BN206 Finalize Terminatin by Agency

BN206 Finalize Terminatin by Agency


State of Connecticut

Core-CT Project

Application:HRMS

Module:Benefits

Business Process:Administer COBRA

Requirement Number:BN206

Requirement Title:Viewing Terminations Requiring Finalization 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 administers benefits at the agency level and agencies must be able to identify employees that have been terminated from their jobs and need their benefits terminated.

When PeopleSoft’s Benefits Administration process is run, qualifying employees are identified for benefits termination; their benefits cannot be terminated automatically by the Benefits Administration process. The Agency Benefits Specialist must terminate the employees’ benefits manually by force-finalizing them (to do this, he/she will process the employee on the On-Demand Event Maintenance page by clicking on the Finalize/Apply Defaults box).

PeopleSoft delivers the Processing Controls Update page to identify all employees whose benefits should be terminated; however, it does not have a way to identify them by agency.

  1. Business Need

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

Because benefits are administered at the agency level, there must be a way to determine, by Agency, employees who have been terminated by HR and whose benefits are “prepared” to be terminated. The State needs a way to identify these employees to avoid paying benefit premiums on employees that have terminated.

  1. Required By: (Y/N)

Federal ____Agency _Y__Bargaining Unit ____

State Statutory ____State Regulatory ____State Procedural ____

  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

__2_Option Number

  1. Explanation for Recommendation

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

This option gives the Agency Benefits Specialist a report to effectively manage the processing of terminated benefits. It will reduce errors that could otherwise cause the State to continue paying for benefit premiums of terminated employees.

  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.

Agency Benefits Specialists will need to be trained to run the report, which will greatly reduce the time and effort required to identify the employees to be processed. It will also reduce the number of errors, as compared to identifying the terminated employees manually. The Agency Benefits Specialist will also need to be trained to perform On-Demand Event Maintenance.

  1. Process Solutions

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

Option 1.

When HR processes a Termination, they will send notification to the Agency Benefits Specialist indicating, by Employee ID and Name, which employee(s) were terminated. The Agency Benefits Specialists would use the list of terminated employees from their Agency to perform On-Demand Event Maintenance to finalize the benefits termination. The process has a high potential for human error that would cause the State to pay for benefits of terminated employees and requires extra work for the Agency HR Specialist. (If this option was implemented, the details would need to be coordinated with the HR team).

  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: Medium

Description:

Add a field to indicate Agency (department id) to the Processing Controls Update search page. This field will then be used as part of the search record for this panel so only the records associated with the indicated agency are shown on the Processing Controls Update page. This would display all records for their agency with an Event Classification of “Terminated” and a Process Status of “Prepared” online. The Agency Benefits Specialist can then use this information and perform On-Demand Event Maintenance for the applicable employees to finalize the termination of their benefits.

Option 2.

Modification Type: Report

Complexity: Easy

Description:

A report will be created to show employee records with an Event Classification of “Terminated” and Process Status of “Prepared” for the Agency (department id) indicated on the report run control. This report will then be used by the Agency Benefits Specialist to properly determine which employees require their benefits to be terminated. Lastly, the delivered On-Demand Event Maintenance page will be used to finalize the termination of their benefits.

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