Specialist know each of their employees, by Employee ID so that they could find them because the information shown does not include Employee Name or Department.

  1. Application Modifications

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

Option 1.

Modification Type: On-line

Complexity: Difficult

Description:

Make a modification in the search views to restrict the online view to the Department ID (Agency) so that the View/Delete Retro Ded Request page, the Retro Ben/Ded Review and Updt page, the Retro Ben/Ded Request Summary page, and the Retro Ben/Ded Summary page can be viewed only by the agency personnel who have authorized access to the data. This modification will be used as part of the search criteria for the pages so only employees who work for the specified Agency will be displayed. This will ensure that the Agency Benefits Specialist is aware of all employees in their agency who have a retroactive benefit/deduction request on the system as well as the status of that request.

1 of 201/02/19