Release 160 Notes

Domestic Partner (EK) Coverage Level Now Displays in BPM

Previously, when Coverage Level 5 for Domestic Partner (EK) was added to a Benefit Plan in ClientSpace, it did not display in BPM. Now, Coverage Level 5 displays in BPM.

Note: If you set the Coverage Level 5 field to Yes on the Benefit Plan to display it without entering display label text in the Coverage Level 5 Display field (as shown in the image below), the default display text in BPM will be "Domestic Partner".

SeeConfiguring the Benefits Plan Prism Coverage Levels Fieldset.

"Cafeteria Plan" Contribution Method is Now Only Shown when "Cafe Eligible" is Selected

Previously, when the Cafe Eligible checkbox on the Offered Benefits Plan (OBP) dataform was not selected, the Cafeteria Plan option was still shown in the Contribution Method drop-down list on the ClientSpace OBP and on the Benefit Plan Manager (BPM) Group Summary > Summary tab in the Contribution Method drop-down list.

Now, if the Cafe Eligible checkbox on the OBP is not checked, the Cafeteria Plan Contribution Method option does not display on the OBP or in BPM.

See Manually Adding an Offered Benefit Plan.

Added Business Rule and Metadata to Automatically Set OBP Employer Contributions for Company Paid and Voluntary Plans

A new business rule named Default Company Paid And Voluntary Employer Contrib has been added. This rule evaluates metadata stored on the Benefit Plan Category lookup detail records in the Payment Responsibility field and then updates the Contribution Method percentage and amount fields in the Employer Contributions (%) fieldset of the affected Offered Benefit Plans(OBPs) for all available coverage levels.

Note: 

• The rule is Active by default. Existing "out-of-the-box" lookup detail records that include the word "Company Paid" or "Voluntary" in the lookup Decode value have been updated for you. If there are custom lookups, you must update the Payment Responsibility field of the Benefit Plan Category lookup detail records (System Admin > Lookups) to trigger the rule.

• The rule will not overwrite existing contribution percentages. It will only set the percentages on blank or empty % fields, such as when the selected Contribution Method is "Manually Set Dollars" or "Manually Set Percentages".

To support this enhancement, the following changes have been made:

• Added business rule: As mentioned above, the new business rule named Default Company Paid And Voluntary Employer Contrib has been added on the Offered Benefits Plan table. It uses the DefaultCompanyPaidAndVoluntary business rule method and is triggered on insert (i.e., when you click Apply or Save on the OBP.)

• Added metadata field: A new metadata field named Payment Responsibility has been added to the Benefits Plan Category metadata form which is attached to the Benefit Plan Category lookup details form.

• Added new lookup group and three new lookup values: A new lookup group named Benefit Plan Category Pay has been added. It contains the following new lookup values which are used to populate the Payment Responsibility metadata field drop-down:

  • Employee Paid/Voluntary - When you set the Payment Responsibility field on a Benefits Plan Category Lookup to "Employee Paid/Voluntary" and save it, the Default Company Paid And Voluntary Employer Contrib business rule sets any empty Contribution Method amount and % fields to 0 for all available coverage levels.

  • Employer Paid/Company Paid - When you set the Payment Responsibility field on a Benefits Plan Category Lookup to "Employer Paid/Company Paid" and save it, the Default Company Paid And Voluntary Employer Contrib business rule sets any empty Contribution Method amount to the total premium amount for each coverage level and also sets the corresponding % fields to 100%.

  • Mixed - When you set the Payment Responsibility field on a Benefits Plan Category Lookup to "Mixed" and save it, no changes are made.

• Updated the Payment Responsibility field on existing "out-of-the-box" lookup detail records - Lookup records that include the words "Company Paid" or "Voluntary" in the lookup Decode value have been updated for you as follows:

  Benefit Plan Category	Default Payment Responsibility Value
  Life Insurance (Company Paid)	Employer Paid/Company Paid
  Life Insurance (Voluntary)	Employee Paid/Voluntary
  Long-Term Disability (Company Paid)	Employer Paid/Company Paid
  Long-Term Disability (Voluntary)	Employee Paid/Voluntary
  Short-Term Disability (Company Paid)	Employer Paid/Company Paid
  Short-Term Disability (Voluntary)	Employee Paid/Voluntary

See Configuring the Benefit Plan Category Payment Responsibility and Business Rule Methods.

Updated Benefit Billing Rules Export to Support "Alternate Contribution Plan"

The Benefit Billing Rules Export has been updated to support exporting Alternate Contribution Plan details to PrismHR. When the Contribution Method on a ClientSpace Offered Benefit Plan (OBP) dataform is set to Alternate Contribution Plan and the alternate plan is identified in the Contribution Plan field, when the Billing Rules Export link is clicked on the related Benefits Batch, the following occurs:

• The PrismHR Benefit Rules (Benefit Plan Maintenance/ Group Benefit Plans (Client) / Benefit Rules) under Contribution Rules populate based on the benefit plan identified in the ClientSpace Offered Benefit Plan (OBP) Contribution Plan field:

  

• If the Contribution Rate Group field on the ClientSpace OBP is blank, the Alternate Contribution Plan's Rate Group Title will export to PrismHR as the Rate Group:

  

• If the Contribution Rate Group field on the ClientSpace OBP and the Alternate Contribution Plan's Rate Group Title are blank, then "GLOBAL" will export to PrismHR as the Rate Group.

See Setting Employer Contributions.

Also see related Case #73552.

Added Ability to Clone Plan Setup Details Using "Apply Plan Group" Function

The existing "Apply Plan Group" function has been enhanced to allow you to clone Offered Benefit Plan (OBP) fields located in the Setup Details fieldset from an existing OBP to all of the OBPs within the Plan Group and Benefit Group (or all benefit groups if you select All Classes) specified on the Apply Plan Group form. To support this feature, a new field named Clone OPB Setup Details was added to the Apply Plan Group form. This is where you specify the "clone from" OPB.

Note:

• Only Active plans are listed in the Clone OPB Setup Details drop-down list.

• Be aware that if the selected Plan Group contains plans of more than one plan type (i.e. Health, Dental, Vision, etc.), the Setup Details fields will be copied from the cloned plan to ALL added plans even if the plans are of a different plan type.

See Setting Up and Using the "Apply Plan Group" Function.

Added Manager Field to Employment Form and Updated the PrismHR Import API to Import Manager Data

A Manager field has been added to the Employment Information fieldset of the Employment dataform (which is accessed by clicking the Employee Info link on the Employee dataform). The Manager field is populated by the PrismHR Initial or Ongoing Import API. It cannot be entered manually. The field establishes the connection between the manager and a manager's direct reports so that ClientSpace can obtain the manager's email address for use in email template notifications. You can click the the Jump to Related Form button in the field to view the manager's Employee record:

Examples of how this could be used:

• Adding the manager as a recipient on an email template notification of employees' direct deposit changes.

• Adding the manager as a recipient on an email template notification of employees' upcoming birthdays.

Note:

• If a manager's Employee ID exists in PrismHR but does not exist yet in ClientSpace, when the PrismHR Initial or Ongoing Import API runs, the system creates a stub Employee record (i.e., placeholder Employee record) and populates it with the manager's PrismHR Employee ID and the Import ID. The record is set to Active so that it can accept the data once it is available. Once the data exists and the scheduled process runs again, it is added to the Employee record. Note that the functionality described is similar to pre-existing functionality that creates a stub Employee record for non-manager employees not found in ClientSpace upon import.

• The manager's Employee ID must be in the correct format (as a single uppercase character followed by 5 numbers) to import and create an Employee record or Employee stub record. If the Employee ID is not correctly formatted, the following event is recorded in the Import Log: "Manager is not an employee, skipping the record for Employee {managerIdentifier}."

• This feature is supported in multi-tenant environments.

• Upon receiving this update, you will need to run the PrismHR Initial or Ongoing Import API to create/link the manager Employee records.

See Importing to ClientSpace.

Also see related Case# 76489 which details the server data procedure changes made to support adding the manager to email templates as an email recipient.

Updated PrismHR Import Map Headers to "PHR" instead of "HRP"

PrismHR import map header source file names are now prefaced by "PHR" instead of "HRP" (System Admin > Advanced > Configure Import).

This was done to make the import map headers more easily recognizable as PrismHR import configuration files and reduce the potential for the files being mistaken for HCM import map headers.

Additionally, the Admin Workspace HRP Subscription tile was also renamed to PrismHR Subscription:

Note: Numerous ClientSpace Help Center articles were updated to reflect these changes. The list below reflects the most affected articles, but is not an exhaustive list.

See:

• Employee Benefits PHRAPI Import Mappings

• Employee Garnishments PHRAPI Import Mappings

• Employee Skills and Skill Codes PHRAPI Import Mappings

• I-9 PHRAPI Import Mappings

• Initial Import Queue Management

• The Scheduled Process

• Importing to ClientSpace

• Ongoing Import Queue Management

Added Recipient Frequency Limit Setting to Survey Design Form

A Recipient Frequency Limit field has been added to the Survey Design form.

The value in the field defaults to 0 and represents the number of days between the date the survey was last sent and the current date that must pass before the survey can be sent to a recipient again.

• When the value is blank or 0, any email survey template configured with the survey design can be sent to recipients each time the email template conditions are met.

• When the value is a number > 0, ClientSpace will evaluate the Recipient Frequency Limit and compare it to the DateLastSent stored in the Unsubscribe By Design table. If the number of days since the survey was last sent exceeds the set limit, the survey will be sent if there are no other settings restricting the survey from being sent, such as "unsubscribe" or email template conditions.

Note: This functionality respects "unsubscribe" functionality and any other email template configuration such as the Only Trigger Once setting in the Email Template configuration.

See Configuring a Dataform Survey Email Template.

Added Garnishments Server Data Procedures to Retrieve Garnished Employee Name and & Email Addresses

Two new server data procedures have been added to ClientSpace to facilitate retrieving the garnished employee's name, work and personal email addresses from the Employee record associated with their Garnishment record(s) for use on email templates:

• peo_server_data_garnishment - This procedure is set on the Garnishments dataform (System Admin > Advanced >Configure Customization Options on Action Center toolbar) in the Server Data Proc 1(SDP1) field so that a garnished employee's work email, personal email and employee name (based on Employee ID of the Employee record) can be exposed on the Email Template when the Garnishments form is set as the Triggering Form.

  The SDP1 fields are available in the following locations:

  • The email template Content tab Replace Fields under Server Data Procedure 1:

    

    These fields can be used in email Subject and Body text.

  • The email template Conditions tab as a Source for the Field drop-down list when building email template conditions.

    

• peo_employee_garnishment_emailtemplate_recipient_v2_proc - This procedure makes the employee work email and personal email available on the Addresses tab of the Email template for defining email recipients. Select the procedure in the Address Source Procedure field. Then define recipients using Address Source Procedure under Source and WorkEmail or PersonalEmail under Address.

  

See Using Employee Garnishments Data on Email Templates.