The following includes only the text portion of the document. We invite you to consult the original document or multimedia presentation to benefit from the integral information which was prepared for your intention.

 

Two options can be available to give you access to the original document:

 

When available:

 

Click on the PDF or RobotDemo document on top of this screen

 

Otherwise:

 

Copy the following URL link to your WEB browser:

http://www.c-surance.ca/help_en/edit_article.asp?id=1316&ucat=233&detail=61

SECTION II – PROGRAM DESCRIPTION

MANAGEMENT OF GROUP INSURANCE

In Section I – Chapter 1 we learned of the various links possible and the significant movement of information necessary to ensure healthy management of group insurance.

Even though it is possible to state that having MDI technology at each level of management is by far the most productive, efficient and economical solution, we must face and accept the fact that for economical or strategical reasons or simply through prior commitments, this ideal integration may not be applicable in your particular situation.

In Section I – Chapter 2 we familiarized ourselves with the various buttons and generic functions to navigate assuredly throughout the MDI software.

Backed by this experience, we now propose Section II dedicated to daily use. Our objective is not to describe each title element, as this is available through our online assistance (Allegroupe Help button, see Section 1, Chapter 2 - F), but to give a practical overview of the useful management stages.

Table #2 is designed to demonstrate the various management facets of the ALLEGROUPE software that are available for the Enterprise.

A.        COMPANIES

Access to Companies ensures management of all pertinent information and also ensures that the system will respect Management's requirements.

Some information is absolutely essential:

§         Management of Company information:

-          Company name (a) and province (b) are essential to attribute the file and to manage taxation.

§         In the  “Management” (c) information block, the administrator must be sure to :

Ø       Create (mandatory minimum to manage the project):

(1)        Divisions (persons or firms) and Employee Classes. This information will serve as a base to manage the group insurance and the social benefits. Each employee must belong to a class, which in turn will belong to a division.

(2)        Insurance Modules when the company chooses to apply insurance according to a Modular mode. In other cases, no information is required.

(6)        Event parameters initialize the significant information pertaining to the management terms, start date, fiscal date, payroll number, etc. WARNING: Do not forget to activate processing when initializing activities.

The Bank information tab has fields accessible now, but for which information processing will be activated in a future version.

(9)        The insurer will require a Rating history to set the project rates. This information is managed by the group benefits advisor. The rating history is also available for contract or project benefits.

(10)    The insurer will require an Experience history to set the project rates. This information is managed by the group benefits advisor. The rating history is also available for contract or project benefits.

Ø       Create (mandatory minimum to manage the contract):

(3)        The Employer's contribution to define the employer's part according to the various types of contribution possible and to define the time frame (number of pay periods) during which the employer will contribute in the case of an employee not exercising professional activities. In this screen we can also define (optional) the service fees applicable for the manager (TPA) or for the union and the employee's or employer's share.

The right-hand button accesses the following options:

            (12)  ADP configuration will be required if a link is established with the ADP payroll system. This information is mandatory to synchronize the exchange of information between the payroll system and the MDI software.

Ø       Create: (optional for the company but required for an advisor):

(4)        A Company advisor which holds the name(s) of the contact person responsible for managing the file for the advisor and the insurer. With this option the advisor can attribute a file to a specific advisor while the company can keep the names of important resources.

            (8)    Resource Persons to manage the various resource persons by Division / Class for one or several companies.

Ø       Access pertinent information such as:

(5)        Billing accounting.

            (7)    The Event log lists all significant activities (billing, deductions, imports, etc.) that have affected your valuable data.

      Five types of printed reports are available by pressing on the Print button on the main screen.

      Information corresponding to items A to E, I, R, S, W and X are presented in Table #2.

B.        CONTRACTS

The insurance contract reflects the particular specifications for coverage, terms, and for the management parameters between the parties. It can be directly created or imported from a project.

Three information tabs are available:

1.       General Information which includes terms and contract processing modes as well as software management specificities.

2.       Benefits which include all benefits with individual details and specificities for each benefit.

3.       Data transfer where files are processed and where files are created for electronic transfer in the case of a system which manages movements or has self administration.

B.1 General Information

It is important to correctly fill in the fields which will guide the electronic transfer of information.

Each contract is unique and must show the policy number (a) and the name of the insurer (b) on the risk. Note that several contracts may be in force for a same company. It is also possible to keep prior contracts. It is therefore important to ensure that all active contracts are indeed activated through field (c).

With the structure type (g) (Division/Class, Module, Flexible) the benefits that will be assigned to the employees can be structured according to the type of structure specified.

Admissibility processing (d) can be manually identified (with human intervention) or automatically identified according to the hiring date and the adhesion delays defined by each benefit. For this, self administration must be activated and the employee file must be conform and activated.

Movement processing (e) can be defined according to the agreement between the insurer and the company. This processing will have an impact on the economic application of the insurance premiums according to the adhesion date.

Self administration activation (f) or billing by accounting will ensure automatic and electronic management of information. WARNING: Do not activate self administration unless the situation is real. Activation of self administration starts up a complete process of event management. Consequently, the reports produced will strictly reflect the processed or actual elements and the operator in self administration mode will call up the process function; as such will not be the case otherwise, thus distorting the processed information.

Certain options can be accessed with the right hand button on the mouse, such as printing the contract and ensuring automatic contract renewal.

B.2 Benefits

Benefit management is a picture of the contract between parties. It is therefore important to activate the benefits included in the contracts and to ensure adequate description for each Division/Class, Module or Flexible Plan.

The present module will be available on a read-only basis for companies with self administration with the benefits managed by the insurer. Information will be electronically transmitted by the insurer through planned communication for data transfer.

Optional benefits (OLM (d) and OLS (e)) are linked to the premiums relating to age, sex, and to the Smoker/Non-smoker status. These tables are managed by option Optional rates of life insurance (f).

The Benefit maintenance and reactivation option (g) manages the number of months during which coverage will be maintained following a leave of absence; it will also manage the delay for the adhesion to be immediately reactivated (without a waiting period before adhesion) when returning to work. Code 99 indicates the insurer will maintain coverage until the end of the current month.

The following benefits access an individual additional information sub screen which relates to complementary insurance:

§         ADM (a)

§         Extended health care (b)

§         Dental care (c)

With Extended Health Care a module can also be accessed to manage paramedical data.

Refer to Section I – Chapter 2, C where the MDI details are explained for simplified management linked to a bank of plans to ensure optimization of activities and simplified procedures.

A bank of basic plans is included with the ALLEGROUPE software in order to simplify management.

We recommend to adapt this bank according to the specific needs of the advisor or the insurer. This adaptation will considerably accelerate the redundant tasks of creating benefits.

Printing the insurance plans will give a copy of each plan available for each class. Consequently, MDI offers easy combination of identical benefits even though a benefit must be assigned to each class. To do this, make sure the Plan name (i) used will be the same for each identical plan.

When you are in this screen, you will notice that several empty fields are identified by a different colour, each having a particular signification.

Red:        Represents fields that must be filled in.

Yellow:            Represents fields that we suggest to fill in.

White:     Represents complementary fields to complete the file, if required.

By clicking on the right hand button of the mouse, the accessible options refer to the various buttons defined in Section I – C.

The information corresponds to items F to J and K to N shown in Table #2.

C.        EMPLOYEES

Managing information for each employee ensures precise information for all members of the company. MDI ensures pro-active or retroactive detailed maintenance. According to the stored information and the employee's choices on his/her adhesion formula, the system will manage, calculate and automatically process the information.

The manager must make sure to manage the movement of personnel so the software can ensure adequate processing of the information. Ideally, an electronic link should be established with the electronic pay system to limit human intervention.

The employee management module allows group access (Section II, C.1) or gives individual access to each information component relating to the employee (Section II, C.2).

C.1      Employee list editor

To limit the necessary efforts required to manually enter a client list, which includes the regrouped management of events, MDI offers an accelerated module of employee management (See Section I, B.4.a) corresponding to screen II-C.1a, all the while taking advantage of the field configuration management modules as well as the default value manager .

C.1.1  Creating a new employee base

This module is especially useful when creating a new employee base. The steps are:

1.       Create a base and give it a name.

2.       Register the new employees by:

-          Importing information from an ASCII file made available by the company;

      or

-          manually enter the data as received.

3.       Select the field list to be completed through screen II-C.1b by using the  ß à arrows until the description required. If needed, new lists can be adapted or created (+) by activating or deactivating the element involved (Section I, A.7).

4.       Place the input fields in the required order according to the written data to be entered;

5.       Do not forget to capitalize on the automatic save and default value input functions

6.       Pay special attention to all mandatory empty fields, including “Base Projects” furnished with the software or “For self administration” which should be configured to reflect the minimum elements required to manage contracts. WARNING: If elements are missing, information may not be properly processed.

7.   Following processing, export to ALLEGROUPE data base.

C.1.2  Managing Group movement

MDI can rapidly manage a group of employees when there is a salary revision, a seasonal layoff, a change of division/class, when group validating the adequate information input, add the additional fields and the contract modifications when there is a transfer from a project to a contract, etc.

To do so (referring to screen II-C.1d):

1.       Select a company (g);

2.       Select the list of fields to be processed (button 41), screen II-C.1b;

3.       Import the permanent list (button 44);

4.       Identify fields (d), (e) and (f) which are necessary to ensure efficient management of the movement;

5.       Select (optional) which group of employees to manage by specifying (a) and (c);

6.       Enter the changes and modifications;

7.       Carry out a visual check of the mandatory fields;

8.       Following processing, export the changes (button 39).

WARNING:   While using the Import / Export functions, the operator should insure that there was no manual intervention in the original (source) database between the import period (step 3) and the export period (step 8), in the individual client files (See C.2). Otherwise, certain information manually modified, through individual management (C.2) will be lost in favour of the data exported by this activity.

With the correct selection (button 41), to activate the various elements required for self administration management, the manager may:

1.       Rapidly input the complementary data;

2.   Carry out the auto-check of the empty fields that require data, otherwise processing may be incomplete.

With these facilities, it is possible to apply vast changes to a group of employees by capitalizing on the import and export options of the ALLEGROUPE software data base.

C.1.3  General Functions

The rapid edition module is for research activities. For this you must first choose the desired variable in the search field (a). For example, if you are seeking the employees of division 01, select Division no (with the down arrow) in the search field (a), drag the Division no column to the first place (see arrow (b)), and then add 01 in the search value field (c). All the employees of division 01 and only the employees of division 01 will be displayed.

The fields can be interchanged according to any configuration you wish.

Identify the change code (d) pertaining to the nature of your request.

Note that the day date will be displayed by default for the input (e) and effective (f) dates. These dates may be modified according to needs. They are used to create movements in the real-time data base.

C.2      Individual Management

When accessing this field you will notice that several empty fields are identified by a colour, each colour has a special significance.

Red: Mandatory fields to fill in:

§         Name;

§         Surname;

§         Birth date;

§         Hiring date;

§         Sex;

§         Insurance status;

§         Province;

§         Input date;

§         Effective date;

§         Division;

§         Class;

§         Job status;

§         Salary;

§         Status (all).

Yellow: Fields suggested to be filled in:

§         CSST coverage;

§         Certificate no;

§         Employee no;

§         SIN;

§         Occupation;

§         Reason.

White: complementary fields to be filled in to complete the file, if required.

-          Language;

-          Department no;

-          Hold-back factor;

-          Address;

-          City;

-          Postal code;

-          Tel.;

-          Fax;

-          E-mail;

-          Module ;

-          Smoker;

-          Proof;

-          Grandfather;

-          Flexible.

All red and yellow fields must be filled in for the colours to disappear.

In order to avoid any accidental duplication of a file containing similar information (social insurance number, employee number, etc.) when adding a new employee in screen II-C.2, the system will ask you to validate the information if it identifies similarities. You can then access the existing file or create a new one.

In addition to the information in C.1, this section accesses all pertinent information in an employee file as defined by the tabs (a). A complete file is interactive with the benefits, management and event movement and consultation, close relatives management, billing consultation, payroll deductions, etc.

Also, individual or group calculation hypotheses can be carried out to reflect spot information requests.

The right-hand button on the mouse accesses various options:

1-       Previous movement: Prior change carried out in the employee's file.

2-       Next movement: Following change carried out in the employee's file.

3-       Delete the movement: Deletes the on-screen movement (if not processed).

4-       Summary of coverage and costs (simplified) (overview / preview): Generated per employee. Can be visualized on screen or printed on paper.

5-       Summary of coverage and costs (preview): Generated per employee. Can be visualized on screen or printed on paper.

6-       Employee's bill: Related to payroll deduction if the employee is no longer on the payroll.

7-       Shortcut to company file: To visualize the company file.

8-       Shortcut to bank file: To be determined.

9-       File validation: Produces written report on missing fields that need to be filled in.

The print option prints out the coverage and the group insurance costs.

Information corresponds to items O, P and Q in Table #2.