Purpose

• The Ben Admin Snapshot process is used to validate employee benefits at Wave deployment.
• ⚠️ It does not replace event clean-up.
• Going forward, campuses must review and resolve all Ben Admin event issues and errors daily to stay current and prepare for Open Enrollment processing.

Requirements Before Production Processing

✔ You must run the Ben Admin Snapshot process for your campus/conversion population(s).

✔ Review and resolve all snapshot issues and errors.

✔ This must be completed before starting production benefits processing in CHRS.

Who Must Be Included in the Snapshot?

• All employees with HR Status = Active.
• As part of conversion:
  • These employees will receive a BAS GROUP ID on all current and future Job Data rows.

Special Case: Employees with Multiple Jobs

• The campus that owns the employee’s benefits enrollment runs the conversion snapshot.
• If the Benefits Primary Job (BPJ) changes due to CHRS conversion:
  • Coordinate with the new BPJ campus, and/or
  • Void the snapshot BAS event and
  • Create an HBE BAS event to update the employee’s benefits as needed.

Process Prerequisites

1. Clear Event Maintenance & BAS Activity Tables

✔ Event Maintenance (EM) Schedule must be processed and cleared

• On the Schedule Summary page, verify no events remain in:
  • Assign Error
  • Assigned
  • Prep Error
  • Election Error
  • Prepared

✔ BAS Activity table must be cleared (Review BAS Activity page)

• If the BAS Activity table is not empty:
  1. Review Processing Messages → resolve any valid events with errors.
  2. Check if events are linked to a Benefit Record Number orphaned from Job Data.
  3. Process employees manually in On-Demand Event Maintenance to clear events.
  4. Delete any remaining events.
     • If events cannot be deleted, contact CHRS to clear data.

2. Verify Ben Admin Snapshot Configuration

✔ Snapshot Definition must be defined for your campus.

• Each campus has a unique Snapshot Definition.
• If your definition is missing, STOP and contact CMS-CHRS.

✔ Definition ID must be unique to your campus/conversion population.

• Example: Long Beach runs a separate snapshot for both Long Beach and the Chancellor’s Office.

✔ Period Begin Date must equal your Wave conversion date.

• CMS configures this date during the Cutover/Conversion Task List.
• Do not run your snapshot process until CMS confirms this step is complete.

✔ Confirm all 11 Benefit Programs are listed.

Navigation Path

• Go to:
  • Set Up HCM > Product Related > Automated Benefits > Processing Controls > Snapshot Definition

• Verify Snapshot Schedule ID
  • Each campus has a unique Snapshot Schedule ID.
  • If your Schedule ID is not defined, STOP and contact CMS-CHRS.

• Confirm Required Unique Identifiers
  • For your campus/conversion population, you must have:
    • A unique Schedule ID
    • A unique Company
    • A unique BAS Group ID
    • A unique Snapshot Definition ID

3. Navigation Path

• Go to:
  • Set Up HCM > Product Related > Automated Benefits > Processing Controls > Schedule Table

• Pull up a few active employees in Job Data > Benefits Program Participation and verify that they have the BAS Group ID field populated for your campus/conversion population.

3. Run the Snapshot process

• Go to Benefits >Manage Automated Enrollment >Events >Run Automated Event Processing
  • Create a new Run Control ID. Use the same name as your Snapshot Schedule ID.
  • Enter the Snapshot Schedule ID.
  • Verify the Company is your business unit.
  • Verify the BAS Group ID field populates for your business unit.
  • Select Record Eligibility Results. (Step f is optional)
  • Save run control and click on Run.
  • Select the Server Name of PSUNX.
  • Select the delivered Benefits Administration COBOL – PSPBARUN process then click on OK.

4. Click on Process Monitor and then click on the Refresh button periodically until the process completes.

• Check the job log after the process completes to ensure that the job completed successfully and that there are no messages that require review and resolution.
• Verify that there a total number of records processed in the job log.

• If the job log says zero records processed, re-run the snapshot, but this time also go to the OE/Snapshot page and select the Schedule radio button.

5. Review Processing Messages from snapshot process, especially if Check Messages!!! Is in the job log.

• Go to Benefits >Managed Automated Enrollment >Review Processing Results >Processing Messages
• Select your snapshot schedule ID and click on Search.
• Review the message details and review and resolve any issues. Some issues found here could be that the employee is not eligible for the benefit loaded into the Base Benefit table. This may be because Ben Admin determined that the employee is eligible for Benefit Program AB2 and not STN, or AC1 and not AY.
  • This may require reviewing and correcting data in Job Data history.
  • There may have been a change in the employee’s benefits primary job or duration of appointment.
  • This also may require manually processing multiple events for the employee to correct enrollments.

6. Review Schedule Summary

• Go to Benefits >Manage Automated Enrollment >Review Processing Results >Schedule Summary
• Select Snapshot schedule and click on Search.

• Snapshot events may not get processed correctly if prior events are stuck in processing
  • Be sure to review Assn None and Pgm None events. BAS events in an Assigned Process Status have a prior or future-dated BAS event open for processing. You need to process the prior BAS event prior to processing the SNP BAS event. You need to close the future-dated BAS event in order to process the SNP BAS event.
    • Run the query or SQL provided in the Benefit Event Troubleshooting position paper
      • You can also run the Run Automated Event Processing for your snapshot schedule and select the Prepare Option to mass prepare all SNP BAS events.
    • Filter results to select just the Snapshot Schedule ID
    • Review the events for the remaining employees and re-process as needed.

7. Finalize Snapshot

• Return to Benefits >Manage Automated Enrollment >Events >Run Automated Event Processing b. Select the Run Control for recent snapshot
• Enter the Schedule ID for the snapshot
• Select the 3^rd tab and select Finalize/Apply Defaults

• Save run control and click on Run
• Select the delivered Benefits Administration COBOL – PSPBARUN process then click on OK.

8. Run Report to identify Snapshot changes

1. The final step of reviewing the snapshot results is to identify any benefits that may have been modified/terminated as a result of finalizing.
2. Navigate to Query Viewer or Query Manager
   • Reporting Tools> Query Viewer or Query Manager  
   • In the Search by field Use Query Name
   • In the begins with field use CSU_ BAS_HEALTH_ELECT
   • When prompted use the Elect Date being the date when your snapshot was run and the Sched ID for your campus, click View Results.
3. Review any changes made by Snapshot to determine accuracy and make adjustments as needed.
4. Continue to audit snapshot changes for the remaining plan types using the following queries:
   • Disability CSU_BAS_DISABILITY_ELECT
   • Life CSU_ BAS_LIFE_ELECT
   • Spending Accounts CSU_ BAS_HCRADCRA_ELECT
     • Note: You can also navigate to the CSU Benefits Administrator Tile by selecting CSU Administrator Home from the home landing page when you first sign on, then CSU Benefits Administrator Tile, then click on Queries to run the above queries.

• Be sure to generate the applicable forms as needed for enrollment changes should Snapshot terminate benefit enrollments for employees (Medical, Dental , FlexCash and FSA (HCRA/DCRA)). You can generate in batch by the snapshot schedule ID and date range, or via the On Demand Event Maintenance component using the On Demand Printing page.
  • For example, Snapshot may find that an employee was enrolled in benefits that was not benefits eligible, and thus terminated the employee’s benefits. The four queries that you are unable to access would list employee’s where benefits enrollment for each plan type changed as a result of running the Snapshot. If nothing is listed on the queries, then no employee’s benefit enrollments were changed.
• Once the Snapshot process is completed, messages and errors resolved and enrollments and changes audited, the campus may start benefits processing on CHRS. Remember to refer to the Benefits Events Troubleshooting document to help resolve found issues.

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