Configuring the Benefits Enrollment Experience

Objective

After completing this lesson, you will be able to configure the system to allow the benefits enrollment experience.

Benefits Enrollment Experience Configuration

In this topic, we cover the steps to configure the Benefits Enrollment experience. We start with prerequisites that can be configured during implementation, such as permissions, and continue with the steps to configure specific enrollment scenarios.

As we learned in the previous topic, Benefits Enrollment is currently only available for two types of benefits: insurance and savings. As we cover these benefit types later in this course, we also cover the specific configurations needed to implement the enrollment process for the respective benefit types.

Prerequisites

Before configuring the benefits enrollment experience, three steps must be completed:

  1. Set the necessary permissions to manage benefits enrollment.
  2. Synchronize employee dependents from Employee Central to Global Benefits for all legal entities.
  3. Build the benefit enrollment process template (this includes the e-mail that goes out to the employees).
  4. Verify that any benefits that are used in this experience are mapped to the correct Configuration UI screens, which contain the required fields to set up the Benefit Enrollment experience.

Configuration Steps

To set up the latest benefits enrollment experience:

  1. Add the Benefit Actions block to the People Profile
  2. Build the Benefit Enrollment Process.
  3. Update Benefit Details for Insurance and Savings Plans.
  4. Add Payment Frequency.

Set Prerequisites

Steps

  1. Set Permissions to Configure Benefits Enrollment.

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

      SAP SuccessFactors Admin Center interface displays a search for Manage Permission Roles with matching suggestions and warnings about case-sensitive user names affecting the system.

    2. On the System Admin row, select Edit.

      Screenshot of a Manage Permission Roles page listing roles with their details, including ID, name, user type, description, RBP-Only, last modified date, and actions like adding role assignments.

    3. Select Next.

    4. In the left pane, find and select the Users → Miscellaneous Permissions entry. (Hint: use the search bar to find Miscellaneous Permissions).

      Screenshot of a permissions settings page titled Add Permissions, listing various user permissions with options for viewing, creating, adjusting order, deleting, and importing/exporting.

    5. Activate the following permissions:

      Permission NameActions
      Beneficiary Additional FieldView, Edit, Import, Export

      Beneficiary Fields Configuration

      		View Current, View History, Create, Insert, Correct, Delete, Import, Export
      Benefit Enrollment. Insurance Plan Enrollment Details. Insurance Primary Beneficiaries (Insurance Primary Beneficiary)View, Correct, Create, Adjust Order, Delete, Import, Export
      Benefit Enrollment. Insurance Plan Enrollment Details. Insurance Secondary Beneficiaries (Insurance Secondary Beneficiary)View, Correct, Create, Adjust Order, Delete, Import, Export
      Benefit. Insurance Benefit Details. Allowed Dependent Types (Allowed Dependent Types for Benefit)View, Correct, Create, Adjust Order, Delete, Import, Export
      Benefit. Insurance Benefit Details. Manage Insurance Plan Enrollment UI Fields (Manage Insurance Plan Fields)View, Correct, Create, Adjust Order, Delete, Import, Export
      Benefit. Insurance Benefit Details. Manage Insurance Plan Enrollment UI Fields. Manage Visibility of Insurance Plan Standard Fields (Manage Visibility of Insurance Plan Standard Fields)View, Correct, Create, Adjust Order, Delete, Import, Export
      Benefit. Savings/Spending Account Benefit Details. Additional Help Text (Savings/Spending Account Benefit Additional Details)View, Correct, Create, Adjust Order, Delete, Import, Export
      Configure Benefit Enrollment ProcessView Current, View History, Create, Insert, Correct, Delete, Import, Export
      Configure Benefit Enrollment Process TemplatesView Current, View History, Create, Insert, Correct, Delete, Import, Export
      Configure Benefit Enrollment Process. Benefits Selection and Grouping (ConfigureBenefitsGroupforEnrollmentProcess)View, Correct, Create, Adjust Order, Delete, Import, Export
      Define Additional Fields for Insurance Plan CardView, Edit, Import, Export
      Manage Insurance Plan Additional FieldsView Current, View History, Create, Insert, Correct, Delete, Import, Export
      Manage Insurance Plan Additional Fields. Select Insurance Plan Additional Fields (Select Insurance Plan Additional Fields and Value)View, Correct, Create, Adjust Order, Delete, Import, Export

      Proof of Good Health Request (for Employee) Details

      		View, Edit, Import, Export

    1. Select Next.

    2. Select Save.

  2. Synchronize Employee Central dependents with Benefits for all required legal entities.

    1. Use the Action Search to open Scheduled Job Manager.

    2. Select Job Scheduler.

    3. Select Create Job Request.

    4. Enter a name for the job.

    5. For the Job Type, select Sync Employee Central Dependents with Benefits.

    6. Select the job owner.

    7. Select at least one Legal Entity.

    8. Set the Occurrence to One-Time.

    9. Select the desired start date and time.

    10. Select Submit.

      Job scheduling interface showing job name Sync EC Dependents with Benefits, owner Emily Clark, and legal entity Ace USA. Scheduled for May 29, 2024, 4 PM as a one-time occurrence.

  3. Map the Configuration UIs for both Benefit and Insurance Plan.

    1. Use the Action Search to open Manage Data.

    2. Under Search, select Benefits Screen Lookup → Benefit (Benefit).

    3. Select Take Action → Make Correction.

    4. Set the Screen ID to BenefitConfigUI_Version2.

    5. Select Save.

      A user interface for Benefits Screen Lookup with dropdown menus for search criteria and inactive records, fields for Object Type and Screen ID, and options to Save or Cancel changes by Emily Clark, admin.

Configure the Benefits Enrollment Experience

Now that we have completed the initial prerequisites, we can set up the benefits enrollment experience.

Steps

  1. Add the Benefit Actions block to the People Profile.

    1. Use the Action Search and navigate to the Configure People Profile tool.

    2. Scroll down to the Benefits section.

    3. Search for Benefit Actions in the Available Blocks panel.

    4. Drag the Benefit Actions block to the Benefits section on the left.

      Screenshot of Configure People Profile page with sections for Benefits, Variable Pay Individual View, and Scorecard, showing options like Benefits Overview, My Active Enrollments, and Benefit Actions.

    5. Select Save.

  2. Build the Benefit Enrollment Process.

    1. Use the Action Search to open Benefit Admin Overview.

    2. Select Create New → Configure Benefit Enrollment Process.

      Screenshot of Benefits Admin Overview interface with options to search, include inactive records, and create new Benefit Enrollment Process. Date field is set to 05/29/2024.

    3. Enter the following information:

      • Configuration ID: the unique ID for the configuration. For example, BENEFIT_ENROLLMENT_US.
      • Effective From date.
      • Configuration Name: Benefit Enrollment U.S.
      • Enrollment type: select Open Enrollment or No Selection.
      • Open Enrollment Schedule: Select a schedule.
      • Currency: Select a currency.
      • Legal Entities: Select a legal entity.

    4. Under Benefits Selection and Grouping:

      1. Select Details. Two panels showing benefit selection; left panel displays Benefit Group Name Linear Enrollment with Details button highlighted. Right panel shows expanded details with a Dental Insurance Plan selected.
      2. Enter the Benefit Group Name.
      3. Set the Benefit Group Style to Linear.
      4. Select a benefit from the list.

        Note

        At this point, we don’t have any benefits set up. As we add benefits throughout this course, we will configure the enrollment experience using this process.
      5. Select Done.

    5. Select Save.

      The following image shows a benefit enrollment process called Benefit Enrollment U.S.

      A form titled Configure Benefit Enrollment Process with fields for configuration, effective date, enrollment type, schedule, currency, workflow, and legal entities; includes benefit grouping options.

  3. Build the Benefit Enrollment Process Template based on the process we just created.

    1. Open the Benefits Admin Overview.

    2. Select Create New → Configure Benefit Enrollment Process Templates.

    3. Enter the following information:

      • Configuration ID: Enter a unique ID for the configuration template. May not contain spaces.
      • Effective from date: Select the date from when the open enrollment process template is effective.
      • Configuration name: Specify a name for the configuration template.
      • Benefit Enrollment Process Title: Enter a title for the employee enrollment landing page.
      • Introduction Title: Enter a title for the introductory note for the open enrollment on the employee enrollment landing page.
      • Introduction Description: Enter a description for the introductory note for the open enrollment on the employee enrollment landing page.
      • Family Members Title: Enter a title for the family members description.
      • Family Members Description: Enter a description to convey that accurate details of the required family members must be entered.

    4. Select Save.

    The following image shows a benefit enrollment process template for an Open Enrollment process.

    Screenshot of the Configure Benefit Enrollment Process Templates form for OE Process Template with fields for configuration ID, effective date, and more, including options to enter terms and conditions.

    Note

    In this image, some of the fields contain values in brackets. These indicate placeholders that pull data such as benefit year (benefitYear) dynamically. For a full list of placeholders, see the online help.

  4. Go back to the Benefits Enrollment Process document and apply the template.

    1. In the Search box, select Configure Benefit Enrollment Process.

    2. In the next box, select the benefit enrollment process you created in the first step.

    3. Select Take Action → Make Correction.

      Benefits Admin Overview page showing configuration details for Benefit Enrollment US effective from 01/01/2024 with options to make corrections or permanently delete entry under Take Action menu.

  5. In the Regular Open Enrollment field, select the name of the benefit enrollment template.

    1. Select Save.

      Screenshot of Configure Benefit Enrollment Process page with fields: Configuration ID, Effective From, Configuration Name, Enrollment Type, Open Enrollment Schedule, Currency, Workflow, Regular Open Enrollment, and Off Cycle Enrollment.

  6. Update Benefit Details for insurance and savings plans.

    As we configure our insurance and savings plans, we can add additional information for our employees to make the process easier. One example of this is adding extra help text that appears on the benefit enrollment screen. The following image shows how this appears when configuring an HSA plan.

    As we go through this course, we are activating these benefits and making them available in the enrollment process.

    Screen to define additional help text for enrollment featuring fields for title and description with actions like delete and move for What is an HSA and Additional Details.

  7. Add the Payment Frequency.

    The next step is to associate the correct payment frequency to the employee’s pay group. This ensures that the benefit is paid at the appropriate time. For example, the pay group in the United Kingdom may have a payment frequency of Monthly, while the pay group in the United States has a payment frequency of Semi-Monthly.

    When the employee enrolls in benefits through the Benefits Enrollment area in the Employee Profile view, their payment frequency appears on the top-right corner of the screen.

    To add a payment frequency:

    1. Use the Action Search to open Manage Data.

    2. In the Search field, select Pay Group.

    3. Select the pay group, for example North America Pay Group.

    4. Select Take Action → Make Correction.

    5. Select the Pay Frequency for the selected pay group.

    6. Select Save.

      Manage Data interface showing Pay Group details for North America. Includes fields for Start Date, Pay Group ID, Name, Description, Status, Pay Frequency, and Payroll Vendor ID with various inputs.

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