Oracle E-Business Suite Advanced and

Standard Benefits: Open Enrollment Processing

and Plan Design Maintenance Guide
Authored by EBS HCM Product Support
ORA C L E W H I T E P AP E R | S EPT E M BE R 2 0 1 8
 Disclaimer
The following is intended to outline our general product direction. It is intended for information purposes only, and
may not be incorporated into any contract. It is not a commitment to deliver any material, code, or functionality, and
should not be relied upon in making purchasing decisions. The development, release, and timing of any features or
functionality described for Oracle’s products remains at the sole discretion of Oracle.

The contents of this document are deemed to be correct and accurate at time of going to press. If any inaccuracies
are discovered, please send emails to the above contacts if you have experiences to share that would fit within the
scope of this document.

Guidelines made within this document may not hold true for every Oracle Advanced Benefits or Oracle Standard
Benefits implementation at every site due to the variety of plan designs. The information must therefore be
thoroughly tested.

ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Contributors
Name Title
Carol Margolis Oracle Support, Senior Analyst
Philip Chapman Oracle Development, Senior Product Manager
Lynda Tollefson Principal Product Manager Total Compensation
Doug Sterchi Oracle Consulting, Principal Consultant
Kathryn Tucker Oracle Consulting, Principal Consultant
Marie Maderis Oracle Support, Support Engineer
Kathy Marlow Oracle Support, Support Engineer
Srilatha Shanigarapu Oracle Support, Senior Analyst
David Manoharan Oracle Support, Senior Analyst
Deborah Clement Oracle Support, Senior Analyst
Drew MacCallum Oracle Support, Principal Analyst
Ujjal Ghosh Oracle Support, Principal Analyst
Marce Clarkson Oracle Support, Principal Technical Support Engineer

Approvers

Name Position

Kathryn Tucker Senior Product Manager

Phil Chapman Oracle Development; Senior Product Manager
Justine Fitzsimmons Principal Product Manager Total Compensation

ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Change Record

Date Author Version Change Reference

01-Oct-01 Carol Margolis 1.0 Creation

23-Aug-05 Kelly McClain 1.1
31-Oct-05 Lynda Tollefson 1.2 Added Reinstatement functionality, default modifications,
period determination codes, mocks steps, changed mock
recommendations.
15-Aug-08 Kelly McCLain, Ashton 1.3 Open Enrollment life event collapsing. temporal run set up.
Kawanishi Made recommendations on how to update Element links
without destroying database-wide enrollments. Added
information regarding Open Enrollment Window
Modification and Reopen life event batch process.
28-Jul-09 Srilatha Shanigarapu 1.4 Modified the Flow of Document, Added Several New
Sections
29-Aug-09 Srilatha Shanigarapu 1.5 Added Total Compensation Wizard.
16-Sep-09 Srilatha Shanigarapu 1.6 Check and Clean Up for Previously Detected Temporal
And Other Life Events
Added Script for identifying pending action items
12-Oct-10 Marce Clarkson 1.6 Corrected Run Analyze and Gather Statistics section

15-Jul-11 Srilatha Shanigarapu 1.7 Review and update of complete document

08-May-12 David Manoharan 1.8 Corrected End Existing Plans Section – Added missing
plan year setup
16-May-12 Drew MacCallum 1.9 2012 Updates, FSA additions, Update Standard Rates
section, baseline details and formatting issue resolved
3-Jul-13 Drew MacCallum 1.10 2013 Update, FSA amendments, Baseline info and
redundant information removed
29-Jul-14 Drew MacCallum 1.11 2014 Updates & clean up
27-May-15 Drew MacCallum 1.12 2015 Updates, Email Conformation Statement details,
R12.RUP5 All Ineligible flag for plans not being offered
31-Aug-16 Neil Thatcher 1.13 2016 Updates, Affordable Healthcare Act plan updates,
Analyzers vs Scripts & Cleanup
31-Aug-17 Neil Thatcher 1.14 2017 Updates & Clean up
31-Aug-18 Marce Clarkson 1.15 2018 Updates & Clean up

ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Table of Contents
Oracle E-Business Suite Advanced and Standard Benefits: Open Enrollment Processing and Plan Design Maintenance
Guide ............................................................................................................................................................................................... 1
Disclaimer ................................................................................................................................................................................. 3
Contributors.............................................................................................................................................................................. 4
Approvers ................................................................................................................................................................................. 4
Change Record .......................................................................................................................................................................... 5
Target Audience ........................................................................................................................................................................ 8
Introduction .............................................................................................................................................................................. 8
Patching & Other Important Information ................................................................................................................................. 8
Requested Information While Logging SRs with Oracle Support ............................................................................................. 9
Open Enrollment Processing .................................................................................................................................................. 10
Phases of Open Enrollment Processing .................................................................................................................................. 11
Sample Timeline for Open Life Event Processing ................................................................................................................... 13
Mock Open Enrollment........................................................................................................................................................... 14
Self Service Setup for Mock Open Enrollment........................................................................................................................ 15
Using Total Compensation Wizard to Review /Modify and Update Program and Plan Design ............................................. 16
Phase I: Pre-Open Enrollment Procedures ............................................................................................................................. 17
Check Payroll Calendar .......................................................................................................................................................................... 17
Check Plan Year Periods......................................................................................................................................................................... 18
Verifying Plan Year Periods and Complete Plan Design using Total Compensation Wizard .................................................................. 19
Update Plan Year Periods using Total Compensation Wizard ............................................................................................................... 20
Add the Scheduled Life Event to the Program........................................................................................................................................ 21
Adding a Scheduled Life Event using Total Compensation Setup Wizard .............................................................................................. 24
Add Reinstatement Codes to the Scheduled Life Event .......................................................................................................................... 25
Assess and Modify Derived Factors and Eligibility ................................................................................................................................. 26
Assess and Modify Derived Factors and Eligibility Using Total Compensation Setup Wizard ................................................................ 27
End Existing Plans That Are No Longer Being Offered ........................................................................................................................... 28
Ending Existing Plans Using Total Compensation Setup Wizard ............................................................................................................ 31
End Existing Options That Are No Longer Being Offered ....................................................................................................................... 31
End Existing Options That Are No Longer Being Offered Using Total Compensation Setup Wizard ...................................................... 32
Add New Plans ....................................................................................................................................................................................... 33
Change Existing Plan Names ................................................................................................................................................................. 35
Add New Plans/Update Existing Plans Using Total Compensation Setup Wizard.................................................................................. 35
Add New Options to Existing Plans ........................................................................................................................................................ 35
Add New Options /Update Existing Options Using Total Compensation Setup Wizard ......................................................................... 36
Check Self Service Display (if using Employee Self-Service) .................................................................................................................... 36
Add New Rates to New Compensation Objects ..................................................................................................................................... 37
Add New Rates to Plans using Total Compensation Setup Wizard ........................................................................................................ 38
Modify Rates and Premiums on Existing Compensation Objects ........................................................................................................... 38
Check Self Service Display Order on Standard rate (If using SSBEN) ...................................................................................................... 39
Mass Update of Rates Using Total Compensation Wizard .................................................................................................................... 40
Modify Elements on Existing Rates ........................................................................................................................................................ 41
Modify Links on Existing Elements ......................................................................................................................................................... 42
Flex Credits and Benefit Pools ................................................................................................................................................................ 43
Add New Compensation Objects to an Existing Benefits Pools .............................................................................................................. 43
Modify Existing Flex Credits ................................................................................................................................................................... 44
End Existing Flex Credits ........................................................................................................................................................................ 44
6 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
 Review Default Enrollment Setup .......................................................................................................................................................... 45
Review Default Enrollment Setup Using Total Compensation Setup Wizard ......................................................................................... 46
Start New Coverage for Flexible Spending Accounts (FSA) .................................................................................................................... 47
Close Unprocessed Life Events ............................................................................................................................................................... 49
Check and Clean Up for Previously Detected Temporal and Other Life Events ...................................................................................... 50
Review Due Date Setup for the Action Items and Resolve Any Pending Action items ........................................................................... 51
Check for Previously Overridden Data (Enrollment Overrides) .............................................................................................................. 53
Review Collapsing Rules......................................................................................................................................................................... 55
Processing Temporal Events .................................................................................................................................................................. 57
Purge Batch Related Tables ................................................................................................................................................................... 58
Evaluate Size of Eligibility Tables ........................................................................................................................................................... 59
Set Max Errors ....................................................................................................................................................................................... 59
Performance Testing.............................................................................................................................................................................. 60
Phase II: Open Enrollment Procedures ................................................................................................................................... 62
Submit the Participation Process Scheduled .......................................................................................................................................... 62
Process the Open Life Event for a Single Employee ............................................................................................................................... 63
Maintain Participant Eligibility and Recalculate Participant Values Processes...................................................................................... 64
Check for Errors and Resolve ................................................................................................................................................................. 65
Monitor a Started Process ..................................................................................................................................................................... 65
Restart a Failed Process ......................................................................................................................................................................... 65
Default Enrollment Process.................................................................................................................................................................... 66
Enter Participants’ Enrollment Choices .................................................................................................................................................. 67
Date-Tracking on the Enrollment Forms ................................................................................................................................................ 68
Processing Life Events That Occur Within the Open Enrollment Period ................................................................................................. 69
Back Out the Open Life Event (when applicable) ................................................................................................................................... 71
Open Enrollment Window Modification ................................................................................................................................................ 72
Close the Open Life Event ...................................................................................................................................................................... 73
Reopen life event batch process ............................................................................................................................................................ 74
Phase III: Post-Open Enrollment procedures ......................................................................................................................... 75
Verify Enrollment data (new plans, check defaults and automatic) ...................................................................................................... 75
Investigate Incorrect Elections ............................................................................................................................................................... 75
Processing Life Events That Occur After the Open Enrollment Period, but Before the New Plan Year................................................... 76
Additional Self-Service Benefit information ........................................................................................................................................... 78
Print Enrollment Reports and Confirmation Statements ....................................................................................................................... 78
Inactivate Plans that are no Longer Being Offered ................................................................................................................................ 78
Inactivate Options that are no Longer Being Offered ............................................................................................................................ 79

Frequently Asked Questions ..................................................................................................................... 80

Oracle Advanced Benefits (OAB)............................................................................................................................................................ 80
Oracle Standard Benefits (OSB) ............................................................................................................................................................. 82
Questions Applicable to both Advanced and Standard Benefits Users .................................................................................................. 83
Appendix of Sample Reports .................................................................................................................................................. 84
Eligibility and Enrollment List ................................................................................................................................................. 84
Life Event Summary Report .................................................................................................................................................... 84
Benefits Reports Wrapper Process ......................................................................................................................................... 84
Reconciliation of Premium Contributions to Element Entries Report .................................................................................... 86
Sample Open Enrollment Checklist – OAB .............................................................................................................................. 87
Sample Open Enrollment Checklist – OAB .............................................................................................................................. 89

7 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
 Target Audience
This whitepaper is targeting to customers using Oracle Advanced or Standard Benefits.

Introduction
This document is intended to provide a best practice setup for annual enrollment processes and maintenance in
Oracle Benefits. The document is not all-inclusive and does not handle all configuration possibilities. Please test all
configurations thoroughly through all of your business processes.

Patching & Other Important Information

Please refer to My Oracle Support Note 883202.1 : Minimum Baseline Patch Requirements for Extended Support on
Oracle E-Business Suite 11.5.10, or My Oracle Support Note 1334562.1 : Minimum Patch Requirements for
Extended Support of Oracle EBS Human Capital Management (HCM) Release 12.

Please also note that there is a minimum patching requirement for R12.1x customers. As per My Oracle Support
Note 1195034.1 : Oracle E-Business Suite Error Correction Support Policy (V.3), Oracle 12.1x customers are required
to have 12.ATG_PF.B.Delta.3 installed in order to receive a one off patch. Oracle 12.2x customers are required to
have R12.AD.C.Delta.5 installed in order to receive a one-off patch.

After December 1, 2010 Development requires a minimum baseline patch for Extended Support on Oracle EBS
11.5.10, the code levels must be the equivalent of 11.5.10 CU2 plus any additional patches listed in My Oracle Support
Note 883202.1 Section 2. More information can be found in My Oracle Support Note 1199724.1 : E-Business Suite
11.5.10 Minimum Patch Level and Extended Support Information Center.

Please note that Oracle E-Business Suite Release 12.0 has transitioned to Extended Support. New EBS 12.0 patches
will be created and tested against the minimum patching baseline documented in this E-Business Suite Error
Correction Support Policy (Note 1195034.1).

To be eligible for Extended Support, all EBS 12.0 customers must apply the EBS 12.0.6 Release Update Pack,
technology stack infrastructure updates, and updates for EBS products if they're shared or fully-installed. The
complete set of minimum EBS 12.0 baseline requirements are listed in the document. Oracle E-Business Suite Error
Correction Support Policy (V.3) (Note 1195034.1).

Finally, please note that Oracle Mobile Self-Service Human Resources suite of apps does not yet support Benefits
functions. For a listing of current functionality available in mobile apps, please see Oracle Mobile Self-Service
Human Resources for Oracle E-Business Suite Release Notes Note 2105189.1.

For a list of Known Issues on our most recent releases, please reference the following recent documents:

12.1 HRMS RUP11 Patch 27115060 - R12.HR_PF.B.DELTA.11 Note 2372289.1

12.1 HRMS RUP10 Patch 25026041 - R12.HR_PF.B.DELTA.10 Note 2233906.1

12.2 HRMS RUP12 Patch 26787667 - R12.HR_PF.C.DELTA.12 Note 2181865.1

12.2 HRMS RUP 11 Patch 25251133 - R12.HR_PF.C.DELTA.11 Note 2285654.1

8 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
 Requested Information While Logging SRs with Oracle Support
Providing the below details to the SR you create is extremely in the analysis and evaluation process within support,
which will result in a quicker solution:

 Screen shots detailing the issue and error message, where applicable.

 Benefits Analyzer output for a person experiencing the issue. The purpose of this analyzer is to collect
instance information, benefits system setup, as well as data for a person's benefits selections and elections.
If the issue is generic and not related to a particular person, use any valid person_id. Refer to My Oracle
Support Note 2025944.1 - EBS Benefits Analyzer.

 PYUPIP trace for errors occurring on a form, Self-Service page, or when running a concurrent request.
Please refer to My Oracle Support Note 301343.1 - Setup & Instructions to Run - PYUPIP HR Trace in the
Applications (Trace File and DBMS_PIPE) and PYUPIP Against Packages

For a more detailed look at person-level data, please see My Oracle Support Note 1562530.1 - EBS Human
Capital Management (HCM) Technical Analyzer. The Analyzer / Health Check / Data Collections tool is a PL/SQL
script which checks the E-Business Suite environment for HCM technical issues. Please note, this data is not
necessarily required information for troubleshooting benefits issues.

9 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
 Open Enrollment Processing
A company’s open enrollment period is an opportunity for eligible participants to:
 Enroll in a plan if not currently enrolled
 Change coverage from one plan to another
 Change enrollment status of eligible family members
 Enroll in dependent care (current enrollees must re-enroll each year)
 Enroll in health care reimbursement account (current enrollees must re-enroll each year)
 Decline coverage’s

This period is also the opportunity for a company to:

 Update rates and premiums from benefit providers
 End the offering of compensation objects
 Start new offerings of compensation objects
 Modify plan design

There are many procedures that encompass the Open Enrollment process. Such procedures are included herein for
processing benefits using the Oracle Advanced Benefits (OAB) and Oracle Standard Benefits (OSB) models.

Abbreviations Used in this Document

Abbreviations Meaning
ACA Affordable Care Act
OAB Oracle Advanced Benefits
OSB Oracle Standard Benefits
SSBEN Self Service Benefits
Compensation object Any compensation object (Program, Plan Type, Plan or Option)
Enrollment form Any of the available enrollment forms: Flex, Non-Flex,
Miscellaneous, Savings Plan
PUI Professional User Interface or Forms
TCW Total Compensation Setup Wizard

Unless noted otherwise by Audience: OAB or Audience: OSB, the procedures included in this document apply to
both benefit models.

10 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
 Phases of Open Enrollment Processing
Open Enrollment procedures can be divided into three phases:
1. Pre-Open Enrollment
2. Open Enrollment
3. Post-Open Enrollment

Phase Task Audience

Pre-Open Enrollment Check Payroll Calendars OAB and OSB
Check Plan Year Periods OAB and OSB
Add the Scheduled Life Event to the Program OAB
Add Reinstatement Codes to the Scheduled Life Event OAB
Assess and Modify Derived Factors and Eligibility OAB and OSB
End Existing Plans That Are No Longer Being Offered OAB and OSB
Add New Plans to the Programs OAB and OSB
Add New Options to Existing Plans OAB and OSB
Check Self Service Display on Plan Type (If using SSBEN) OAB and OSB
Add Rates to New Compensation Objects OAB and OSB
Add Premiums to New Compensation Objects OAB and OSB
Modify Rates and Premiums on Existing Compensation Objects OAB and OSB
Check Self Service Display Order on Standard rate (If using SSBEN) OAB and OSB
Mass Update of Rates Using Total Compensation Wizard OAB and OSB
Modify Elements on Existing Rates OAB and OSB
Modify Links on Existing Elements OAB and OSB
Modify Flex Credits and Benefit Pools OAB
Review Default Enrollment Setup OAB
Start New Coverage for Flexible Spending Accounts (FSA) OAB and OSB (note the separate
procedures)
Close Unprocessed Life Events OAB
Check and Clean Up for Previously Detected Temporal And Other Life OAB
Events
Review Due Date Setup for the Action Items and Resolve Any Pending OAB
Action items
Check for Previously Overriden Data (Enrollment Overrides) OAB and OSB
Set Up Collapsing Rules OAB
Process Temporal OAB
Mock Open Enrollment OAB and OSB
Purge Batch Related Tables OAB
Set Max Errors OAB and OSB
Evaluate Size of Eligibility Tables OSB
Analyze Performance OAB and OSB
Open Enrollment Process the Open Life Event (Batch Process) OAB
Maintain Participant Eligibility OSB
Recalculate Participant Values OSB
Check for Errors and Resolve OAB and OSB
Monitor a Started Process
Restart a Failed Process
Run Default Enrollment Process OAB
Enter Participants’ Enrollment Choices OAB and OSB
Processing Life Events That Occur Within the Open Enrollment Period OAB and OSB (note the separate
procedures)
Open Enrollment Window Modification*(If Needed) OAB
Back Out the Open Life Event (if needed) OAB and OSB (note the separate
procedures)
Close the Open Life Event OAB
Post-Open Enrollment Verify enrollment OAB and OSB
Investigate and Correct Elections OAB and OSB
Process Events That Occur After the Open Enrollment Period, but Before OAB and OSB (note the separate
the New Plan Year procedures)
Inactivate Plans that are no Longer being offered OAB and OSB
Print Enrollment Reports OAB and OSB

11 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Important

It is recommended that all 3 phases of Open Enrollment Processing (Pre-Open, Enrollment and Post-Open) should
be thoroughly tested during Mock open enrollment. Mock Open Enrollment should be performed in the latest copy
of production at least 2 months before actual open enrollment.

In the cases where it is needed to add new compensation objects to current plan design (like adding new plans or
new options), it is recommended that the plan design, the eligibility and enrollment is tested at least 3 months
before actual open enrollment.

Also, it is very important to test performance of Concurrent Processes, PUI and self-service during mock open
enrollment by running open enrollment on entire population. All recommended patches have to be applied and
tested during mock open enrollment and make sure all the functionality is working as expected. For full details of
patches, please review My Oracle Support Note 124100.1 - Compensation and Benefits Patch List.

The procedures discussed within this document have been based on the following:
Open Enrollment elections are effective on January 1
Open Enrollment and Programs & Plans are based on Calendar Year
Coverage begins on January 1
Rates begin on January 1.

In this regard, the Coverage and Rate Start/End Codes are:

Event and One Day before Event.

Therefore, if your company’s Open Enrollment is effective on any other date within the year, or you are utilizing
other Coverage and Rate Start/End Codes to meet your business requirements, thoroughly test the Open
Enrollment procedures using your company’s setup.

Please review My Oracle Support Note 247317.1 – Oracle Applications HRMS Compatible Start and End Date Codes
provides the compatible start and end date codes for Enrollment, Rates and Coverage’s.

12 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
 Sample Timeline for Open Life Event Processing
Audience: OAB
This sample timeline will be used in the next step of the Pre-Open Enrollment phase. Your dates/timeframe may be
different than the scenario listed. The Following is a sample OE for benefits to start Jan. 01 of following of next year.

Month Details
October Two months before actual open enrollment)
 Complete Pre-Open Enrollment procedures
 Run a Mock open enrollment
 Timeframe: Two months before actual open enrollment and after plan
design changes are completed and tested.
 Also testing performance and self-service during mock open enrollment
 Check the Recommended patch list for any recommended or mandatory
patches for open enrollment (My Oracle Support Note 124100.1)
01-Nov  Open Life Event is run (Participation Process: Scheduled) on 01-Nov
 Defaults are applied (Default Enrollment Process)
02-Nov  Benefits Enrollment letters are sent to all participants notifying them of
what they are eligible for and showing their current elections that they will
default into unless they indicate the desired changes.
Throughout Nov  Elections are entered via Self Service Benefits or Enrollment Forms
02-Dec  Confirmation letters are sent to all participants.
 Participants who made explicit elections will get confirmation of these
elections.
 Participants who did not respond or did not enroll in Self Service Benefits
will be defaulted into their current enrollment (if plan design designates
this) and may get a printed confirmation.
02-Dec - 15-Dec  In between 02-Dec and 15-Dec, benefit administrators may still enter
elections as needed by date tracking into the enrollment window (such as
30-Nov).
15-Dec  Run the Close Enrollment Process to close all elections.

Audience: OSB
This sample timeline will be used in the next step of the Pre-Open Enrollment phase. Your dates/timeframe may be
different than the scenario listed. The Following is a sample OE for benefits to start Jan. 01 of following of next year.

Month Details
October  Complete Pre-Open Enrollment procedures
Throughout November  Elections are entered via Self Service Benefits or Enrollment Forms
December  Confirmation letters are sent to all participants

13 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
 Mock Open Enrollment
It is very important to test all 3 phases of Open Enrollment during mock Open Enrollment i.e. Pre-Open Enrollment
procedures, Open Enrollment procedures and Post Open Enrollment procedures. Timeframe: At least Two months
before actual Open Enrollment after plan design changes are completed.

The recommendation is for all Open Enrollments using OAB or OSB, to run Open Enrollment in a mock, or test,
mode for the entire participant population. You may choose to run a sample of participants that will contain all
scenarios that could occur, but in this case you will not benefit from a full performance test run. Mock open will
help you resolve errors in design, setup, self-service, and performance long before the official Open Enrollment
begins. Not doing so will defer issue resolution to the official Open Enrollment period that may cause interruption in
business critical processes.

This mock enrollment offers the ability to:

 Resolve any plan design issues
 Resolve any specific participant errors
 Understand the timing of the steps involved with Open Enrollment
 Understand the processes and procedures involved
 Verify that Open Enrollment is offering the correct electable choices
 Verify that Self-Service Benefits (SSBEN) is set up correctly for employee enrollments
 Ensure that peak performance is being achieved in forms, processes, and self-service
 Create a plan for processing considering schedules of other integrated products. I.e.) payroll processing,
segregating batches
 Anticipate other life events that will be occurring during Open Enrollment and understand their usage,
frequency, and nature.
 Create a plan to handle life event processing before, during, and after the open period
 Anticipate any issues that will occur with the actual Open Enrollment (rates, plans, options, etc.)
 Anticipate and resolve any issues that may occur during the post-open enrollment ahead of time

Copy the instance with all of the Pre-Open Enrollment setup into an instance closely resembling the Production
environment for testing purposes. Then follow all the procedures contained under Phase II and Phase III of the
Open Enrollment procedures.

14 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
 Self Service Setup for Mock Open Enrollment
It is very important to test open enrollment from self-service side thoroughly if you are going to use self-service
benefits for enrollment. This will help your resolve errors in design, setup via self-service, and performance long
before the official open enrollment begins. Not doing so will defer issue resolution to the actual Open Enrollment
period that may cause interruption in business critical processes.

It is very important to verify that Self Service Benefits is set up correctly for employee enrollments.

Audience: OAB
For Mock Open enrollment purpose you can enable the date tracking in SSBEN to test the open enrollment. This has
to be done in Test instance only, never enable session date in Production instance. Please refer to My Oracle
Support Note 270670.1 - In Self Service Benefits (SSBEN) How to Enable the Session Date

Audience: OSB
Customers using unrestricted enrollment can enable the Benefits Selection page in self-service from Nov 1 to Nov
30 and set the Change Session Date menu parameter to Jan 1 so all changes made during Nov 1 and Nov 30 have a
life event occurred on date of Jan 1. If an employee goes into self-service on Nov 15 and makes a change, the life
vent occurred on date will be Jan 1. If the employee then returns to self-service on Nov 16 and makes another
change, the first change will be lost and the new change will also have a life event occurred on date of Jan 1.
Without setting the Change Session Date, the first life event occurred on date would be Nov 15 and the second
would be Nov 16. Please refer to Implementing Oracle SSHR 4.2 (9/02) Chapter 17 for instructions on how to set
the Change Session Date parameter.

References:
My Oracle Support Note 215159.1 - Self-Service Benefits Enrollment with Standard and Advanced Benefits
My Oracle Support Note 228543.1 - How to Date Track in Self Service Benefits

15 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
 Using Total Compensation Wizard to Review /Modify and Update Program and Plan
Design

Using the Total Compensation Wizard, allows changes to program setup that can be made as part of a single
process. The changes can be made and saved for later with a final review before submission to the database. In
this document we have provided a few sections where you can use the Total Compensation Setup Wizard to
review and modify the program/plan design.

Total Compensation Wizard provides the ability to:

 Review Program Details
 Review Program and Plan Years
 Create and Add New Plans to Existing Program
 Create and Add New Options to Existing Plans
 Create and Add New Rates to New or Existing Compensation Objects
 Create and Add New Coverage to Compensation Objects
 End existing plans that are no longer being offered
 Review, Modify and Add Enrollment Requirements
 Review, Modify and Add Default Enrollment Requirements
 Review, Modify and Add Eligibility Profiles

There are 7 tasks available to perform the above-mentioned actions:

Task #1: Program Details
Task #2: Plans and Options
Task #3: Enrollment Timing
Task #4: Enrollment Requirements
Task #5: Eligibility
Task #6: Default Enrollment
Task #7: Review and Submit

References:
My Oracle Support Note 330033.1 - Roadmap to the Benefits Program Business Area of the Plan Design
Wizard outlines the details of each task.

16 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
 Phase I: Pre-Open Enrollment Procedures

Check Payroll Calendar

Ensure that the payroll periods extend through the entire new plan year. Refer to My Oracle Support Note
105642.1 - How to Extend Payroll Calendar Periods

Navigation: Payroll > Description.

Note: If your payroll calendars include Weekly and Bi-Weekly periods, you may find that every few years there
is an extra pay period (52 or 27). For example, your bi-weekly payroll consists of 26 pay periods, but for the
next plan year there are actually 27 pay periods.

If your Programs Enrollment/Rate Frequency is set to “Per Pay Period” this will use the actual number of
payroll periods (27). This may be changed to “Estimated Per Pay Period” to only use 26 pay periods (or 52 in
the case of weekly payrolls).

Navigation: Total Compensation > Programs and Plans > Programs.

Scenario: What would happen if the payroll calendars were not kept up to date or extended?
Rates would not calculate correctly, and deductions could be incorrect. The payroll calendar would need to be
extended, and then reprocess open afterwards.

See Questions Applicable to both OAB and OSB for further information.

17 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
 Check Plan Year Periods
Ensure that the plan year periods are correct on each plan and program. Recommendation: Plan year periods exist
for the next five years. If the plan year periods were not extended, both plans and programs will not appear. Extend
the plan year periods, and then reprocess open.

Step Details
Step 1  Navigation: Total Compensation > General Definitions > Additional Setup >
Program/Plan Years

 Ensure that a plan year exists for the New Year (example: Start Date 01-Jan-
2019, End Date 31-Dec-2019)
Step 2  Check that all active programs have this New Year
 Navigation: Total Compensation > Programs and Plans > Programs > Periods
tab

Step 3  Check that all active plans have this New Year
 Navigation: Total Compensation > Programs and Plans > Plans > Details button

18 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
 Verifying Plan Year Periods and Complete Plan Design using Total Compensation Wizard
Using the Total Compensation Wizard you can verify the program setup and plan year periods. To view the plan
years (and other existing setup):

Steps:
1. Navigate to Total Compensation > Total Compensation Setup Wizard.
2. Select Business Area “Health and Welfare Program”.
3. Click the Task Menu item “View Plan Design”.
4. Search by “Program” and click the Go button.
5. Select the program you want to verify and click the Continue button.
6. Expand the Year Periods under Program to view periods associated with Program
7. Under Program, expand Plans and under each plan expand Year Periods to verify periods associated
with each plan.

Using the same process you can verify the complete Program and Plan Design by expanding each section.

19 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Update Plan Year Periods using Total Compensation Wizard
Using the Total Compensation Wizard, changes to program setup can be made as part of a single process. The
changes can be made and saved for later with a final review before submission to the database.

Steps:
1. Navigate to Total Compensation > Total Compensation Setup Wizard.
2. Select Business Area “Health and Welfare Program”.
3. Click the Task Menu item “Update a Health and Welfare Program”.
4. Enter the Process Name (e.g. Update Plan Years).
5. Enter Effective Date 01-JAN-2019 and click the Continue button.
6. Select the Program from the drop down menu.
7. Select the appropriate Date Track Mode (in this example choose the Date Track Mode as “Make
changes from effective date onwards”.
8. Choose the appropriate Plan Design Data Copy mode and click the Continue button.
9. Click the Update button under the Program Details section.
10. Scroll down to the “Program and Plan Years” section.
11. Enter Start of First Year.
12. Enter End of First Year.
13. Enter a value in the “How Many Additional Years” field and click the Go button.
14. Click the Apply button.
15. Submit the changes on the next page.

References:
My Oracle Support Note 330033.1 - Roadmap to the Benefits Program Business Area of the Plan Design Wizard.
My Oracle Support Note 2438348.1 - How to View All Participant Eligibility Criteria from the Current Benefits Setups
in Advanced and/or Standard Benefits

20 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Add the Scheduled Life Event to the Program
The Open life event must be added to the Program (and any Plans Not in Program that go through an annual
enrollment) with the important dates and enrollment codes for processing.

Audience: OAB

Open Life Event: Processing Dates

Below is an example of the dates which can be used. Modify the settings as per your business requirements. For
example, you may have a different enrollment period and will modify the Enrollment or Availability Period Start and
End dates. As well, you may have different requirements on when to apply default enrollments.

Navigation: Total Compensation > Programs and Plans > Program Enrollment Requirements > Timing > Scheduled >
General drop down region

The Assigned Life Event date is important for the consideration of derived factors, such as imputed income. For
imputed income in the United States, the participant’s age is calculated as of the end of the current year. So for
2019, the participant’s age is calculated as of 31-Dec-2019. If the Assigned Life Event is in late December of 2018 for
the 2019 plan year, the person’s age will be calculated as of 31-Dec-2018, which will be incorrect for imputed
income purposes. So for plan years beginning January 1st, always us an assigned life event date of 01-JAN.

Close Enrollment Date to Use: This value may be set to “Processing End Date” when there is a time between the
end of the participant’s enrollment period and the date of the life event (01-Jan). This allows adjustments to be
made before the life event is closed. May also be set to “When Enrollment Period Ends” when there are no
additional processing days.

21 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Period Determination Code: Although using this code is optional Oracle recommends using code which is suitable
for your business requirement. Using this code you can configure how enrollment periods are determined when an
event is backed-out and reprocessed, or when the event occurs within the enrollment window of another life event.
This code enables you to enforce business rules around the dates on which elections can be made by the participant
when colliding events take place, or an event is backed-out and reprocessed.

References:
My Oracle Support Note 316723.1 - Why does the Enrollment Period Change after Backing out a Life Event? (Period
Determination Code Descriptions)

Recommended code: Later of Enrollment Period Start Date or Future Enrollment Start.

Defaults Will be Assigned on: For Advanced Benefits users, enter a Defaults Will be Assigned on date to specify the
date on which default benefits assignments are made when participants fail to make their choices as part of this
scheduled enrollment. Oracle recommendation is to use the first day of the enrollment period to assign defaults.

No further processing is allowed after: Choose a No Further Processing is Allowed After date to specify the latest
date on which the plan sponsor can apply elections applicable to this enrollment period.

Open Life Event: Coverage and Rate Dates

Select the codes that meet your business requirements. Note that if the Assigned Life Event Date is defined as 01-
JAN, the Coverage and Rate Start Date Codes can be defined as “Event”. This will start coverage and rates on
January 1, if this meets your business requirements.

Navigation: Total Compensation > Programs and Plans > Program Enrollment Requirements > Timing > Scheduled >
Coverage and Rates drop down regions.

22 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Please note, Oracle recommends using Rate Start Date Code “First of Pay Period Preceding First Check On/After
Event” and Rate End Date Code “1 Prior or Pay Period End Of Last Check Date Prior Event” for plans defined with
annual, enter value at enrollment amounts such as Flexible Spending Accounts and Health Savings Accounts. This
will ensure that calculated values include the 26th and 52nd pay date for bi-weekly and weekly payrolls.

Navigation: Total Compensation > Programs and Plans > Program Enrollment Requirements > Timing > Scheduled >
Rates drop down region > Enrollment Period for Plan button.

References:
My Oracle Support Note 247317.1 – Oracle Applications HRMS Compatible Start and End Date Codes provides the
compatible start and end date codes for Enrollment, Rates and Coverage’s.
My Oracle Support Note 1242694.1 - FSA Amounts Calculating on 25 Paychecks Instead of 26 provides the
recommended settings for Flexible Spending Account plans

Open Enrollment Life Event: Enrollment Codes

Navigation: Total Compensation > Programs and Plans > Program Enrollment Requirements > Life Event > Program
(or Plan Type or Plan) > Enrollment drop down region.

23 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Adding a Scheduled Life Event using Total Compensation Setup Wizard
Using the Total Compensation Setup Wizard you can add the scheduled life events such as Open and Administrative
where all the changes to program setup can be made as part of a single process.

The changes can be made and saved for later with a final review before submission to the database.

Steps:
1. Navigate to Total Compensation > Total Compensation Setup Wizard.
2. Select Business Area “Health and Welfare Program”.
3. Click the Task Menu item “Update a Health and Welfare Program”.
4. Enter the Process Name (e.g. Add Open 2019).
5. Enter Effective Date 01-JAN-2019 and click the Continue button.
6. Select the Program from the drop down menu.
7. Select the appropriate Date Track Mode (in this example choose the Date Track Mode as “Make changes
from effective date onwards”.
8. Choose the appropriate Plan Design Data Copy mode and click the Continue button.
9. Click the Go to Task List button.
10. Select the Go To Task icon for Task “Enrollment Timing”.
11. Click the Add Scheduling Requirements button under the Open Enrollment section.
12. Add Information in the fields:
 Enrollment Period Start Date (e.g. 01-NOV-2018)
 Enrollment Period End Date (e.g. 15-NOV-2018)
 Plan Year Period (01-JAN-2019 to 31-DEC-2019)
 Assigned Life Event Occurred Date (01-JAN-2019)
13. Choose/enter the appropriate value in the Closing the Enrollment Period section.
14. Enter the appropriate value in the Default to be assigned on field in the Assign Default Date section.
15. Click the Apply button.

You can then add the Coverage and Rate Start and End Dates by going to the region Coverage’s and Rates on the
Review page.

24 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Add Reinstatement Codes to the Scheduled Life Event
Reinstatement codes handle back-outs and reinstating elections when reprocessing. For the Open life event you
may want to configure reinstatement codes so that if the Open life event gets backed out (possibly due to rate
changes) any elections that were made can be reinstated. You can add codes to Program Enrollment Requirements
as well as the Plan Enrollment Requirements for Plans Not in Program that go through an annual enrollment.

Audience: OAB ONLY

Important
Enrollments will not be re-instated if the life event is backed out with the “Voided” status. Reinstatement will only
work if the life event is backed out using the “Unprocessed” status.

The codes available include:

 Never Reinstate
 Reinstate all if no electability change for life event
 Reinstate unless new explicit election exists
 Reinstate if electability exists for backed out result
 Reinstate if no change for backed out enrollment

Navigation: Total Compensation > Programs and Plans > Program Enrollment Requirements > Timing > Scheduled >
Reinstate drop down region.
Navigation: Total Compensation > Programs and Plans > Plan Enrollment Requirements > Timing > Scheduled >
Reinstate drop down region.

Defining Reinstatement Codes is not required. If you do not configure the Reinstatement Code it will default to
“Reinstate all if no electability change for life event” which means if there is any change in electable choices for that
life event the elections will not be reinstated.

References:
My Oracle Support Note 333568.1 - Reinstatement Functionality
My Oracle Support Note 1377645.1 - APP-BEN-94226 'Reinstate If Electability Exists For Backed Out Result' Errors.
My Oracle Support Note 1676618.1 - Reinstate Unless New Explicit Elections Exists Not Working As Expected

25 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Assess and Modify Derived Factors and Eligibility
Open Enrollment is an excellent time to assess all derived factors to ensure that any new factors are added; any
existing factors are modified, if necessary, and that the defined Determination Codes are correct. For example:
 Length of Service may have new requirements
 Spousal and/or Child Life may be new benefit offerings and will need Age factors created

Navigation: Total Compensation > General Definitions > Eligibility/Rate Factors > Derived Factors

This is also an ideal time to assess current eligibility to ensure that participants are eligible for the correct
compensation objects. For example, if Participation Overrides are regularly necessary, review the eligibility profiles
to determine if criteria can be modified or included to avoid using override functionality.

Navigation: Total Compensation > General Definitions > Eligibility Profiles > Participant

26 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Assess and Modify Derived Factors and Eligibility Using Total Compensation Setup Wizard
You can define and attach eligibility profiles to a compensation object to restrict participant eligibility using the
Total Compensation Setup Wizard Eligibility Task.

Steps:
1. Navigate to Total Compensation > Total Compensation Setup Wizard.
2. Select Business Area “Health and Welfare Program”.
3. Click the Task Menu item “Update a Health and Welfare Program”.
4. Enter the Process Name (e.g. Add Eligibility).
5. Enter Effective Date 01-JAN-2019 and click the Continue button.
6. Select the Program from the drop down menu.
7. Select the appropriate Date Track Mode (in this example choose the Date Track Mode as “Make
changes from effective date onwards”.
8. Choose the appropriate Plan Design Data Copy mode and click the Continue button.
9. Click the Go to Task List button.
10. Select the Go To Task icon for Task “Eligibility”.
11. Either click the pencil icon to update existing profiles or click the Add Eligibility button to create and add
an entirely new profile.

27 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
End Existing Plans That Are No Longer Being Offered
Plans that will not be offered in the new plan year need to be modified so that a participant’s enrollment is ended,
and no new enrollments are made into this plan.

Procedure A
Release 12.1 customers with Patch 13418800 R12.1 RUP5 and above installed should utilize the "All Ineligible" flag
to 'turn off' a compensation object. This should be done as an UPDATE as of the date the compensation object is no
longer being offered.

With this flag, benefit administrators can mark a compensation object as not eligible if that compensation object is
no longer offered. This replaces the process of creating a “No Longer Offered” Participant Eligibility Profile
(Procedure B) and attaching it to the compensation object.

When a benefit administrator runs the participation process, it will find all persons ineligible for the compensation
object. This de-enrolls all current participants and prohibits any future ability to enroll them in the compensation
object.

Because this change is date tracked, customers can always 'reactive' a compensation object at a later date and allow
new enrollments, if required. The “All Ineligible” flag is available for programs, plan types in program, plans in
program (in case a plan is not being discontinued in every program), plans and options in plan.

Below is an example showing the check box on the Plans form.

Navigation: Total Compensation > Programs and Plans > Plans.

References:
My Oracle Support Note 1461002.1 - Oracle Advanced Benefits Release Notes, Release 12.1 HRMS RUP5

28 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Procedure B
Release 12.1 customers who do not have Patch 13418800 R12.1 RUP5 and above installed, or Release 12.0 and 11i
customer will need to add an eligibility profile to the compensation object that no participant will meet (example:
create a Benefits Group named “No Longer Offered”, create a Participant Eligibility Profile using the same name and
attach the Benefits Group under the Other tab. This is the profile which will then be attached to the compensation
object in question as of the first day of the new plan year. This may also be attached to a Plan in Program, in the
event that a plan is no longer being offered in one program, but not another. Also, ensure that the appropriate plan
period exists for the year in which a life event occurs in order for the compensation object to be evaluated by the
participation process.

Steps:
1. Date track to the first day of your plan design to create the eligibility profile.
2. Navigate to Total Compensation > Eligibility/Rate Factors > Benefits Group.
3. Create a new Benefits Group named “No Longer Eligible”.
4. Save and close the form.
5. Navigate to Total Compensation > Eligibility Profiles > Participant.
6. Create a new Participant Eligibility Profile named “No Longer Eligible”.
7. Add the previously created Benefits Group under the Other tab.
8. Save and close the form.
9. Navigate to Total Compensation > Programs and Plans > Plans and query the plan to be decommissioned.
10. Click the Plan Eligibility button > Eligibility button and add the newly created “No Longer Eligible” profile.
11. When prompted, save as an UPDATE, not a Correction and close the form.

Important
If using a Coverage or Rate End Date Code of “1 Prior or Event”, then date-track to 31-Dec-2018 to perform the
above step. The date to use will depend upon a company’s plan design and must be thoroughly tested.

Please ensure that you do not inactive the plan until AFTER processing is compete and no more employees are
participating in the plan.

OAB: The Open life event will recognize that participants will not be eligible, and will end their coverage.

OSB: Eligibility will be evaluated if the Non-Flex form is opened on 01-Jan-2019 and the participant will be found
ineligible. Or, the Maintain Participant Eligibility process when run using Effective Date 01-Jan-2019 will also find
the participant ineligible for this compensation object and coverage will cease. Coverage and Rates (and thus
element entries) will end based on the plan design setup for Coverage End Date and Rate End Date.

29 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Procedure C
You may also use the Enrollment Code of “Current Lose Only; New Nothing” to de-enroll participants from a
particular compensation object. This code can be placed on the Program Enrollment Requirements > General > Plan
level with a date track date of 01-Jan-2019. When the Open life event is processed, all current participants will be
de-enrolled and no new participants will be allowed to make elections into this plan.

Once all participants have been de-enrolled from the plan, set the plan status to Inactive. (Please refer to Post Open
Enrollment Steps – Inactivating Plans that are no longer being offered section). The following script can be used
during Mock Open Enrollment and while performing Post Open Enrollment to confirm that all the enrollments are
ended before inactivating the plan.

select * from ben_prtt_enrt_rslt_f

where enrt_cvg_thru_dt = ’31-Dec-4712’
and pl_id = ‘<enter pl_id>’;

(It should return no rows)

Or, you may run the Eligibility and Enrollment List concurrent request to see who is enrolled in a particular plan.

Navigation: Processes and Reports > Submit Processes and Reports > Single Request.

Important
Please review the section Review Default Enrollment Setup if you are moving the existing enrollments into new
plans/options before end dating any existing plans/options.

30 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Ending Existing Plans Using Total Compensation Setup Wizard
You can also use the Total Compensation Wizard to end existing plans that are no longer being offered. You can
select the “Plans and Options” task to change the status of existing plans and options after all the de-enrollments
are done or if you want to use the eligibility method you can use the “Eligibility” task to modify eligibility.

Important
Please review the section Review Default Enrollment Setup if you are moving the existing enrollments into new
plans/options before end dating any existing plans/options.

End Existing Options That Are No Longer Being Offered

Options that will not be offered in the new plan year need to be modified so that a participant’s enrollment is
ended, and no new enrollments are made into this option.

Procedure A
Release 12.1 customers with Patch 13418800 R12.1 RUP5 and above installed should utilize the "All Ineligible" flag
to 'turn off' the option. This should be done as an UPDATE as of the date the option is no longer being offered.

With this flag, benefit administrators can mark an option as not eligible if that option is no longer being offered in
the new plan year. This replaces the process of creating a “No Longer Offered” Participant Eligibility Profile
(Procedure B) and attaching it to the option using Option Eligibility > Eligibility.

When a benefit administrator runs the participation process, it will find all persons ineligible for the option and de-
enrolls all current participants. The flag will also prevent any further ability to enroll in the option.

Because this change is date tracked, customers can always 'reactive' the option at a later date and allow new
enrollments, if required. The “All Ineligible” flag is available for programs, plan types in program, plans in program
(in case a plan is not being discontinued in every program), plans and options in plan.

Below is an example showing the check box for an Option in Plan.

Navigation: Total Compensation > Programs and Plans > Plans > Options button.

31 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Procedure B
Release 12.1 customers who do not have Patch 13418800 R12.1 RUP5 and above installed, or Release 12.0 and 11i
customer will need to create and then add an eligibility profile to the option that no participant will satisfy. See
Procedure B in section “End Existing Plans that are No Longer Being Offered”.

Do not inactive options until all processing is complete and no more employees are participating in the option.

OAB: The Open life event will recognize that participants are not eligible, and will end their coverage.

OSB: Eligibility will be evaluated if the Non-Flex form is opened on 01-Jan-2019 and the participant will be found
ineligible. Or, the Maintain Participant Eligibility process when run using Effective Date 01-Jan-2019 will also find
the participant ineligible for the option and coverage will cease. Coverage and Rates (and thus element entries) will
end based on the plan design setup for Coverage End Date and Rate End Date.

Procedure C
You may also use the Enrollment Code of “Current Lose Only; New Nothing” to de-enroll participants from the
option. This code can be placed on the Plan Enrollment Requirements > General > Option level with a date track
date of 01-Jan-2019. When the Open life event is processed, all current participants will be de-enrolled and no new
participants will be allowed to make elections into this option.

Once all participants have been de-enrolled from the option, set the option status to Inactive. (Please refer to Post
Open Enrollment Steps – Inactivating Options that are no longer being offered section)

The following script can be used during Mock Open Enrollment and while performing Post Open Enrollment to
confirm that all the enrollments are ended before inactivating the option in plan.

select * from ben_prtt_enrt_rslt_f

where enrt_cvg_thru_dt = ‘31-Dec-4712’
and pl_id = ‘<enter pl_id>
and oipl_id = 'Enter option in plan id '’;

(It should return no rows)

Important
Please review the section Review Default Enrollment Setup if you are moving the existing enrollments into new
plans/options before end dating any existing plans/options.

End Existing Options That Are No Longer Being Offered Using Total Compensation Setup Wizard
You can also use the Total Compensation Wizard to end existing options in plans that are no longer being offered.
You can select the “Plans and Options” task to change the status of existing plans and options after all the de-
enrollments are done or if you want to use the eligibility method you can use the “Eligibility” task to modify
eligibility.

Important
Please review the section Review Default Enrollment Setup if you are moving the existing enrollments into new
plans/options before end dating any existing plans/options.

32 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Add New Plans
Plans must be active on the first day of the enrollment period (not the first day of the new plan year) for an event in
order to be eligible for election. Therefore, if participants are able to enroll in a new plan on a date before the plan
actually becomes effective, these steps must be followed:

 Plan Year = Calendar Year

 Enrollment or Availability Period = Start: 01-Nov-2018 / End: 30-Nov-2018
 Assigned Life Event Date = 01-Jan-2019

If a plan is new for the 2019 plan period you cannot add the plan to the Program effective 01-Jan-2019. The plan
will not show up in the list of values (LOV) on any enrollment form. Rather, using the example above, the plan must
be active as of 01-Nov-2018 at a minimum (preferably 01-Jan-2018 or the beginning date of your plan design (01-
Jan-1951) to be considered for the 2019 Plan Year.

Procedure to add a new plan to a program for the upcoming plan year:

Procedure A: (Recommended)
You may perform the following steps to add a new plan for the upcoming open enrollment:
1. Navigate to Total Compensation > Programs and Plans > Plans.
2. Date-track to the beginning of the plan year prior to the plan year in which the plan become effective (i.e.,
plan becomes effective 01-Jan-2019, then date track to 01-Jan-2018 to add the plan).
3. Create the new plan with a status of Active.
4. Add the Year Periods (Details button > Plan Periods tab) beginning with the new plan year. (Example: if the
new plan is effective 01-Jan-2019, the first plan year attached to the plan should be 01-Jan-2010 to 31-Dec-
2019.)
5. Navigate to the Total Compensation > Programs and Plans > Programs form.
6. Add the new plan (and plan type if this is also newly-created) to the Program (under the Program > Plans
and Plan Types button) as of the first day of the plan year (01-Jan-2019) with a status of Active.

Repeat this step for each program that the plan is being added to. If setting this Plan as “Not in Program”,
this step is not necessary.

7. If using Standard Benefits (OSB), navigate to Total Compensation > Programs and Plans > Program
Enrollment Requirements > Plan tab.
8. Select the newly added plan(s) and check the “Allows Unrestricted Enrollment” box.
9. Save your changes.

Procedure B:
1. Navigate to Total Compensation > Programs and Plans > Plans.
2. Date-track to the beginning of the plan year prior to the plan year in which the plan become effective (i.e.,
plan becomes effective 01-Jan-2019, then date track to 01-Jan-2018 to create the plan).
3. Create the new plan with a status of Pending.
4. Add the Year Periods (Details button > Plan Periods tab) beginning with the first plan year prior to the new
plan year. (Example: if the new plan is effective 01-Jan-2019, the first plan year attached to the plan should
be 01-Jan-2018 to 31-Dec-2018.) Note: If you are creating the plan as of 01-Nov-2018, you will not see the
2018 plan year available on the Details form. In this case, begin with selecting the 2019 plan year period.
5. Navigate to the Total Compensation > Programs and Plans > Programs form.
6. Add the new plan (and plan type if this is also newly-created) to the Program (under the Program > Plans

33 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
 and Plan Types button) as of the first day of the plan year prior to it becoming effective (i.e., 01-Jan-2018)
with a status of Pending.

Repeat this step for each program that the plan is being added to. If setting this Plan as Not in Program, this
step is not necessary.

7. If using Standard Benefits (OSB), navigate to the Total Compensation > Programs and Plans > Program
Enrollment Requirements > Plan tab.
8. Select the newly added plan(s) and check the “Allows Unrestricted Enrollment” box.
9. Save your changes.

The Pending status should be changed to Active as an UPDATE on 01-Jan-2019. This should be done before the
Open life event is processed, so that the plan will be available in the list of electable choices for a participant to
choose. Therefore, after you have added the plan as Pending, immediately date-track forward to 01-Jan-2019 and
make an Update to Active status.

Also do the same for the navigation in Step 3, setting the Plan to Active in each program that it is attached to.
Always saving as an UPDATE.

Procedure C:
1. Navigate to Total Compensation > Programs and Plans > Plans.
2. Date-track to the beginning of the plan year prior to the plan year in which the plan become effective (i.e.,
plan becomes effective 01-Jan-2019, then date track to 01-Jan-2018 to add the plan).
3. Create the new plan with a status of Active.
4. Add the Year Periods (Details button > Plan Periods tab) beginning with the first plan year prior to the new
plan year. (Example: if the new plan is effective 01-Jan-2019, the first plan year attached to the plan should
be 01-Jan-2018 to 31-Dec-2018.) Note: If you are creating the plan as of 01-Nov-2018, you will not see the
2018 plan year available on the Details form. In this case, begin with selecting the 2019 plan year period.
5. Add an eligibility profile to the plan (as of 01-Jan-2018) that no participant will satisfy.
6. Date-track to the first day of your plan year to create the eligibility profile.
7. Navigate to Total Compensation > Eligibility/Rate Factors > Benefits Group.
8. Create a new benefits group (example: Inactive).
9. Navigate to Total Compensation > Eligibility Profiles > Participant and create a new eligibility profile.
10. Add the “Inactive” Benefits Group under the Other tab.
11. Navigate to the Total Compensation > Programs and Plans > Plan > Eligibility > Eligibility form and date track
to 01-JAN-2018 or the plan creation date.
12. Attach the Participation Eligibility Profile which you have created above.
13. Navigate to Total Compensation > Programs and Plans > Programs and attach the new plan (and plan type if
this is also newly-created) to the Program (under the Program > Plans and Plan Types button) as of the first
day of the plan year (01-Jan-2019) with a status of Active.
14. Date-track to 01-Jan-2019 and delete the eligibility profile that was added earlier to the plan eligibility form.
15. When prompted, save as an UPDATE, not a Correction and close the form.

If you are adding new plans to be considered for the Employer Shared Responsibility Reporting under the Affordable
Care Act for 2019, please also refer to My Oracle Support Note 2188907.1 - Oracle Advanced and Standard Benefits
Affordable Care Act Setup for Employer Reporting.

34 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Change Existing Plan Names
If as part of your business or benefits carrier requirements it may be necessary to change the name of an existing
plan or option. To do this, you will need to set the System Profile "BEN: Compensation Objects Display Name Basis"
to Life Event Date. If you do not, changes to the names made as of the life event occurred date (01-JAN-2019) will
not be seen within enrollment periods prior to the effective date (01-JAN-2019). This will also prevent the new
name from displaying for life events which occur after the enrollment period but before the new plan year.

References:
My Oracle Support Note 396129.1 - Plan Name Change on 01-JAN not reflected During Open Enrollment Period

Add New Plans/Update Existing Plans Using Total Compensation Setup Wizard
You can add new plans using the Total Compensation Wizard, Plans and Options task. Create a plan with an
effective date of 01-Jan-2019, or, if you want to make any modifications to existing plans you can use the Total
Compensation Wizard > Update a Health and Welfare Program with an effective date of 01-Jan-2018.

Add New Options to Existing Plans

If a new option is being added to an existing plan, you can use Procedure A or Procedure B.

Procedure A: (Recommended)
1. Navigate to Total Compensation > Programs and Plans > Options.
2. Date-track to the beginning of the year prior to the year in which the option become effective (i.e., option
becomes effective 01-Jan-2019, then date track to 01-Jan-2018 to create the new option).
3. Create the new Option.
4. Navigate to the Total Compensation > Programs and Plans > Plans.
5. Attach the new option to the plan as of the first day of the plan year prior to it becoming effective (i.e., 01-
Jan-2018) with a status of Pending.

Repeat this step for each Option that has to be added.

6. Change the Pending status to Active as an UPDATE on 01-Jan-2019.

This should be done before the Open life event is processed, so that the option will be available in the list of
electable choices for a participant to choose. Therefore, after you have added the option as Pending,
immediately date-track forward to 01-Jan-2019 and make an UPDATE to Active status.

Procedure B:
1. Navigate to Total Compensation > Programs and Plans > Options.
2. Date-track to the beginning of the plan year prior to the plan year in which the plan become effective (i.e.,
plan becomes effective 01-Jan-2019, then date track to 01-Jan-2018 to add the option).
3. Create the new option.
4. Navigate to Total Compensation > Programs and Plans > Plans.
5. Attach the new option to the plan as of the first day of the plan year prior to it becoming effective (i.e., 01-
Jan-2018) with a status of Active.
6. Add an eligibility profile to the option in plan (as of 01-Jan-2018) that no participant will satisfy.
7. Date-track to the first day of your plan year to create the eligibility profile.
8. Navigate to Total Compensation > Eligibility/Rate Factors > Benefits Group.
9. Create a new benefits group (example: Inactive).
10. Navigate to Total Compensation > Eligibility Profiles > Participant and create a new eligibility profile.

35 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
 11. Add the “Inactive” Benefits Group under the Other tab.
12. Navigate to Total Compensation > Programs and Plans > Plans > Options > Option Eligibility > Eligibility.
13. Attach the Participant Eligibility Profile that you have created above.
14. Date-track to 01-Jan-2019 and Delete the eligibility profile that was added earlier.
15. When prompted, save as an UPDATE, not a Correction and close the form.

Add New Options /Update Existing Options Using Total Compensation Setup Wizard
You can add new options using the Total Compensation Wizard, Plans and Options task. Create an option with an
effective date of 01-Jan-2019, or, if you want to make any modifications to existing plans you can use the Total
Compensation Wizard > Update a Health and Welfare Program with an effective date of 01-Jan-2018.

Check Self Service Display (if using Employee Self-Service)

Set the Self Service Display Format to Vertically or Horizontally depending on the plan design and business
requirements. The default self-service display if nothing is chosen is Horizontally. Review the Self Service Display
Order on the Standard Rates when any change is made to the plan type Self Service Display Format.

Navigation: Total Compensation > Programs and Plans > Plan Types.

Navigation: Total Compensation > Rate/Coverage Definitions > Standard Rates > Processing Information.

References:
My Oracle Support Note 858570.1 - How to Display EE &ER Rates in SSBEN W/O Showing Comp Objects Twice in
the PUI
My Oracle Support Note 753374.1 - How to Display Multiple Rates for the Same Compensation Object for Benefits
in Self Service

36 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Add New Rates to New Compensation Objects
New activity rate records have to be created/added with the same date as the new compensation object start date
(Program or plan or option). For example, in the above sections the New Plan and New Options are added as of 01-
JAN-2018, so the Standard Rate, Coverage Calculations, Actual Premiums, and/or Variable Rates Profiles have to be
added with the same date i.e. 01-JAN-2018.

To verify the rates, run the Benefit Confirmation and Summary Report. You can only verify the rates AFTER Open
has been run.

Navigation: Total Compensation > Rate/Coverage Definitions

Scenario: Payroll calendar starts from previous year

If your payroll calendar starts from previous year and your business requirement is to start the rate from first
payroll period start date, we will suggest that you create/update the new rates for Open Enrollment using the 1st
payroll period start date (Example: XX-Dec-2018) and not 01-Jan-2018.

You will have the coverage start date as 01-Jan-next year (Example: 01-Jan-2019). Here are the codes you should
use:
Coverage Start = Event
Coverage End = One day before event

The rate start date code will be such that it is effective from 1st payroll period start date (Example: XX-Dec-2018 i.e.
the element entries will be created from XX-Dec-2018). Here are the codes you should use:
Rate Start = First of Pay Period Preceding First Check On/After Event
Rate End = 1 Prior or Pay Period End of Last Check Date Prior Event

References:
My Oracle Support Note 393219.1 - What are the Suggested Rate Start and End Date Codes for Open When First
Day of the Pay Period and First Check Date are in Different Year Periods?
My Oracle Support Note 279254.1 - Difference Between "1 Prior ..." or "1 Day Before Event" as a Coverage or Rate
End Date Code
My Oracle Support Note 1906745.1 - What Setup is Required to Keep the FSA Rate/Element Entry from
Recalculating When a Mid-Year Life Event is Processed?
MyOracleSupport Note 256172.1 - Additional Information Regarding the Premium Calculation Process
MyOracleSupport Note 279562.1 - How to Update Premiums Mid-Year

37 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Add New Rates to Plans using Total Compensation Setup Wizard
You can define new standard and variable rates, and coverage amounts using the Total Compensation Wizard, Plans
and Options task. Create a rate with an effective date of 01-Jan-2019, or, if you want to make any modifications to
existing plans you can use the Total Compensation Wizard > Update a Health and Welfare Program with an effective
date of 01-Jan-2019. This can also be done as part of process to add new plans.

Modify Rates and Premiums on Existing Compensation Objects

Update Variable Rates (Note: Also see Mass Update of Rate Section Below)
Update Standard Rates (Note: Also see Mass Update of Rate Section Below)

Update Standard Rates and Variable Rate Profiles for any changes to rates, such as on Life Insurance for the new
plan year. Date-track to the first day of your new plan year (01-Jan-2019). Select the Standard Rate and/or Variable
Rate Profile and make the necessary modification to the calculation. When prompted, save as an UPDATE, not as
Correction. (See Important Below)

If the Variable Rate Profiles are currently attached to existing Standard Rates, and these Variable Rates are changing
(example: replacing current Variable Rates with new Variable Rates, then end-date the existing Variable Rates as of
31-Dec-2018 (or of current plan year). Then enter the new Variable Rates as of 01-Jan-2019 (for the new plan year)

Navigation: Total Compensation > Rate/Coverage Definitions > Standard Rates > Variable Rate Profiles

Important
If you accidentally save the rate as a CORRECTION and have processed any life event after doing so, you will need to
back-out the life event that has been processed, correct the rates and reprocess the life event. Incorrectly saving
the rates as a CORRECTION may lead to loss of history of previous rates and also data corruption in some cases, so
exercise caution when performing any kind of modification to existing rates.

38 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Scenario: Payroll calendar starts from previous year.

If your payroll calendar starts from previous year and your business requirement is to start the rate from first
Payroll period start date, we will suggest that you update the new Variable Rate Profiles for Open Enrollment using
the 1st payroll period start date (Example: XX-Dec-2018) and not 01-Jan-2018.

Check Self Service Display Order on Standard rate (If using SSBEN)
Up to four Standard Rates for the same compensation object can be displayed in Self-Service, regardless of the tax
type and activity type. This will enable employees to see employee and employer paid premiums, and related costs
such as fringe benefit taxes and administrative fees associated with a single compensation object.

By seeing the total cost of benefits, employees can see the additional compensation they are receiving indirectly in
the form of benefits premiums and taxes. Additionally, displaying multiple rates allow participants to clearly see all
costs necessary for them to make informed decisions regarding their benefit elections.

Only Plan Types defined with Self Service Display of “Vertically” are able to be custom formatted in Self-Service to
display multiple rates for a single compensation object. Due to display and sizing constraints, horizontal display Plan
Types cannot display multiple rates.

For Standard Rates, Activity Type of 'Self Service Display' is no longer required. Any Activity Type and Tax Type can
be used, however, the rate must now be defined as 'Display on Enrollment' and the 'Self Service Display Order'
number must be specified on the Processing Information tab.

The columns for multiple rate are named and displayed in the following order on each page where multiple rates
are displayed:

 Cost 1 = Pre Tax Cost

 Cost 2 = After Tax Cost
 Cost 3 = Taxable
 Cost 4 = Cost 4 (Miscellaneous costs or taxes

Oracle recommends that the Tax Type and Self Service Display Order is consistently defined for the applicable
Standard Rates. For example, all Standard Rates with Tax Type “Pretax” will have Self Service Display Order ‘1’ and
all Standard Rates with Tax Type “Aftertax” will have Self Service Display Order ‘2’, etc.

References:
My Oracle Support Note 753374.1 - How to Display Multiple Rates for the Same Compensation Object for Benefits
in Self Service
My Oracle Support Note.162375.1 - What Considerations Impact if the Self Service Display Field Should be Set as
Vertical or Horizontal

39 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Mass Update of Rates Using Total Compensation Wizard
You can update Standard Rates and Variable Rate Profiles using the Mass Update of Rates feature of the Total
Compensation Setup Wizard. Mass Update of Rates allows updating Standard and Variable Rates defined with a
calculation method of:
 Flat amount
 Multiple of Compensation
 Multiple of Coverage
 No standard values used

Steps:
1. Navigate to Total Compensation > Total Compensation Setup Wizard.
2. Select Business Area “Health and Welfare Program”.
3. Click the Task Menu item “Mass Update of Rates”.
4. Enter the first day of the new plan year for the Effective Date (i.e. 01-Jan-2019).
5. Select the program containing the compensation objects with the records requiring updates.
6. Select Date Track Mode “Make changes from effective date onwards” and click the Continue button.
7. Select the Rate Type, Plan Type, and Plan from the list of values and click the Go button.
8. Update all necessary records and select to Save the information or Finish.
You can also download the details to a spreadsheet for analysis.

Limitation: Currently Premiums and Coverage’s are not handled by Mass Update of Rates.
Also, if the Variable Rate Profiles being changed are attached to Standard Rates, after performing the mass update
of variable rates, you will need to navigate to the Standard Rates form an end date the old Variable Rate Profiles as
of 31-Dec-2018 and then enter the new Variable Rate Profiles as of 01-Jan-2019 (for the new plan year). Mass
Update of rates will not automatically attach the changed Variable Rate Profiles to the Standard Rate.

Navigation: Total Compensation > Rate/Coverage Definitions > Standard Rates > Variable Rate Profiles.

References:
My Oracle Support Note 390476.1 - Oracle Web Applications Desktop Integrator (Web ADI) Tips for
Troubleshooting
My Oracle Support Note 737475.1 - Mass Update of Rates Does Not Show All Variable Rates
My Oracle Support Note 393547.1 - How To Do A Mass Update Of Existing Rates In Benefits?

40 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Modify Elements on Existing Rates
Elements attached to Standard Rates may need to be modified for the new plan year.

For example, if elements were generic (such as Medical and now elements by name or plan (BCBS or BCBS-EE) are
desired, these changes will need to occur during the post enrollment phase.
You will modify elements attached to Standard Rates for the below reasons as well:
 New FSA elements are desired for new payroll balances;
 The termination rule used on benefit element is Actual Termination and you need to set up new elements
using Final Process Date
 Any other changes to elements and/or element links that will require a new element on the Standard Rate.

After elements have been linked, the existing element cannot be changed, it must be recreated. It is always best to
create a new element.

Steps:
1. Date-track to the first day of the new plan year, 01-Jan-2019.
2. Navigate to Total Compensation > Basic > Element Description create new elements.
3. Navigate to Total Compensation > Rate/Coverage Definitions > Standard Rates and query the record with
the element to be changed.
4. Replace the element.
5. Save as an UPDATE, not as Correction (See Important Below).

Note
If the calculation method of the Standard Rate is Enter Value at Enrollment and if the employee is not making any
changes to the plan during the open enrollment (i.e. saving without making any changes) the new element which
was updated / attached to the Standard Rate will not be carried forward and you will see the old element on the
person element entry screen.

Important
If you accidentally Save the rate as Correction and have processed any life event after doing so, you might have to
back-out the life event that has been processed and correct the rates and reprocess the life event. Incorrectly saving
the rates as correction may lead to loss of history of previous rates and also data corruption in some cases, so
exercise caution when performing any kind of modification to existing rates.

References:
My Oracle Support Note 242955.1 - How To Change an Existing Earning or Deduction Element after It Has Been
Linked?

41 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Modify Links on Existing Elements
The HR Payroll department should work in sync with the HR Benefits department before modifying any existing
element links, as it has serious implications in benefits module. There should be a communication process defined
between both the departments to send the information prior to the modification of any existing element links. The
Benefits department need to review the links and perform necessary tasks from the benefits side (listed below)
before approving the change to the element link, not doing so can result in data corruption in benefits and payroll.

 The existing Element Links may also require update. For example, you may wish to update the existing
Medical element link from Costed to Not Costed, by navigating to Total Compensation > Basic > Link.
 If an Element is already in use, and therefore element entries exist in employee payroll, then an Open or
Administrative life event MUST accompany this change to update employee records.
 You cannot update the link on an element without a life event being processed on the same update date.

Important
Use extreme caution when updating existing Element Links. By no means should you end-date an existing (used)
Element Links. Instead, create a brand new link and follow this up with an Administrative or Open scheduled life
event. If you do not do so, you will risk not being able to conduct any future life event back-outs.

References:
My Oracle Support Note 455342.1 - Administrative Life Event Restarting Benefits Elements
My Oracle Support Note 368030.1 - How to Change an Element Link to be Standard
My Oracle Support Note 1644031.1 - Effect of Changing Element Link Costable Type from Costed To Fixed Costed
with Correction Mode
My Oracle Support Note 2085716.1 - Creating and Updating Costing Information for Element Links When Costing
Segments are Mandatory

42 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Flex Credits and Benefit Pools
Audience: OAB ONLY

New Flex Credits have to be created / added with the same date as the new compensation object start date
(program or plan or option). For example, in the above sections the new plan and new options are added as of 01-
JAN-2018, so the new Flex Credits have to be added with the same date i.e. 01-JAN-2018. Add the Flex Credits for
the new compensation object created as specified for the appropriate level. You can define the Flex Credits at
whatever level the person must enroll in order to receive the credit. For example, if a person enrolls in Medical
Employee Only, the person gets $25 in flex credits. Define the flex credit at the option in plan in program level.
The levels to which you can define the Flex Credits are as follows:
 Program
 Plan Type in Program
 Plan in Program
 Option in Plan in Program
 Combination Plans
 Combination Plan Types
 Combination Plan Types And Options

Navigation: Total Compensation > Rate/Coverage Definitions > Flex Credits.

Add New Compensation Objects to an Existing Benefits Pools

You may need to include new compensation objects to an existing Benefits Pools. Or, the business may decide to
create a new Benefits Pools. If creating a new Benefits Pools, then it has to be created / added with the same date
as the new compensation object start date (program or plan or option). For example, in the above sections the new
plan and new options are added as of 01-JAN-2018, so the new Benefits Pools needs to be created or updated with
the same date i.e. 01-JAN-2018. You may then add the new compensation objects created above to the Benefits
Pools record. If you are adding the new compensation object to an existing Benefits Pools record, date track to 01-
JAN-2018 and save the change as an UPDATE, not a Correction.

If your program has flex credits that can be used for anything in the program, you need to define a Program level
pool. You need to associate (on the Applications tab of the Benefits Pools window) any rates that reduce the flex
credits in the pool.

43 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Modify Existing Flex Credits
Date-track to the first day of your new plan year (01-Jan-2019). Navigate to Total Compensation > Rate/Coverage
Definitions > Flex Credits and query the Flex Credits record. Make the necessary modifications and save. When
prompted, save as an UPDATE, not as Correction. (See Important Below)

End Existing Flex Credits

Date-track to the first day of your new plan year (01-Jan-2019) change the amount on the Flex Credit form >
Calculation tab to zero and when prompted, save as an UPDATE, not as Correction. (See Important Below)

Important
If you accidentally save the rate as a Correction and have processed any life event after doing so, you might have to
back-out the life event that has been processed, correct the record and reprocess the life event. Incorrectly saving
the rates as a correction may lead to a loss of history of previous rates and also data corruption in some cases, so
exercise caution when performing any kind of modification to existing rates.

References:
My Oracle Support Note 455354.1 - How to Stop the 'Flex Credits Remaining' From Going into Negative
My Oracle Support Note 788661.1 - What is the Best Way to Switch from Flex to Core or Other Program Type?
My Oracle Support Note 555274.1 - How Does One Rollover Unused Excess Credits to Plan With no Value?

44 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Review Default Enrollment Setup
Audience: OAB only

In most cases, the Default Enrollment setup for Open Enrollment will be to use code “New, Defaults; Current, Same
Enrollment and Rates”. The code will default newly eligible employees into the compensation object designated as
the “default” (compensation object with Assign on Default flag selected). For example, a Waive Medical plan would
be marked as the Assign on Default plan in program using the navigation: Total Compensation > Programs and Plans
> Program Enrollment Requirement > General > Plan (Waive Medical) > Default drop down region > Default
Enrollment Code and Assign on Default flag. Or, an option in plan (such as Waive) can be designated as the
“default” enrollment using the navigation: Total Compensation > Programs and Plans > Plan Enrollment
Requirement > General > Option (Waive) > Default drop down region > Default Enrollment Code and Assign on
Default flag, as seen below:

You will define Default Enrollments if they differ from those used outside of the Open Enrollment period. For
example, if newly eligible employees are NOT to be assigned the default enrollment of Waive Medical or the Waive
option for medical and currently enrolled employees will be given the Waive Medical or Waive option for Medical,
the Default Enrollment Code will be defined differently for the Open life event using navigation: Total Compensation
> Programs and Plans > Program Enrollment Requirements > Life Event (Open) > Plan Type (Medical) > Enrollment
drop down region. Default Enrollment Code “New, Nothing; Current, Defaults”.

You might need to add a fast formula (formula type: Default Enrollment) in case your business need requires carry
forward of existing enrollments into a newly created compensation object (such as new plan or new option).

References:
My Oracle Support Note 2323940.1 - How to Return Amounts Using Default Enrollment Fast Formula
My Oracle Support Note 1266691.1 - How to Default Current Option in Plan to the Same Option in the New Plan
My Oracle Support Note 733407.1 - Enrollment Codes with Descriptions for Standard and Advanced Benefits

Audience: OSB only

The default enrollment will only work on the first enrollment. Default Enrollment process and automatic enrollment
cannot be used for OSB.
References:
My Oracle Support Note 204056.1: How to Setup and Use Default Enrollment for Oracle Standard Benefits (OSB)

45 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Review Default Enrollment Setup Using Total Compensation Setup Wizard
You can update or add Default Enrollments to a compensation object using the Total Compensation Setup Wizard
Default Enrollment Task.

Steps:
1. Navigate to Total Compensation > Total Compensation Setup Wizard.
2. Select Business Area “Health and Welfare Program”.
3. Click the Task Menu item “Update a Health and Welfare Program”.
4. Enter the Process Name (e.g. 2019 Defaults).
5. Enter Effective Date 01-JAN-2019 and click the Continue button.
6. Select the Program from the drop down menu.
7. Select the appropriate Date Track Mode (in this example choose the Date Track Mode as “Make changes
from effective date onwards”.
8. Choose the appropriate Plan Design Data Copy mode and click the Continue button.
9. Click the Go to Task List button.
10. Select the Go To Task icon for Task “Default Enrollment”.
11. Either click the pencil icon to update existing codes or click the Add Default Logic button to create and add
an entirely new code.

46 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Start New Coverage for Flexible Spending Accounts (FSA)
Coverage in Flexible Spending Account (FSA) plans may need to be restarted each plan year with the desired
election amount explicitly entered. If a participant is currently enrolled, their coverage should end on 31-Dec and
restart on 01-Jan. The procedures are given for both OAB and OSB.

Optional
The Eligibility and Enrollment List may be run prior to Open Enrollment to obtain a list of current enrollees in each
FSA plan, and their current elected amount. The same report may be run after the Open Enrollment period has
ended to verify that coverage has been re-elected, or ended, according to participant elections.

See the Appendix of Sample Reports for the Eligibility and Enrollment List.

Audience: OAB
Only the plan type or plan in program may be set with an Enrollment Code to start new coverage for the new plan
year. Also, if a participant with current year coverage should be required to reselect coverage for the new plan
year, a default code may be used.

Navigation: Total Compensation > Programs and Plans > Program Enrollment Requirements > Life Event (Open) >
Plan (Health Care Flexible Spending Account) > Enrollment drop down region > Enrollment Code “Current, Can Keep
or Choose But Starts New; New, Can Choose”.

Below is an example of the code defined for a Health Savings Account Plan Type and the Open life event.

References:
My Oracle Support Note 333992.1- How to Explicitly De-Enroll all Employees from Elected Option at the end of the
Year and Enroll in Waive Option in New Year
My Oracle Support Note 1965246.1 - Flexible Spending Account Deductions not Re-Rounding when Defaulted for
the new Plan Year Resulting in Incorrect Annual Values
My Oracle Support Note 398467.1 - How to Setup Dependent Certification Requirements to Not Suspend Currently
Enrolled Back to Original Coverage Start Date

47 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Audience: OSB
For FSA compensation objects where coverage must start new each year, participants must explicitly enroll via Self-
Service Benefits or the Non-Flex Enrollment form. For participants who are already enrolled, they will need to be
de-enrolled first, and then re-elect. This can be accomplished by de-enrolling all enrolled participants by the use of
a temporary eligibility profile; then re-setting eligibility as follows:

Set an eligibility profile on the FSA compensation object(s) on 31-Dec-2018 that no participant will meet (example:
create a Benefits Group of “Annual De-Enroll”, attach this to the Plan as of the last day of the current plan year.

Steps:
1. Date-track to the first day of your plan design in order to create the eligibility profile.
2. Navigate to Total Compensation > Eligibility/Rate Factors > Benefits Group.
3. Create a new benefits group (example: Annual De-Enroll).
4. Navigate to Total Compensation > Eligibility Profiles > Participant.
5. Create a new eligibility profile and add the benefits group under the “Other” tab.
6. Navigate to Total Compensation > Programs and Plans > Plans and query the FSA plan in question.
7. Date-track to the last day of your current new plan year (31-Dec-2018).
8. Click the Plan Eligibility button > Eligibility button and add the Annual De-Enroll profile created above.
9. When prompted, save as an UPDATE, not a Correction.
10. Run the Maintain Participant Eligibility process in Rollback mode on 31-Dec-2018 (current plan year) for
the FSA for several participants who are currently enrolled in FSA.
11. Set the Audit Log parameter to Yes and review the audit log to ensure that the FSA plan indicates “The
person is not eligible to participate, but was previously eligible.”

If Rollback mode is successful, the Maintain Participant Eligibility process can be submitted in Commit mode for all
participants. This should determine that no participant is eligible for the FSA plans, and end coverage’s. Verify this
by viewing the coverage end date on the View Enrollment Results form.

Once the Maintain Participant Eligibility process has been run in Commit mode and all enrolled participants have
been de-enrolled, the eligibility profile must then be end-dated (or reset to the actual eligibility profile) on the first
day of the new plan year (01-Jan-2019). When prompted, save as an UPDATE, not a Correction.

Important for both OAB and OSB:

If any of the rate codes are not meeting your specific requirement you may need to use a fast formula (formula
type: Rate Start Date).

Due to the variety of Rate Start and End Date Codes, as well as Payroll Description setup, thoroughly test the FSA
enrollment and rates to ensure that the correct amount of deduction is taken for the entire payroll year.

Frequency Rules on elements associated with FSA are NOT supported. If you are using frequency rules on elements
associated with FSA, please review and revise your setup so that the FSA is calculated correctly.

References:
My Oracle Support Note 2093500.1 - Are Frequency Rules Supported for use on Flexible Spending Account and
Healthcare Savings Account plans in OAB/OSB?
My Oracle Support Note 473694.1 - FSA not Calculating Correctly When Using Frequency Rules
My Oracle Support Note 465435.1 - Flexible Spending Account Deductions Not Calculating Correctly
My Oracle Support Note 298838.1 - Flexible Spending Accounts not Calculating Correctly for the New Year

48 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Close Unprocessed Life Events
Audience: OAB
When processing the Open life event via the Participation Process: Scheduled, an Open life event will not be started
if a participant has an existing life event that is not closed (i.e., does not have a Processed status). You will need to
close these life events prior to running the Open life event so that the participants are given the life event properly.

These life events may have been detected for participants, but not yet processed. Or the life events may have been
processed, but not closed. A benefits administrator should review each scenario, since life events in process can
interfere with open enrollment. The participants with life events in a Started status can be identified via the Audit
Log after submitting the Participation Process: Scheduled in Rollback mode and the Audit Log parameter set to
“Yes”.

Additionally, life events that are not fully processed may be identified on the Life Event Summary Report. This
report may be run for any user-designated timeframe.

Step Actions
Step 1 Resolve all life events that are ‘Detected’ and/or ‘Unprocessed’ for participants. These life
events may be analyzed via the Benefit Service Center form > View Person Life Events >
Potential Life Events tab or People > Total Comp Enrollment > Enrollment Process > Person Life
Events > Potential Life Events tab.

For ‘Detected’ or ‘Unprocessed’ life events, a benefits administrator should review these for
each participant and make the decision to:
 Process the life event
 Void the life event if it does not need to be processed by changing the status from
Detected or Unprocessed to Voided
 Set up a collapsing rule to collapse the life event with the Open Life Event
Step 2 Resolve the life events in ‘Started’ status. These are on the Life Event tab of the Person Life
Events form. If the enrollment period has passed, then close the life events. Otherwise, the
benefits administrator may want to hold these participants out; process their life event; allow
enrollment if applicable; and then run Open separately for these participants.

There are two methods of closing any started life:

1. Benefit Service Center form > View Person Life Events > select the ‘Started’ life
event. Select the Close Event button and enter the date on which to close the life
event (a date within the enrollment period). This method of closing a life event
uses the Force Close method… meaning that the life event will close even if the
enrollment period has not passed.

2. Run the concurrent process 'Close Enrollments Process'. Select the Close Mode
parameter value of Normal Close to only close those life events where the
enrollment period has passed. Select the value of Force Close to close all life
events regardless of whether the enrollment period has passed or not.

Note
If a particular life event needs to be re-processed, the Back-Out Life Events concurrent request enables you to back-
out the life event for a large group of people and set it to an Unprocessed, Voided or Manual status. Or, use of the
Back Out Event button on the Person Life Events form allows a back out of a participants life event.

49 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
If you need to re-open a closed event for a person, you can do so on the Person Life Event form by clicking the
Reopen Event button. You should re-open processed life events to simply make changes to the elections for that
particular event or if the person’s eligibility and plan design setup does NOT need to be re-evaluated.

Check and Clean Up for Previously Detected Temporal and Other Life Events
Important: Please read this section carefully to avoid any data loss issues.

As a part of cleanup process before submitting Participation Process: Scheduled for a large number of Employees or
performing batch processing of Open, one should first verify whether any Temporals or any OAB Life Events are in
detected state before the Life Event occurred date of Open Life Event. If there are Life Events that are detected
before the life event occurred date of 'Open' Life Event and are not processed, then customer should take
appropriate action before submitting the request. You should either VOID the Detected Life Event and then submit
the concurrent request or process the Detected Life Events and then submit the concurrent request. Without
Voiding out or processing the Detected Life Events, if customer submits the concurrent request, either errors will
occur or Detected Life Event will be processed first and all the future Life Events will be backed out to 'Unprocessed'
state. Customer has to manually process all the backed out future Life Events and then process 'Open'. To avoid this
situation we advise you to first find such Potential Life Events, process/void the potential Life Event and then submit
the concurrent request to run 'Open' on the employees.

The below SQL will return the list of Employees for whom there are potential Life Events before the life event
occurred date of 'Open' and not processed;

select ppf.person_id, ppf.employee_number, ppf.full_name, ler.name, ptnl.lf_evt_ocrd_dt

from per_all_people_f ppf, per_person_type_usages_f ptu, per_person_types ppt, ben_ptnl_ler_for_per ptnl,
ben_ler_f ler
where
where ppf.person_id = ptu.person_id
and trunc(sysdate) between ppf.effective_start_date and ppf.effective_end_date
and ppf.person_id = ppf.person_id
and ppt.person_type_id = ptu.person_type_id
and ppt.system_person_type in ('EMP','EX_EMP')
('EMP','EX_EMP')
and ptnl.person_id = ppf.person_id
and ptnl.ler_id = ler.ler_id
and ler.typ_cd not in ('IREC', 'SCHEDDU', 'COMP', 'GSP', 'ABS')
and ptnl.lf_evt_ocrd_dt <= :p_opn_lf_evt_ocrd_dt
and ptnl.ptnl_ler_for_per_stat_cd in ('DTCTD','UNPROCD',
('DTCTD','UNPROCD', 'MNL', 'MNLO')
and trunc(sysdate) between ler.effective_start_date and ler.effective_end_date
and ppf.business_group_id = :p_business_group_id
and ppt.business_group_id = :p_business_group_id
and ler.business_group_id = :p_business_group_id
:p_business_group_id

Bind Parameters;
:p_business_group_id = Business_group_id of the Business Group
:p_opn_lf_evt_ocrd_dt = LifeEvent Occurred date of 'Open' LifeEvent

50 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Review Due Date Setup for the Action Items and Resolve Any Pending Action items

Review or define Action Type settings:

Oracle recommends defining an Action Type Due Date Code for any required or optional actions included in the plan
design. The Action Types are as follows:
 Beneficiary Requires Address
 Beneficiary Requires Certification
 Beneficiary Requires Date of Birth
 Beneficiary Requires Legislative Identifier
 Beneficiary Requires Spousal Consent Cert.
 Beneficiary Requires a Trustee
 Dependent Requires Address
 Dependent Requires Certification
 Dependent Requires Legislative Identifier
 Dependent Requires Primary Care Physician
 Dependent Requires Date of Birth
 Designate Beneficiary
 Designate Dependent
 Enrollment Certification Required
 Participant Requires Primary Care Physician
 etc.

You can define Action Type Due Date Codes in the following locations:
Navigation: Total Compensation > Programs and Plans > Plan Enrollment Requirements > General > Plan > Actions
Navigation: Total Compensation > Programs and Plans > Program Enrollment Requirements > General > Program >
Actions Types

Not defining an Action Type Due Date Code will cause any unresolved action items to be pending indefinitely and
will not be closed even when you run the Close Action Item process.

Resolve any pending unresolved action items:

To close unresolved Action Items, run the Close Action Items Process.

Again, in order for the Close Action Item Process to work correctly, the Action Items must be defined with an Action
Type Due Date Code. Action Items are like Life Events in that they have expected close dates, and the process will
only work once you have passed that date. You can determine if the Action Item has a Due Date by viewing a
participants Person Enrollment Action Items.
Navigation: People > Total Comp Enrollment > Enrollment Process > Person Enrollment Action Items

51 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
The following script can be used to identify the action item related to Designate Beneficiaries that are left open and
you may expand it to include for other action items if necessary.

SELECT *
FROM ben_prtt_enrt_actn_f
ben_prtt_enrt_actn_f pea, ben_prtt_enrt_rslt_f pen
WHERE pea.prtt_enrt_rslt_id = pen.prtt_enrt_rslt_id
AND pea.per_in_ler_id = pen.per_in_ler_id
AND prtt_enrt_rslt_stat_cd IS NULL
AND actn_typ_id IN (
SELECT actn_typ_id
FROM ben_actn_typ
WHERE type_cd = 'BNF'
AND business_group_id = :business_group_id)
AND pea.effective_end_date = '31-
'31-DEC-
DEC-4712'
AND pen.effective_end_date = '31-
'31-DEC-
DEC-4712'
AND pen.enrt_cvg_thru_dt
pen.enrt_cvg_thru_dt = '31-
'31-DEC-
DEC-4712'
AND pea.per_in_ler_id IN (
SELECT per_in_ler_id
FROM ben_per_in_ler pil, ben_ler_f ler
WHERE --person_id
--person_id = :person_id
--AND
--AND pil.business_group_id = :business_group_id
:business_group_id
AND per_in_ler_stat_cd NOT IN('BCKDT', 'VOIDD')
AND ler.typ_cd NOT IN('IREC', 'COMP', 'GSP', 'ABS')
AND ler.ler_id = pil.ler_id)
AND cmpltd_dt IS NULL
AND pen.business_group_id = :business_group_id;
:business_group_id;

Alternately the concurrent process Temporal Communications (Action Item Reminder) may be run to process
reminders for unresolved Action Items. This requires communication setup that is beyond the scope of this
document.

References:
My Oracle Support Note 279136.1 - Close Action Items Process Does Not Close Action Items
My Oracle Support Note 1469816.1 - The Open Action Item Is No Longer Being Cleared When Dependent SSN Is
Entered

52 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Check for Previously Overridden Data (Enrollment Overrides)
If the Enrollments (rate and coverage’s) were previously overridden without an override thru date, they need to be
updated with the override thru date in case you need the rate or coverage to be recalculated for the current Open
Enrollment Year.

The following script will help you identify enrollments which are overridden and have no Override Thru Date on
them:

Select pen.sspndd_flag,
pen.enrt_ovridn_flag,
pen.enrt_ovrid_thru_dt,
pen.prtt_enrt_rslt_stat_cd,
pen.enrt_cvg_thru_dt,
pen.effective_start_date,
pen.effective_end_date,
pen.enrt_cvg_strt_dt,
pen.per_in_ler_id,
pen.pl_id, pl.name,
pen.oipl_id,
pen.person_id,
pen.prtt_enrt_rslt_id, employee_number, full_name
from ben_prtt_enrt_rslt_f pen, per_all_people_f pap, ben_pl_f pl
where enrt_ovridn_flag = 'Y'
and enrt_ovrid_thru_dt is null
and pen.person_id = pap.person_id
and pen.pl_id = pl.pl_id
and sysdate between pap.effective_start_date and pap.effective_end_date
and sysdate between pl.effective_start_date and pl.effective_end_date

The following script will help you identify enrollment rates which are overridden and have no Override Thru Date on
them:
Select prv.rt_ovridn_flag ,
prv.rt_ovridn_thru_dt,
prv.rt_strt_dt,
prv.rt_end_dt,
prv.rt_val,
pen.prtt_enrt_rslt_stat_cd,
pen.enrt_cvg_strt_dt,
pen.enrt_cvg_thru_dt,
pen.effective_start_date,
pen.effective_end_date,
pen.per_in_ler_id,
pen.pl_id, pl.name,
pen.oipl_id,
pen.person_id,
pen.prtt_enrt_rslt_id,
pen.prtt_enrt_rslt_id, employee_number, full_name
from ben_prtt_enrt_rslt_f pen, per_all_people_f pap, ben_pl_f pl, ben_prtt_rt_val prv

53 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
 where prv.rt_ovridn_flag = 'Y'
and prv.rt_ovridn_thru_dt is null
and pen.person_id = pap.person_id
and pen.pl_id = pl.pl_id
and pen.prtt_enrt_rslt_id = prv.prtt_enrt_rslt_id
and sysdate between pap.effective_start_date and pap.effective_end_date
and sysdate between pl.effective_start_date and pl.effective_end_date

54 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Review Collapsing Rules
Audience: OAB
If conflicting life events occur for a participant (more than one life event occurring on the same day), then a
collapsing rule may be set up to combine these life events into one of the life events triggered or a different life
event.

Navigation: Total Compensation > General Definitions > Additional Setup > Collapse Life Events

Another choice is to set the Open life event as an Overriding life event (Navigation: Total Compensation > General
Definitions > Additional Setup > Life Event Reason > query Open > check the Override box. If there are then
multiple life events occurring on the same day, but only Open is checked as the override, the life event will process
successfully. If multiple life events are marked as Override and occur on the same day for a participant, a collapsing
rule should be set up.

You can also use life event evaluation or person changes rules to prohibit certain life events from being triggered or
processed in the open enrollment window For example if you don’t want to process an event you can write a life
event evaluation rule that sees a life event occurred in the future and if yes void the event.

Life Event Timeliness (OAB only)

You can take advantage of Life Event Timeliness on the life event reasons form. It is recommended to set up a
standard timeliness value on all events to follow business processes and procedures. Navigation: Total
Compensation-> Additional Setup->Life Event Reasons.

Example:
Life Event = Gain a Child
Timeliness Evaluation: Void Potential Life Event. (You can also set timeliness evaluation to Process Potential Life
Event Manually if you don't wish to void).
Timeliness Days: 30 (can be 60 or 90 or whatever makes sense for your business requirements)

History of events
Event 1 - New hire 01-Oct-2015 (Status = Processed)
Event 2 - Open 01-Jan-2016 (Status = Processed)
Event 3 - Relocation 10-Jun-2016 (Status = Processed)
Event 4 - Open 01-Jan-2017 (Status = Processed)
Event 5 - Gain a Child 01-Mar-2016 (Status = Detected)
Event 6 – Open 01-Jan-2018 (Status = Processed)

Processing event #5 will back out events 3 and 4 and cause significant reprocessing and re-keying if not using
reinstatement.

With above example on the Gain a Child life event, if the life event becomes triggered on a past date, maybe in
error, it will get picked up and processed and go directly to a Void status. Therefore, protecting all of your other
events in this participant’s history. You can also consider adding timeliness if your carrier does not allow retro
changes within a boundary as standard setup.

55 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
To avoid issues with losing enrollments due to life events that are erroneously processed in the past, it is highly
recommended to use Life Event Timeliness, Collapsing Logic or a combination of both.

Significant issues can be caused by entering incorrect dates in the scheduled process and potentially backing out life
events in mass for your population. Going forward on your scheduled event and other events, you should add
Timeliness Evaluation with Timeliness Days or Timeliness Period defined. For example, for the Open life event set
Timeliness Evaluation to “Void Potential Life Event” and Timeliness Days of 30, 60, 90, etc. that satisfies your
business requirements. This way when you run a scheduled process in the past it voids the event and does not back
out other processed events. The Audit Log will display the following:

The following potential life event currently being processed has been voided:
 Life Event: Open Life Event Occurred Date: Open_OCRD_DT (LF_EVT_OCRD_DT=01-JAN-14)

References:
My Oracle Support Note 1528421.1 - Collapsing Rules not Working After 12.1.3
My Oracle Support Note 419637.1 - How to Avoid Backing out Future Life Events
My Oracle Support Note 294145.1 - How do you use Collapsing Logic with Temporal and Scheduled Life Events

56 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Processing Temporal Events
Audience: OAB
NOTE: The benefits administrator may run the Participation Process: Temporal in advance of Open Enrollment if
needed.

Temporal life events are those that are triggered with the passage of time (age, length of service, etc). Whether
these life events should detect at the same time as Open Enrollment is a choice of the Benefits Administrator.

Important
Regardless of whether the temporal life events are detected or not, the participant’s age, length of service, salary
and other temporal factors are evaluated when the Open life event is processed. This is why it is important to set
up Collapsing logic with Open being the winning life event. In doing so, if a temporal event is triggered WHILE Open
is being run, then the Open can win out.

The benefits administrator may also run the Participation Process: Temporal in advance of Open Enrollment.
Temporal life events may be processed separately, or collapsed into the Open life event depending on your
company’s business requirements and when the life events occur.

Once the temporal process is run prior to the Open then a number of Age Changed, Length of Service Changed, and
other life events are visible on the employees’ View Person Life Events form in ‘Detected’ status. From here, the
benefits administrator can manually close or process the detected temporal life events, based on the business
needs. Depending on the date of the temporal event (i.e., where it lies between the Open Enrollment RUN date and
December 31), you will then need to separately run the Open life event using an appropriate date just for the group
of participants who were impacted by an intervening temporal event.

Another possibility is that you may wish to detect all temporal life events and process them to a ‘Voided’ status. If
this is the case, please test out a combination of “Timeliness Evaluation” and “Timeliness Days” on the Life Event
Reasons form, with the Timeliness Days set to –1 for all temporal life events. Then the Open life event cannot get
backed out when a temporal event happens, since its processed straight to ‘Voided’ status.

If temporal life events are triggered (and in a Detected status) before the scheduled process is run, the events can
be collapsed using Collapsing Logic. If the scheduled process triggers the temporal event, it will not collapse into the
Open life event. Collapsing Logic only works when the temporal is NOT triggered by the Participation Process:
Schedule (i.e. Detect Temporal Events parameter set to “None”.)

References:
My Oracle Support Note 1270123.1 - Why Does Life Event Treatment 'Do Not Detect Past Temporal Events' not
Work for Age Changed Life Event?
My Oracle Support Note 377418.1 - Length of Service Temporal Life Event is not Getting Detected
My Oracle Support Note 1407613.1 - How Should Detect Temporal Events be used for Standard Benefits Processes

57 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Purge Batch Related Tables
Audience: OAB
Each time that one of the following batch processes is run, the system creates an audit log if the Audit Log
parameter is set to YES:

 Close Action Process

 Close Enrollments Process
 Default Enrollment Process
 Participation Process: Life Event
 Participation Process: Scheduled
 Participation Process: Selection
 Participation Process: Temporal
 Temporal Communications (Action Item Reminder)
 Temporal Communications (Emerging Events)
 Temporal Communications (Enrollment Reminder)
 Temporal Communications (Mass Mailing)

Audit log files accumulate until you purge them. You should periodically purge batch related tables to help the
system run more efficiently. If the audit logs become full, the application prevents you from running any of the
processes that create an Audit log. Run the purge process, and then restart the process that was interrupted when
the log became full.

Note
By default, the application sets the Audit Log parameter to No.

The Participation Audit Activity Purge process protects ongoing activities by purging data only from completed
batch processes. Purging the audit logs does not affect life event or election information. You can purge the log
associated with a single concurrent request ID or purge all logs that were created for a Business Group on a date
you select.

Recommendation
Delete the information in these tables before Open Enrollment to help with any possible performance issues.
This can be setup to run automatically and periodically.

You can also run the Purge Backed-Out or Voided Life Events process to cleanup backed out life events. The below
two parameters need to be changed to ‘Yes’ in order for any data to be purged. If the parameters are left at ‘No’,
nothing will be purged;
 Delete life events: Yes
 Delete Voided Potential Life Events: Yes

Note
You need to run it once to purge the life events backed out to “Backed Out” status and run it a second time to purge
the life events backed out to “Voided” status. It does not purge both at the same time.

Once these processes are run, you will no longer see voided life events or potential life events that were purged, on
the View Person Life Events form. The button/checkbox for these will be grayed out on the form.

References:
My Oracle Support Note 2033741.1 - Participation Audit Activity Purge Process Query
58 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Evaluate Size of Eligibility Tables
Audience: OSB only
Currently there is no concurrent process to clean up / purge rows from BEN_ELIG_PER_OPT_F and BEN_ELIG_PER_F
which build up over a period of time when running the Maintain Participant Eligibility process.

Therefore, Oracle provides scripts for Standard Benefits customers to remove these records. These scripts will
delete historical records in the ben_elig_per_f.sql and ben_elig_per_opt_f tables.

References:
My Oracle Support Note 330534.1 - How To Clean Records In BEN_ELIG_PER_F And BEN_ELIG_PER_OPT_F
My Oracle Support Note 750054.1 - What is the Impact of Scripts clean_elig_per_f.sql and clean_elig_per_opt_f.sql
My Oracle Support Note 467162.1 - Performance Issue With Maintain Participant Eligibility

Set Max Errors

Occasionally, when submitting a participation process, the request will complete in error:

ORACLE error 20001 in FDPSTP

Cause: FDPSTP failed due to ORA-20001: BEN_91665_BENMNGLE_ERRORED: N,
ORA_ERRCODE, -20001
ORA-6512: at "APPS.FND_MESSAGE", line 61
ORA-6512: at "AP PS.BEN_MANAGE_LIFE_EVENTS", line 3510

This error indicates that the participation process failed due to the maximum number of errors being reached.
Therefore, the Max Errors for the request will need to be increased.

Steps:
1. Navigate to Processes & Reports > Batch Process Parameters and select 'Manage Life Events Process' from
the list of values for the Batch Process Name.
2. Set the Max Errors to a higher number (can be several hundred or thousand).
This should allow the process to finish.
3. Review the audit log can to see which participants had a problem and then individually review each
person.

Max Errors may also be set for other processes, such as:
 Default Enrollment Process
 Close Enrollment Process
 Unresolved Action Item Process

Review error reports of the process to resolve any errors.

References:
My Oracle Support Note 261586.1 - How to Set Max Errors for Oracle Advanced Benefit and Oracle Standard
Benefit Processes
My Oracle Support Note 1587288.1 - Participation Process: Scheduled Errors with FDPSTP Failed Due To ORA-
20001: BEN_91665_BENMNGLE_ERROR
My Oracle Support Note 1670666.1 - Processes in Oracle Advanced and Standard Benefits

59 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Performance Testing
Audience: OAB and OSB
The recommendation for all customers is to run Open Enrollment in a mock, or test, mode for the ENTIRE
participant population. You may choose to run a sample of participants, which will contain all scenarios that could
occur, but in this case you will not benefit from a full performance test run. Mock open will help you resolve errors
in design, setup, Self-Service, and performance long before the actual Open Enrollment period begins. Not doing so
will defer issue resolution to be conducted during the Open Enrollment period, which may cause interruption in
business critical processes.

Create a clone of the instance with all of the Pre-Open Enrollment setup into an instance closely resembling
Production server for testing purposes. Maintain a log of the time involved in each step, counts of enrollments by
plan, option etc, and performance metrics for each process. This will assist the benefit administrators in scheduling
the actual Open Enrollment processes.

Also to map out the expected volume of hits in Self Service and create a plan to direct enrollment flow, it is
important to run a test of the Self-Service enrollment processes as part of the Mock Open Enrollment, i.e. send pre-
enrollment communication to employee for self-service such as:
 Person with name ending in A-G please enroll in 1st week
 Person with name ending in H-K please enroll in 2nd week ECT

To ensure that everyone does not log in on the last day to enroll. It is difficult to determine the amount of time it
takes to process a single person on-line or in batch due to variables that may impact performance. These variables
include complexity in plan design, hardware, network usage, optimized table usage, as well as general database
tuning. This is why doing a Mock Open Enrollment will assist you in performance estimations.

When processing life events through the Benefits Service Center form, OAB customers should anticipate processing
times of around 30-40 seconds per person. OSB and OAB customers processing 'unrestricted enrollments' through
an enrollment form may experience slightly slower times due to network traffic and form queries. We have noticed
that poor performance times are often directly caused due to inefficient plan design and by the lack of running table
statistics. Therefore, we strongly encourage customers to run performance checks on a regular basis, as
documented below. Oracle recommends customer perform performance checks during the Open Enrollment
period to ensure peak performance:

 Prior to running the Participation Process: Scheduled

 Prior to running the Default Enrollment Process
 Prior to running the Close Enrollment Process

When submitting batch processes for the ENTIRE participant population (such as Participation Process: Scheduled or
Recalculate Participant Values), the Audit Log parameter should always be set to the default value of ‘No’. This is
only to be used in test environments or Mock Open Enrollment for debugging purposes. When the parameter is set
to ‘Yes’, the processes create huge audit logs that can cause significant performance issues when submitted for
large populations.

When testing performance, be sure to thoroughly test your Self-Service process for performance and load issues
during Mock Open Enrollment. It is recommended to test the load on the server when multiple users hit the system
at the same time. The recommendation is for all Open Enrollments using Self-Service and to test for the entire
participant population. You may choose to run a sample of participants, which will contain all scenarios that could
occur, but in this case you will not benefit from a full performance test run.

60 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
References:
My Oracle Support Note 251981.1 - Benefits Performance Check
My Oracle Support Note 364333.1 - Troubleshooting Benefits Performance Issues
My Oracle Support Note 169935.1 - Troubleshooting Oracle Applications Performance Issues
My Oracle Support Note 753888.1- Impact of ICX Session Timeout Profile Setting to Avoid
HR_7165_OBJECT_LOCKED Error During Annual Benefits Enrollment in Self-Service

61 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
 Phase II: Open Enrollment Procedures

Submit the Participation Process Scheduled

Considering you have taken the steps above to update, modify, and mock test your plan design and resolved all
issues, you can continue into the Open Enrollment process with piece of mind.

Audience: OAB
Submit the concurrent request “Participation Process: Scheduled” process the Open life event. First, submit the
request using Validation mode “Rollback…” and resolve any errors before running in Validation mode “Commit…”.
Submitting the process in Commit mode will result in a Open life event in Started status for each eligible participant.

You can view the Started life event from the View Person Life Events form by navigating as follows:

 People > Benefits Service Center > View Person Life Events
 People > Total Comp Enrollment > Benefits Enrollment > Person Life Events
 People > Total Comp Enrollment > Enrollment Process > Person Life Events

Key parameters to be considered:

 Effective Date: The first day of your Open Enrollment period (01-Nov-2018 in our example).
 Detect Temporal Events: See discussion under Processing Temporal Events.
 Person Type: May want to select Employee or Participant to exclude terminated or non-Cobra enrolled
dependents.
 Life Event Occurred Date: Select the date that corresponds with your Open life event (e.g. 01-Jan-2019).
 Audit Log: If running for your entire participant population, set this parameter to No.

To limit the Participation Process to major eligibility areas, you may select parameters such as Payroll or Benefits
Group, write a Person Selection Rule, or choose from many other parameters.

62 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
The Participation Summary Report is one of the reports produced by the Participation Process: Scheduled request.
It provides an overall summary of the participants that processed successfully vs. those that resulted in error.

PROCESSING SUMMARY

Number of participants successfully processed 8600

Number of participants processed in error 60
Number of participants unprocessed 10
==========
Total number of participants selected 8670

The Life Events Summary Report may be printed at this time to examine the number of Open life events in Started
status. See the Appendix of Reports for information on this report.

Process the Open Life Event for a Single Employee

You can add Function Name “BENSCMOD” for the Function “Process Open Enrollment” to your Maintain On Line
Activities listing. Adding this function will allow the benefits administrator to process the Open life event for
individual records via the Benefits Service Center form > Desktop Activities drop down menu.

Navigation: Total Compensation > General Definitions > Authentication Activities.

References:
My Oracle Support Note 148714.1 - How to Setup Desktop Activities on the Benefits Service Center Form
(Benauthe)
My Oracle Support Note 742818.1 - Is the Benefits Service Center form Supported for use by Oracle Standard
Benefits (OSB ) Customers?

63 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Maintain Participant Eligibility and Recalculate Participant Values Processes
Audience: OSB

The Maintain Participant Eligibility process evaluates eligibility and electability as defined in the plan design for the
specified participants. The Maintain Participant Eligibility process should also proceed the Recalculate Participant
Values process which calculates activity rates as defined in the plan design.

Schedule these process to run against your employee population close to the date the plan design changes go into
effect (01-Jan-2019 per our plan design in this document which is the event date). If following the procedure to End
Existing Plans That Are No Longer Being Offered, this process will end employee’s coverage as of 31-Dec-2018.
Since new enrollments are effective on 01-January, the employee’s coverage in the ending plan will cease on 31-
December. (Refer to your plan design setup. In this example, the Coverage Start and End Date Codes are defined as
“Event” and “1 Day Before Event”.)

The Maintain Participant Eligibility process can be run first using Validate mode “Rollback…” in order to review the
Audit Log for errors prior to submitting using Validate mode “Commit…”. Check the log files to verify if de-
enrollments are occurring on the appropriate dates.

Important
There is no rollback mechanism once the process has been run in COMMIT MODE.
If changes need to be made after commit, they must be done manually.

The Recalculate Participant Values process re-evaluates activity rates defined in the plan design and updates
participant rates, coverages, premiums, and imputed income values.

If entering participants' enrollments in Self-Service or the enrollment forms, the rates, coverage’s, etc. are
recalculated when running the “Unrestricted”. But for employees who make no explicit elections and are defaulted
into their current enrollment, this process should be run. However, to ensure proper values for all participants, run
this process for the entire participant population.

A benefits administrator should run this process when plan design changes for values such as contributions,
premiums and coverage’s go into effect (such as 01-Jan) to recalculate values for all enrolled participants who are
affected by plan design changes.

This process does not recalculate values based on changes caused by a participant crossing a derived factor
boundary, such as an age change or length of service change. Therefore, you must run the Maintain Participant
Eligibility process to re-determine eligibility and to recalculate derived factors before you run the Recalculate
Participant Values process.

References:
My Oracle Support Note 259243.1 - Oracle Standard Benefits (OSB) Processes: What are They? How Often Should
They be Run?

64 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Check for Errors and Resolve
Audience: OAB

By completing the Open Enrollment processes in a Mock or test mode prior to actually running the Open life event
in Production, many issues should have already been identified and remedied. Therefore, the number of issues
experienced after the Open life event is processed should be greatly reduced. However, always check the error
reports to identify and resolve any remaining errors. If there are participants with errors, the participant in all
probability do not have the Open life event in a Started status.

After the Participation Process: Scheduled has been run, review one or both of the following:
 Participation Error Detail Report by Error: Shows the error type and the details by person for each error
 Participation Error Detail Report by Person: Shows the errors by person

Each error will need to be analyzed by a benefits administrator to determine the cause and resolution.

Monitor a Started Process

Any of the batch processes submitted may be monitored for percentage of completion, if desired, using navigation
Total Compensation > Processes and Reports > Monitor Batch Processes.

Restart a Failed Process

If the Participation Process: Scheduled fails due to reaching Max Errors or other possible causes, the process may be
restarted by running the Restart Participation Process.

The Benefit Action ID Parameter can be located by running the following SQL query:
select benefit_action_id, request_id from ben_benefit_actions
where request_id = <failed request_id>;

References:
My Oracle Support Note 303263.1 - Is There a List of Standard Concurrent Reports Available for Advanced Benefits?
My Oracle Support Note 1994056.1 - Why does the Monitor Batch Process not Display Some Processes?
My Oracle Support Note 1670666.1 - Processes in Oracle Advanced and Standard Benefits

65 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Default Enrollment Process
Audience: OAB

After the Scheduled process has been run and all errors corrected, you can run the Default Enrollment Process. The
recommendation is to submit this process immediately after submitting the Participation Process: Scheduled and
resolving errors, , especially if using Self -Service so that on the first day of the enrollment period the participant can
see any defaults applied to their electable choices.

The Default Enrollment Process may, based on your plan design:

 Default the participants into their current enrollment if they make no explicit election choices;
 Assign new defaults;
 Change elections from current elections to a default election (example: in the case of Dependent Care
Spending where an OAB implementation setup designates that a current enrollee be defaulted to nothing
or into a waive plan or option.
 Update Rates and coverage’s

Submitting the Default Enrollment Process before allowing people to start enrolling will do additional checks and
validations and help you identify errors before they occur than would not be identified until you attempt to close
the enrollment. You can then analyze the spawned reports produced by the Default Enrollment Process and resolve
any errors received. These reports provide additional information above what the Close Enrollments Process
provides giving you more information to resolve errors and take action.

Key parameters to be considered:

 Effective Date: The first day of your Open Enrollment period (01-Nov-2017 in our example)
 Person Type: May want to select Employee or Participant to exclude terminated or non-Cobra enrolled
dependents
 Audit Log: If running for your entire participant population, set this parameter to No

References:
My Oracle Support Note 396065.1 - Is There A Default Batch Process For Oracle Standard Benefits?

66 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Enter Participants’ Enrollment Choices

Audience: OAB and OSB

There are various methods for entering a participant’s benefit elections/choices for Open Enrollment; the
participants may elect their own benefit elections via Self-Service or the benefits department may enter the
participant’s elections via the Non-Flex or Flex Enrollment form.

If an eligible employee makes no elections, they can be defaulted into the elections as determined by the plan
design configured via the Default Enrollment Code, such as:
Default Enrollment: New, Defaults; Current, Same Enrollment and Rates*

Note
Interpretation of this default code:
If a participant is new to an electable compensation object, they will be assigned the default plan or option. If they
are currently enrolled and make no explicit election changes, they will retain their same enrollment. Rates,
however, will be re-computed based on plan design setup. If the coverage and/or rate were entered at the time of
enrollment then the current benefit and rate amount for the person will be defaulted.

67 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Date-Tracking on the Enrollment Forms
Audience: OAB

Professional User Interface (PUI)

Date-track to a time within the enrollment period for Open Enrollment (in our example, this can be any day
between 01-Nov and 30-Nov). Enter the participant’s elections and save. Please note: you will not be able to date
track prior to a date of a previously saved election.

Self-Service Benefits
Since the Participation Process: Scheduled has been run; all participants will have the Open life event in Started
status. This allows the Self-Service user the opportunity to elect enrollments throughout the Open Enrollment
period (01-Nov to 30-Nov in our scenario).

Audience: OSB

Professional User Interface (PUI)

Date-track to the first day of your new plan year (01-Jan-2019). Process the Unrestricted life event for the
participant on the Enrollment form. Enter the participant’s elections and save.

Self-Service Benefits
The unrestricted processing model does not adopt the concept of an enrollment window, so all benefit changes
become effective as of the session date (which in this case is hard-coded to 01-Jan-2019 in the parameters of the
Benefits function). The parameter is shown below:

Since the life event occurred on date for unrestricted enrollments is the session date and annual enrollment
changes are generally made before the new coverage actually takes effect, the Change Session Date menu
parameter must be used to set the month and day of the life event occurred on date of the enrollment. For the
Self-Service > Benefits function, you set the month and day of the life event occurred on date for the annual
enrollment election and the system derives the year. So, unless you change your annual enrollment period, the
Change Session Date parameter only needs to be set once. Without setting this parameter, the life event occurred
on date would change each time the employee went into Self-Service during the annual enrollment period.

Important
No date tracking should be enabled in Self-Service Benefits in production instance during actual open enrollment.

References:
My Oracle Support Note 270670.1 - How to Enable the Session Date in Self Service Benefits (SSBEN)
68 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Processing Life Events That Occur Within the Open Enrollment Period
Audience: OAB

It is possible that life events will continue to occur during the Open Enrollment period. The benefits administrator
should closely monitor the life events either being detected from data changes or being reported to the benefits
department. The Life Events Summary Report may be printed at this time to examine the number of life events in
Detected status. See the Appendix of Reports for information on this report.

It is up to the benefits administrator how to address these intervening life events. Some life events may affect the
Open Enrollment choices; some may not. These events must be handled on a case-by-case basis and processed
manually.

Scenario 1: A participant elects their benefits for 2019 during the Open life event period. Coverage and Rates for
these elections will start on 01-Jan-2019. The Open enrollment period was 01-Nov-2018 to 30-Nov-2018. The
participant then gains a spouse on 15-Nov-2018, which may immediately result in the selection of new enrollments,
with rates and coverage effective 15-Nov-2018. New electable choices are now available during the Open
Enrollment period as well.

If a life event occurs for a participant that will affect their eligibility and the electable choices available during the
Open life event:

1. Process this intervening life event, which will update eligibility and electable choices, as well as back out
the Open life event. Allow the participant to elect the comp objects affected by the life event and close
the life event.

OR

2. Set up a collapsing rule for the intervening life event and the Open life event. Back out and reprocess the
life event for the participant. Note however, that if Open is reprocessed, the coverage and rates will not
begin until 01-Jan in this scenario, rather than 01-Dec when they gained a spouse.

Scenario 2: If an employee is newly hired on 22-Nov-2018 which is within the Open Enrollment period, after
enrolling with the New Hire life event, the Open life event should be processed as well. The enrollment period for
the Open life event will change depending on the Occurred Date and enrollment period returned for the New Hire
life event.

For example:
 Process the New Hire life event for 22-Nov-2018. Period of Enrollment for the event is defined as
Start: As of Event and End: Thirty Days After Event (22-NOV-18 to 22-DEC-18).
 Enroll in Medical Employee Only plan and option.
 Close the New Hire life event
 Date track to 01-JAN-2019 and process the Open life event (Enrollment Period 22-NOV-18 to 05-
DEC-18)
 Date track to 22-NOV-2018 and elect Medical Employee Plus One Coverage Start for Employee Plus
One enrollment = 01-JAN-2019

Scenario 3: A salary change is made which will affect life insurance coverage, rates and imputed income. No
participant changes to enrollment may be made with this event.

69 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
These procedures will provide a solution to Scenario 1 above. The procedure selected depends on your company
policies. See the section Set Up of Collapsing Rules for further information.

If a life event occurs for a participant that will not affect their eligibility and electable choices received during Open
Enrollment:

1. View the Participants Enrollment Results and note their elections for Open Enrollment. Then set up a
collapsing rule for the intervening life event and the Open life event. Back out and reprocess the life
event for the participant, re-entering their elections.

OR

2. Void the life event if it is not necessary to be processed (such as an Age Change temporal life event,
where the participant’s age was previously evaluated during the processing of the Open life event.

These procedures will provide a solution to Scenario 3 above. The procedure selected depends on your company
policies.

References:
My Oracle Support Note 438403.1 - Life Event Evaluates Rates as of the Life Event Occurred Date Rather Then
Rate/Coverage Start Date Code

Audience: OSB

If an event occurs for a participant that will affect what they are eligible for, along with their electable choices
during Open Enrollment, follow the below steps.

Steps:
1. Navigate to People > Total Comp Enrollment > Benefits Enrollment > View Enrollment Results.
2. Date track to the enrollment event date and/or first day of the new plan year (01-Jan-2019).
3. Query the participant in question and note their elections for annual enrollment.
4. Now date rack to the date of the new intervening event and process an Unrestricted for the person in the
enrollment form. This will delete all elections and changes that were made during annual enrollment.
5. Enter the participant’s new elections.
6. Re-enter the 01-Jan-2019 enrollments if needed or have the participant re-elect in Self-Service, if the
open enrollment period is still in effect.

If an event occurs for a participant that will not affect their eligible and electable choices received during Open
Enrollment:
 Run the Maintain Participant Eligibility process and Recalculate Participant Values process if eligibility
and/or rates are to be updated.
 View the Participants Enrollment Results date-track to the Open event date (01-Jan) and ensure that the
participant’s elections are correct, with updates coverage and/or rates.

70 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Back Out the Open Life Event (when applicable)
Audience: OAB

If any life event needs to be backed out for the entire participant population, or a select group of participants, the
Back-out Life Events Process may be run. (Remember elections may be reinstated when a life event is re-processed
if the appropriate Reinstatement Code has been defined.) The Back-out Life Events Process concurrent request
offers several parameters for selecting the participants. The resulting status of the life event may be set to
Unprocessed if it will be re-run, or Voided if it will not be rerun.

Important
Enrollments will NOT be reinstated if the life event is backed out to a “Voided” status instead of an “Unprocessed”
status.

The reinstatement is evaluated when the system is looking at the results in the back-out table when the event is
reprocessed. It could be set when the life event is backed out but it could possibly still work if it is set prior to when
the backed out event is reprocessed.

You can view the results of the Back-out Life Events Process in the associated spawned reports. You can also see the
backed out details on the Person Life Events form. The Summary Report identifies the run-time parameters you
selected and provides the total number of persons for whom the selected life event was backed out.

You can also use the Back Out Event button on the Person Life Events form to back-out a life event for a single
person.

To reprocess the backed out life event, select either Process Life Event from the Benefit Service Center form >
Desktop Activities drop down, or submit the Participation Process: Life Event concurrent request and select the life
event of Open.

Audience: OSB

There is NO concurrent process to back out enrollments in OSB. If the 01-Jan-2019 enrollment needs to be backed
out for a single person, date-track to 31-Dec-2018 or any date prior to the 01-Jan-2019 enrollment, process
Unrestricted on the enrollment form and save the election. This will remove all future dated enrollments (not just
Open). Also there is no reinstatement process in OSB, all the backed out enrollments have to be entered manually.

References:
My Oracle Support Note 467036.1 - How Does One Back-out or Remove an Unrestricted Life Event?
My Oracle Support Note 2318957.1 - Back-out Life Events Process not Backing Out Any Events

71 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Open Enrollment Window Modification
Audience: OAB only

The Manage Open Enrollment Window concurrent request allows benefits user to update an existing Open
Enrollment Period End Date, Processing End Date, Default Enrollment Date, or provide an appropriate number of
days to extend the period, if necessary. The process produces log file that displays the details of the new enrollment
period for all participants.

This process can be run for multiple employees at a time, and the employee selection parameters including;
 Person Name
 Person Selection Rule
 Program Name
 Plan Name
 Life Event Occurred Date
 Life Event Name
 Organization
 Benefit Group
 Location
 Postal Zip Range
 Legal Entity
 Payroll

Note: The Enrollment Period Start date cannot be adjusted to a date later than the system-calculated date i.e. you
cannot extend the original enrollment period start date, you can only extend the enrollment period end date.

Customers will benefit from the ability to extend an Open Enrollment Window that is already in progress. It's quite
conceivable that unexpected delays occur during Open Enrollment, whereby certain segments of the employee
population, or the entire population at large, require additional days to complete their annual enrollment
selections.

The benefits administrator can also update the Enrollment or Availability Period End, Processing End, and Default
Enrollment dates for one person on the Person Life Events form > Enrollment Opportunities > General and Dates
tabs.

72 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Close the Open Life Event
Audience: OAB

The Close Enrollments Process is the process that completes the Open Enrollment cycle. After this process is run,
no further modifications can be made to a participant’s elections.

Submit this process in Validate mode “Rollback…” and optionally set the Audit Log flag to Yes. Analyze the reports
produced by the Close Enrollments Process and investigate any errors identified. Resolve any errors before
submitting this process using Validate mode “Commit…”.

Submitting the process using Validate mode “Rollback…”is not necessary. However, if using this process for the first
time, doing so allows an opportunity to review the results before actually committing to the database. This is highly
recommended by Oracle.

Key parameters to be considered:

 Effective Date: The first day following your Enrollment Period End Date
 Validate: As per description, select Rollback or Commit
 Audit Log: If running for your entire participant population, set this parameter to No
 Action Effective Date:
 Close Action Items Flag: Yes or No
 Close Mode: Normal

73 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Reopen life event batch process

The Reopen Life Events Process allows the benefits administrator to reopen large volumes of life events in mass.
This feature allows for easier benefits administration. It is a very useful process in the event that the Close
Enrollments Process has been successfully submitted for a life event that later requires reopening. Previously, the
only recourse was to open these life events manually for a single person record at a time.

The Reopen Life Events Process can be used in conjunction with the Manage Open Enrollment Window concurrent
request to extend the annual enrollment window, after reopening a previously closed Open life event.

There is no set up required to take advantage of this process. It is recommended that you test the Reopen Life
Events Process during Mock Open Enrollment, along with the subsequent Close Enrollments Process, to make sure
that both processes complete as expected.

Note:
For Release 12.1.3 customers on RUP5 and later, a check box has been added within the plan design forms (i.e.
Reopen Life Event on Reprocess). This allows the benefits administrator the ability to decide whether the
application should automatically close reinstated enrollments, or, whether the application should reopen an
enrollment opportunity to enable participants to confirm or update the reinstated results. Earlier, if the reinstated
results were incorrect, benefit administrators had to manually reopen the life event. Now, it is possible for
participants to use self-service to make adjustments to the backed out enrollment with any intervention from
benefit professionals.

Navigation: Program Enrollment Requirements > Timing > Scheduled > Reinstate drop down region
Navigation: Program Enrollment Requirements > Timing > Life Event > Reinstate drop down region
Navigation: Plan Enrollment Requirements > Timing > Scheduled > Reinstate drop down region
Navigation: Plan Enrollment Requirements > Timing > Life Event > Reinstate drop down region

74 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
 Phase III: Post-Open Enrollment procedures

Verify Enrollment data (new plans, check defaults and automatic)

Audience: OAB and OSB

Now that Open Enrollment has been completed, a verification of this enrollment should be performed on a number
of participants. Review the participant’s elections via the Enrollment Results form. Navigation: People > Total
Comp Enrollment > Benefits Enrollment > View Enrollment Results. The Eligibility and Enrollment List may be
printed at this time to examine participant’s enrollment. See the Appendix of Reports for information on this
report.

Verification to be considered:
 Plans no longer offered are no longer enrolled in
 Eligibility was evaluated correctly
 Rates and Premiums changes are reflected
 Element entry values are correct for benefit elements
 Defaulted plans or options were defaulted correctly
 Coverage was restarted for FSA plans
 Any other changes made to plan design were incorporated into the enrollment.
 Verify Interim assignments and Suspensions
 Verify action items and certifications
 Verify the payroll results
 Verify third party interfaces

Investigate Incorrect Elections

Audience: OAB and OSB

If any item(s) failed the above verification, a benefits administrator should analyze the issue to determine if the
failure occurred on one participant, many or all. A review of the setup of the components involved should be done
to determine if there was an oversight in making plan design changes, or whether there were incorrect data on an
employee.

Important
To avoid this, it is extremely important to investigate errors and issues during Mock Open Enrollment.

75 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Processing Life Events That Occur After the Open Enrollment Period, but Before the New Plan Year
Audience: OAB and OSB

Events will occur to participants throughout the year that may result in their ability to modify their benefit elections.
It is possible that events will occur to participants after the Open Enrollment period ends but before the new plan
year or effective start of Open enrollments. How to process these events will require special attention by a benefit
administrator.

Scenario 1: Open enrollment is processed on 30-Nov. A subsequent life event (Address Change) occurs on 10-Dec.
The participant’s address change will result in new eligibility for several compensation objects. Elections chosen
during Open Enrollment may no longer apply. Eligibility and electable choices must be re-evaluated, and elections
modified.

This scenario applies to both OAB and OSB. OAB will process the life event; OSB will enter the enrollment form to
process the participant’s enrollment changes.

After the Open Enrollment period, and before the start of the actual plan period, if a participant has a subsequent
life event, the system will back out the Open life event, and the elections made during this life event.

OAB Steps:
1. Process the subsequent life event (which will then automatically back out the Open life event and the
elections made therein).
2. Make elections for this life event and close the event.
3. Reprocess the Open life event (Participation Process: Life Event), choose the Open life event) or Benefit
Service Center: Process Life Events.

Note: The following message may appear...

Note: APP-BEN-94226: Note that since there are enrollment results for the intervening life event, enrollments from
the backed out life event Open are not being restored and participant will be enrolled into default compensation
objects.
4. Go to the enrollment form. See that the employee is still showing the elections made for the Address
Change life event.
Please note, if the user makes the elections for the Address Change event while date tracked after 01-JAN-2019,
the following error will occur when attempting to reprocess the Open life event:

APP-BEN-91711: The Participant Enrollment Result record was not found in the following package:
Ben_manage_default_Enrt.Default_comp_obj.

5. Enroll in the desired electable choices for the Open Enrollment life event.

OSB Steps:
1. Enter the enrollment form and date-track to the date of the enrollment change.
2. Enter all enrollment changes and save.
3. Date-track to 01-Jan and select the desired choices for Open Enrollment.

76 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Scenario 2: Open Enrollment is processed on 30-Nov. A subsequent salary change was made for the employee
population on 10-Dec. No new electable choices result with this life event, but coverage and rate amounts will be
impacted.

Steps:
1. Process the subsequent life event (which will then automatically back out the Open life event and the
elections made therein).
2. Make sure the enrollment code for Salary Change event is “New, Nothing, Current, Keep only”
3. Reprocess the Open life event (Participation Process: Life Event and choose the Open life event) or Benefit
Service Center: Process Life Events. (The new Open Life Event period will be the subsequent life event
occurred date (in this case 10-Dec).
4. Enroll in the desired electable choices for the Open life event.

Scenario 3: Open Enrollment is processed on 30-Nov. A New Hire came onboard on 01-Dec.

Steps:
1. Process the New Hire life event.
2. Make sure you make the enrollments and close the event.
3. If employee is eligible for Open Enrollment then process the Open life. (The new Open Life Event period
will be the subsequent life event occurred date (in this case 01-Dec).
4. Enroll in the desired electable choices for the Open life event.

77 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Additional Self-Service Benefit information
Self-Service Benefits Viewing Past & Future Enrollment Information

On the Current Benefits page, participants are able to view benefit enrollments made in the past, as well as elected
benefits with future coverage start dates. The drop down menu called “Please show me the benefits as of” includes
changes to coverage dates within the previous two years up to a maximum of ten changes. The list of values also
shows dates that the participant has new benefits coverage starting in the future based on the coverage start date.

A feature was added in R12.1 Rup5 that will allow participants to view all the rate values associated with an
enrollment result via Self-Service. Participants can view the different costs over the period they were enrolled in the
compensation object, by using the Hide/Show region.

Print Enrollment Reports and Confirmation Statements

You can run the Benefits Reports Wrapper Process that contains 2 reports to print the enrollment information and
the confirmation statements for the elections made:
 Benefits Enrollment Kit Report
 Benefits Confirmation and Summary Report

Please refer to section on Benefits Enrollment Kit Report and Benefits Confirmation and Summary Report in
Appendix of Sample reports.

Confirmation Statements can be printed by individual employees from Self-Service Benefits Confirmation Statemnet
page at the end of the enrollment train when enrolling via self-service.

Note: In RUP7 there is a new functionality where ‘Benefit Confirmation and Summary Report Email’ concurrent
request sends emails with the attached employee statement to the respective employees.

To run the report, following value should be stored in the given profiles
 The SMTP Host in profile name FND:SMPT Host
 The SMTP Port in profile name FND:SMTP Port

Inactivate Plans that are no Longer Being Offered

Once the Open Enrollment period has passed and all enrolled participants have been de-enrolled, the plans that are
no longer being offered can be set to Inactive status.

Total Compensation > Programs and Plans > Plans > Query the plan > change Status from Active to Inactive on 01-
Jan-2019. Save as an UPDATE.

The following script can be used to confirm that the enrollments are ended if it returns no rows.

Select * from ben_prtt_enrt_rslt_f

Where
Where enrt_cvg_thru_dt = ’31-
’31-Dec-
Dec-4712’
And pl_id = ‘<enter pl_id>’;

Or
You may run the Eligibility and Enrollment List report to see who is enrolled in a particular plan.

78 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Inactivate Options that are no Longer Being Offered
Once the Open Enrollment period has passed and all enrolled participants have been de-enrolled, options that are
no longer being offered can be inactivated.

Total Compensation > Programs and Plans > Options > Query the option > Date track to date the option is to be
inactivated > Select INACTIVE in the status drop down, and select UPDATE when offered the choice between update
or correct.

There has been some confusion in the last year on past directions to ‘delete’ the plans/options thereby end-dating
them. Please note that plans/options that contain elections in the past cannot be end-dated. Attempts to delete
plans/options containing past elections will result in errors.

References:
My Oracle Support Note 2435761.1 - How to Remove Old Plans and Programs Which are no Longer in an "Active"
Status from the List of Values?

79 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
 Frequently Asked Questions

Oracle Advanced Benefits (OAB)

Question:
Why is the suspended enrollment from Open not reinstated when a subsequent life event is processed, causing
Open to be reprocessed?

Answer:
If a different life event took place and there were changes in the enrollment between the first time Open
enrollment ran and the reprocess of Open, the Open enrollment process did not reinstate the enrollment results
from the first run. This is expected behavior. The user needs to explicitly enroll from the enrollment form.

Question:
Why are the new plan year rates not applied when the Open life event was processed?

Answer:
When the concurrent process or life event is run, the rates at that time are determined, even though the participant
has not yet entered their enrollment choices. If the either is processed on a date prior to rate changes for the new
year or are processed BEFORE changes for the new year are entered, the new rates will not update. To correct this,
back out the Open life event and reprocess.
Additionally, if the issue is not occurring for all employees, it is most likely because the record in question has been
overridden and no Thru date value was specified for the override. When the Thru date is entered to stop the
override amount, the new rate is started. Refer back to the section above regarding overrides and how to remove
them.

Question:
When the Participation Process: Scheduled is submitted for the entire population, the Open life event triggers for
the participants as well as some contacts and terminated participants. How can we run this so that only participants
are processed?

Answer:
Set the parameter of "Person Type" to a value of Participant (or other desired person type from the list of values)
when running Participation Process: Scheduled. This should exclude contacts and ex-participants.
Note that if an Open life event is not shown as “Started” for any person, the system has identified that the
employee is either ineligible or has no electable choices and the life event will be set to a “Processed” status
immediately.

Question:
Why does the Open life event show in “Detected” status for some participants after submitting the Participation
Process: Scheduled?

Answer:
If the life event status remains in a “Detected” state following submission of the Participation Process: Scheduled,
the employee is likely to have open life events that need to be closed before the Open life event can process. Check
the Audit Log for this message: “The person has an active life event. Please close the active life event before
processing this life event. “ or “Person has one or more manual life events which must be resolved before
processing can continue.”
80 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Question:
How to resolve error “APP-BEN-91711: The Participant Enrollment Result record was not found in the following
package: ben_election_information.election_information.” when processing the Open life event for a participant?

Answer:
This error can occur in many cases were data corruption has occurred. When an error/issue is happening for one
person and cannot be reproduced, you can use the del_pil_OAB_LE.sql (formerly the ben_person_delete script) to
remove this person's benefits data and re-enter from the beginning. Log a Service Request to receive the script.

Question:
How are life events that are triggered during the Open Enrollment period handled? For example, when a participant
enrolls via Self-Service > Benefits and adds a new dependent, a life event is triggered for this action and results in a
problem processing Open.

Answer:
This is expected. It is recommended to set up Collapsing Logic to collapse the life events that could occur during the
entering of benefit selections during the Open Enrollment period. Specific life events will need to be analyzed to
determine which life events can collapse, and which life events will need a Benefit Administrator to process.

For example, you may want to collapse:

Open AND Gain a Dependent OR Lose a Dependent OR Add a Domestic Partner OR Age Change INTO Open.
If an Address Change Life Event occurs within this timeframe, this may need to be manually processed, so that a
determination of whether this life event for the particular participant will or will not affect their Open Enrollment
choices. Refer to the section above regarding Collapsing Logic and intervening life events.

Question:
How to resolve the below error shown on the Audit log of the Participation Process: Scheduled?
ORACLE error 20001 in FDPSTP

Cause: FDPSTP failed due to ORA-20001: BEN_91665_BENMNGLE_ERRORED: N, ORA_ERRCODE, -1653

ORA-06512: at "APPS.FND_MESSAGE", line 509
ORA-06512: at "APPS.BEN_MANAGE_LIFE_EVENTS", line 6454
ORA-06512: at "APPS.BEN_MANAGE_LIFE_EV

The application has detected duplicate winning potential life events. When more than one potential life
event occurs on the same day, there can be only one winner. Suggestion: You can manually void the
unwanted life events in the Person Life Event window, defined collapsing life event rules on the Collapsing
Life Event window, or determine that a specific life event is always the winning event by checking the
override check box on the Life Event Reason window.
This error occurred in ben_evaluate_ptnl_lf_evt.check_and_get_winner

Answer:
The person has a life event which conflicts with the Open life event. A benefits administrator needs to review the
life event (Navigation: Benefit Service Center form > View Person Life Events) and determine if the life event should
be processed separately, voided, or collapsed into the Open life event. The potential life event being processed has
a life event occurred date that is after the active life event.

81 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Question:
A concurrent process errored (perhaps due to reaching the Max Errors). How can I restart the process after
correcting the Max Errors?

Answer:
There are several concurrent processes that may be restarted if necessary. Navigation: Processes and Reports >
Submit Processes and Reports > Single Request > Restart .. select the name from below
Restart Closed Enrollment
Restart Default Process
Restart Determine Communications
Restart Participation Process
Restart Unresolved Actn (Action Items)

The Benefit Action ID is needed to restart any of these processes. This can be located by running the following SQL
query: select benefit_action_id, request_id from ben_benefit_actions where request_id = <failed request_id>;

Oracle Standard Benefits (OSB)

Question:
Open enrollment will begin mid-November, what is the correct way to set up the Enrollment Coverage and Rate
Start and End Date Codes for benefits that take effect on January 1st?

Answer:
It is suggested to use Coverage and Rate Start and End Date codes such as “Event” and “1 Day Before Event”. Then
date track to 01-Jan on the enrollment forms and enter the participant’s elections.

Question:
There will be changes to plans and rates. Should I be date tracking to January 1, 2019 and updating the rates?
What is the best way of changing these rates and keeping data integrity?

Answer:
Yes, date-track to 01-Jan-2019 (the date you want the rate changes to take effect). When saving, ensure that
UPDATE is selected (not Correction).

Question:
If participants want to keep the same coverage’s for 2019 as they currently have, what has to be done so that the
system reflects this?

Answer:
Set Default Enrollment Codes on each plan type within the Unrestricted program. Navigation: Program Enrollment
Requirements > General > Plan Type > add a default code to each plan type. For example: New, Defaults; Current,
Same Enrollment and Rates.

82 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Questions Applicable to both Advanced and Standard Benefits Users
Question:
Our program has 26 bi-weekly pay periods, but all of the rates that are being calculated on 27 pay periods due to
this year’s payroll calendar having an extra payroll period. The Program's Enrollment Rate/Frequency is “Per Pay
Period”. The issue is that the payrolls do have 27 pay periods in 2018, but only 26 paychecks. It needs to be
calculated per paycheck not pay period. Note, the same issue may occur on weekly payrolls, where every few years
there are 53 pay periods in a year.

Answer:
Change your Program Enrollment Rate/Frequency from Per Pay Period to “Estimated Per Pay Period”. This can be
saved as a Correction if you were already using Per Pay Period. Also, on the Standard Rate form > Processing
Information tab, set the Value Passed to Payroll to “Estimated Per Pay Period Amount”.

Question:
A participant enrolls in a Flexible Spending Account (FSA) as of 01-Jan-2019. The enrollment form shows the correct
communicated value. However, the person’s element entries show an annual value.

Answer:
There may not be a full payroll calendar for the new plan year. Please check the payroll calendar to ensure that it
exists through the end of the new plan year.

Question:
Where can I find information on using Configuration Workbench for loading Open enrollment data?

Answer:
Please refer to My Oracle Support Note 365034.1 - Oracle Benefits Enrollment Conversion

83 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
 Appendix of Sample Reports

Eligibility and Enrollment List

The Eligibility and Enrollment Summary Report lists the total number of participants who are eligible and enrolled in
plans used for Standard and Advanced Benefits, Individual Compensation Distribution, and Compensation
Workbench. The report also lists recently ineligible and de-enrolled participants as available.

This report allows the HR professional to:

 Reconcile total participant counts with third party providers
 Determine the effectiveness of a plan by comparing the number of eligible people to the actual number of
enrolled participants
 Monitor trends in changes to the volume of participants currently enrolled
 Analyze potential impact to current participants due to changes to plan offerings
 Generate mailing lists for currently enrolled participants

Life Event Summary Report

Audience: OAB

The Life Event Summary Report allows the HR professional to analyze life events occurring to participants for the
entire employee population. This report lists the total number of potential or active life events and their status for a
specified period of time.

As an administrator, you can monitor changes to the employee population to:

 Determine the number of participants with detected life events so you can resource for upcoming
administrative needs
 Analyze the frequency of a given life event among the employee population
 Analyze the status of a life event for participants during a specified period
 Compare the number of life events that occurred within the reporting and comparison periods.
 View totals for all life events, by life event status, life event name, and person's primary assignment
location.

For technical details of this change, see My Oracle Support Note 237456.1 About Oracle HRMS Family Pack E

Note: Run in Landwide mode (Options > Print the Output to: Style: Landwide)

Benefits Reports Wrapper Process

There are 2 reports available in the Benefits Reports Wrapper Process, the Benefits Enrollment Kit Report and the
Benefits Confirmation and Summary Report.

The benefits administrator can send out the Benefits Enrollment Kit Report upon hire, qualifying life event or at the
start of Open Enrollment so employees can select or make changes to their benefits. The participant(s) should have
a life event in ‘”Started” status to produce this kit.

84 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
It is recommended that this process is run on an ad-hoc basis, or run for new hires without any enrollment results or
for current employees with enrollment results during Open Enrollment.

Customers not using Self-Service Benefits may find this report very useful while administering Open Enrollment. The
Enrollment Kit can be easily generated for all people eligible to make changes to their benefits. A snapshot view of
enrollment opportunities will help employees make informed decisions when choosing benefits by seeing all
electable choices, available flex credits, employee premiums/rates, and the name of the life event allowing the
benefits election (OAB only). Rather than sorting through stacks of paperwork and checklists, employees can refer
to this one form.

A wrapper process was created for use by various seeded benefits reports that will accept parameters common to
all reports in the wrapper, process the parameters and validate any that are mandatory. The process will then
identify the list of persons to be processed and execute the Person Selection and Compensation Object selection
rules.

To run the report, select the Request Name “Benefits Reports Wrapper Process” and then choose the Report Name
Benefits Enrollment Kit Report”. You will be able to define the common parameters to narrow your report results.
Only the report name and effective date are mandatory parameters. The common parameters included in the
enrollment kit are:
 Effective Date
 Program
 Plan Not In Program
 Organization
 Location
 Person
 Life Event
 Life Event Occurred Date
 Person Selection Rule
 Service Area
 Assignment Type
 Coverage Start Date
 Coverage End Date

The report also contains configurable regions that can be included or excluded in the output by setting the below
parameters to YES or NO. These parameters are defaulted to YES.
 Benefits Selection
 Flex Summary
 Action Items
 Covered Dependent
 Primary Care Provider
 Beneficiaries
 Certifications
 Display Electable Choice Flexfield
 Display Flexfields

Currently, the opening and closing paragraph text are not configurable. However, once the report is run, you may
export the report into another medium to edit. The report is in a .csv format which can be converted into the
desired file format.

85 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Note: This report output is in a postscript file format. Refer to My Oracle Support Note 117112.1 - How to read
Postscript File Formats on a MS Windows Operating System and Convert To Another File Format for information on
obtaining a postscript interpreter, if needed.

The Benefits Confirmation and Summary Report provides the employee with details of their elected and enrolled
benefits, such as enrolled plans, covered dependents, the date coverage begins and the cost to the employee.

Benefits Summaries also allows the employee to ensure that information and benefits enrollment information are
accurate. This saves time for the HR professional by reducing the need to address simple benefit coverage questions
and correcting enrollment errors that may not be discovered until the employee attempts to use their benefits.

It is recommended that this process is run on an ad-hoc basis upon completion of enrollment.

Various parameters exist allowing the user to specify the exact subset of employees for which to run this report. It
may be run for an individual or a specified group of individuals or the entire employee population.

Whenever there is a change to a participant's enrollment results, a Benefits Confirmation & Summary can be
generated to provide the employee with details of their elected and enrolled benefits, such as enrolled plans,
covered dependents, when coverage begins and the cost to the employee. Benefits Summaries also place more
responsibility on the employee to ensure that their personal contact information and benefits enrollment
information are accurate. This will save benefits administrators time and effort by reducing the number of simple
enrollment questions and errors that need correcting months after the coverage has been in effect.

To run the report, select the Request Name “Benefits Reports Wrapper Process” and then choose the Report Name
Benefits Confirmation and Summary Report”. You will be able to define the common parameters to narrow your
report results. Only the report name and effective date are mandatory parameters. The parameters included in this
report are the same as noted above.

Reconciliation of Premium Contributions to Element Entries Report

This concurrent manager report speeds up the monthly benefits billing reconciliation process. The report provides a
comparison of monthly premium amounts to standard rates and element entries by pay period for all participants
enrolled during the reporting period. The data displayed in the report is extracted from the Standard and Advanced
Benefits data processing model and includes Enrollment Results and Participant Rate Value tables on the View
Enrollment Results form for a selected plan.

86 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Sample Open Enrollment Checklist – OAB
Date Pre-Open Enrollment Tasks Comments Completed
ADD MIN BASLINE PATCH DETAILS & db level (link
to initial comment)
Check Payroll Calendars

Check Plan Year Periods

Set up Scheduled Life Event

Add Reinstatement Codes to the Scheduled Life

Event
Assess Derived Factors and Eligibility

End Plans no longer offered

Add new Plans

Add new Options to existing Plans

Check Self Service Display on Plan Type (If using

SSBEN)
Add Rates to new comp objects

Add Premiums to new comp objects

Modify Rates on existing comp objects

Check Self Service Display Order on Standard rate

(If using SSBEN)
Modify Premiums on existing comp objects

Modify Elements on Existing Rates

Modify Links on Existing Elements

Modify Flex Credits and Benefit Pools

Review Default Enrollment Setup

Set up FSA codes for new coverage

Close unprocessed Life Events

Review Due Date Setup for the Action Items and

Resolve Any Pending Action items
Check for Previously Overriden Data (Enrollment
Overrides)
Set Up Collapsing Rules

Process Temporal Events

(Maintain for OSB)
Set up Collapsing Rules

Process ‘Mock’ Open

Purge Batch Related Tables

Check Max Errors

Analyze Performance

87 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Date Open Enrollment Tasks Comments Completed
Process the Open Life Event

Check for errors and resolve

Run the Default Enrollment Process

Enter participants’ enrollment choices

Monitor other life events occurring during Open

Enrollment
Run the Close Enrollment Process

Print Life Event Summary and Enrollment Reports

Date Post-Open Enrollment Tasks Comments Completed

Verify enrollment

Investigate incorrect elections and resolve

Monitor other life events occurring after Open

Enrollment but before 01-Jan.
Print Enrollment Reports

Inactivate Plans That are no Longer Being offered:

88 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
Sample Open Enrollment Checklist – OAB
Date Pre-Open Enrollment Tasks Comments Completed
ADD MIN BASLINE PATCH DETAILS & db level (link
to initial comment)
Check Payroll Calendars

Check Plan Year Periods

Assess Derived Factors and Eligibility

End Plans no longer offered

Add new Plans

Add new Options to existing Plans

Add Rates to new comp objects

Add Premiums to new comp objects

Modify Rates on existing comp objects

Modify Premiums on existing comp objects

Modify Elements on Existing Rates

Set up FSA codes for new coverage

Run Maintain Participant Eligibility

Test Open Enrollment on a participant sample

Check Max Errors

Analyze Performance

Date Open Enrollment Tasks Comments Completed

Enter participants’ enrollment choices

Monitor other events occurring during Open

Enrollment that will modify elections
Print Enrollment Reports

Date Post-Open Enrollment Tasks Comments Completed

Verify enrollment

Investigate incorrect elections and resolve

Monitor other events occurring after Open

Enrollment but before 01-Jan. Enter necessary
enrollment; re-enter Open elections
Resolve Action Items

Resolve Certifications

Make necessary Enrollment Overrides

Print Enrollment Reports

Inactivate Plans That are no Longer Being offered

89 ORACLE EBS ADVANCED AND STANDARD BENEFITS: OPEN ENROLLMENT PROCESSING AND PLAN DESIGN MAINTENANCE GUIDE
 CO N N E CT W I T H US

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