Benefit Statements

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Tutorial: Getting Started (#6)

Employee benefit statements are usually complex documents. When we say 'complex' we do not necessarily mean 'complicated', which is a relative term. Complex (our usage) means 'multiple data types'. When you start using terms like 'data type', it is time to get your HRIS or IT person on your Project Team.
So far, you have identified static text & perhaps the general placement/style of other elements (images, logo, vector artwork, colors) + the placement of variable text. You know your document size so now it's time to dig into your variable data requirements.
Your employee benefit statements may include two basic categories of data:- direct data (employee id, wage rate, etc)- derived data: data that is 'manipulated' to varying extents and based on other data. A simple example would be:

You will need to ask your HRIS person/IT not only if they can supply the 'base data', but also if they will be able to create the derived data in an acceptable format. Here is what you need to do:
1) Make a list of every variable item on the employee benefit statement with every expected simple variation (remember the health text ... Carrier, Plan type, Choice). There may be >30 simple variations of this specific item.2) Make a list of every variable item that includes a derived, calculated value. An example would be displaying the Future Value of a 401(k) Account balance given the employee's date of birth, the present value of the account balance and mutiple rates of return.
Why make this list? You need to determine the capabilities of your people. They may say: "Can do, but it will require 80 hours, maybe more with debugging." ... or it may not be possible with your current system.

Data itemee_nameDoe JR,John J

Derived Data (on statement)ee_nameJohn J. Doe, JR.

The Data item from the employee's perception will appear impersonal.Remember to think like an employee.
However, in order to make it more personal, data manipulation will be required. 'Fixing' the above would usually involve decomposing (breaking apart) the ee_name into 2 separate data items (LAST|FIRST), then reassembling to account for variations (data entry errors) within the data, the most common being the middle initial. Some employees will have "J" whereas the next employee may have "K."

Supplying accurate Direct Data is rarely a problem for HRIS or IT. Supplying variable simple data can be more challenging. Providing derived, nested, calculated & correctly formatted data may be beyond your current capabilities.

A valid question at this point would be:"Why don't I just ask them before I go through all of this work?"
If you have 'close access' then that would be a good idea. HRIS may be more closer than IT. After all, you are in the same Department - but - they still will not be able to read your mind. They will need a very detailed description with examples.
Hint: Don't ask questions that begin with the phrase "Can't you just <insert request>?" Seemingly simple (in your mind) requests can be stupefyingly difficult to fulfill. Find out now what can & cannot be done.Then go back & revise your list as required.

Employee Benefit Statements Tutorial

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If this does not bother you now, it will later. Your expectations for your employee benefit statement project will rise as you work through the process. It is a moving target.

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