Setting Up the Latest Benefits Enrollment Experience: Step-by-Step Configuration and Helpful Tips

[Eshali]

The latest Benefits Enrollment Experience within Employee Central Global Benefits has been designed to offer a guided enrollment process for employees. With the 1H 2024 release, this experience is available for three benefit types: Insurance, Pension, and Savings Plan.

Below are the key features of the Latest Benefits Enrollment Experience:

• Admin can provide instructions and guidance to employees at every stage of the enrollment process.
• The enrollment experience is fully localized and customizable.
• Employees can compare different plans side by side and make effective decisions.
• Progressive disclosure of benefits with dependencies.
• Access concurrent Benefit Enrollment windows (Open Enrollment and Off Cycle).
• Ability to manage dependents within the enrollment experience.
• Support for evidence of insurability.
• Available in the SAP SuccessFactors Mobile Application.

Please note that custom fields and on Change rules are not currently supported within the latest Benefits Enrollment Experience.

Let us now proceed with the end-to-end setup of the Latest Benefits Enrollment Experience. Prior to beginning the setup process, please ensure you have completed the following prerequisites:

Prerequisites:

• Go to Scheduled Job Manager and create/run Sync Employee Central Dependents with Benefits Job for all required legal entities. This is a one-time Job to sync existing EC Dependent data within Benefits. All new changes will be synced automatically once employee saves the dependent information.

• Use newly delivered Config UIs for both Benefit (BenefitConfigUI_Version2) and Insurance Plan (BenefitInsurancePlan_Version2). These config UIs contains a new set of fields that are required to set up the latest Benefits Enrollment Experience.
• Provide permissions to access the newly delivered objects (Please refer Latest Benefits Enrollment Experience -> Role-Based Permissions for the Latest Benefits Enrollment Experience section in the Employee Central Global Benefits help documentation for details)

Step 1: Adding Benefit Actions block to People Profile

The first step involves adding the Benefit Actions block to the People Profile to access the new experience. Here's how to do it:

• Navigate to Configure People Profile
• Search for Benefit Actions block
• Place the block in the Benefit section

Step 2: Building the Benefit Enrollment Process

To build the Benefit Enrollment Process, follow these steps:

• Go to Benefit Admin Overview
• Create Configure Benefit Enrollment Process
• Fill in details like Effective From, Configuration ID, Configuration Name, Enrollment Type, Open Enrollment Schedule, Currency etc.
• Create Configure Benefit Enrollment Process Template for both Regular Open Enrollment and Off Cycle Enrollment.
• Assign the Benefit Enrollment Process templates created in the above step to the Benefit Enrollment Process.
• Assign the Legal Entities.
• Select the Benefits you would like to include in the Benefit Enrollment Process.

Quick Tips:

• The enrollment start and end date should be same for all Benefits.
• Use BB codes to format Introduction Description and Family Member Description text if required. Supported BB codes 
• Add tokens like [[benefitYear]] to dynamically retrieve the data. (For a complete list of tokens, refer to the "Assigning Benefit Enrollment Process Templates" section in the Employee Central Global Benefits help documentation).
• Assign templates for both Open Enrollment and Off-cycle enrollment.
• Setup customized Terms and Conditions for both Regular Open Enrollment and Off Cycle Enrollment (You can use BB codes to format the Terms and Conditions text)
• Once you have built and saved the Benefit Enrollment Process, navigate to Benefit Actions block in the People Profile and validate the link (make sure the enrollment window is open)

You can refer below screenshots to build the Benefit Enrollment Process

Benefit Enrollment Process

Benefit Enrollment Process Template

Step 3: Updating details in the Benefit Configuration

Each benefit type within the latest Benefits Enrollment Experience includes specific fields and settings. These fields are only available in the newly delivered config UI for Benefit (BenefitConfigUI_Version2). Please select BenefitConfigUI_Version2 to access all fields in the Benefits Admin Overview.

Please be aware that these fields are in addition to the ones configured for Benefit setup in the legacy experience. If you need details about Benefit Configuration in the legacy experience, please refer to the Employee Central Global Benefits help documentation. The below fields are only required for the Latest Benefits Enrollment Experience.

Quick Tips:

• If you are unable to access any of these fields, please confirm if visibility of the field is set as Editable in the Object Definition. 
• If you encounter any issues accessing Standard Fields, Additional Fields, or Allowed Dependent Types when updating Benefit details, navigate to the Configure Object Definition and verify that the visibility of the insuranceFieldConfiguration, insPlanCardConfiguration, and allowedDependents associations within the Insurance Benefit Details object is set to editable.

Insurance

• Enrollment Applicable For: Specify whether the Benefit is applicable for Employee and Dependents or for Dependent Only.
• Beneficiary Type: Specify the applicable Beneficiary Type and assign the Beneficiary Field Configuration to specify additional fields for both Family Member and Other type beneficiaries.
• Allowed Dependent Types: Specify which dependent types are allowed for this Benefit. If it's just applicable for Self/Employee, do not maintain any value. Note: If Dependent Relationship Type dropdown is not visible under Allowed Dependent Type section, please update the visibility of the field in the Object Definition.
• Insurance Plan Standard Fields: Specify the standard Insurance Plan fields that should be displayed on the Plan cards.
• Insurance Plan Additional Fields: Specify the additional information that should be displayed on the Plan cards for comparison between plans. Additional fields can be configured to provide extra details about the plans, such as Coinsurance, Emergency Room Services, and others for Health Plans.
• Tobacco Check: Indicate whether the Tobacco Check is relevant for this Benefit. If applicable, maintain the rate charts with values as Yes/No, or No Selection if not applicable.
• Health Check: Indicate whether the Health Check is relevant for this Benefit. If applicable, maintain the rate charts with values as Yes/No, or No Selection if not applicable.

Quick Tips:

• Ensure to maintain comprehensive Benefit and Plan Descriptions to effectively communicate the necessary information to users.
• Accurately maintain Allowed Dependent Types as it determines the visibility of dependents on the enrollment UI.
• Ensure that Tobacco and Health Check in the Rate Chart is accurately maintained, as they directly impact the rates displayed on the enrollment UI.
  

Pension

• Additional Help Text: Maintain the additional help text under 'Define the Additional Help Text to Display on the Enrollment Screen' section. This help text will be displayed in the right panel of the Pension enrollment UI.

Note: If the contribution type selected is Percentage, ensure to maintain the Pay Component for employee and employer contributions to calculate the estimated contribution.

Savings Plan

• Additional Help Text: Maintain the additional help text under 'Define the Additional Help Text to Display on the Enrollment Screen' section. This help text will be displayed in the right panel of the Savings Plan enrollment UI.

Step 4: Set Payment Frequency 

Maintain the Payment Frequency in the assigned Pay Group for the user. Go to Manage Data -> Pay Group -> Update Payment Frequency. Payment Frequency will be displayed next to the total cost on the enrollment UI.

Step 5: Maintain Help and Resources

In the latest Benefits Enrollment Experience, you have the option to provide helpful resources for each Benefit. When you add any of the helpful resources such as Policy Documents, Forms, Hyperlinks, or Benefit Contacts in the Benefit configuration, they will be displayed under Help and Resources on the enrollment UI.

Step 6: Enable Beneficiaries Setting

If beneficiaries are applicable for any Benefit (Insurance, Pension or Savings Plan), you can activate the Beneficiaries setting in the Benefit Configuration by choosing the Beneficiary Type as either Primary or Primary or Secondary. By default, the Beneficiary Name, Relationship, and Percentage fields will be enabled in the enrollment UI, with the option to include additional fields to collect more details for the beneficiaries (Additional fields such as Date of Birth, Email, Phone Number, Address, and Identification Number can be configured using Beneficiaries Field Configuration).

The Beneficiaries Field Configuration field will only appear when you select the Beneficiary Type as either Primary or Secondary.

Note: Ensure that permissions for the Beneficiaries Field Configuration object, or any other relevant object, are enabled if you encounter issues accessing it in the Benefits Admin Overview.

Step 7: Configuring Terms and Conditions

In the updated Benefits Enrollment Experience, you have the option to include Terms and Conditions text for each template (Open Enrollment or Off-cycle). You can add the T&C text in the Benefit Enrollment Process template.

To do this, go to Benefits Admin Overview -> Configure Benefit Enrollment Process Template -> Enable Terms and Conditions -> Add the Terms and Conditions text.

I hope this blog is helpful. You may reach out to me for any information.

Thank you for reading.

Eshali (Product Management)