Reimagining Automatic Enrollment Jobs in Global Benefits
The Benefits Auto Enrollment Job analyzes all employee records with each run, even those records where there are no changes as per the eligibility rule.
This approach slows down jobs, affecting the performance with respect to time. Occasionally, 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.
To improve performance, two new jobs have been introduced to replace the Benefits Auto Enrollment job.
1. Create or Update Benefit Enrollments for Benefit Master Data Changes
Run this job:
- To create initial enrollments for a benefit in each period
- To handle automatic enrollment updates caused due to any changes to benefits master data. For example, changes to eligibility rule, rate chart, benefit schedule, and so on.
For more details, refer to the blog.
2. Create or Update Benefit Enrollments for Employee Master Data Changes
Schedule this job:
- To trigger updates to enrollment records due to any change in employee master data , such as Job information, Personal information, Compensation Information, which will have an impact on eligibility of benefit.
- To trigger updates to insurance enrollment contributions due to change in employee age which will have an impact on insurance rates
- To update or create enrollments due to change in eligibility
For more details, refer to the blog.
Migrating from Benefit Auto Enrollment Job to New Tracker-Based Jobs
We recommend that you start using the new jobs instead of the Benefit Auto Enrollment jobs. Refer to the above blogs for more details.
Customers who are already using the ‘Benefit Auto Enrolment’ job
Please follow the below steps if you are using Benefits Auto Enrollment job and plan to shift to the new tracker-based jobs.
1. Set up the configurations mentioned for both the jobs
Please refer to the above-mentioned blogs for more details on the configurations.
2. Set up and run the job ‘Create or Update Benefit Enrollments for Benefit Master Data Changes’ with the Job Run Context / Evaluation Scenario as ‘Determine Next Job Run Date for Enrollments’
This is a one-time job run, it is not necessary to schedule it.
Following are some examples which will explain why this step is required.
Example 1: An organization provides a ‘Company car’ benefit to employees, but employees will be eligible for this benefit only after they complete 5 years of service with the company.
Employee John Smith joins the organization on March 1, 2020. When he joined, the Benefits Auto Enrollment job evaluated and marked his record as ineligible. This process continues daily, the job will create an enrollment once the employee completes 5 years of service (March 1, 2025).
If the organization migrates to the new tracker-based job before this employee completes 5 years, say in June 2023 itself. Then this job should know when to pick this employee to create enrollment as it is based-on tracker records and should not evaluate daily.
So, when the job runs with the context ‘Determine Next Job Run Date for Enrollments’ (mentioned in Step 2), the system will evaluate all users and create the tracker records. For this employee ‘John Smith’, the job will evaluate and create a tracker record for March 1, 2025 which is when the Employee master data job should pick this user and create enrollment.
Example 2: An Insurance Plan has the following age groups configured in the rate chart: 0-30, 31-60, 61-80
Let’s consider the employee John Smith (30 years as of June 30 2021, DOB – June 1, 1991) is enrolled into the benefit using the Benefits Auto Enrollment job and he falls into the 0-30 age category.
The company migrates to the new job and run the job with the context Determine Next Job Run Date for Enrollments (mentioned in Step 2). This will create a tracker record for June 1, 2022 as the employee will move under the next age group 31-60 on this date. The employee master data changes job will read this entry on June 1, 2022 and update the enrollment record.
3. Schedule the Create or Update Benefit Enrollments for Employee Master Data Changes job daily (or based on your requirement).
4. Run Create or Update Benefit Enrollments for Benefit Master Data Changes job on required basis.
Note: Once the tracker based jobs (the new jobs) are configured, it is recommended to cancel the scheduled Benefit Auto Enrollment jobs (the legacy job) from provisioning, if a partner is available and has access to provisioning. Otherwise, leave the job as is and it will be deleted automatically once it is deprecated. In case you do not cancel it, then both the Benefit Auto Enrollment job and tracker based jobs would run in parallel, if both are scheduled at the same time. In this situation you may track the execution logs of both the jobs.
With the introduction of these two new jobs, you can achieve overall performance improvements while performing automatic benefit enrollment creation and updates.