Release 139 Notes

Changed Import ID Update Procedure to Include Benefits Dataforms

When there is a change to the Client Number or PEO ID on the Client Master, the Import ID on the Benefit Batch, Benefit Group, and Employee Benefits Detail dataforms is updated. This supports multi-tenancy since the Client Master Import ID is comprised of both the Client Number and PEOID in multi-tenant environments.

See Multi-tenant Environments in ClientSpace.

Added Benefit Renewal Workbook Excel Merge (Benefits Comparison Spreadsheet)

A new Benefit Renewal Workbook Excel merge has been added (System Admin > Outputs > Merges) that extracts Benefits Plan details and Benefits Batch data from ClientSpace into an Excel Spreadsheet so that you can analyze and compare the offered benefits for each benefits plan in a batch. With this update, the new merge record and associated link are Active and available. No configuration is required.

To support the new merge, a Coverage Count sub-fieldset (located within the Coverage Details fieldset of the Offered Benefits Plan dataform) has been added. It contains EOCount, ECCount, EKCount, ESCount, and EFCount fields:

• EOCount = Employee Only coverage count

• ECCount = Employee +Children coverage count

• EKCount = Employee + Domestic Partner coverage count

• ESCount = Employee + Spouse coverage count

• EFCount = Employee + Family coverage count

You must enter the coverage counts as they are exported from ClientSpace to the Benefit Renewal workbook and used in spreadsheet calculations.

Note: If you are running the Benefit Renewal Workbook Excel merge in a parent company workspace, ClientSpace also retrieves any coverage counts entered on child workspaces and displays a combined total for each Coverage Count shown in the spreadsheet if the following is True:

• The parent company must be specified in the Benefit Parent Company field of the child Benefits Batch dataform.

• There must be a policy and benefit group match found on an offered benefit plan in both the parent and child workspaces. For example, if the Parent Company has an offered benefit plan containing Policy A with a Benefit Group of B, the Child Company must also have an offered benefit plan containing Policy A with a Benefit Group of B.

  Counts will not be combined on any offered benefits plans where there is not an exact match to the policy and benefit group in the parent and child workspaces.

You can run the merge from the Benefits Batch dataform by clicking the Renewal Workbook link located in the Action Center under Reports. Note that you can only run the merge on a Renewal batch (i.e., the batch type shown on the Benefits Batch dashboard must display Renewal in the Type column.)

See Benefits Renewal Merge.

Added Scheduled Process to Handle Importing and Processing of Billing Vouchers and Costs Based on Employee Count

Performance improvements have been made to Payroll Batch processing to break out importing and processing of billing vouchers, pay groups and costs based on employee count from the PrismHR Import Payroll Batch Ongoing scheduled process into a new PrismHR Import Payroll Batch Complete scheduled process. Having two separate but related processes allows the two processes to be scheduled at different times. This can prevent system performance issues that could arise when large payroll batches are processed at once.

Both scheduled processes use the PrismHR API.

The following changes have been made:

• A new scheduled process, PrismHR Import Payroll Batch Complete, has been created to import and process billing vouchers, pay groups and costs based on employee count from PrismHR. This process handles updating the Pay Group and Billing Vouchers dataforms in ClientSpace.

• The pre-existing PrismHR Import Payroll Batch Ongoing scheduled process has been modified to only import and process payroll batch data from PrismHR, updating the Payroll Batch dataform in ClientSpace. It no longer imports and processes billing vouchers, pay groups and costs based on employee count.

• An intermediate status of Batch Complete Pending Vouchers has been created. (This status is a lookup value in the Payroll Batch Status lookup group.) An Import Queue Status of Batch Complete Pending Vouchers is applied to each batch record after the PrismHR Import Payroll Batch Ongoing scheduled process successfully runs.

• When the new scheduled process (PrismHR Import Payroll Batch Complete) runs, it looks for PrismHR batches in Batch Complete Pending Vouchers status and generates an import file (from which billing vouchers, pay groups and costs based on employee count are extracted and processed.)

• A status of Completed is applied to each batch Import Queue record after the PrismHR Import Payroll Batch Complete scheduled process successfully runs regardless of whether billing vouchers are found.

   

  Note: If no billing vouchers are found for a Payroll Batch, the system marks the batch record Completed (as there is nothing to process) and creates a log entry that indicates that no vouchers were found. For example:

  No billing vouchers found for client ID "<api:clientId>" and batch ID "<api:batchId>. This is pre-existing functionality.

A batch status of Completed in the Import Queue lets you know that both Payroll batch scheduled processes have successfully run. Seeing a status of Completed means that the payroll batch info and related billing vouchers (if present), pay groups, and costs based on EE count have been processed for a batch.

• A new BillingBatchCount parameter has been added to the PrismHRAPI configuration. It controls the number of payroll batches processed at once during the PrismHR Import Payroll Batch Complete scheduled process. By default, it is set to 250. This means that an import file containing more than 250 batches is processed in chunks of 250 to reduce impact on the server. This setting is editable from the Additional Parameters section of the PrismHRAPI configuration record.

See Configuring the Payroll Batch Scheduled Processes.

Also see:

• Scheduled Processes

• Ongoing Imports: Configuring the API for Import Map Details

• Payroll Batch, Pay Group, and Billing Vouchers

• How Payroll Batch Data Is Updated