Managing Life Events in Oracle Fusion Benefits

OR AC LE WHI TE P AP E R | JUNE 2016

Table of Contents

Introduction 2

Managing Life Events in an Enterprise 2

Benefits Work Areas to Manage Life Events 2

Life Event Statuses 3

Monitoring Life Events in the Evaluation and Reporting Work Area 3

Monitoring Life Events in the Enrollment Work Area 4

Life Event Processing Tasks 4

Life Event Reports and Usage 5

Scenario: How to Handle a Salary Change Life Event during Open Enrollment 6

Scenario: How to Deal with Multiple Life Events during Open Enrollment 6

Scenario: How to Process Life Events in Manual Status 7

Scenario: How to Avoid Accumulating Too Many Unprocessed Events 7

Appendix A 8

Additional Reading 9

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Introduction
This white paper discusses the day to day administration of life events in Oracle Fusion Benefits. This
document is not comprehensive and does not cover all implementation types. It provides general
guidance on the following aspects:

» Monitor, process, and report on life events

» Frequently asked questions

Managing Life Events in an Enterprise

Life is a continuing process of change. A major life event in a worker's life, such as marriage or child birth can affect
employer-sponsored benefits. Life event management in Oracle Fusion Benefits is about setting up such life events
and administering them on an ongoing basis. Benefits administrators in your organization perform life event
management tasks along with other benefits functions. As a result of a life event, you may enable a benefits
participant to review and possibly make changes to their current benefit elections.

When a life event is initiated, as a benefits administrator, you must monitor the enrollment window and ensure that
the event is closed when the enrolment period ends. You can easily manage the life event cycle with a combination
of automated and manual processes. Once you set up and verify the life event configuration, you can set up a
processing schedule to automate the life event management cycle. You can monitor and report on the cycle. After
you create the initial schedule, you can change the schedule and also add new processes as required.

Benefits Work Areas to Manage Life Events

Use the following work areas in Benefits to administer life events:
» Evaluation and Reporting, to process and manage life events for multiple participants.
» Enrolment, to manage life events for a specific participant.

Figure 1. Benefits work areas as seen from the navigator

2 | MANAGING LIFE EVENTS IN ORACLE FUSION BENEFITS

Life Event Statuses
Life events operate linearly. Life event statuses move from detected, started, and finally to processed or closed.

Figure 2. Life event statuses

It is critical that events follow this path to ensure the success of future events. Avoid the following event conditions
as they can cause issues when you process future events:
» Events that haven't been addressed for a long time
» Events that are not closed yet

Monitoring Life Events in the Evaluation and Reporting Work Area

Simplify the day-to-day work of a benefits administrator by using the Evaluation and Reporting work area, Life Event
Information section. This work area provides a quick summary of all events in the application and provides totals of
events by status. Use the Life Event Tab to query for the following aspects:

» Life event name

» Life event status
» Legal employer of the employee associated with the life event
» Benefits group that the employee belongs to
» Payroll the employee belongs to
Search results are displayed in a tabular and graphical format.

Figure 3. Life event summary on the Evaluation and Reporting work area

The graph can be viewed as a bar graph, which you can hover over on pie slices to show the life event name and
the number of events. You can also click the Details icon that shows people-level detail. At the top of the page, a
session date box shows the default system date, but you can choose a date in the past or future to summarize life

3 | MANAGING LIFE EVENTS IN ORACLE FUSION BENEFITS

event trends and history. You can generate data of up to 6 months in the past or future from the session effective
date. The details are summarized by life event status, as shown in the following table:

TABLE 1. LIFE EVENT STATUSES

Status Meaning

Detected Life event was identified

Started Event has been processed and is

now ready for employee to make
elections

Processed Employee has finished making

elections, or the life event has
been closed

Backed out Administrator has reversed the

processing of the life event

Manual Administrator to process the life

event manually

Monitoring Life Events in the Enrollment Work Area

Life event monitoring can also be done in the Enrollment work area for a specific employee. You can view all the life
events the person has and their status. You can trigger, detect, process, and close life events manually in this work
area.

Figure 4. Life event summary on the Enrollment work area

Life Event Processing Tasks

Benefits processes exist in the Evaluation and Reporting work area, Processes tab. The processes are logically
grouped in the following categories:

» Life events

4 | MANAGING LIFE EVENTS IN ORACLE FUSION BENEFITS

» Elections
» Recalculations
» Restart
» Maintenance

Figure 5. Processes in the Evaluation and Reporting work area

You can perform the following functions on the Processes tab:

» Monitor running processes

» Submit or restart a process and view submission status by querying on request type or request name
» View configured parameters for each process
» Cancel a process
» View process log files and reports

Figure 6. Monitor Process Request section in the Evaluation and Reporting work area

To increase efficiency and save time, you can schedule processes to run daily or nightly. You can also process
individual persons in the Enrolment work area on an adhoc basis.

Life Event Reports and Usage

The Reporting and Analytics work area contains predefined benefits reports. You can also create your own reports
based on predefined catalogs for each product. You can also add predefined OTBI reports in the enrollment pages
to provide additional detail. Refer to the My Oracle Support (MOS) article: Oracle Fusion HCM: Resources for
Oracle Transactional Business Intelligence (Doc ID 2023155.1)

The following screenshot shows a sample of the available reports:

5 | MANAGING LIFE EVENTS IN ORACLE FUSION BENEFITS

Figure 6. Benefits reports in the Reports and Analytics work area

Scenario: How to Handle a Salary Change Life Event during Open Enrollment
A salary change life event may impact the worker's insurance coverage (benefit) amount or rates. It might also
cause a change in insurance plans apart from other impacts based on plan configuration. If the salary change event
is the latest event, then processing these events is straight forward, using the participation process.

If the “Salary change” event occurs between the “Open” event enrollment period start date and the “Open” event
occurred date, the salary change event backs out the Open event. Typically, enterprises don't configure the salary
change event to provide any opportunity to change the events. In such a case, all prior enrollments from the past
salary change event will carry forward automatically assuming that defaults were set up correctly.

Once the salary change event processing is complete, you reprocess the "Open” event. Ensure that reinstatement
codes are configured correctly for all the events, especially the “Open” event.

Scenario: How to Deal with Multiple Life Events during Open Enrollment
Multiple events might occur between the open enrollment period start date and the open enrollment's life event
occurred date, as shown in the following scenario:

» Open event's occurred date: 01-jan-2017 (enrollment window – Oct 01st to 30th of 2016)
» Relocation event occurred on Nov 15, 2016
» Gain dependent event occurred on Dec 15th
Because the Relocation event backs out the Open event, you must reprocess the Open event. It is possible that
what was offered as part of the initial open enrollment processing might no longer be valid when you reprocess, so

6 | MANAGING LIFE EVENTS IN ORACLE FUSION BENEFITS

the Open event will be in Started status. Benefits administrators need to engage employees to make their open
enrollment elections again. You follow the same strategy with the gain dependent event.

Scenario: How to Process Life Events in Manual Status

Ensure that you configure timeliness days to avoid mass back outs of life events caused due to events in manual
status. In some scenarios, events may trigger back in time and they may move to the Manual status. You must set
the status of such events manually in the Enrollment work area, Person Life Events page, and reprocess en mass
using the participation process.

Scenario: How to Avoid Accumulating Too Many Unprocessed Events

The Unprocessed Events report and the Unresolved Action Items report enables administrators to take timely
actions. The best practice is that you schedule these reports and processes mentioned in Appendix A of this
document to be sent to benefits administrators at the recommended intervals. Handling unprocessed events as and
when they occur leads to increased efficiency. Otherwise, you might lose time and effort in engaging employees and
communicating the enrollment data to vendors.

7 | MANAGING LIFE EVENTS IN ORACLE FUSION BENEFITS

Appendix A
The following table suggests a recommended processing schedule to increase efficiency. Review the schedule and
set up according to your requirements at initial go live. You can then tweak the schedule as you get more
comfortable with the life event activities in your organization. You can change the schedule to modify processing
order or add processes at any time.

In the Evaluation and Reporting work area, you can view a list of running and finished processes and review the
related log files. Log files provide a wealth of information that helps you understand any issues you might encounter.
When you process any life event, always check the process-generated log files to identify and fix issues.

Process Description Recommended Schedule

Evaluate Life Event Participation
Processes people records that have Nightly, but you can schedule the
potential life events as defined in the process to accommodate payroll
process parameters. It detects life runs.
events, determines life event eligibility
to participate, electable choices, and
changes to enrollment results.

Reevaluate Designee Eligibility
Evaluates dependants for temporal
age band crossing or fail to meet
other eligibility criteria. The process
can be configured to create a
potential life event for the parent if a
dependant ages out.
Nightly or weekly to ensure age
changes are identified in a timely
manner.
Run in rollback mode with a future
date to get a list of employees aging
out in the future.

Close Enrollments Closes all open events as defined in Nightly, but you can schedule the
the process parameters. process to accommodate payroll
runs.

Purge Participation Evaluation
Audit Data
Protects ongoing activities by purging Varies depending on the amount of
data only from completed batch processing. Run weekly or monthly
processes. Purging the audit logs depending on the amount of space
does not affect life event or election take up by the logs.
information. You can purge the log
associated with a single concurrent
request ID or all logs that were
created for a business group on a
specific date.

Evaluate Temporal Event Detects temporal events and creates Varies depending on the extent of
Participation potential life events to track their usage of temporal events. Run nightly
occurrence. or weekly to pick up length-of-service
changes.

Enroll in Default Benefits Assigns all defaults Varies, depending on requirements.

8 | MANAGING LIFE EVENTS IN ORACLE FUSION BENEFITS

Additional Reading
Search for the following topics in Oracle Fusion Help for more details and examples:
» Life Event Status: Explained
» Processing Life Events That Occur During Open Enrollment Period: Examples
» Impact of Intervening Life Events on Reinstatement Rules: Examples

9 | MANAGING LIFE EVENTS IN ORACLE FUSION BENEFITS

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Managing Life Events in Oracle Fusion Benefits

June 2016