benefits auditing in oracle hrms
DESCRIPTION
OHUG 2009 - Benefits AuditingTRANSCRIPT
Put your company logo here
OHUG Global ConferenceLas Vegas, NVJune 14 – 18, 2009
Benefits Auditing
• Highlight some of the challenges introduced by Oracle Advanced Benefits
• Highlight the need and importance of implementing auditing controls
• Highlight the audits and controls Dunkin’ Brands, Inc. has implemented
• Demonstrate a custom tool developed by Dunkin’ Brands, Inc.
Objectives
• Sean Fielding [email protected] IT Manager, Business Process Integration
Services
• Mike Metcalf [email protected] Senior HRIS Analyst
• Karen Baggett [email protected] Senior HRIS Analyst
Presenters
Dunkin’ Brands, Inc.
Environment
• Oracle 11.5.10.2 (Implemented Nov-2007)o Human Resourceso Employee Self-Serviceo Manager Self-Serviceo Advanced Benefitso iRecruitemento Talent Managemento Compensation Workbencho Time and Laboro iLearningo Discoverer 4i
• ADP Enterprise (Implemented Nov-2007)o ADP Connection
Initial Challenges
New to HRMS Suite of Oracle Applications
Implemented “Big Bang”
Tightly Integrated Applications
Heavily reliant on implementation partners
Controls not in place
Typical Benefits Process
Advanced Benefits
Vendor
Element Entries
Vendor
Vendor
ADP Connection
ADP Enterprise
HumanResources
Employee
Life Events
ElectBenefits
HR
HiresFires
Benefits
Elections
Send Enrollments
ServiceProvider
Service Provider
ServiceProvider
ReceiveEnrollments
DeductionsEarnings
Updates
Payroll
BackfeedFiles
BackfeedData
BillingStatements
BillingStatements
BenefitsManagerBenefits
Benefits
ManageDeductions
Life Without Auditing
• Billing Statements
• Employees identified issues
Paycheck
Discrepancies
Denial of Coverage
• Impact not evaluated
Audit Categories
Ad
justm
ents
Co
nfig
uratio
ns
Lif
e E
ven
ts Ven
do
rs
Backfeed
Ded
uct
ion
s
“that’s a lotta fish to fry”
Configuration Auditing
• Validate Benefit plans and rates are inline with business requirementso Detailed test planso Yearly review of configuration
Configurations
Life Event Auditing
• Validate Life Events Validate Collapsing Rules Review Backed out Life Events Audit Custom processes
• Validate Participation Process Review errors Review results
• Examples Backed out Life Events during
Open Enrollment period
Life Events
Vendor Auditing
• Validate outbound data accuracyo Periodic review of interfaces
• Validate inbound data accuracyo checksums o Hash totalso Periodic report comparisons
• Validate Billing Statements
• Validate Interface errorso Error handling procedures
Ven
do
rs
Backfeed Auditing
• Compare backfeed inbound file against standard ADP reports
• Compare 3rd Party Payroll Tables tie against Payroll resultso Use checksums and totals on interface files
• Validate and resolve process errors
Backfeed
Deduction/Earning Auditing
• Validate elections are accurately reflected in employee paychecks
• Validate fast formulas are processing correctly
• ADP Connection issues
Dedu ctio ns
Adjustment Auditing
• Validate financial controlso Perform a period review of the adjustments and
supporting controls
• SOX compliance
• Traceability
Adju
stm
ents
Why a Tool?
• Catch all
• Become proactive
• SOX Compliance/Financial Controls
• Transparency
• Usability
• Increase paycheck accuracy
• Decrease Employee Issues
Solution
Developed a custom Benefits Audit Workbench (BAW) tool.
• Initial focus on deduction/earningso Based on a initial review of our exposure,
this area was deemed the most problematic.
• Provide Benefits with decision making datao Benefit resources spend their time
researching issues rather than gathering information.
Benefits of Tool
• Q2 2008o Project initiated for analysis of the deduction/earnings o Individual reporting implemented
• Q2 2009o BAW1.0 Introducedo Identified a number of issues including
Bugs in the delivered Oracle ADP Views which required patches to be applied
Rate calculation issues Bugs in Fast Formulas Bug in the rounding of the first deduction Mid-year FSA elections
• In the Pipelineo BAW2.0
Enhanced look and feel, improved usability Additional functionality for traceability and compliance
around adjustments
Benefits Audit Workbench
• Concurrent program scheduled on a weekly basiso Produces a benefits snapshot by employee
and payroll period dimensions.
• Self-Service Web Pageo Provides a user workbench for reviewing and
addressing issues.
Initial Rules
• Flexible Spending Account Trending
• Deduction Trending
• Missing Initial Payment
FSA Trending Rule
• Identifies employee FSA deductions that are trending towards a total payroll contribution amount that is different from the employee’s coverage amount. These are identified by the following calculation:
• Trending = Benefit Coverage Amount – (Actual YTD Payroll Deductions + Scheduled Payroll Deductions)
• Common Causeso Mid Year electionso Fast Formulas incorrectly calculates the deduction
schedule
Deduction Trending Rule
• Identifies employee deductions where the actual payroll contribution amount does not equal the expected payroll contribution amount for the year. These are identified by the following calculation:
• Trending = Actual YTD Payroll Deductions - Expected YTD Payroll Deductions
• Common Causeso Fast Formula rounding issueso ADP View Date issues
Missing Initial Payment
• For benefits, such as Medical and Dental, where coverage starts on the 1st of the next month, a missed payment can occur when deductions start in a pay period after the coverage period.
• For example:
Hired
1/6/2009
Election
1/21/2009
Coverage Start
2/1/2009
30 Day window to elect coverage
Life Event Closed
2/6/2009
Deduction Start
2/15/2009
Pay Period 4 Pay Period 5
Deduction payment never taken
Demonstration
• Core Functionality
• Deduction Trending Example
• FSA Trending Example
• Missing Payment Example
• Adjustments Example
Questions