Process Definition Document

Amsted Rail
The Benefits and Payroll Department
AI_HR_10077_VSP Invoicing
June 17th, 2022
Version 1.0
 Contents
1) Document Revisions and Change Log.................................................................................................... - 3 -
1.1 Document Revisions..................................................................................................................... - 3 -
1.2 Change Log.................................................................................................................................... - 3 -
2) Approvals.............................................................................................................................................. - 3 -
3) Introduction........................................................................................................................................... - 4 -
3.1 What is a Process Definition Document?...................................................................................... - 4 -
3.2 Project Summary........................................................................................................................... - 4 -
4) Process Overview ("As Is").................................................................................................................... - 4 -
4.1 Scope............................................................................................................................................. - 4 -
4.1.1 In-Scope Functionality (Process)............................................................................................... - 4 -
4.1.2 Out-of-Scope Functionality (Process)........................................................................................ - 7 -
4.2 Process Specifications................................................................................................................... - 7 -
4.3 Process Perspective...................................................................................................................... - 9 -
4.3.1 Process Assumptions................................................................................................................ - 9 -
4.3.2 Process Constraints................................................................................................................... - 9 -
4.4 Potential ROI................................................................................................................................. - 9 -
4.5 Process Diagram............................................................................................................................ - 9 -
4.6 Manual Process and (Screenshots attached doc).......................................................................- 12 -
21. System Perspective......................................................................................................................... - 27 -
5.1 Applications used in the process................................................................................................ - 27 -
5.2 Assumptions............................................................................................................................... - 27 -
5.3 Constraints.................................................................................................................................. - 27 -
5.4 Risks............................................................................................................................................ - 27 -
5.5 Issues........................................................................................................................................... - 27 -
5.6 System Change............................................................................................................................ - 27 -
22. Appendices...................................................................................................................................... - 28 -
6.1 List of Acronyms.......................................................................................................................... - 28 -
6.2 Glossary of Terms....................................................................................................................... - 28 -

1) Document Revisions and Change Log

1.1 Document Revisions
Date Version Document Changes

2
 Number

06/17/2022 1.0 Initial Draft

1.2 Change Log

Change Change Description Requeste Date Date Approve Status Comments

No. Impact of Change d By Submitted Approved d By

2) Approvals
Role Name Signature Date

Project Sponsor Adam Seale

Business Owner Roy Ludwig

Project SME Stephanie Solverud

System Architect N/A

Development Lead Namrata Butch

Business Analyst Luis Gomez

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3) Introduction
3.1 What is a Process Definition Document?
A Process Definition Document (PDD) is a document that provides a detailed description of
a business process. This process definition document has been developed to create an
automation for the VSP invoice processing.
This is classified as a "living document"; any changes in process or solution must be
appended and signed off by both parties prior to development.

3.2 Project Summary

VSP contains two reports which are sent to accounting and the VSP Claims and
Administration team. Every month two files are received from VSP (Active and Retired).
These files are moved to a specific folder for archival. Reports are run in BSWIFT and then
calculations and data manipulations are performed in Excel.

Process Key Contacts

Role Name Contact Details Notes

Sr-Manager Stephanie Solverud ssolverud@amsted.com

Employee Benefits

4) Process Overview ("As Is")

4.1 Scope
This process is documenting the VSP Invoicing report that is pulled on 1st of the month,
process starts running the billing suite report multiple tabs until the creation of the “VSP
Voucher”.

4.1.1 In-Scope Functionality (Process)

1. Open BSWIFT
2. Click “Reports” and then “Offline reports”
3. Download SJS-COBRA VSP Paid Thru
4. Click “Billing” and then “Billing Suites”
5. Download VISION PEPM FEE REPORT clicking “Save as Excel”
6. Open report SJS-COBRA VSP Paid Thru
7. Open report VISION PEPM FEE REPORT
8. For MM.YYYY VSP Report
a. In tab “List Bill” delete columns that are empty

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 b. Add a new column and named as “Cobra Paid Thru”
c. Do a VLOOKUP “Lookup_value” select the first column “employee id” in
VSP report
d. “Table_array” select the whole table in SJS-Cobra VSP Fee report
e. “Col_index_num” enter “6”.
f. And “Range_lookup” = “False”
g. Run the VLOOKUP in the column “Cobra Paid Thru” in VSP Report
h. Remove anyone with a paid through date that is not paid through the
billing month (or current month)
i. Filter by “Period End Date” remove those with prior month end date.
j. Filter by “Period Start Date” remove anyone with current month start
date.
k. On column “Employment Status” delete people as status “Not Active”
and “Retiree”
l. On column “Coverage Termination Date” remove anyone with Term
date according to billing rules (if coverage termination date is 1-15 of
billing month remove, if coverage termination is date after 15th leave
on the report).
m. Create a pivot table with the information from tab “List bill”
n. On the rows select the Division Code
o. On the values select
i. Count of Employee SSN
p. On the Retro Bill tab
q. On column “Change Type” select and delete “Cost change”, “Coverage
date change” and “Tier change”
r. Create a pivot table with the information from tab “Retro bill”
s. On the rows select the Division Code and Benefit Plan
t. On the values select
i. Count of Employee SSN
9. Open VSP VOUCHER Report
a. Open tab “2022 ASO Fees”
b. For “001 AD CORP Active” actual month add values “AISI” + “AMSTED”
from MM.YYYY VSP Pivot table created with “List Bill”
c. For “002 AR Active” actual month enter the value “AR” from MM.YYYY
VSP Pivot table created with “List Bill”
d. For “003, 004, 005, 006, 007 ASF Active” actual month enter the value
“ASF” from MM.YYYY VSP Pivot table created with “List Bill”
e. For “090 SRDS Active” actual month enter the value “SRDS” from
MM.YYYY VSP Pivot table created with “List Bill”
f. For “InnoSpin” actual month enter the value “INOSPN” from MM.YYYY
VSP Pivot table created with “List Bill”

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g. For “008, 009, 010, 011, 013 GW Active” actual month enter the value
“GW” from MM.YYYY VSP Pivot table created with “List Bill”
h. For “031 BN Active” actual month enter the value “BN” from MM.YYYY
VSP Pivot table created with “List Bill”
i. For “037, 039, 041, 042 BAC Active” actual month add value
“BAC”+”BCARE” from MM.YYYY VSP Pivot table created with “List Bil”
j. For “053 BRENCO Active” actual month enter the value “BRENCO” from
MM.YYYY VSP Pivot table created with “List Bill”
k. For “056, 057, 058, 060, 061, 062, 063, 76, 77, 78, 79 CONMET Active”
actual month enter the value “CNMT Vision Plan” from MM.YYYY VSP
Pivot table created with “List Bill”
l. For “CONMET w/safety” actual month enter the value “CNMT Vision
Plan (Plus vision safety glass Plan for EE only)” from MM.YYYY VSP Pivot
table created with “List Bill”
m. For “067, 068, 069, 070, 071, 074 Means Active” actual month enter
the value “MEANS” from MM.YYYY VSP Pivot table created with “List
Bill”
n. For “074 TFA” actual month enter the value “TFA” from MM.YYYY VSP
Pivot table created with “List Bill”
o. Adjust values with the VSP Pivot table created with “Retro Bill” as
shown in the following
p. For “001 AD CORP Active” actual month subtract value “AMSTED” if the
value is in column “Ending Coverage” or add value if it is in column
“New Enrollee” from MM.YYYY VSP Pivot table created with “Retro Bill”
q. For “002 AR Active” actual month subtract value “AR” if the value is in
column “Ending Coverage” or add value if it is in column “New
Enrollee” from MM.YYYY VSP Pivot table created with “Retro Bill”
r. For “003, 004, 005, 006, 007 ASF Active” actual month subtract value
“ASF” if the value is in column “Ending Coverage” or add value if it is in
column “New Enrollee” from MM.YYYY VSP Pivot table created with
“Retro Bill”
s. For “090 SRDS Active” actual month subtract value “SRDS” if the value
is in column “Ending Coverage” or add value if it is in column “New
Enrollee” from MM.YYYY VSP table created with “Retro Bill”
t. For “InnoSpin” actual month subtract value “INOSPN” if the value is in
column “Ending Coverage” or add value if it is in column “New
Enrollee” from MM.YYYY VSP Pivot table created with “Retro Bill”
u. For “008, 009, 010, 011, 013 GW Active” actual month subtract value
“GW” if the value is in column “Ending Coverage” or add value if it is in
column “New Enrollee” from MM.YYYY VSP Pivot table created with
“Retro Bill”

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 v. For “031 BN Active” actual month subtract value “BN” if the value is in
column “Ending Coverage” or add value if it is in column “New
Enrollee” from MM.YYYY VSP Pivot table created with “RetroBill”
w. For “037, 039, 041, 042 BAC Active” actual month subtract value for
““BAC” and ”BCARE”” if the value is in column “Ending Coverage” or
add value if it is in column “New Enrollee” from MM.YYYY VSP Pivot
table created with “Retro Bill”
x. For “053 BRENCO Active” actual month subtract value “BRENCO” if the
value is in column “Ending Coverage” or add value if it is in column
“New Enrollee” from MM.YYYY VSP Pivot table created with “Retro Bill”
y. For “CONMET w/safety” actual month actual month subtract value
“CNMT” if the value is in column “Ending Coverage” or add value if it is
in column “New Enrollee” from MM.YYYY VSP Pivot table created with
“Retro Bill”
z. For “067, 068, 069, 070, 071, 074 Means Active” actual month subtract
value “MEANS” if the value is in column “Ending Coverage” or add value
if it is in column “New Enrollee” from MM.YYYY VSP Pivot table created
with “Retro Bill”
aa. For “064 TFA” actual month subtract value “TFA” if the value is in
column “Ending Coverage” or add value if it is in column “New
Enrollee” from MM.YYYY VSP Pivot table created with “Retro Bill”
bb. Copy the information from the actual month in tab “2022 ASO Fees”
10. Create VSP VOUCHER
a. Paste the information from the actual month in tab “VSP voucher” for
each division
b. For “CN Active” add amount “CONMET active” + “CONMET w/safety”
c. Change the field “Invoice #” with the actual month and year MMYYYY
11. Emailed template

4.1.2 Out-of-Scope Functionality (Process)

1.

4.2 Process Specifications

Process Area Benefits and Payroll Department

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Process Department VSP Invoicing

Role(s) Required for 1

Performing the
Process

Inputs BSWIFT

Outputs Excel file “VSP Voucher” populated

Volumes 1 per company

Availability/Timing Monthly

Scheduling/Triggers N/A

Processing/Cycle 60 minutes per request

Time

SLA All requests have to be submitted before the month-end

close; if submitted before the end of the period.

Peak Period(s) There are no peaks

Total # of FTEs 1
supporting this
process

Auditing

PII (Personally N/A

Identifiable
Information)

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 Access Rights BSWIFT, Excel, Shared drive, outlook

4.3 Process Perspective

4.3.1 Process Assumptions
 The data submitted in form is accurate
 Structure of VSP Voucher is accurate
 BSWIFT credentials will be provided
 VSP Voucher will be downloaded to the local drive and emailed to the designated email
12. All emails will cc: SME.

 Exception handling:
a. All exceptions will be emailed to the business with a screenshot of the issue.
b. Once the Benefits and Payroll, or RPA team resolves the issue, a new submission
of the VSP Voucher is required to process the request. The previous erroneous
VSP Voucher request is no longer in purview.

4.3.2 Process Constraints

Some constraints to note:
 Handles sensitive employee and employer financial data.
 Sensitive company and employee financial data that would need to be handled with
proper controls.

4.4 Potential ROI

The potential ROI for this process is showing in the following file:

Cost Benefit Analysis

RPA AI_HR_10077_VSPInvoicing.xlsx

4.5 Process Diagram

High-Level Map of VSP Invoicing

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Modular Map 1. Initiate the process

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Modular Map 2. SJS-COBRA VSP Paid Thru Report

Modular Map 2. (A) VISION PEPM Fee Report

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 Modular Map 3. Create VSP Voucher Report

Modular Map 4. Error Handling

4.6 Manual Process and (Screenshots attached doc)

Module 1. Initiate the process

1. [Open] BSWIFT

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 2. [Login] BSWIFT
3. [Logic] determine which Report
a. SJS-VSP Paid Thru Report
b. Vision PEPM Fee Report

Module 2. SJS-COBRA VSP Paid Thru Report

1. [Click] Reports
2. [Click] Offline Reports
3. [Download] report SJS-COBRA VSP Paid Thru

4. [Save] report in shared drive

5. [Delete] Columns that are empty

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6. [Add] a new column “Cobra Paid Thru”

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7. [Do] VLOOKUP

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16
8. [Remove] anyone with a paid through date that is not paid through the billing month
(or current month).

9. [Filter] by “Period End Date” remove those with prior month end date

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10. [Filter] by “Period Start Date” remove anyone with current month start date

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11. [Delete] People on column “Employment Status” as status “Not active” and “Retiree”

12. [Remove] anyone with term date according to billing rules on column “Coverage
termination date” (if coverage termination date is 1-15 of billing month remove, if
coverage termination is date after 15th leave on the report)

13. [Create] a pivot table with the information from tab “List bill”

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14. [Delete] For “Retro Bill” Tab “Cost change”, “Coverage date change” and “Tier change”
on column “Change Type”

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 15. [Create] a pivot table with the information from tab “Retro bill”

16. [Logic] Check for any error messages

a. If there is an error, refer to Module 4. Error Handling
b. If successful; store the information
Module 2. (A) VISION PEPM Fee Report
1. [Click] Billing
2. [Click] Billing suite reports

3. [Download] VISION PEPM Fee report

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4. [Save] report in shared drive

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 5. [Sort] by “Employee id”

6. [Logic] Check for any error messages

a. If there is an error, refer to Module 4. Error Handling
b. If successful; store the information

Module 3. Create VSP Voucher report

1. [Enter] “Count of Employee SSN” information in each division for actual month

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2. [Adjust] total on voucher for difference (i.e. if ConMet has 3 new enrollee and 4
terminations SUBTRACT 1 to their total)

3. [Copy] amounts for actual month from tab “2022 ASO Fees” to for each division to tab
“VSP Voucher”

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25
 4. [Change] the field “Invoice #” with the actual month and year MMMYY”

5. [Email] completed template.

Module 4. Error handling

1. [Screenshot]
2. [Store] Error description (from bottom left corner)
3. [Logic] are there any additional VSP Voucher requests to process?
a. If yes, refer to Module 1. Initiate the process
4. If no, Continue to Microsoft Outlook activities

In Microsoft Outlook

1. [Open] Outlook
2. [Open] New mail
3. [Type] TO: [Email address of the business choice]
4. [Type] Subject: [Type of error/ description]

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 5. [Type] Body: “Please see attached.”
6. [Attach] Screenshot
7. [Send] email

21. System Perspective

5.1 Applications used in the process
Application Name Application Type Access Requirements

BSWIFT Application Credentials

Excel Application Installed on the VM

Outlook Application Installed on the VM

Archive Shared Folder File path Read/write access

5.2 Assumptions
 Reports downloaded from BSWIFT will always have the same structure
 VSP Voucher report will always have the same structure.

5.3 Constraints
Some constraints noted include:

 Access to productive environment of BSWIFT.

 Access to shared folders in where will be located the excel files

5.4 Risks
 If not done timely nor accurately, there could be a negative impact to the business in
terms of payment penalties or more time being consumed for re-work.
5.5 Issues
None identified as of the most recent update.

5.6 System Change

 None identified as of the most recent update

System Date Owner Impact

- - - -

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22. Appendices
6.1 List of Acronyms

 SME: Subject Matter Expert

 SLA: Service Level Agreement

6.2 Glossary of Terms

None as of the most recent update

Related Documents

High Level & Module

Maps- VSP Invoicing Process v 1.0.vsdx

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