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Author's profile photo Bijolesly Kurian

Create or Update Benefit Enrollments for Benefit Master Data Changes Job

The SAP SuccessFactors Employee Central Global Benefits solution brings with it a new enhancement that allows admins to set up a new type of job Create or Update Benefit Enrollments for Benefit Master Data Changes to create or update enrollment records due to a change in benefit master data.

Background

In 2H 2020, a new job was introduced which allowed admins to set up a 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. This job was only used to address the changes related to employee master data and not for Benefit master data.

For more details about Create or Update Benefit Enrollments for Employee Master Data Changes job, please refer to the blog 

So, to support benefit master data changes, new job Create or Update Benefit Enrollments for Benefit Master Data Changes is introduced.

For example, you can use this job to update enrollments when there are changes to the insurance rates, or when a new benefit is introduced, and it requires enrollments to be created automatically.

Use Cases Addressed by the Job

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

  • Create enrollment
  • Update enrollment

 For example,

  • If a new benefit is introduced by the company and a mass job run is required for all employees, then this job will create enrollments for all eligible employees.
  • If there are any changes in rates (for Insurance benefit), then this job will update the enrollments for all eligible employees with new employee or/and employer contributions.

What additional configurations are introduced to set up this job?

Configure Benefit Eligibility Dates:

If the Benefit eligibility rules are defined on certain dates, such as Date of Birth, Date of Hire or Probation Date, and so on, you should create the Benefits Eligibility Date Configuration object. The object will determine the date on which the benefit eligibility of the employee changes and will create tracker records for the determined dates. On those dates the jobs will evaluate the employee for the specific benefit.

Example:

Employees of a company are eligible for ‘Fuel Allowance’ benefit only if they complete 3 years in the organization. Let us consider two employees Steve and Jason have hire dates as July 15, 2018 and August 1, 2019 respectively. The Benefit Eligibility Date Configuration object should be created as below for this requirement.

  • Base Date: Employee Hire Date
  • As of Day: No Selection
  • As of Month: No Selection
  • As of Year: No Selection
  • Recurring: No
  • Offset Value: 3 Year

The job is run on August 1st, 2021. On this date, Steve is eligible for the benefit, so enrollment records will be created for Steve.

However, Jason is not eligible for the benefit as he has not completed three years in the company.

A tracker record will be created for Jason with the planned job run date as August 1st, 2022.

When the job runs on August 1st, 2022, it will create the required enrollment records for Jason. If there are no more changes to employee master data of Jason until August 1st, 2022, then this job will execute only on August 1st, 2022 for employee Jason and in all the previous runs it will not execute for this user as there are no changes expected to his enrollment record.

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

This job can be configured through provisioning or through admin center. Following are the steps to set up the job.

Set Up Job from Provisioning:

  1. Login to Provisioning and select the relevant company.
  2. Go to Manage Job Scheduler and select Manage Scheduled Jobs.
  3. Choose Create New Jobin the resulting screen.
  4. Enter Job Name and Job Owner.
  5. Select Job Type as Create or Update Benefit Enrollments for Benefit Master Data Changes.
  6. Choose Benefit Type as AllowancePension, or Insurance.
  7. Select the benefit that should be evaluated by the job.
  8. Select the Job Run Context as one of the following
    • Create or Update Enrollment for Current Period: The job will evaluate the employees for the selected benefit for the ongoing benefit period configured in the benefit schedule.
    • Create or Update Enrollment for Next Period: The job will evaluate the employees for the selected benefit for upcoming benefit period configured in the benefit schedule.
    • Determine Next Job Run Date for Enrollments: This option is required when you migrate from the Benefits Auto Enrollment Job to the Create or Update Benefit Enrollments for Benefit Master Data Changes job and you already have enrollments created using the old job.
  9. Show Response in Execution Manager Dashboard: Select this checkbox if you want the system to record only the failed user’s job responses in the Execution Manager
  10. If you select this checkbox, the following options will appear, and you can further enhance the job response:
    • Include Successfully Processed Users in the Job Response: Select this checkbox to record detailed job response of all successfully processed users.
    • Include Ineligible Users in the Job Response: Select this checkbox to record detailed job response of ineligible users.
  11. Job Occurrence and Notification: In this section, select as following:
    • Once: Single run of the job for the time specified. For example, whenever the job must be run for set of employees, like in case of new hires, admin can run a one-time job for these users.
    • Recurring: Only Yearly as the Recurring Pattern is supported for this job.
  12. Save the job.

Set Up Job from Admin center:

The job can be configured to run directly from the Admin Center using the Evaluate Eligibility Based on Benefit Master Data Change object. Below are the steps to configure:

  1. Go to Admin Center–>Benefits Admin Overview–>Create New–>Evaluate Eligibility Based on Benefit Master Data Change.
  2. Choose the Benefit that needs to be evaluated. Note that, you are only allowed to select Allowance, Pension, Insurance benefits of enrollment type automatic and Insurance benefits of enrollment type manual with “Allow Automatic Updates of Enrollment” set to “Yes”.
  3. Choose Evaluation Scenario.
    • Create or Update Enrollment for Current Period: The job will evaluate the employees for the selected benefit for the ongoing benefit period.
    • Create or Update Enrollment for Next Period: The job will evaluate the employees for the selected benefit for upcoming benefit period configured in the benefit schedule.
    • Determine Next Job Run Date for Enrollments: The job will determine the next run date based on the configuration in the Benefit Eligibility Date Configuration object for the selected benefit.
  4. Enter the Job Owner.
  5. Choose Save. The Create or Update Benefit Enrollments for Benefit Master Data Changes job is triggered to evaluate the selected benefit. This would create and schedule the job in provisioning automatically.
  6. The Evaluation Status field displays the current sync status of the benefit. The Job Run ID field displays the ID of the job that is triggered by the system to sync the benefit enrollments. The fields Job Completion Time and Job Name display the time when the job is completed and job name respectively.

When to use Job Run Context / Evaluation Scenario: Determine Next Job Run Date for Enrollments

This is required mainly when you plan to migrate from ‘Benefits Auto Enrollment’ job to new jobs (Create or Update Benefit Enrollments for Benefit Master Data Changes and Create or Update Benefit Enrollments for Employee Master Data Changes). Following are some examples which would tell when to use this Job run context.

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 does 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 Benefit Auto Enrollment job and he falls into the 0-30 age category.

The company migrates to the new job and runs 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.

Example 3:

This option should also be selected in scenarios when there is a change in the benefit master data configuration. For example, if there is a change in the benefit eligibility rule configuration, such as an organization changes the Service Anniversary benefit duration from 3, 5, and 7 years to 4, 6, and 8, years. Or for Insurance benefit there is a change in the age group in the rate chart. The age range changes from 0-30 to 0-25 etc.

 

Conclusion

This job can be used by administrators to create or update enrollment records due to change in benefit master data, such as introduction of a new benefit, change in insurance rate, and so on.

Please feel free to provide your comments and feedback using the Comments section.

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      Author's profile photo William William
      William William

      Really intresting post