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SAP SuccessFactors Employee Central Global Benefits: Winning the race against time with a new benefit enrollment job

The SAP SuccessFactors H2 2020 Release brings with it a new enhancement that allows admins to set up a new type of job (Create or Update Benefit Enrollments for Employee Master Data changes) to create or update enrollment records whenever there is a change in Employee master data.

Reason for introducing this new job

The old Benefits Auto Enrollment Job analyze all employees for each run, even for those employees where there are no changes as per the eligibility rule.

This approach slows down the jobs, affects the performance with respect to time.  From time to time, it also makes the job fail due to memory consumption issues if the volume to be processed is too high for some customers based on their setup and number of employees.

How does this new job work?

During the ‘Create or Update Benefit Enrollments for Employee Master Data Changes’ job run, a new ‘Benefits Employee Master Data Change Tracker’ object is queried to find the employees with master data changes:

  • If the system doesn’t find any records of any such employees belonging to the selected legal entity, the job will log the result and exit.
  • If it finds records, it processes only those employees. After the execution, the job will update the status in the tracker object whether the job processed successfully or not.

As this job processes only those employees with master data changes, it reduces the volume that needs to be processed and increases the processing efficiency of the job.

Note: The records will be created in ‘Benefits Employee Master Data Change Tracker’ object when there is a change in employee master data. We use rules to trigger such changes and this is explained in the additional configurations section below.

Use cases addressed by this Job

Whenever there is a change in employee master data, this job will perform the below mentioned actions to the benefits as per the eligibility rule defined in the Benefit.

  • Create enrollment
  • Update enrollment

For example,

  • If an employee becomes newly eligible for a benefit due to change in Department, then the job will create an enrollment record.
  • If an employee becomes eligible for a benefit with higher entitlement amount due to change in Pay grade, then the job will update the enrollment record with the new amount.
  • If an employee lose eligibility for a benefit due to change in Job classification, then the job will terminate/delimit the enrollment record

Are there any limitations with this job?

Yes, currently there are below limitations and if they are not acceptable in your case you must continue to use the Benefits Auto Enrollment job for the following scenarios:

  1. Subsequent auto updates to the enrollments based on date related eligibility changes are not supported.

For example:

    • If Date of Birth or Date of Hire or any other date fields used in the eligibility rules, updates to the enrollment records will not happen.
    • For insurance type benefit, when the insurance rate chart has multiple age bracket entries, such as, 20-40 years, 41-60 years and so on, then the updates to the enrollment records will not happen.
  1. Any change to the Benefit configuration that doesn’t involve employee master data change cannot be processed by the new job automatically.

For example:

    • Automatic creation of enrollments for a new benefit.
    • Automatic creation of enrollments when a new benefit schedule period becomes active.

Some or all these limitations are planned to address in the upcoming release.

What additional configurations are introduced to set up this job?

New approach works solely based on identifying that there is a master data change for employee. This is done by using business rule. Rules must be configured using the rule functions listed below for the master data objects maintained in the benefit eligibility rules.

For example, if your eligibility rule is defined based on the parameters Job Information, Biographical Information, Personal Information then create the rules using the below rule functions and attach to the mentioned parameters as a ‘Post save’ or ‘On save’ rule for all three entities (Job Information, Biographical Information, Personal Information)

  • Create Benefit Tracker for Employment Info Changes ()
  • Create Benefit Tracker for Employment Info Changes with Effective Date ()
  • Create Benefit Tracker for Personal Info Changes ()
  • Create Benefit Tracker for Personal Info Changes with Effective Date ()

When there is a change to any of the fields in these parameters (Job information, Biographical Information, Personal Information etc.), this rule will trigger and create an entry into the ‘Benefits Employee Master Data Change Tracker’ object.

End to End setup of ‘Create or Update Benefit Enrollments for Employee Master Data Changes’ Job

Benefits setup:

  1. Create Benefits with eligibility rules (This job is supported only for Allowance, Pension and Insurance type Benefits)
  2. While creating benefits, please note the below points.
    1. Select the Enrollment type as ‘Automatic’
    2. Enrollment type ‘Manual’ is also supported but only for ‘Insurance’ type benefit. The first enrollment must be done manually, and job is used for any updates.
    3. Choose ‘Allow automatic updates’ field to ‘Yes’ to enable updates to enrollment records through jobs. Please note, from b2011 release ‘Allow automatic updates’ filed is available for ‘Manual’ type benefit as well.
  3. Below is a sample eligibility rule used in the benefit (we can use this rule as a base to complete the sample scenario in the coming sections)

 Rules set up for the Parameters used in Eligibility rule:

  1. Navigate to Admin centeràManage business configuration
  2. Choose the object that you need to assign the rule. If the eligibility rule is created with the fields in ‘Job information’ then choose the ‘Job Information’ object.

  1. Create a rule and assign it under the ‘Trigger rules’ section

           Below is the sample rule

  1. Save the configuration

Set up the job in Provisioning:

  1. Login to Provisioning and select the Company
  2. Choose ‘Manage scheduled Jobs’ from ‘Manage Job Scheduler’
  3. Click on ‘Create New Job’
  4. Enter the Job name and Job owner
  5. Choose the Job type ‘Create or Update Benefit Enrollments for Employee Master Data Changes

 

  1. Choose the Legal entities. Please note, in this job Benefit selection is not available.
  2. Enable ‘Show response in execution manager dashboard’ checkboxes to view the execution results in ‘Execution manager dashboard’ once the job is completed.
  3. Save the job

 How does the new job create or update the enrollment records?

  1. Employee ‘Rick Smolla’ was already enrolled in an allowance benefit with 500 USD per month (As per the eligibility rule defined in the benefit, refer the eligibility rule screenshot in the Benefit set up section)
  2. The Admin/HR Manager has changed Rick Smolla’s pay grade to ‘H-07’ in the Job information portlet.

  1. This change will create an entry in ‘Benefits Employee Master Data Change Tracker’ object. Also note that the field ‘Job processed status’ will be set to ‘Not Processed’. This status will be changed once job process this record.

  1. Now when the job runs as per the schedule, it will look for the ‘Benefits Employee Master Data Change Tracker’ object and executes the eligibility rule for the employee ‘Rick Smolla’ and not for any other employees. Because there are no changes to other employees’ master data.
  2. As a result, the enrollment record will get updated with the new amount 1000 USD.
  3. Since the job ran successfully and updated the enrolment record, the ‘Job Processed Status’ in ‘Benefits Employee Master Data Change Tracker’ object will get updated with ‘Success’.

 

Frequently Asked Questions:

1. The mentioned use cases under limitations are applicable for us. Can we still use this new job along with the Benefits auto enrollment job?

Answer: Yes, you can still use the combination of both the jobs for some cases.

For example:

Case 1:

  • If you are introducing a new Benefit in the company and for the initial enrollments use ‘Benefit auto enrollment’ job. Do not schedule this daily, just use it for once to create enrollments.
  • After the enrollment creation, schedule the ‘Create or Update Benefit Enrollments for Employee Master Data Changes’ job for any updates.

Case 2:

  • Now you hit a new period as configured in Benefit, let’s say at the beginning of 2021 the job ‘Create or Update Benefit Enrollments for Employee Master Data Changes’ will not create enrollments. So, run the Benefit auto enrollment job to create/update enrollments when a new period starts.
  • After the enrollment creation for the new period, continue using the ‘Create or Update Benefit Enrollments for Employee Master Data Changes’ job for any updates.

Note: You should avoid using the job ‘Create or Update Benefit Enrollments for employee Master Data Changes’ if you have date related fields in the eligibility rule and if the rates in rate chart are defined based on different age groups.

2. We have date fields (Date of Hire, Probation date, Date of birth etc) used in eligibility rule. Currently this is mentioned as a limitation and recommended not to use ‘Create or Update Benefit Enrollments for Employee Master Data Changes Is there any workaround available for this case?

Answer: Currently there is no workaround, please do not use this job in this case.

3. There is a limitation mentioned for the rate chart. If the rates configured for different age groups such as 20-40, 41-60 etc. then the new job should not be used. But if we have the rate chart configured for one set of age group (for instance, 0-100), can we use the new job?

Answer:Yes, if your rate chart has only one entry like 0-100, you can use the new job.

4. What is the significance of the field ‘Job Processed Status’ in ‘Benefits Employee Master Data Change Tracker’?

Answer: When there is any change to the employee master data like Job information or Personal information, it will create an entry in the ‘Benefits Employee Master Data Change tracker’ object with the ‘Job Processed Status’ as ‘Not processed’.

Once the job runs successfully, the status will be changed to ‘Success’.

Due to any reason if job fails, the status will be marked as ‘Failed’ and when the job run next time it will reconsider this entry for execution.

Note: Please note if the job failed yesterday and when the job runs today, it will execute the eligibility rule as of today only and not as of yesterday.

5. I do not see the Benefit selection in ‘Create or Update Benefit Enrollments for Employee Master Data ChangesWhich benefits will be considered for Job processing?

Answer: This job is based on Legal entity selection. Since this job updates enrollment records based on employee master data changes, those changes should be applicable for all relevant benefits. Hence the benefit selection is not required, system updates the enrollment records for all applicable benefits of type Allowance, Pension and Insurance.

6. The ‘Benefit auto enrollment’ job works only for Allowance, Pension and Insurance type benefits, how about the ‘Create or Update Benefit Enrollments for Employee Master Data Changesjob?

Answer: This job also will create or update the enrollment records for Allowance, Pension and Insurance Benefits only.

7.When an employee is terminated, the Benefits auto enrollment job delimits the enrollment record once the job runs. Why is the new job not delimiting the enrollment record?

Answer: As a leading practice we recommend that customers use the Termination Intelligent Service event for delimiting the enrollment records as it has the flexibility to setup the effective dates (back dated or future dated) while delimiting the enrollment and deduction records.

8. I created my initial enrollments using Benefit auto enrollment job and using the‘Create or Update Benefit Enrollments for Employee Master Data Changes’ for updates. Now if an employee becomes newly eligible due to a change in pay grade or due to a change in marital status, can this job create enrollment for this employee?

Answer: Yes, ‘Create or Update Benefit Enrollments for Employee Master Data Changes’ job will create enrollments. The change in Job information (Pay grade) or the change in Personal information (Marital status) will be recorded in Benefits employee master data change tracker object (if the rules are configured in Job information and Personal information).

Job will run the eligibility rule for the employee as it finds an entry in the ‘Benefits employee master data change tracker’ object and creates enrollment record.

9. Where do I need to assign the rules for the parameters used in eligibility rule?

Answer: Assign the rule at ‘OnPostSave’ for ‘Job information’ parameter and for any MDF object. For all other parameters assign it at ‘OnSave’. For the rules assigned at ‘OnSave’, please make sure this rule is assigned as the last rule in sequence.

10. The ‘Allow automatic updates’ field was not available for manual type Insurance benefit previously but with the H2 2020 release I see this field. Why this change? And is this selection applicable for both jobs?

Answer: Yes, you need to set the ‘Allow automatic updates’ field to ‘Yes’ in the benefit for any updates to the enrollment records. This is applicable for both the jobs (‘Benefit auto enrollment’ and ‘Create or Update Benefit Enrollments for Employee Master Data Changes’ jobs).

Since we don’t have the Benefits selection in the new job, this job will process the manual insurance benefits for any updates only if the field ‘Allow automatic updates’ is enabled.

 

Thank you.

Bijo

Global Benefits Product Management

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