Banner Self-Service Open Enrollment Dickinson College, Library and Information Services Dickinson College, HR Services PA BUG – November 21, 2006 Presenters:

Banner Self-Service Open Enrollment

Dickinson College, Library and Information Services

Dickinson College, HR Services

PA BUG – November 21, 2006

Presenters: William Spolitback, Associate Director

Michelle Spencer, HRIS Administrator

Terry Beard, Application Developer

Brad Smith, Application Support Analyst

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General Announcements

• Please turn off all cell phones/pagers

• If you must leave the session early, please do so as discreetly as possible

• Please avoid side conversations during the session

• Questions will be answered at the end of the session

Thank you for your cooperation

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The User ExperienceDefining the Path

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What Dickinson Utilized Prior to 2006…

• Paper election form - included new July 1 salary and existing benefits on form. Followed by paper “take home pay” statement with estimate of 1st pay in July. Complete manual entry by HR and payroll.

• 1999 - Lotus application developed for employees to calculate their own take home pay. Eliminated paper “take home pay” statements, but still sent out paper election forms.

• 2002 - Home-grown, web-based product. All elections done via internet. Some manual entry by HR and payroll.

• Notes: All benefit elections and salary increases take effect on July 1. Open enrollment active for ALL benefits – new and existing.

Open Enrollment Process In The Past

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Why Use Banner?

• Employees accustomed to doing open enrollment via internet.

• No need to extract new salary and current benefit information.

• No need to upload benefit elections back into system.

• Finance wanted dependent information to track future benefit costs.

Thinking about making a change

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Issues for HR

• The need to calculate take home pay on a per-pay basis. Existing ‘Calculate Cost’ link would not work. Deal breaker for us.

• New July 1 salary had to be in effect for take home pay statement.

• Wanted employees to see annual election amounts for retirement deductions and flexible spending accounts, not just per-pay.

• Wanted existing benefits to “roll” into new fiscal year instead of re-electing every year.

• User-friendly.• Wanted employees to be able to “play” with elections and view

results.• Employer retirement contributions could not

exceed 5%.

Open Enrollment Process Would Banner Self-Service Work for Dickinson?

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Why it Worked for Dickinson…

• Help from LIS to solve our issues.

• Training presentation put directly on Self-Service site.

• Held training sessions on campus every week during open enrollment.

• HR staff member available during business hours.

• COMMUNICATION, COMMUNICATION, COMMUNICATION!! Through various avenues (email, benefits newsletter, weekly campus newsletter, website, training).

Open Enrollment Process 2006

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The User ExperienceThe Final Result

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Application Goals

Improved navigation to the Open Enrollment application. Make benefit changes easy to administer by having them updated

automatically in Banner. Monitor the distribution of the employer retirement contribution

between options. Assist Development in fund raising by offering Annual Giving

options via Open Enrollment. Provide an accurate representation of what the employee will see

on their first paycheck of the new period. Provide email confirmations to employees completing Open

Enrollment on a timely basis.

Open Enrollment Process An Overview

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Open Enrollment Process Email Announcement

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Open Enrollment Accessing the Application

Select Employee Information

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Open Enrollment Accessing the Application

Select Benefits and Deductions

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Open Enrollment Accessing the Application

Select Open Enrollment

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Open Enrollment Dependent Information

Click this link to view/update your Spouse/Same Sex Domestic Partner and Dependent information before

you begin the Open Enrollment process.

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Open Enrollment Beginning the Process

Click to begin the Open Enrollment process.

*NOTE: You will only see the ‘Start Open Enrollment’ button when you

first begin the process.

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Open Enrollment Group Information

Click directly on these group headings

to view the

information.

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Open Enrollment Viewing/Selecting Items

Cancels all changes and resets the Health Group back to current

elections.

To Add/Change/

End a coverage,

click on the title of the coverage.

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Open Enrollment Adding a Deduction

Choose the coverage level by

clicking in the desired

radio button.

Select this button to Add this coverage for July 1, 2006.

Return to the Health Group Menu.

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Open Enrollment Adding a Deduction

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Open Enrollment Changing/Ending Deductions

Select this button to Change the current coverage effective July 1, 2006.

Select this button to End the current coverage for June 30, 2006.

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Open Enrollment – Employer 5% Retirement Contribution

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Open Enrollment Entering PER PAY Amounts

Enter a PER PAY amount for Flexible Spending Accounts and/or Retirement

Elections. An annual amount may then be calculated prior to finalizing.

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Open Enrollment After Tax Deductions

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Open Enrollment Completing the Process

When you have finished making your selections, click Complete.

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Open Enrollment – Reopen and Estimate Take Home Pay

You may reopen to access open enrollment anytime up until the Open

Enrollment deadline.

Once ‘Complete’, you may view an estimate of your take home pay that

will be effective after July 1st.

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Open Enrollment Delivered Net Pay Info

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Open Enrollment Estimate Take Home Pay

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Open Enrollment Email Confirmation

Health Insurance Deductions

HealthAmerica POS: Selected $29.17 - (a) Single

Vision Coverage: Selected $3.45 - (a) Single

Dental Coverage: No Coverage

Accidental Death and Dis. Coverage: No Coverage

Flexible Spending Deductions

Health Care Expense Account: Not Selected

Dependent Care Expense Account: Not Selected

Retirement Deductions

TIAA/CREF (RA): Selected $500.00 - $12,000.00 Annually

TIAA/CREF (GSRA): Not Selected

TIAA/CREF Employer Contribution Selected 5% of Gross

Fidelity Employee Contribution Not Selected

Fidelity Employer Contribution Not Selected

Emeriti Not Selected

TIAA/CREF Classic IRA Not Selected

TIAA/CREF Roth IRA Not Selected

Annual Giving Deductions

Clarke Center Not Selected

Friends of Trout Not Selected

Friends of Library Not Selected

McAndrews Athletics Not Selected

Restricted - Other Not Selected

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Achieving the Desired User Experiencein other words…..

How We Did It!

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User Experience – Types of ChangesUser Experience – Types of Changes

Message ModificationsMessage Modifications Button TextButton Text Additional ButtonsAdditional Buttons Annual Deduction CalculatorAnnual Deduction Calculator Radio Option ModificationRadio Option Modification Net Pay Calculation & LayoutNet Pay Calculation & Layout

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Banner ModulesBanner Modules

• Modified modules are initially located in baninst1; Modified modules are initially located in baninst1; however they are copied to and referenced from our however they are copied to and referenced from our “custom” schema“custom” schema

• The following modules were modifiedThe following modules were modifiedbwpkdoen – control and usabilitybwpkdoen – control and usabilitybwpkdocm – display net pay calculator resultsbwpkdocm – display net pay calculator results

• Very careful not to modify existing code extensivelyVery careful not to modify existing code extensively reduce possibility of breaking “something”reduce possibility of breaking “something”allow for future upgrades of Banner productallow for future upgrades of Banner product

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Banner Modules – bwpkdoenBanner Modules – bwpkdoen ((7.0.0.1)7.0.0.1)

• Added calculate annual deduction for certain benefitsAdded calculate annual deduction for certain benefitsAdded a button and text fieldAdded a button and text field~line 520 - P_OpenEnrollmentFormNon~line 520 - P_OpenEnrollmentFormNon

if pdklibs.ptrbdca_rec.ptrbdca_code in ('RR1','RG1','RF1','FDO','FHO','XGC', 'XGE', 'XGF', 'XGP', 'XGR', 'XGU', 'YEM', 'YIC', 'YIR') then bwpkdocm.P_GetPrimJobsData; twbkfrmt.p_printmessage('<script type="text/javascript"> function setAnnAmt() { var x = document.all[''txtAnnAmt'']; var ded = document.all[''ded_amt_input_id'']; var numAmt = ded.value * '||to_char(bwpkdocm.prim_no_pays)||'; x.value = numAmt.toFixed(2); } </script>'); twbkfrmt.p_printmessage('Number of pays per year: ' ||to_char(bwpkdocm.prim_no_pays),'NOTE'); twbkfrmt.P_tabledata('<INPUT TYPE="BUTTON" ONCLICK="setAnnAmt()" VALUE="Calculate Annual Deduction">'); twbkfrmt.P_tabledata('<INPUT type="text" value="'||ltrim(nvl(bwpkdocm.hold_amt2, to_char(pdklibs.pdrdedn_rec.pdrdedn_amount2,bwpkdupd.work_format)),' ')||'" readonly size=8 id="txtAnnAmt">',cattributes =>'valign=bottom');end if;

ResultResult

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• Added code to handle selection of employer contributions to retirement two benefit types to choose froma maximum of 5% can be selected from both accounts

• Employee could select 5% from TIAA/CREF (with nothing selected from Fidelity

• Employee could select 3% from TIAA/CREF and 2% from Fidelity

only allowable options are presented to user~line 260 – P_OpenEnrollmentFormChoose

Banner Modules – bwpkdoenBanner Modules – bwpkdoen ((7.0.0.1)7.0.0.1)

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• Added code to handle selection of employer contributions to retirement (continued) gets employee selections and displays appropriate feedback

Banner Modules – bwpkdoenBanner Modules – bwpkdoen ((7.0.0.1)7.0.0.1)

if (bwpkdocm.in_dcde = 'RT0') or (bwpkdocm.in_dcde = 'RF0') then begin select to_number(perdhis_opt_code1) into intRT0opt from perdhis where perdhis_pidm = bwpkdocm.in_pidm and perdhis_bdca_code in ('RT0') and perdhis_open_enroll_ind <> 'N' and perdhis_status <> 'T' and perdhis_effective_date in (select nvl(max(perdhis_effective_date),sysdate) from perdhis where perdhis_pidm = bwpkdocm.in_pidm and

perdhis_bdca_code in ('RT0') and perdhis_status <> 'T' and perdhis_open_enroll_ind <> 'N' ); exception when NO_DATA_FOUND then intRT0opt := 0; end;

!!!!Same code for for RF0!!!!

if intRF0opt > 0 or intRT0opt > 0 then strmessage := strmessage || 'You have elected ' || to_char(intRF0opt) || '% from the Fidelity Employer Retirement benefit<br> '; strmessage := strmessage || ' and ' || to_char(intRT0opt) || '% from the TIAA-CREF Employer Retirement benefit.<br>'; strmessage := strmessage || ' You may only select a total of 5% between both benefits.';

twbkfrmt.P_TableOpen('DATADISPLAY', ccaption=> '<font color=blue>'||strmessage||'</font>', cattributes=> 'NONE' ); twbkfrmt.P_TableClose; end if;end if;

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• Added code to handle selection of employer contributions to retirement (continued) generates option lists while iterating through a cursor

Banner Modules – bwpkdoenBanner Modules – bwpkdoen ((7.0.0.1)7.0.0.1)

if (bwpkdocm.in_dcde = 'RT0') or (bwpkdocm.in_dcde = 'RF0') then intRowCount := intRowCount + 1; bwpkdcmn.P_DednDetailTableData; if bwpkdocm.in_dcde = 'RT0' then if intRowCount <= (5 - nvl(intRF0opt,0) ) then if intRT0opt > 0 then twbkfrmt.P_TableData(htf.formRadio('opt1', pdklibs.ptrbdpl_rec.ptrbdpl_code, cchecked=>selectit, cattributes=>'ID="choice_input_id"')); else twbkfrmt.P_TableData(htf.formRadio('opt1',pdklibs.ptrbdpl_rec.ptrbdpl_code, cattributes=>'ID="choice_input_id"')); end if; end if; end if; if bwpkdocm.in_dcde = 'RF0' then if intRowCount <= (5 - nvl(intRT0opt,0) ) then if intRF0opt > 0 then twbkfrmt.P_TableData(htf.formRadio('opt1',pdklibs.ptrbdpl_rec.ptrbdpl_code,cchecked=>selectit, cattributes=>'ID="choice_input_id"')); else twbkfrmt.P_TableData(htf.formRadio('opt1',pdklibs.ptrbdpl_rec.ptrbdpl_code, cattributes=>'ID="choice_input_id"')); end if; end if; end if;else bwpkdcmn.P_DednDetailTableData; twbkfrmt.P_TableData(htf.formRadio('opt1',pdklibs.ptrbdpl_rec.ptrbdpl_code,cchecked=>selectit, cattributes=>'ID="choice_input_id"'));end if;

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• Added code to handle selection of employer contributions to retirement (continued) Problem – Employee selecting more than a total of 5%.

Banner Modules – bwpkdoenBanner Modules – bwpkdoen ((7.0.0.1)7.0.0.1)

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• Added code to handle selection of employer contributions to retirement (continued) Result

Banner Modules – bwpkdoenBanner Modules – bwpkdoen ((7.0.0.1)7.0.0.1)

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Banner Modules – bwpkdocmBanner Modules – bwpkdocm ((5.3)5.3)

• Refurbished open enrollment cost screen to a net pay calculator modified code to pull from intermediate table (containing

benefit / tax information) redesigned screen for aestheticsadded net pay informationadded annual take home pay calculation

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Banner Modules – bwpkdocmBanner Modules – bwpkdocm ((5.3)5.3)

• Refurbished open enrollment cost screen to a net pay calculator (continue) header and footer for the net pay calculator page

intNetSal := dc_custom.dc_pcalc_net_pay(pidm);

htp.para;htp.hr;twbkfrmt.P_TableOpen('DATADISPLAY', ccaption=> 'Net Pay Calculation Deduction Breakdown', cattributes=> 'NONE' );twbkfrmt.P_TableRowOpen;twbkfrmt.P_TableDataHeader('Deduction Name');twbkfrmt.P_TableDataHeader('Plan Name');twbkfrmt.P_TableDataHeader('Employee Amount');twbkfrmt.P_TableDataHeader('Employer Paid');twbkfrmt.P_TableRowClose;

twbkfrmt.P_TableRowOpen;twbkfrmt.P_TableDataHeader('Total Deductions');twbkfrmt.P_TableDataHeader('');twbkfrmt.P_TableDataHeader(to_char(empl_tot_cy,'999G999D99'),calign=>'RIGHT');twbkfrmt.P_TableDataHeader(to_char(empr_amt_cy,'999G999D99'),calign=>'RIGHT');twbkfrmt.P_TableRowClose;twbkfrmt.P_TableRowOpen;twbkfrmt.P_TableDataHeader('Your estimated take home pay per pay period: ' || to_char(intNetSal,'999G999D99'));twbkfrmt.P_TableRowOpen;twbkfrmt.P_TableDataHeader('Your estimated take home pay per year: ' || to_char(intNetSal*bwpkdocm.prim_no_pays,'999G999D99'));twbkfrmt.P_TableClose;

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Banner Modules – bwpkdocmBanner Modules – bwpkdocm ((5.3)5.3)

• Refurbished open enrollment cost screen to a net pay calculator (continue) render each detail line

open curPCALC_SELECTIONS(pidm);loop fetch curPCALC_SELECTIONS into recPCALC_SELECTIONS; exit when curPCALC_SELECTIONS%NOTFOUND; twbkfrmt.P_TableRowOpen; if mod(curPCALC_SELECTIONS%ROWCOUNT,2)= 1 then twbkfrmt.P_TableData(recPCALC_SELECTIONS.DEDN_NAME,cattributes => 'bgcolor=white'); twbkfrmt.P_TableData(recPCALC_SELECTIONS.DEDN_PLAN,cattributes => 'bgcolor=white'); twbkfrmt.P_TableData(to_char(recPCALC_SELECTIONS.DEDN_EMPEAMT,'999G999D99'),calign=>'RIGHT',

cattributes => 'bgcolor=white'); twbkfrmt.P_TableData(to_char(recPCALC_SELECTIONS.DEDN_EMPRAMT,'999G999D99'),calign=>'RIGHT', cattributes => 'bgcolor=white'); else twbkfrmt.P_TableData(recPCALC_SELECTIONS.DEDN_NAME,cattributes => 'bgcolor=lightblue'); twbkfrmt.P_TableData(recPCALC_SELECTIONS.DEDN_PLAN,cattributes => 'bgcolor=lightblue'); twbkfrmt.P_TableData(to_char(recPCALC_SELECTIONS.DEDN_EMPEAMT,'999G999D99'),calign=>'RIGHT', cattributes => 'bgcolor=lightblue'); twbkfrmt.P_TableData(to_char(recPCALC_SELECTIONS.DEDN_EMPRAMT,'999G999D99'),calign=>'RIGHT', cattributes => 'bgcolor=lightblue'); end if; twbkfrmt.P_TableRowClose; empl_tot_cy := empl_tot_cy + recPCALC_SELECTIONS.DEDN_EMPEAMT; empr_amt_cy := empr_amt_cy + recPCALC_SELECTIONS.DEDN_EMPRAMT;end loop;close curPCALC_SELECTIONS;

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Banner Modules – bwpkdocmBanner Modules – bwpkdocm ((5.3)5.3)

• Refurbished open enrollment cost screen to a net pay calculator (continue) result

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Adding the Net Pay Calculator to SSB:What’s involved?

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How does Banner calculate net pay?

Banner Forms/Processes:PHPTIME,

PHAHOUR,PHPPROF,PHPLEAV

Oracle tables:PHRDEDN,PHREARN,PHRHIST,PHRJOBS

PHPCALC process

1

2

3

1- Banner forms and processes populate Oracle tables.2- PHPCALC process uses data in tables to calculate net pay.3- PHPCALC posts calculated payroll info back to tables.

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(please, please, please…let PHPCALC be implemented as a simple wrapper to a set of API calls)

PHPCALC is a PRO*COBOL routine

-13950 lines in length.

-Over 160 SQL calls.

-File size 636962 bytes.

IF SQLCODE LESS ZERO MOVE '26000' TO ABORT-PARA PERFORM 90000-FRMT-ORA-ERR THRU 90000-EXIT END-IF. 26000-EXIT. EXIT. 27000-GET-TITLE. 13-28 MOVE 'Payroll Calculation Report' TO JOB-TITLE. 27000-EXIT. EXIT. RECALC 28000-SET-DISPOSITIONS-BACK.

Unfortunately this is no simple API call, but can we use it anyway?

What is this PHPCALC process?

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And here’s how we did it.

Yes, we can!

Examples of code authored to implement this process are available upon request.

Populate Sungard delivered tables

with mock records:PHRDEDN,PHREARN,PHRHIST,PHRJOBS

Reporting table populated from

Sungard delivered tables

PHPCALC process

Mock records are updated:

PHRDEDN,PHREARN,PHRHIST,PHRJOBS

Purge records we previously

populated in Oracle tables:PHRDEDN,PHREARN,PHRHIST,PHRJOBS

Post net pay data to Banner Self-Service page.

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• Is it safe? All that messing around with production payroll tables and processes.We use the same pay period for everyone, for a pay out

in the future, where records would never normally exist.We periodically run a purge script that will “catch” any

records that were “left behind” in the tables.

• Could this process be fast enough to be executed real time?Live Demo In production, average response time < 2 seconds.

Thinking critically about our solution…

Open Floor for Questions