Automating Benefit Enrollments

Objective

After completing this lesson, you will be able to create and trigger events through the Intelligent Service Center for Global Benefits.

Intelligent Service Center

The Intelligent Service Center (ISC) enables users to trigger Intelligent Service Events when employee’s employment data changes from a new hire, rehire, termination, or job transfer. It automatically creates benefit enrollments, deduction records, or exceptions based on the employee’s eligibility and certain criteria. The automation of these events reduces the effort spent on creating benefit exceptions and simplifies the user experience.

When the Intelligent Services Center is triggered by a new hire, rehire, termination, or job transfer in Employee Central, an Intelligent Service Event is triggered. The Benefit Event Determination executes the attached rule with the list of Benefit Work/Life events to be processed for the event. All templates defined by the Benefit Life Event Configuration that contains the Benefit Work/Life Events determined by the rule will now be executed and processed by the system. The Benefits Event Log records the entire transaction to know whether the processing was successful or not.

For more information about the Intelligent Service Center, an Intelligent Services Overview guide is available in the SAP Help Portal.

Automating Benefits Enrollment for a New Hire

When an employee is hired, you can configure Global Benefits to trigger an Intelligent Service event for new hire that will automatically create benefit enrollment, deduction records, or benefit exceptions for the employee based on certain criteria. Typically, with Global Benefits, an employee who is eligible to enroll in benefits can only do so during the Open Enrollment period. Any changes that must be made outside of this defined period are not allowed unless there is a qualified work/life event, which creates a benefit exception to allow the employee to enroll into eligible benefits. In the scenario when an employee is hired, the benefit exception creation can be automated using Intelligent Services.

Employees can change their benefit enrollment outside of open enrollment periods if they experience a life event, such as childbirth, legal adoption, change in marital status, and so on.

Employees can report their life events using the Report a Life Event form. The life events that can be reported are based on the company or local regulations. On submission and approval of a life event, the system triggers the process to automatically create, update, end enrollments or create benefit exceptions.

The types of Benefits-related tasks that can be automated include:

  • New Hire
  • Rehire
  • Termination
  • Job Transfer
  • Dependents Loss of Coverage

Configure Benefit Enrollment Automation for the New Hire event

Steps

  1. Grant permissions to the Intelligent Services center for members of the System Admin role.

    1. Use the Action Search to open Manage Permission Roles.

    2. Select the System Admin role.

    3. Select Edit.

    4. Select Next.

    5. Scroll to Administrator Permissions → Intelligent Service Tools.

    6. Enable Intelligent Services Center (ISC).

  2. Set up the New Hire Event in the Intelligent Service Center.

    1. Use the Action Search and search for Intelligent Service Center (ISC).

    2. Select Employee Hire.

      A screenshot of the Intelligent Services Center page showing a list of employee-related events, such as time off and change to location, among others, as well as their publishers (Employee Central and Job Builder) and the number of times the event has been raised in the past 7 days.

    3. Select New Flow.

    4. Enter New Employee Hire Flow.

    5. Under Employee Central, select New Hire Event Subscriber for Benefit.

    6. An activity appears with Subscriber, Activity, Recipient, and Timing.

    7. Set TIMING to When event is published.

    8. Select Save Flow.

      A screenshot of the Employee Central: Employee Hire page. Under the Employee Central panel on the side of the screen, New Hire Event Subscriber for Benefits is selected. The main screen displays two sections: When Event is Published and On Effective Date. Under On Effective Date, the user has configured the settings for Subscriber, Activity, Recipient, and Timing.

  3. Configure a rule to trigger the new hire event.

    1. Navigate to Manage Business Configuration.

    2. Select the HRIS element jobInfo.

    3. Select Take Action → Make Correction.

    4. Scroll to the bottom to Trigger Rules.

    5. Add a new trigger rule by selecting the dropdown menu on the last Base Object in the list.

    6. Set the Base Object as Job Information Model.

    7. Set the Event Type as onPostSave.

    8. Set the Rules field to:EVENT_NEWHIRE (SAP_EVENT_NEWHIRE).

      The screenshot shows the Trigger Rules section. As explained in the text, the user has made a selection in the following dropdowns: Base Object, Event Type, Rules, and Enabled.

    9. Make sure that the Enabled field is set to Yes.

    10. Select Save.

  4. Create a Benefit Work/Life event.

    1. Use the Action Search and search for Benefits Admin Overview.

    2. Select Create New → Benefit Work/Life Event.

    3. Enter the following information:

      • Event Code: NEWHIRE
      • Effective Start Date: 01/01/1900
      • Benefit Event Name: New Hire
      The screenshot shows the section entitled Benefit Work/ Life Event: New Hire ( NEWHIRE). The Event Code, Start Date, and Benefit Event Name fields have been completed. The text gives the details.

    4. Select Save.

  5. Create a Benefit Event Determination for New Hire.

    1. Use the Action Search and search for Benefits Admin Overview.

    2. Select Create New → Benefit Event Determination.

    3. Enter the data in the following fields:

      • System Event: New Hire
      • Benefit Events Determination Rule: NewHire
      • Apply Rule to All Legal Entities: Yes
      A screenshot of the Benefit Event Determination shows data added to the fields. The text gives more detail.

  6. Create a Benefit Event Determination Rule called NEWHIRE.

    1. Use the Admin Search to open Configure Business Rules.

    2. Select Add (+).

    3. Select Add Rule (+).

    4. In the Configure Business Rules screen that appears, expand Benefits Management.

      1. Select Determine Benefit Work Event.
      2. Enter the rule name: New Hire.
      3. Enter the Rule ID: NewHire
      4. Enter the start date: 01/01/1900.

    5. Select Continue.

    6. Configure a rule for the new hire event.

    7. Set If to Always True and Then to Add to.

    8. Use the dropdown list to select Event Determination Rule Result → List of Benefit Events.

    9. Under Entries, leave the Value field selection unchanged.

    10. From the second dropdown list, select NEW HIRE(NEWHIRE).

      A screenshot showing the NewHire (NEWHIRE) at the top of the screen. Under this name, the text says Scenario: Determine Benefit Work Event. The settings have been configured as described in the text.

    11. Select Save.

    12. Select Save.

  7. For the Benefit Life Event Configuration, perform the following steps:

    1. Select Create New → Benefit Work/Life Event Configuration.

    2. Enter the data in the following fields:

      A screenshot of the section titled Benefit Work /Life Event Configuration. The user has entered the date in the fields and selected options from the dropdowns. The text gives more detail.

      • Effective Start Date: 01/01/2025

      • Configuration ID: New Hire Life Event

      • Configuration Name: New Hire Life Event

      • Benefit Work/Life Event: NEW HIRE

      • Legal Entity: Ace USA

      • Exception Window Rule: Select Benefits Work/Life Exception.

      • Relevant for Benefit Period: Select Ongoing Enrollment Period when the employee is eligible for benefits from the current benefit period as of work/life event date. Select Upcoming Enrollment Period when the employee will be eligible for benefits as of next benefit period.

      • Benefit: Add the benefits that are relevant for enrollment when a new hire event is triggered.

      • Effective From Rule: Select the relevant enrollment effective form rule specific to each added benefit.

      • Exception For: Select Enrollment, Edit Enrollment, Enroll and Edit enrollment or Edit and Opt Out of Enrollment.

      • Deduction Start Date Rule: Select the relevant deduction start date rule to each added benefit.

      • Adjustment/Action: Select Create Enrollment.

      • Deduction Change Effective From Rule: Select the relevant deduction change effective from rule via benefit life event configuration to each added benefit.

    3. Choose Save.

    Result

    Now, when you create an event for a new hire, an exception is created automatically based on your requirements.

  8. Verify the status of the transaction created. The Benefit Events Log records the entire transaction so you know whether the processing was successful or not.

    1. Use the Action Search to navigate to the Benefits Admin Overview.

    2. In the Benefits Admin Overview tool, search for Benefits Events Log.

    3. Search for logs with Worker id of the new hire.

    4. View the Status of the automation of the event such as successful, partially success, or failed. View the Result of Event Processing to see the transaction details of processes.

Automating Benefit Enrollment for Rehire

When an employee is rehired, you can configure Global Benefits to trigger an Intelligent Service Event for rehire that will automatically create benefit enrollment, deduction records, or benefit exceptions for the employee based on certain criteria. When an employee is rehired, the ISC triggers a rehire event.

Configure Event Rehire Benefit Enrollment Automation

Prerequisites

Before you configure the Benefit Life Event, ensure you have enabled the Intelligence Services center with permissions.

Steps

  1. Set up the Rehire Event in the Intelligence Service Center.

    1. Use the Action Search and search for Intelligent Service Center (ISC).

    2. Select Employee Rehire.

    3. Select New Flow. Name the flow Employee Rehire.

    4. Under Employee Central, select Rehire Event Subscriber for Benefits.

    5. An activity appears with Subscriber, Activity, Recipient, and Timing.

    6. Select the TIMING as When event is published.

    7. Choose the Actions button and select Save Flow.

  2. A rule must be configured to trigger the rehire event.

    1. Navigate to Manage Business Configuration.

    2. Select the HRIS element jobInfo. Scroll to the bottom to Trigger Rules.

    3. Select the Base Object as Job Information Model, the Event Type as onPostSave and select the event rule EVENT_REH to execute the event for rehire.

    4. Select Save.

  3. Create a Benefit Work/Life event:

    1. Use the Action Search and search for Benefits Admin Overview.

    2. Select Create New → Benefit Work/Life Event.

    3. Fill in the Event Code: REHIRE, Effective Start Date: 01/01/1900, and Benefit Event Name: Rehire.

    4. Choose Save.

  4. Create a Benefit Event Determination for rehire:

    1. Use the Action Search and search for Benefits Admin Overview.

    2. Select Create New → Benefit Event Determination.

    3. Enter the data in the following fields:

      • System Event: rehire
      • Apply Rule to All Legal Entities: Yes

    4. Select the (+) add rule button. In the Configure Business Rules screen that appears, select the Benefits Management: Determine Benefit Work Event rule scenario. Configure a rule for the rehire event. Name this rule Employee Rehire/EMP_REHIRE.

    5. Set If to Always True and Then to Add to and select the benefit event (REHIRE) you have configured from the dropdown.

    6. Choose Save on the rule.

    7. Attach the Benefits Event determination rule.

    8. Choose Save.

  5. For the Benefit Work/Life Event Configuration, perform the following steps:

    1. Use the Action Search and search for Benefits Admin Overview.

    2. Select Create New → Benefit Work/Life Event Configuration.

    3. Enter the data in the following fields:

      • Effective Start Date: Enter the date from which the work/life event is valid.

      • Configuration ID: Enter an ID (Employee Rehire/EMP_REHIRE).

      • Configuration Name: Enter a name for the configuration.

      • Benefit Work/Life Event: Select the rehire event you created

      • Legal Entity: Select the relevant legal entity that you want to trigger the work/life event for.

      • Enrollment Duration Rule: Select a rule to determine the enrollment duration.

      • Relevant for Benefit Period: Select Ongoing Period when the employee is eligible for benefits from the current benefit period as of the work/life event date. Select Upcoming Period when the employee will be eligible for benefits as of the next benefit period.

      • Benefit: Add the benefits that are relevant for enrollment when a rehire event is triggered.

      • Effective From Rule: Select the relevant enrollment effective form rule specific to each added benefit.

      • Exception For: Select Enrollment, Edit Enrollment, Enroll and Edit enrollment or Edit and Opt Out of Enrollment.

      • Deduction Start Date Rule: Select the relevant deduction start date rule to each added benefit.

      • Adjustment/Action: Select Create Enrollment.

      • Deduction Change Effective From Rule: Select the relevant deduction change effective from rule via benefit life event configuration to each added benefit.

    4. Choose Save.

    Result

    Now, when you create an event for rehire, an exception is created automatically based on your requirements.

  6. Verify the status of the transaction created. The Benefits Events Log records the entire transaction to know whether the processing was successful or not.

    1. Use the Action Search to navigate to the Benefits Admin Overview.

    2. In the Benefits Admin Overview tool, search for Benefits Events Log.

    3. Search for logs with Worker ID of the rehire.

    4. View the Status of the automation of the event such as successful, partially success, or failed. View the Result of Event Processing to see the transaction details of processes.

Automating Benefit Enrollment for Termination

When an employee is terminated, you can trigger an Intelligent Services event for termination that automatically updates the enrollment record of the employee based on certain configurations. The handling of benefit enrollments during employee termination is an automated process. When an employee is terminated, benefit configurations are processed, then benefit enrollment and deduction records are adjusted. This feature reduces the effort spent on handling benefits for terminated employees.

Configure Event Termination Benefit Handling Automation

Before you configure the Benefit Life Event Configuration, ensure you have enabled the Intelligence Services Center with permissions.

Steps

  1. Set up the Termination Event in the Intelligent Service Center.

    1. Use the Action Search and search for Intelligent Services Center (ISC).

    2. Select Employment Termination.

      A screenshot of Intelligent Services Center shows Employment Termination under Event with an explanation of this type of event. Two other columns show the publisher ( Employee Central) and the number of times the event has been raised.

    3. Select New Flow. Then, enter a name for the flow.

    4. Under Employee Central, select Termination Event Subscriber for Benefit.

    5. An activity appears with Subscriber, Activity, Recipient, and Timing.

    6. Select TIMING as When event is published.

    7. Select Save Flow.

      A screenshot shows that Termination Event Subscriber for Benefits has been selected from the list of options under Employee Central in the side panel. On the main screen, date has been entered under Subscriber, Activity, Recipient, and Timing. The text includes more specific details.

  2. Configure the rule that triggers the termination event.

    1. Navigate to Manage Business Configuration.

    2. Select the HRIS element jobInfo. Scroll to the bottom to Trigger Rules.

    3. Select the Base Object as Job Information Model, the Event Type as onPostSave, and select a rule to execute the event for termination.

    4. Choose Save.

    5. Download benefit exception work/life event rules from the SAP SuccessStore.

  3. Create a Benefit Work/Life event.

    1. Use the Action Search and search for Benefits Admin Overview.

    2. Select Create New → Benefit Work/Life Event.

    3. Fill in the Event Code, Effective Start Date, and Benefit Event Name.

    4. Choose Save.

  4. Create a Benefit Event Determination for Termination.

    1. Use the Action Search and search for Benefits Admin Overview.

    2. Select Create New → Benefit Event Determination.

    3. Enter the data in the following fields:

      A screenshot of the Benefit Event Determination section shows Termination in the System Event field and an Apply Rules to All Legal Entities dropdown. Under Benefit Events Determination Rule, there is a dropdown with a (+) add rule button.
      • System Event: Termination
      • Apply Rule to All Legal Entities: Yes

    4. Select the (+) add rule button. In the Configure Business Rules screen that appears, select the Benefits Management: Determine Benefit Work Event rule scenario. Configure a rule for the termination event. It is possible to also Set Additional Comments to be displayed in the Benefits Event Log.

    5. Set the If to Always True and the Then to Add to and select the benefit event you have configured from the dropdown.

      Screenshot of the configuration interface for a termination event scenario titled Determine Benefit Work Event. The text includes more details of the rule configuration and the data that has been entered on the screen.

    6. Choose Save.

    7. Attach the Benefits Event determination rule.

    8. Choose Save.

  5. Create a Benefit Life event:

    1. Use the Action Search and search for Benefits Admin Overview. The system opens the Benefits Admin Overview window.

    2. Select Create New → Benefit Life Event Configuration.

    3. Enter the data in the following fields:

      • Effective Start Date: Enter the date from which the work/life event is valid.
      • Configuration ID: Enter an ID.
      • Configuration Name: Enter a name for the configuration.
      • Benefit Work/Life Event: Select the termination event.
      • Legal Entity: Select the relevant legal entity that you want to trigger the work/life event for.
      • Enrollment Duration Rule: Select a rule to determine the enrollment duration.
      • Relevant for Benefit Period: Select Ongoing Period when the employee is eligible for benefits from the current benefit period as of work/life event date. Select Upcoming Period when the employee will be eligible for benefits as of next benefit period.
      • Benefit: Add the benefits that are relevant for enrollment when a termination event is triggered.
      • Effective From Rule: Select the relevant enrollment effective from rule specific to each added benefit.

      • Exception For: Select Enrollment, Edit Enrollment, Enroll and Edit enrollment or Edit and Opt Out of Enrollment.

      • Deduction Start Date Rule: Select the relevant deduction start date rule to each added benefit.

      • Adjustment/Action: Select Create Enrollment.

      • Deduction Change Effective From Rule: Select the relevant deduction change effective from rule via benefit life event configuration to each added benefit.

    4. Choose Save.

  6. Verify the status of the event created. The Benefits Events Log records the entire transaction to know whether the processing was successful or not.

    1. Use the Action Search to navigate to the Benefits Admin Overview.

    2. In the Benefits Admin Overview tool, search for Benefits Events Log.

    3. Search for logs with the Worker ID of the terminated employee.

    4. View the Status of the automation of the event such as successful, partially success, or failed. View the Result of Event Processing to see the transaction details of processes.

Automating Benefit Enrollment for Job Transfer

You can configure Global Benefits to trigger an Intelligent Service Event (ISE) that automatically creates or updates benefit enrollments for an employee when there is a job change that affects their benefit eligibility. The job transfer or job change of an employee can be across legal entities, job levels, locations, departments, divisions, cost centers, and so on.

This feature allows you to create or update benefit enrollments for:

  • Job transfers within the same legal entity or between legal entities when there’s no termination and rehire.
  • Future and past-dated events.

Configure Event Job Transfer Benefit Enrollment Automation

Prerequisites

When an employee is transferred, the Intelligent Services Center must trigger the job transfer event immediately to update the benefit enrollments.

Steps

  1. First, set up the Job Transfer Event in the Intelligence Service Center.

    1. Use the Action Search and search for Intelligent Service Center (ISC).

    2. Choose Job transfer.

    3. Select New Flow. Then, enter a name for the flow.

    4. Under Employee Central, select Job Transfer Event Subscriber for Benefit.

    5. An activity appears with Subscriber, Activity, Recipient, and Timing.

    6. Select the Timing as When event is published.

    7. Choose the Actions button and select Save Flow.

    8. A rule must be configured to trigger the job transfer event. Navigate to Manage Business Configuration.

    9. Select the HRIS element jobInfo. Scroll to the bottom to Trigger Rules.

    10. Select the Base Object as Job Information Model, the Event Type as onPostSave and select a rule to execute the event for job transfer.

    11. Choose Save.

  2. Create a Benefit Work/Life event.

    1. Use the Action Search and search for Benefits Admin Overview.

    2. Select Create New → Benefit Work/Life Event.

    3. Fill in the Event Code, Effective Start Date, and Benefit Event Name.

    4. Choose Save.

  3. Create a Benefit Event Determination for Job Transfer.

    1. Use the Action Search and search for Benefits Admin Overview.

    2. Select Create New → Benefit Event Determination.

    3. Enter the data in the following fields:

      • System Event: Job Transfer
      • Apply Rule to All Legal Entities: Yes

    4. Select the (+) add rule button. In the Configure Business Rules screen that appears, select the Benefits Management: Determine Benefit Work Event rule scenario. Configure a rule for the job transfer event. It is possible to also Set Additional Comments to be displayed in the Benefits Event Log.

    5. Set the If to Always True and the Then to Add to and select the benefit event you have configured from the dropdown.

    6. Choose Save on the rule.

    7. Attach the Benefits Event determination rule.

    8. Choose Save.

  4. Configure the Benefit Life Event.

    1. Use the Action Search and search for Benefits Admin Overview.

    2. Select Create New → Benefit Life Event Configuration.

    3. Enter the data in the following fields:

      • Effective Start Date: Enter the date from which the work/life event is valid.

      • Configuration ID: Enter an ID.

      • Configuration Name: Enter a name for the configuration.

      • Benefit Work/Life Event: Select the job transfer event that you created.

      • Legal Entity: Select the relevant legal entity that you want to trigger the work/life event for.

      • Enrollment Duration Rule: Select a rule to determine the enrollment duration.

      • Relevant for Benefit Period: Select Ongoing Period when the employee is eligible for benefits from the current benefit period as of the work/life event date. Select Upcoming Period when the employee is eligible for benefits as of the next benefit period.

      • Benefit: Add the benefits that are relevant for enrollment when a job transfer event is triggered.

      • Effective From Rule: Select the relevant enrollment effective form rule specific to each added benefit.

      • Exception For: Select Enrollment, Edit Enrollment, Enroll and Edit enrollment or Edit and Opt Out of Enrollment.

      • Deduction Start Date Rule: Select the relevant deduction start date rule to each added benefit.

      • Adjustment/Action: Select Create Enrollment.

      • Deduction Change Effective From Rule: Select the relevant deduction change effective from rule via benefit life event configuration to each added benefit.

    4. Choose Save.

  5. Verify the status of the transaction created. The Benefits Events Log records the entire transaction to know whether the processing was successful or not.

    1. Use the Action Search to navigate to theBenefits Admin Overview.

    2. In the Benefits Admin Overview tool, search for Benefits Events Log.

    3. Search for logs with Worker ID of the job transfer.

    4. View the Status of the automation of the event such as successful, partially success, or failed. View the Result of Event Processing to see the transaction details of processes.

Benefit Insurance Enrollment Status Update for Dependents Loss of Coverage

When a dependent is no longer eligible for insurance coverage due to aging out, enrollment record status is set to not eligible.

To enable enrollment record status updates for dependents, perform the following tasks:

  1. For each eligible enrollee options, enable the Automatic Update of Dependent Enrollment Status field.
  2. Create a business rule for each dependent’s age eligibility requirement using rule scenario ‘Define Dependent Eligibility Rule’ and assign the rule to applicable eligible enrollee options.
  3. Define age eligibility configuration and assign to benefits.
  4. Create a benefit work/life event for dependent’s eligibility evaluation.
  5. Create a rule using rule scenario ‘Determine Benefit Work Event’ and set then condition to the new dependent eligibility work event.
  6. Create the benefit event determination for the system event Dependent Eligibility Change.
  7. Maintain a life event configuration.

For more details, refer to this blog.

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