Using the Job Scheduler

Objective

After completing this lesson, you will be able to schedule jobs.

Scheduled Jobs

A scheduled job is a background task or process that's scheduled to run at given time. A job scheduler allocates system resources and manages the job queue so that jobs are executed efficiently. Scheduled jobs are used for many purposes in Employee Central, including system integrations and batch processing. In the case of Global Benefits, two scheduled jobs are important: Create or Update Benefit Enrollments for Benefit Master Data Changes, and Create or Update Benefit Enrollments for Employee Master Data Changes. Both of these jobs process employees who have had changes impacting their eligibility, or when there is a change to the benefit itself.

The Create or Update Benefit Enrollments for Benefit Master Data Changes job supports creation of enrollments for new benefits and updates to the existing enrollments due to benefit master data changes. For example, you can use this job to update enrollments when there are changes to the insurance rates, or a new benefit is introduced for the current or the upcoming benefit period. The Create or Update Benefit Enrollments for Employee Master Data Changes job processes the records of employees who have changes in their master data.

Create a Job for Auto Enrollment

Steps

  1. Log in to Provisioning and select the relevant company.

  2. Go to Managing Job Scheduler and select Manage Scheduled Jobs.

  3. Choose Create New Job in the resulting screen.

  4. In Create New Job screen, maintain the following data:

    A screenshot of the Create New Job page shows fields to complete under two sections, Job Definition and Job Occurrence & Notification. The text gives more specific details.

    • Job Name

    • Job Owner

    • Job Type: Select the relevant job in this field. This job finds the employees eligible for a given Benefit, makes an entry into the Benefit Enrollment MDF, and ensures that the data is valid as per the job run date.

      This job must continue to be used for scenarios such as creation of new enrollments, for enrollment updates based on date-related eligibility changes, and creation of enrollments for a new benefit or benefit schedule period.

    • Job Parameters: In this section, maintain the following:

      • Benefits Type - Select the benefit type for which you want to run the job. You can run this job for the following benefit types:

        • Allowance

        • Pension

        • Insurance

      • Legal Entity - Select the relevant legal entity for which you want to run the job. You have the option to select one or more legal entities. In case you do not select any value in this field, by default this job runs for all the relevant legal entities.

      • Benefit - Select the relevant benefit for which you want to run the job. Based on the benefit type, the system displays the list of benefits. You can select one or more benefits. In case you do not select any value in this field, by default this job runs for all the relevant benefits for the selected legal entities.

        Note

        The item only displays those benefits in the list for which you have selected Yes in Enrollment Required field and Automatic in Enrollment Type field, during benefit creation.

        In case of Insurance, the job supports both automatic and manual enrollment types.

    • Employees Person IDs - Enter the employee(s) user ID for whom you want to run the job. For example, if the admin wants to run the job for a few employees, like in case of new hires, or promotion, and so on, the admin has the option to run the job only for those employees.

      Note

      Note that in case of multiple employees, you must enter the user ID of all the employees separated by comma.

    • Show Response in Execution Manager Dashboard - Select this checkbox if you want the system to record detailed job responses in the Execution Manager dashboard. If you select this checkbox, the following options appear:

      • Include Successfully Processed Users in the Job Response: Select this checkbox to record detailed job response of all successfully processed users.

      • Include Ineligible Users in the Job Response: Select this checkbox to record detailed job response of ineligible users.

      • Additional Settings for Pensions and Insurances - This section displays the field that you must maintain in case you have selected Pension or Insurance in Benefit Type field.

    • Enroll for Subsequent Period - Select this checkbox if you want the system to enroll the employee for a pension or insurance in the next schedule period.

      For example, consider that the current Job Execution Date is 01/01/2025 and for a pension or insurance you have maintained the following benefit schedules:

      • Current Period

        • Enrollment Opens: 01/01/2025
        • Enrollment Closes: 31/05/2025

      • Second Period

        • Enrollment Opens: 01/06/2025
        • Enrollment Closes: 31/12/2025

      If this checkbox is selected, although the system executes the job in the current period, it will only enroll the employees for a pension or insurance in the Second Period.

    • Job Occurrence and Notification–You can run a job on daily, weekly, monthly basis, and so on, to detect the eligibility changes and trigger the enrollments. The system considers the job execution date for checking eligibility and enrolling the employees. The enrollments are created from the job execution date to the end of the current period in the benefit schedule. You create the benefit schedule in Benefit Schedule and Frequency section on Create Benefit screen. In this section choose one of the following radio buttons:

      • Once: Single run of the job for the time specified. For example, whenever the job has to be run for particular set of employees, like in case of new hires, admin can run a one-time job for these users.

        Note

        For Pension and Insurance, if you do not select Enroll for Subsequent Period check box, the system considers the job execution date for checking eligibility and enrolling the employee.

      • Recurring: Choose the frequency for the job to recur such as daily, weekly, and so on. A job can run daily/weekly/monthly to detect the eligibility changes and trigger the enrollments. For example, you can schedule the job such that it runs at least once in every period.

      • Choose the start date and end date along with the time, to specify the time range for the job.

      • Enter the e-mail address of all users whom you want to send notifications about the job execution.

      • Select Save.

Create a Job for Automatic Enrollments for Employee Master Data Changes

The Create or Update Benefit Enrollments for Employee Master Data Changes job processes the records for employees who have changes in their master data.

The employee master data changes are tracked in the Benefit Employee Master Data Change Tracker Object as per the rules maintained for the master data objects. During the job run, the tracker object is queried to find the employees with master data changes. If the system doesn’t find any records or any such employees belonging to the selected legal entity, the job will log the result and exit. If it finds records, it processes only those employees. After processing, the job will update the status in the tracker object. As the job processes only those employees with master data changes, it reduces the volume that must be processed and increases the processing efficiency of the job.

If you have eligibility rules defined on certain dates, such as Date of Birth or Date of Hire, you can create the Benefit Eligibility Date Configuration object. The object determines the date on which the benefit eligibility of the employee changes and creates tracker records for the determined dates. On those dates, the jobs evaluate the employee for the specific benefit.

Steps

  1. Log in to Provisioning.

  2. Go to Manage Job Scheduler and select Manage Scheduled Jobs.

  3. Choose Create New Job.

  4. Maintain the following fields:

    • Job Name
    • Job Owner

    • Job Type: Select the Create or Update Benefits Enrollment for Employee Master Data Changes job in this field. This job processes the records of the employees who have changes in their master data. The employee master data changes are tracked in the Benefit Employee Master Data tracker object as per the rule maintained for the master data objects. Whenever there is a change in the employee master data, it gets updated in the tracker object.

      Note

      Auto enrollment jobs fail when there are discrepancies in data. For instance, assume that an active enrollment record is deleted and the inactive enrollment record for the same benefit is not deleted. Then, the auto enrollment job can fail. Here, we recommend deleting both active and inactive record of the benefit.

    • Job Parameters: Select the legal entity for which the job must run. You have the option to select one or more legal entities.

      Note

      Legal Entity selection is only relevant for benefits of type Allowance, Insurance, and Pension.

    • Show Response in Execution Manager Dashboard: Select this checkbox if you want the system to record only the failed user’s job responses in the Execution Manager dashboard. If you select this checkbox, the following options appear and you can further enhance the job response.
      • Include Successfully Processed Users in the Job Response: Select this checkbox to record detailed job response of all successfully processed users.
      • Include Ineligible Users in the Job Response: Select this checkbox to record detailed job response of ineligible users.
      • Additional Settings for Pensions and Insurances: This section displays the field that you must maintain in case you have selected Pension or Insurance in Benefit Type.
    • Job Occurrence and Notification: You can run a job on a daily, weekly, monthly basis, and so on, to detect the eligibility changes and trigger the enrollments. The system considers the job execution date for checking eligibility and enrolling the employees. The enrollments are created from the job execution date to the end of the current period in the benefit schedule. You create the benefit schedule in the Benefit Schedule and Frequency section on the Create Benefit screen. In this section, select as following:
      • Once: Single run of the job for the time specified. For example, whenever the job has to be run for a particular set of employees, like in case of new hires, admin can run a one-time job for these users.
      • Recurring: Choose the frequency for the job to recur such as daily, weekly, and so on. A job can run daily/weekly/monthly to detect the eligibility changes and trigger the enrollments. For example, you can schedule the job such that it runs at least once in every period.
    • Choose the start date and end date with the time to specify the time range for the job.
    • Enter the e-mail address of all users whom you want to send notifications about the job execution and Save.

The Process of Rerunning, Creating, or Updating Benefit Enrollments for Employee Master Data Changes

The administrator can rerun the Create or Update Benefit Enrollments for Employee Master Data Changes job from the Admin Center using Scheduled Job Manager.

This provides administrators with flexibility to rerun a job that may have failed or skipped records, without having to log a ticket.

Note that the first run of the job happens in Provisioning. However, if the job must run again or for any ad-hoc run, administrators can run the job from the Admin Center instead of requesting to run the job in Provisioning.

Job Responses in Execution Manager

Benefits administrators have access to the details of what changed (before and after) when a benefits job is run.

With the use of this feature in the Execution Manager dashboard, the admin can view or download a detailed job execution log with information such as number of records processed, number of successful, failed, ineligible, and unchanged records. An e-mail is sent to the admin with the relevant details.

A screenshot of the Create a New Job page. The text gives more details.

To view the job responses, use the Action Search to navigate to the Execution Manager Dashboard. Here, you can view the job responses in the Scheduled Job tab. You can view one entry of Benefits Auto Enrollment Job that is created each time a job is run. This entry is created in the Execution Manager Dashboard each time regardless of whether Show Responses in Execution Manager Dashboard is checked or not for this job.

To view details of a job response, choose the arrow at the right end of an event. Here, you can view the basic details of the job such as start time and end time of a job. However, detailed job responses such as errors, information, and warnings are shown only if the Show Response in Execution Manager Dashboard has been checked for that particular job.

The event descriptions for failed users are displayed as eligibility of the user, type of failure, and the reason for failure. For example, Eligible || Save Failed || This benefit is integrated with payroll but the current period compensation information for the user does not exist. Contact the payroll administrator.

The screenshot shows that an Information window displays on the Event Details page with information about event attributes. The text provides more details.

If you have chosen to include all successfully processed and ineligible users, then choose the Event Description with event type INFO to view a summary of the job response. This summary contains event attributes such as:

  • Enrollment Records Failed

  • Enrollment Records Created

  • Enrollment Records Updated

  • Enrollment Records with No Changes

  • Ineligible Users

In the summary, choose Download report to view the detailed job response report. This report contains details such as Job Run Date, Job Id, Benefit, Benefit Type, Worker ID, User Name, Legal Entity, Enrollment ID, Status, Description, and Timestamp.

Create a Job for Automatic Enrollment for Benefit Master Data Changes

The Create or Update Benefit Enrollments for Benefit Master Data Changes job supports creation of enrollments for new benefits and updates to the existing enrollments due to benefit master data changes. You can use this job to update enrollments when there are changes to the insurance rates, or a new benefit is introduced for the current or the upcoming benefit period. The Create or Update Benefit Enrollments for Benefit Master Data changes job can be configured to run directly from the Admin Center using the Evaluate Eligibility Based on benefit Master Data Change object.

Steps

  1. Log in to Provisioning.

  2. Go to Manage Job Scheduler and select Manage Scheduled Jobs.

  3. Choose Create New Job.

  4. Maintain the following fields:

    • Job Name
    • Job Owner
    • Job Type: Select Create or Update Benefit Enrollments for Benefit Master Data Changes.
    • Benefit Type: Choose the Benefit Type as Allowance, Pension, or Insurance. Select the benefit that should be evaluated by the job.
    • Job Run Context: Select the job run context as one of the following:
      • Create or Update Enrollment for Current Period: The job evaluates the employees for the selected benefit for an ongoing benefit period.
      • Create or Update Enrollment Next Period: The job evaluates the employees for the selected benefit for the upcoming benefit period configured in the benefit schedule.
      • Determine Next Job Run Date for Enrollments: This option is required when you migrate from the Benefits Auto Enrollment job to the Create or Update Benefit Enrollments for Benefit Master Data Changes job and you already have enrollments created using the old job.
    • Show Response in Execution Manager Dashboard: Select this checkbox if you want the system to record only the failed user’s job responses in the Execution Manager Dashboard. If you select this checkbox, the following options appear and you can further enhance the job response.
      • Include Successfully Processed Users in the Job Response: Select this checkbox to record detailed job response of all successfully processed users.
      • Include Ineligible Users in the Job Response: Select this checkbox to record detailed job response of ineligible users.
    • Job Occurrence and Notification
      • Once: Single run of the job for the time specified.
      • Recurring: Only Yearly as the Recurring Pattern is supported for this job.

  5. Choose the start date and end date with the time to specify the time range for the job.

  6. Enter the e-mail address of all users whom you want to send notifications about the job execution and Save.

Create a Job for Benefit Reporting

Steps

  1. Log in to Provisioning and select the relevant company.

  2. Go to Manage Job Scheduler and select Manage Scheduled Jobs.

  3. Choose Create New Job.

  4. Maintain the following data:

    • Job Name

    • Job Owner

    • Job Type: Select the Benefits Usage Reporting Job in this field. This job finds the employees eligible for a given Benefit, makes an entry into the Eligible Employees Data for Benefit, and ensures that the data is valid as per the job run date.

    • Job Parameters: In this section, maintain the following:

      • Legal Entity - Select the relevant legal entity for which you want to run the job. You have the option to select one or more legal entities. In case you do not select any value in this field, by default this job runs for all the relevant legal entities.

      • Benefit - Select the relevant benefit for which you want to run the job. You have the option to select one or more Benefits. In case you do not select any value in this field, by default this job runs for all the relevant Benefits for the selected legal entities.

      • Employees Person IDs - Enter the employee(s) user ID for whom you want to run the job. For example, if the admin wants to run the job for few employees, like in case of new hires, or promotion, and so on, he has the option to run the job only those employees. Note that in case of multiple employees, you must enter the user ID of all the employees separated by comma.

    • Job Occurrence and Notification: You can run a job on daily, weekly, monthly basis, and so on, to detect the changes in eligibility, if any, for the benefits. Whenever the admin must generate the report, he must schedule the job run manually to ensure consistent data in output. In this section choose one of the following radio buttons:

      • Once: Single run of the job for the time specified. For example, whenever the job has to be run for particular set of employees, like in the cases of new hires, a one-time job can be run for these users, to ensure correct data in the benefit reporting MDF object.

      • Recurring: Choose the frequency for the job to recur such as daily, weekly, and so on. A job can run daily/weekly/monthly to detect the eligibility changes.

      • Choose the start date and end date along with the time, to specify the time range for the job.

      • Enter the e-mail address of all users whom you want to send notifications about the job execution.

      • Select Save.

    Note

    The standard Cost Analysis Report results can be fetched only after execution of the job: Benefits Eligible Reporting Usage.

Clear a Benefits Open Enrollment Cart

Administrators can remove the benefits for the previous period by running the Clear Benefits Open Enrollment Cart job from the Admin Center. Employees can then proceed with the enrollments.

Steps

  1. Grant permission to the administrators to clear the Benefits Open Enrollment Cart.

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

    2. On the System Admin row, select Edit.

    3. Under User Permissions, scroll to Miscellaneous Permissions.

    4. Scroll down to Clear Benefits Open Enrollment Cart.

    5. Select View, Edit, and Import/Export.

      A screenshot of the Permissions Settings section shows that Miscellaneous Permissions is selected from the list of options on the side panel. The Clear Benefits Open Enrollment Cart section displays on the main screen ans shows that View, Edit, and Import/ Export are selected.

    6. Select Save.

  2. Go to Admin Center → Benefits Admin Overview → Create New → Clear Benefits Enrollment Cart.

  3. Enter the name of the Job Owner.

  4. Choose the Benefit Open Enrollment Configuration for which you want to clear the open enrollment cart.

  5. Enter the Worker ID if you want to clear the open enrollment cart for specific employees. You can enter multiple worker IDs separated by a comma.

    Note

    If you do not enter Worker ID, the job is run for all the employees.

  6. Select Save.

    Note

    After the job is triggered from the Admin Center, the job scheduler picks up the job with a delay of at least five minutes.

More Jobs on Job Monitor in the Scheduled Job Manager

You can view all past and scheduled job responses in the Scheduled Job Manager. To view job responses, navigate to the Admin Center → Scheduled Job Manager → Job Monitor tab.

Two Job Types show the status of scheduled Benefits Enrollment job:

  • Create or Update Benefit Enrollments for Employee Master Data Changes.
  • Create or Update Benefit Enrollments for Benefits Master Data Changes.

A screenshot of the Job Monitor screen shows an open window ''Run Details'' for Create or Update Benefit Enrollments for Employee Master Data Changes. The window displays data under three columns: Description, Time, and Status.

You can navigate to the Admin Center → Execution Manager → Scheduled Jobs tab to view the job responses. You can also download job execution results.

A screenshot of the job responses shows a bar chart illustrating data according to the number of responses at specific times during the day.

To view the details of a job response, choose the arrow at the right end of an event. Here, you can view the basic details of the job such as start time and end time of a job.

Additional information is shown, such as Enrollment Records Failed, Enrollment Records Created, Enrollment Records Updated, Enrollment Records with No Changes, and Ineligible Users.

The screenshot shows the an open window, titled Information, on the Event Details page. On the Information window, data is displayed under Event Attributes.

Management of Jobs in the Scheduled Job Manager

You can manage jobs on the Job Scheduler tab in the Scheduled Job Manager tool.

The screenshot of the Scheduled Job Manager page shows a sample job request with data for the job type, Create or Update Benefit Enrollments.

The following actions are available:

  • Create a scheduled job request (to define which job type you want to run, on what schedule, and who receives e-mail notifications about it).
  • Submit a scheduled job request (so that the job runs at the next scheduled time).
  • Run a job immediately (without waiting for the next scheduled time).
  • Edit an existing scheduled job request (such as changing the recurrence or owner).
  • Cancel a scheduled job request (so that the job is still set up but doesn't run anymore).
  • Delete a scheduled job request (to remove it completely from the system).

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