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Table of contents
H. SYSTEM MANAGEMENT
FUNCTION LIST AND TECHNICAL SUMMARY OF THE SOFTWARE.
J. PRINTED REPORTS
H. SYSTEM MANAGEMENT
By clicking on button 23, the system will display System management (screen II-H.1). System users are managed through this screen.
By clicking on the User management option (a), you can add or delete users, limit access to certain files and install security levels for each file.
The Data base maintenance option (b) will refresh the data base if files have bad sectors. By default, the following boxes will be checked:
1- Check file structure;
2- Check index integrity;
3- Reclaim unused space.
When processing is finished, click on Process maintenance and the system will automatically back up the data.
The Parameters of the software version option (c) will permit the management of the parameters.
Here is the summary list of the MAIN CHARACTERISTICS of the ALLEGROUPE software (as of early 1999).
1. POLICY MANAGEMENT
§ Manage simultaneously the policies of several types of employees (classes) working on various sites (divisions) and covered by different types of plans (flexible, modular or standard);
§ Can manage policies shared between several insurers;
§ Can be installed at the beginning of or during a contract year;
§ Can generate billing movements according to various scenarios;
§ Automatically manages the admissibility, by coverage, according to the hiring date and according to the number of days/months worked consecutively, all the while maintaining the possibility of manual admissibility;
§ Manages calculation of the coverage often found in group insurance policies;
§ Manages the coverage, as well as the rates per class, within each division (sub-billing level).
2. BENEFITS MANAGEMENT
MDI has heavily invested in the “Group Insurance Module” in order to increase productivity, all while limiting management operation steps.
With this module one can manage the plan data banks and carry out employee movement transfers towards the insurer, as well as movements referring to the health card.
Policy holder life insurance and ADM
§ Manages fixed amounts or multiple insurance as well as the minimum insurance amounts allowed and the amounts given out with or without evidence of insurability (basic life);
§ Allows up to five levels of reduction formulas;
§ Takes into account age termination of benefit;
§ Variable billing unit ($1 000, $10 000, etc).
Life insurance and ADM of dependant persons
§ Manages single parent, couple or family rates;
§ Manages premium waivers.
Long and short term salary insurance
§ Manages fixed or percentage benefits;
§ Benefits according to a percentage can be spread over three levels (for example: 75% of the first $2 250 $, 67% of the next $2 000 and 50% of the balance);
§ Takes into account amounts paid with or without evidence of insurability;
§ Variable billing unit ($10, $50, $100, etc.).
Health insurance, eye, dental and health care and EAP
§ Takes into account age termination of benefit of the main insurance (upon retirement for health insurance);
§ Also manages insurance extension for survivors, with or without premium payments;
§ Manages individual, single parent, couple or family rates.
Optional insurance
§ Manages billing from “Unique” to “male S/NS, female S/NS” according to age intervals;
§ Manages age termination of benefit.
3. MANAGEMENT OF EMPLOYEES
With this module, the human resources manager manages his social benefit portfolios by having at his disposal a complete management tool that can:
§ Manage the employee list by incorporating strategic information;
§ Enter contract stipulations;
§ Calculate the payroll deductions and the taxable benefits that must be taken into account on the employee payroll. Various employer contributions or various insurance coverage scenarios can be considered (virtual calculation method), reports can also be printed;
§ Produce cost and coverage summaries for the employees.
4. MANAGEMENT OF EMPLOYER / EMPLOYEE PREMIUM SHARING
The manager can process various employer payment scenarios for each employee class.
§ Percentage of the global premium or percentage of the premium according to a theoretical insurance status.
Note: Can include a maximum number of monthly payments.
§ Percentage of pay.
Note: Can include a maximum number of monthly payments.
§ Monthly payment determined by coverage.
§ Amount determined by insurance status.
§ According to a percentage of each coverage premium, as a function of the insurance status, chosen by the employee, or by a theoretical insurance status. for each coverage where applicable.
Note: Each coverage can be subjected to its own maximum, or to the whole premium; this in turn can be subjected to a determined maximum or to a percentage of the salary.
ALLEGROUPE can also manage administration fees such as employee payroll deductions or employer contributions. This characteristic is very useful when a third party such as the trade union administers the policy.
5. REPORT MANAGEMENT
Billing for the group
§ Identification of participants who exceed the allowed maximums without evidence of admissibility;
§ Management of retroactive movements;
§ Management of premium processing according to job state (i.e. disability, layoff, lock-out, strike, etc.);
§ Division sub-total and total for the group;
§ Tax management according to the employee's home province;
§ Detailed for each employee and produced jointly with a report on the total volume per coverage and with a report on specific movements for each employee;
§ Credit / debit management.
Billing per employee
§ When an employee is laid off, disabled, or on leave of absence and payroll deductions cannot be carried out, a personalized bill is produced and sent to the employee;
§ Credit/debit management.
Payroll deductions and taxable benefits
§ Shows the amount to be deducted from the payroll and the taxable benefits for employees admissible to be paid for the given period (active, paid leave, job end during the last period);
§ Manages adjustments pertaining to retroactive movements;
§ Indicates cumulative deductions, taxable benefits and employer contributions since the beginning of the civil year;
§ Carries out a consolidation at the end of the fiscal year;
§ Manages “advanced” payroll deductions for seasonal employees who have year-round coverage;
§ Adjusts employer contributions according to the state of the employee (i.e. contribution is maintained for “X” months in the case of disability);
§ Manages processing of the premium according to employment state (i.e. disability, layoff, lock-out, strike, etc.).
Employee files
MDI has been proactive in the development of the “Employee” section. In order to reduce the number of operations, it created an employee editor; the employee list can also be exported to this editor for an appreciable time gain.
§ Can print the whole employee file;
§ Can print the payroll deduction history;
§ Can print a summary of an employee's coverage, the taxable benefits and employer contributions (if the insurer retained this option).
List of employees waiting for admissibility
§ Can show at any time which employees are waiting for admissibility, in order to make sure to have them fill in adhesion forms.
List of evidence of insurability
§ Identifies employees with amounts exceeding the maximum allowed without evidence of insurability; these employees are waiting for medical selection.
Adhesion card
§ According to management criteria, it can automatically produce an already filled in adhesion card, X weeks before the admissibility date; this card can be produced from data contained in the employee file (i.e. name, surname, SIN number, etc.) A personalized form per insurer must first be approved and designed.
Declaration of health
§ To produce the required form following an overrun of the allowable maximum without evidence of insurability or following a change in salary. A personalized form per insurer must be approved and designed.
J. PRINTED REPORTS
COMPANIES
J.1
Click on the Company icon, select the desired company and click on the Print icon. Select the printing parameters (ex: division/class…). You can now click on the View button or on the Print button, if you just want to look at the report or if you want a hard copy.
J.2 Company advisor:
Access the Company advisor in the Management section (Screen II-A (4)). Click on the Print icon.
J.3 Event parameters:
Access Event parameters in the Management section (Screen II-A (6)). Click on the Print icon.
J.4 Resource persons:
Access Resource persons in the Management section (Screen II-A (8)). Click on the Print icon (button 10).
J.5 Rate history:
Access Rate history in the Management section (Screen II-A (9)). Click on the Print button for this screen. A box titled Rate history will be displayed. Write in the dates, choose which coverage to include and click on the Search button. Then click on the View button and on the Print button for this screen.
J.6 Experience history:
Access Experience history in the Management section (Screen II-A (10)). Click on the Print button for this screen. A box titled Experience history will be displayed on the screen. Write in the dates, choose which coverage to include and click on the Search button. Then click on the View button and on the Print button for this screen.
CONTRACTS
J.7
Click on the Contracts icon. Select the desired contract and click on the Print icon. A Contract report menu will be displayed. If you want a summary of the contract, click on Contract summary, choose the desired contract and click on the Print or on the View button. If you want a project request, click on the Project request option, choose the contract and the parameters then click on the Print or on the View button.
NOTE: You can access the same report menu by using the right mouse button. You must however first open the desired contract.
EMPLOYEES
J.8
Click on the Employees icon, then click on the right mouse button and select the Generate employee reports option. Select the desired parameters, and then click on the View or on the Print button. Note that this command will print a report for all employees of a given chosen company.
J.9 Per employee:
Access the desired employee, and then click on the Print icon. A summary of the group insurance coverage and costs will be displayed on the screen (equivalent to report J.9.a).
You can also click on the right mouse button. Three report possibilities will be displayed on the screen:
J.9.a Summary of coverage and costs (simplified);
J.9.b Summary of coverage and costs;
J.9.c Employee bill.
J.10 Employee list editor:
On the command line, click on Special, select Employee list editor and select a company and the desired fields. Note that it is possible to import or to create the list of employees. Finally, click on the Print the employee list proper to this screen; this will transfer you to the Print preview screen. Click once again on the Print button to obtain a hard copy.
J.11 Employees waiting for adhesion:
Click on Special in the command line, chose Employees waiting for adhesion and click on the Print icon.
This can also be accessed through the Search employee list, you can also click on the right mouse button; three reports are available:
J.11.a Generate employee reports (similar to the report produced in J.8);
J.11.b Report of waiting for evidence;
J.11.c Report waiting for adhesion (similar to the report produced in J.11).
J.12 Employee bill:
If the employee has a balance due, a bill can be prepared by clicking on the right mouse button, select Employee bill and click on the Print icon. This will produce a report similar to the one produced in J.9.c.
PROJECTS
J.13
Click on the Projects icon, select the project, and then click on the Print icon. The screen will display Menu Report Contracts (the screen displayed is the same one as found in Contracts). Click on the radio button Project request, then select the required command in the appropriate box.
Another option is also available: click on the Send and project analysis tab. Three print choices are then displayed on the bottom part of the screen:
J.13.a Print project (according to the selected project in the send list);
J.13.b Print the transmission letter (not available);
J.13.c Print the comparative analysis.
INSURERS
J.14
Click on the Insurers icon. Click on the Print icon. All the insurance companies and their full addresses will be displayed in Preview mode. To obtain a report by company, click on the desired company, and then click on the Print icon.
BILLING
J.15
Click on the Billing icon, then on the Print icon, the Print group insurance bill screen will be displayed. You will then have a choice among six reports. Select the desired one and click on the View or on the Print button. The examples shown are detailed bill (insurer) and Summary billing report (insurer) (J.15.b).
PAYROLL DEDUCTIONS
J.16
Click on the Payroll deduction icon, and then click on the Print icon. You also have another option. Select one of the payroll deductions, click on the right mouse button and you will access a choice of five reports. Two examples are included in the appendix: Complete deduction report (J.16.a) and Cumulative deduction report (J.16.b).
HYPOTHESIS
J.17
Click on the Hypothesis icon. Create or choose a hypothesis and by clicking on the right mouse button you will access two types of hypothesis reports (Group (J.17.a) and Monthly (J.17.b)) or yet, two types of Summary of coverage and costs reports (simplified or complete + per employee or per group). The report given as an example is the Simplified by group report (J.17.c).
Note: For Summary employee reports, you must absolutely be in the Employee List or Employee File (hypothesis) tab to be able to produce the desired reports.
ON-LINE HELP MENU
J.18
Click on the On-line help icon, select the desired subject and click on the Print button for this screen.
