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Implementing SAP Employee Self-Service (ESS) for Benefits Enrollment Clay Molinari C&C Savant © 2006 Wellesley
Implementing SAP Employee Self-Service (ESS) for Benefits Enrollment Clay Molinari C&C Savant © 2006 Wellesley

Implementing SAP Employee Self-Service (ESS) for Benefits Enrollment

Clay Molinari C&C Savant

© 2006 Wellesley Information Services. All rights reserved.

(ESS) for Benefits Enrollment Clay Molinari C&C Savant © 2006 Wellesley Information Services. All rights reserved.

Employee Self-Service (ESS) for Benefits Enrollment …

Employee Self-Service (ESS) for Benefits Enrollment … • Is easy to install • Gives your employees

Is easy to install

Gives your employees more information and better control in the benefit election process

Relieves the HR department of many administrative tasks

Can be customized to improve the user experience

Is still supported in mySAP ERP

What We’ll Cover …

What We’ll Cover … • How SAP makes enrollment available on the Web • Required R/3

How SAP makes enrollment available on the Web

Required R/3 configuration steps

Publishing services and templates

Improving on the standard delivered services

Lessons learned

Upgrading ESS to mySAP ERP

Wrap-up

What We’ll Cover …

What We’ll Cover … • How SAP makes enrollment available on the Web • Required R/3

How SAP makes enrollment available on the Web

Required R/3 configuration steps

Publishing services and templates

Improving on the standard delivered services

Lessons learned

Upgrading ESS to mySAP ERP

Wrap-up

ESS Architecture

ESS Architecture Web Browser Presentation Layer Web Server WGATE Internet Server (ITS) AGATE
Web Browser Presentation Layer Web Server WGATE Internet Server (ITS) AGATE Network Layer Application Server
Web Browser Presentation Layer Web Server WGATE Internet Server (ITS) AGATE Network Layer Application Server
Web Browser
Web Browser

Presentation

Layer

Web Browser Presentation Layer Web Server WGATE Internet Server (ITS) AGATE Network Layer Application Server

Web Server

WGATE

Web Browser Presentation Layer Web Server WGATE Internet Server (ITS) AGATE Network Layer Application Server

Internet Server (ITS)

AGATE

Network

Layer

Server WGATE Internet Server (ITS) AGATE Network Layer Application Server (R/3) Application Layer Database

Application Server

(R/3)

Server WGATE Internet Server (ITS) AGATE Network Layer Application Server (R/3) Application Layer Database

Application

Layer

Database

Web Browser and Web Server

Web Browser and Web Server • A browser, such as Netscape or Internet Explorer, runs on

A browser, such as Netscape or Internet Explorer, runs on the user’s local PC

The Web server receives and processes http requests that arrive over the network

The WGATE intercepts http requests with certain URL patterns and transfers them to the AGATE for processing

These components know nothing of R/3

Internet Transaction Server (ITS)

Internet Transaction Server (ITS) • This server translates http requests into SAP function calls • The

This server translates http requests into SAP function calls

The AGATE on the ITS server accepts inbound http requests and converts them into Remote Function Calls (RFCs) to the corresponding transaction in R/3

The AGATE knows which function on which server should handle the request

The ITS service formats outbound responses from R/3 using the templates and MIME files

The http response returns to the AGATE on the Web server for delivery to the browser

Application Server (R/3)

Application Server (R/3) • The ESS services are transactions in R/3 that are able to accept

The ESS services are transactions in R/3 that are able to accept RFC requests from the AGATE

Think of the ESS service for benefits enrollment, PZ14, as a wrapper for the familiar HRBEN0001 enrollment transaction

a wrapper for the familiar HRBEN0001 enrollment transaction Tip You can run PZ14 in the GUI

Tip

You can run PZ14 in the GUI if you use command “/n” to exit the easy access menu

Application Server (R/3) (cont.)

Application Server (R/3) (cont.) • The business logic that PZ14 uses is the exact same logic

The business logic that PZ14 uses is the exact same logic that HRBEN0001 uses

This ensures that employees on the Web and benefits administrators in R/3 see the exact same options and prices

administrators in R/3 see the exact same options and prices Tip If enrollment in HRBEN0001 generates
administrators in R/3 see the exact same options and prices Tip If enrollment in HRBEN0001 generates

Tip

in R/3 see the exact same options and prices Tip If enrollment in HRBEN0001 generates error

If enrollment in HRBEN0001 generates error messages, the ESS users will likely receive those same error messages in their browsers

Components of ESS Enrollment

Components of ESS Enrollment • Service files on the ITS server • Templates on the ITS

Service files on the ITS server

Templates on the ITS server named

SAPLHRBEN00ENROLLMENT*

Corresponding transactions on the R/3 application server

Configuration in R/3

Master data in R/3

ESS Services for Benefits

ESS Services for Benefits • PZ07 – Participation Overview • PZ12 – Family/Related Person Overview •

PZ07 – Participation Overview

PZ12 – Family/Related Person Overview

PZ14 – Enrollment

What We’ll Cover …

What We’ll Cover … • How SAP makes enrollment available on the Web • Required R/3

How SAP makes enrollment available on the Web

Required R/3 configuration steps

Publishing services and templates

Improving on the standard delivered services

Lessons learned

Upgrading ESS to mySAP ERP

Wrap-up

Standard Benefits Configuration

Standard Benefits Configuration • You should set up all configurat ion steps in the benefits section

You should set up all configuration steps in the benefits section of the IMG

Pay special attention to cost, coverage, and eligibility rules

Rules need to work for 100% of the employees who perform online enrollment

for 100% of the employees who perform online enrollment You must configure all cost, coverage, and
for 100% of the employees who perform online enrollment You must configure all cost, coverage, and

You must configure all cost, coverage, and eligibility rules before you allow employees to perform their own enrollments

Annual Enrollment Configuration

Annual Enrollment Configuration The Administrative Parameters screen activates open enrollment for both the GUI and ESS
The Administrative Parameters screen activates open enrollment for both the GUI and ESS enrollment transactions
The Administrative Parameters
screen activates open
enrollment for both the GUI and
ESS enrollment transactions

Administrative Parameters

Administrative Parameters Clien t Issue Possible source of confusion for users Future dated records will cause
Clien t Issue
Clien t
Issue

Possible source of confusion for users

Clien t Issue Possible source of confusion for users Future dated records will cause the system

Future dated records will cause the system to display multiple time periods for each plan in the enrollment transaction

ESS-Specific Configuration

ESS-Specific Configuration 16
ESS-Specific Configuration 16

ESS Parameters

ESS Parameters 17
ESS Parameters 17

Define URLs

Define URLs 18
Define URLs 18

Assign URL to Plan Types

Assign URL to Plan Types These links would point to a Summary Plan Description (SPD) document
These links would point to a Summary Plan Description (SPD) document
These links would point to a
Summary Plan Description
(SPD) document

Assign URL to Benefit Plans

Assign URL to Benefit Plans These links would point to the providers’ Web sites 20

These links would point to the providers’ Web sites

Assign URL to Benefit Plans These links would point to the providers’ Web sites 20
Assign URL to Benefit Plans These links would point to the providers’ Web sites 20

What We’ll Cover …

What We’ll Cover … • How SAP makes enrollment available on the Web • Required R/3

How SAP makes enrollment available on the Web

Required R/3 configuration steps

Publishing services and templates

Improving on the standard delivered services

Lessons learned

Upgrading ESS to mySAP ERP

Wrap-up

Publishing Enrollment Service

Publishing Enrollment Service Transaction SE80 is the Object Navigator Choose Object Type and Service Name 22
Publishing Enrollment Service Transaction SE80 is the Object Navigator Choose Object Type and Service Name 22

Transaction SE80 is the Object Navigator

Choose Object Type and Service Name

Setting the ITS Server

Setting the ITS Server Menu Path Utilities Settings Internet Transaction Server Select the ITS server name
Setting the ITS Server Menu Path Utilities Settings Internet Transaction Server Select the ITS server name
Menu Path Utilities Settings Internet Transaction Server Select the ITS server name
Menu Path Utilities Settings
Internet Transaction Server
Select the ITS server name

Publishing Enrollment ESS Service

Publishing Enrollment ESS Service Right-click on service name and choose Publish Complete Service 24
Right-click on service name and choose Publish Complete Service
Right-click on service name
and choose Publish
Complete Service
Publishing Enrollment ESS Service Right-click on service name and choose Publish Complete Service 24
Publishing Enrollment ESS Service Right-click on service name and choose Publish Complete Service 24
Publishing Enrollment ESS Service Right-click on service name and choose Publish Complete Service 24

What We’ll Cover …

What We’ll Cover … • How SAP makes enrollment available on the Web • Required R/3

How SAP makes enrollment available on the Web

Required R/3 configuration steps

Publishing services and templates

Improving on the standard delivered services

Lessons learned

Upgrading ESS to mySAP ERP

Wrap-up

Ideas for Improving ESS Enrollment

Ideas for Improving ESS Enrollment • Modify the ESS templates and/or services • Add an Instructions

Modify the ESS templates and/or services

Add an Instructions page to the Web site

Do not activate PZ12 for family member maintenance

Use an adjustment reason in lieu of open enrollment

Example: Template Changes Only

Example: Template Changes Only Standard Enrollment 27
Standard Enrollment
Standard Enrollment
Standard Enrollment
Standard Enrollment

Standard Enrollment

Standard Enrollment
Example: Template Changes Only Standard Enrollment 27

Example: Template Changes Only (cont.)

Example: Template Changes Only (cont.) Limited list of eligible plans 28
Example: Template Changes Only (cont.) Limited list of eligible plans 28

Limited list of eligible plans

Hiding Data via Template Changes

Hiding Data via Template Changes • Use this code to hide undesired plan types Note You

Use this code to hide undesired plan types

Changes • Use this code to hide undesired plan types Note You could also get this
Changes • Use this code to hide undesired plan types Note You could also get this

Note

You could also get this feature by using an adjustment reason

Changing Messages via Template

Changing Messages via Template • Code like this can modify SAP messages Note You can avoid

Code like this can modify SAP messages

via Template • Code like this can modify SAP messages Note You can avoid most messages
via Template • Code like this can modify SAP messages Note You can avoid most messages

Note

You can avoid most messages by adjusting master data prior to the enrollment period

Flexible Spending Plan End Dates

Flexible Spending Plan End Dates • The standard enrollment screen shows a target contribution period of

The standard enrollment screen shows a target contribution period of one year

It also shows the validity period ending on 12/31/9999

These two dates can be confusing

ending on 12/31/9999 • These two dates can be confusing Caution You must employ a user
ending on 12/31/9999 • These two dates can be confusing Caution You must employ a user

Caution

You must employ a user exit to make the saved election valid for one year only

Hiding Validity Period on Detail Screens

Hiding Validity Period on Detail Screens 32
Hiding Validity Period on Detail Screens 32

Example: Heavily-Customized Enrollment

Example: Heavily-Customized Enrollment • Significant changes to the ESS templates and services files • Partial

Significant changes to the ESS templates and services files

Partial rewriting of the PZ14 transaction in R/3

Significant redesign of the HR_BEN_GET_OFFER function module

Custom functions and tables to support evidence of insurability options

Sample Customized Enrollment Site

Tab motif Link to confirmation statement
Tab motif
Link to confirmation statement

Sample Customized Enrollment Site (cont.)

Sample Customized Enrollment Site (cont.) Button texts Instructions Plan types Coverage level 35
Button texts Instructions Plan types Coverage level
Button texts
Instructions
Plan types
Coverage level

Service PZ12 for Family Members

Service PZ12 for Family Members • Navigation in this transaction is difficult to understand • Employees

Navigation in this transaction is difficult to understand

Employees are likely to create duplicate family member records

During enrollment activity, the enrollment transaction (PZ14) does not permit family member processing

You can rarely add new family members during annual enrollment

“Open Enrollment” Adjustment Reason

“Open Enrollment” Adjustment Reason • You can precisely control the list of plans and options the

You can precisely control the list of plans and options the enrollment screen displays by using an adjustment reason

Do not activate the open enrollment period

Use a batch job to create IT0378 for all eligible employees

What We’ll Cover …

What We’ll Cover … • How SAP makes enrollment available on the Web • Required R/3

How SAP makes enrollment available on the Web

Required R/3 configuration steps

Publishing services and templates

Improving on the standard delivered services

Lessons learned

Upgrading ESS to mySAP ERP

Wrap-up

A Strong Communications Strategy Encourages Participation

A Strong Communications Strategy Encourages Participation • Send an email from the benefits department • Post

Send an email from the benefits department

Post hot news on the portal

Hold informational meetings

Distribute posters and flyers

Send reminder emails

Paycheck inserts

Publish a video training guide

Enrollment During Payroll Processing

Enrollment During Payroll Processing • Employees will receive an error message concerning personnel number locking

Employees will receive an error message concerning personnel number locking during payroll processing

The message can be confusing and frustrating

Help desk or benefits department may receive excessive phone calls

Redirect the enrollment link to an informative Web page which tells employees when they should return to process their enrollment

Garbage In Garbage Out

Garbage In Garbage Out • Take steps to prevent error messages during enrollment Pre-enroll employees in

Take steps to prevent error messages during enrollment

Pre-enroll employees in a new option when their existing election will become invalid Run the participation monitor using the plan year begin date just prior to enrollment (HRBEN0003) Search for any benefit plan records with begin dates later than the plan year begin date (SE16)

enrollment (HRBEN0003) Search for any benefit plan record s with begin dates later than the plan
enrollment (HRBEN0003) Search for any benefit plan record s with begin dates later than the plan

You should exclude employees with cost or coverage overrides from enrollment

Authorization Profiles

Authorization Profiles • Users with significant R/3 authority typically perform testing • Users with very limited

Users with significant R/3 authority typically perform testing

Users with very limited R/3 authority typically perform enrollment

Establish a special user ID in your test client with the same authorization profile as most employees who will perform enrollment

Process all testing scenarios using this special ID

Staffing Your ESS Project

Staffing Your ESS Project • Basis support for installing ITS and Web servers • ABAP support

Basis support for installing ITS and Web servers

ABAP support for changes on the R/3 side, if required

Benefits configuration and master data analysis

Web programmer (HTML – not Java) for updating templates

Communications coordinator to ensure consistent message across multiple media

What We’ll Cover …

What We’ll Cover … • How SAP makes enrollment available on the Web • Required R/3

How SAP makes enrollment available on the Web

Required R/3 configuration steps

Publishing services and templates

Improving on the standard delivered services

Lessons learned

Upgrading ESS to mySAP ERP

Wrap-up

ESS Architecture in mySAP ERP

ESS Architecture in mySAP ERP Application ITS Layer SAP Web AS Presentation Layer Database Network Layer
Application ITS Layer SAP Web AS Presentation Layer Database Network Layer Caution Web Browser ICF
Application
ITS
Layer
SAP Web AS
Presentation
Layer
Database
Network
Layer
Caution
Web Browser
ICF
Application Server
(ECC)

ESS in mySAP ERP

ESS in mySAP ERP • No need for a separate Web server or WGATE • ITS

No need for a separate Web server or WGATE

ITS is integrated as part of Web Application Server (Web AS)

ITS registry entries replaced by SAP profile parameters

The integrated ITS does not support flow logic and Web RFC

The integrated ITS does not support flow logic and Web RFC If you have modified the
The integrated ITS does not support flow logic and Web RFC If you have modified the

If you have modified the templates directly on the ITS server, you must copy them back to the ABAP Workbench

Components of ESS Enrollment in mySAP ERP

Components of ESS Enrollment in mySAP ERP • Web services activated on SAP Web AS using

Web services activated on SAP Web AS using transaction SICF

Integrated ITS

Templates in ECC database named

SAPLHRBEN00ENROLLMENT*

Corresponding transactions in ECC database

MIME files in ECC database

Configuration in ECC

Master data in ECC

Upgrading from Standalone ITS to Web AS

Upgrading from Standalone ITS to Web AS 1. Copy existing template and MIME files using transaction

1. Copy existing template and MIME files using transaction SIAC_UPLOAD (see SAP Note 678904)

2. Edit URLs embedded in template files

3. Set up Internet Communication Framework (ICF) services on Web AS

4. Maintain ITS service parameters in transaction SICF

5. Publish the ITS services to site INTERNAL using transaction SE80

What We’ll Cover …

What We’ll Cover … • How SAP makes enrollment available on the Web • Required R/3

How SAP makes enrollment available on the Web

Required R/3 configuration steps

Publishing services and templates

Improving on the standard delivered services

Lessons learned

Upgrading ESS to mySAP ERP

Wrap-up

Resources

Resources • SAP help site* http://service.sap.com/ess • SAP Employee Self-Service Implementation Guide R/3 Release

SAP help site* http://service.sap.com/ess

SAP Employee Self-Service Implementation Guide R/3 Release 4.6C; SAP Labs, Inc.; ISBN: 1893570975

SAP help site* http://service.sap.com/sap-its

* Requires login credentials to the SAP Service Marketplace

• SAP help site* http://service.sap.com/sap-its * Requires login credentials to the SAP Service Marketplace 50
• SAP help site* http://service.sap.com/sap-its * Requires login credentials to the SAP Service Marketplace 50

Resources (cont.)

Resources (cont.) • SAP ITS Overview* • http://service.sap.com/~sapidb/011000358700008230022002E • SAP Web

SAP ITS Overview*

http://service.sap.com/~sapidb/011000358700008230022002E

SAP Web Application Server with Integrated ITS: FAQ*

http://service.sap.com/~sapidb/011000358700000366792005E

Integrated ITS in SAP Web Application Server*

http://service.sap.com/~sapidb/011000358700009270802004E

Migration of existing ITS services from standalone to Integrated SAP ITS*

http://service.sap.com/~sapidb/011000358700009270782004E

Sample Employee Communication Materials

• Sample Employee Communication Materials * Requires login credentials to the SAP Service Marketplace
• Sample Employee Communication Materials * Requires login credentials to the SAP Service Marketplace

* Requires login credentials to the SAP Service Marketplace

7 Key Points to Take Home

7 Key Points to Take Home • Complete configuration of all business rules is necessary before

Complete configuration of all business rules is necessary before you allow employees to perform their own enrollments

Careful master data maintenance can significantly improve the enrollment experience by eliminating errors

You can achieve many desirable changes through using an adjustment reason

ESS enrollment is easy to activate

7 Key Points to Take Home (cont.)

7 Key Points to Take Home (cont.) • The ESS enrollment tran saction uses the same

The ESS enrollment transaction uses the same processing logic as the GUI enrollment transaction

You can customize ESS enrollment by changing the template files, underlying R/3 transactions, and functions

You can easily migrate ESS enrollment from a standalone ITS to SAP Web AS

Your Turn!

Your Turn! Questions? How to contact me: Clay Molinari clay.molinari@verizon.net 54
Questions?
Questions?

How to contact me:

Clay Molinari clay.molinari@verizon.net