Using Power Tools

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Power tools allow users to make data changes to more than one record at a time. This is extremely helpful when managing data across a number of plans.

 

Tier Availability: Track, Team, Core, Essential, Premium, Business

Security Rights Required: Access Power Tools

  Note: Some items may not be available in all tiers.

For instructions on how to use each of the Power Tools, click on the link below.

Available Power Tools: 

  

Communication Lists

Tier Availability: Essential, Premium, Business

Communication Lists in PensionPro allow users to group together contacts that receive specific communications.  The Communication List Power Tool allows users to easily add or delete contacts from a communication list.

  1. Click on Power Tools > Communication Lists in the Application Menu located at the top of the screen.
  2. In the dropdown select either Add Contact in List or Delete Contact From List.
  3. Select an available Communication List from the dropdown.
  4. Filter the data to return by clicking on the Option button.
  5. Click on the Refresh button to return a list of Contacts.
  6. Select the Contacts to be modified by clicking on the checkbox next to the Contacts’ name. All Contacts can be selected by clicking on the checkbox in the far left of the header.
  7. Click on the Execution tab, located to the right of the Select Contacts tab.
  8. Then click on the Unlock button and then the Execute button.
  9. The Completed tab will show the details of the updates that were successful. The Failed tab will display the details of the updates that failed to be executed and the reason for the failure.

  

Field Update

The Field Update Power Tools makes it easy to execute updates to various fields in Clients, Contacts, Investment Providers, Plans, Projects, and Tasks.

The Clients Field Update Power Tool allows the user to update/delete the following fields: Category, Client ID, Location, Marked for Deletion, Search Text, Status, or Website URL.

The Contacts Field Update Power Tool allows the user to update the following fields: Accountant, Attorney, Auditor, Contact Category, Contact Grouping, Contact Preference, Contact Status, Custodian, Investment Advisor, Is RIA, Is Wholesaler, Marked for Deletion, Ok to Bulk Email, Ok to Call, Ok to Email, Payroll Partner, Profession, Record Keeper, Referral Source, Third Party Administrator, and Trustee.

The Document Specifications Update Power Tool allows users to update the following field: Document Status.

The Investment Providers Field Update Power Tool allows the user to update the following fields: 1099 Responsibility, Archived, Asset Based Revenue Percentage, Contract/Account #, Contract/Start Date, Data Collection Source, Distribution Processor, Fee Disclosure Type, Investment Direction, Investment Model, Investment Provider, Primary, Revenue Sharing Type, Terminated On, Transfer Status, and Vesting Submission.

The Plan Cycle Field Update Power Tool allows the user to update the following fields: 5558 Filed Date, Assets Requested, Census Requested, Form 5500 Type, Form Filing Due Date, Plan Cycle Completed, Plan Cycle Status, Safe Harbor.

The Plans Field Update Power Tool allows the user to update the following fields: Admin Type, Assets Frozen On, Audited, Category, Claim Processing Location, Client Servicing Level, Combo Plan, Creation Date, Daily Platform Shown, Date Added, Day End, Defined Benefit Shown, Distributions on PSL, External Client ID, Filing Cycle, Form 5500 Type, Group, Health and Welfare Shown, In House Claims Processing, Internal Plan, IRA Rollover Provider, IRS Plan Number, Local Directory, Marked for Deletion, Medicare Reporting Required, Month End, Multiple Employer Plan, Participant Statement Delivery, Payroll Contribution Calculation, PBGC, Plan Name, Plan Type, QDIA, QDIA Fund Name, Remittance Type, Search Text, Service Effective On, Service Terminated, Software Plan ID, Status, Termination Reason, TPA Plan ID, Trading Platform, Trust ID Number, and Valuation Frequency.

The Projects Field Update Power Tool allows the user to update the following fields: Budget, Due Date, Extendable, Marked for Deletion, Priority,  and Project Start. This Power Tool is only available in the Essential, Premium, and Business Tiers.

The Task Field Update Power Tool allows the user to update the following fields: Category, Event, Follow-Up Date, and Status. This Power Tool is only available in the Essential, Premium, and Business Tiers.

  1. Click on Power Tool > Field Update from the Application Menu located at the top of the screen.
  2. Select either Clients, Contacts, Investment Providers, Plans, or Projects to update.
  3. Select the field to update from the Field dropdown.
  4. Select or enter the list value, date, value or selection when prompted in the Value box.
  5. Filter the data to return by clicking on the Option button.
  6. Click on the Refresh button to return a list of data.
  7. Select the data to be modified by clicking on the checkbox next to the specific item. All data can be selected by clicking on the checkbox in the far left of the header.
  8. Click on the Execution tab, located to the right of the Selections tab.
  9. Then click on the Unlock button and then the Execute button.
  10. The Completed tab will display the list of Plans with their new values. The Failed tab will display the details of the updates that failed to be executed and the reason for the failure.

  

Plans

The Plans Power Tool updates such items as employee plan roles assigned to a plan, contact roles, and plan fee schedules. Reassigning Employee Plan Roles does not reassign Project Tasks. To Reassign Project Tasks, please review the Project/Task Assignments Power Tool.

  • Employee Plan Roles: Enables the user to add, delete, and reassign employee plan roles for multiple plans at once.
    1. To access the Employee Plan Roles Power Tool, click on Power Tools > Plans > Employee Plan Roles.
    2. In the I Want To dropdown select Add New Roles, Delete Roles, or Reassign Roles.
    3. If Add New Roles is selected, select the Employee Plan Role to be added and the employees’ name. If Reassign Roles is selected, choose the employees’ name in the dropdown.
    4. Filter the data to return by clicking on the Option button.
    5. Refresh the screen to display the Plan list and select the Plans that need to be changed. All Plans can be selected by clicking on the checkbox in the far left of the header.
    6. Click on the Execution Tab, located to the right of the Selections tab.
    7. Click on the Unlock button and then the Execute button.
    8. The Completed tab will show the details of the updates that were successful. The Failed tab will display the details of the updates that failed to be executed and the reason for the failure.   
  • Fee Schedule: Enables the user to add a fee schedule to multiple plans at once while closing any existing schedule if applicable. This Power Tool is only available in the Team, Premium, and Business Tiers.
    1. Select the Fee Schedule template from the Choose a Template dropdown menu.
    2. Enter the Start Date for this new schedule and then select the Status. A status of Active indicates that the fee schedule should be used. A status of Edit allows the user to modify the items within the template.
    3. Check the Close Existing selection box if you want existing fee schedules associated with this plan to be closed when the function is executed.
    4. Filter the data to return by clicking on the Option button.
    5. Refresh the screen to display the List for Fee Schedules and select the Plans for the change. All Plans can be selected by clicking on the checkbox in the far left of the header.
    6. Click on the Assign Fee Schedule, located to the right of the Select Plans tab.
    7. Click on the Unlock button and then the Create button.
    8. The Completed tab will show the details of the updates that were successful. The Failed tab will display the details of the updates that failed to be executed and the reason for the failure.
  • Plan Contact Roles: Allows the user to link Contacts to multiple plans at one time, tag those contacts as being viewable on the Contacts step of a PlanSponsorLink Data Collection, or appear on the PlanSponsorLink Contact us page.
    1. Click on Power Tools > Plans > Plan Contact Roles.
    2. In the I want to dropdown select either Add Plan Contact Role, Change Show on PSL, Show on PSL Help or Delete Plan Contact Role.
      • Mark the Show Only Employee box if you want to limit the contact records to employee records only. Type the contact's name in the Select Contact box and select the appropriate name when displayed.
      • If Add Plan Contact Role is selected, choose the Plan Contact Role to be added from the dropdown.
      • Check the Show on PSL box if the contact should be viewable on the Contacts step of the annual data collection project.
      • Check the Show on PSL Help checkbox if the plan contact should appear on the Contact Us page of PlanSponsorLink for the plan they are assigned to.
      • Check the Please CC box if the contact should be copied on any emails initiated from the People > Contacts tab for the plan.
    3. Filter the data to return by clicking on the Option button.
    4. Refresh the screen to display the List for Plan Contact Role and select the Plans for the change.  All Plans can be selected by clicking on the checkbox in the far left of the header.
    5. Click on the Execute, located to the right of the Select Plans tab.
    6. Click on the Unlock button and then the Execute button.
    7. The Completed tab will show the details of the updates that were successful. The Failed tab will display the details of the updates that failed to be executed and the reason for the failure.
  • Services Provided: Allows the user to add or delete services provided a record.
    1. Click on Power Tools > Plans > Services Provided.
    2. In the "I want to" dropdown select either "Add New Services Provided Records" or "Delete Existing Services Provided Record".
    3. If Add New Services Provided Records is selected, then in the dropdown choose the Services Provided to be added. In the field to the right of the dropdown, the user can edit the description.
    4. Filter the data to return by clicking on the Option button.
    5. Refresh the screen to display the List for Services Provided Changes and select the Plans for the change.  All Plans can be selected by clicking on the checkbox in the far left of the header.
    6. Click on the Execute, located to the right of the Select Plans tab.
    7. Click on the Unlock button and then the Execute button.
    8. The Completed tab will show the details of the updates that were successful. The Failed tab will display the details of the updates that failed to be executed and the reason for the failure.

  

Plan Cycles

The Plan Cycles Power Tool bulk launches Plan Cycles that are used to track annual information such as 5500 government form information, participant information, 5500 filing information, test results, actuarial information, and financial information.

 

  1. Click on Power Tools > Plan Cycles from the Application Menu located at the top of the screen.
  2. In the Plan Cycle Year End dropdown select the month and day of the Plan Cycle Year End.
  3. In the Plan Cycle Year select the year of the Plan Cycle Year End.
  4. Click on the Select Plans tab located to the right of the Select Plan Cycle tab, and click on the Refresh button. The results will bring back a list of all plans with a plan year end month and day that matches what was selected on the Select Plan Cycle tab.
  5. Filter the data to return by clicking on the Option button.
  6. Select the Plans that need a Plan Cycle generated by clicking on the checkbox next to the Plans’ name. All plans can be selected by clicking on the checkbox in the far left of the header.
  7. Click on the Execute Tab, located to the right of the Select Plans tab.
  8. Then click on the Unlock button and then the Execute button.
  9. The Completed tab will show the details of the updates that were successful. The Failed tab will display the details of the updates that failed to be executed and the reason for the failure.

  

Projects

Tier Availability: Essential, Premium, Business

The Projects Power Tool allows the user to launch projects, reassign project tasks, and extend projects.

 

  • Add Projects: Allows the user to launch a project to multiple plans at one time.
    1. Click on Power Tools > Projects > Add Projects from the Application Menu located at the top of the screen.
    2. In the Template Type dropdown choose a Template Type and then in the Template dropdown choose the Template.
    3. Enter any dates and a description if applicable.
    4. Click on the Select Plans tabs.
    5. Filter the data to return by clicking on the Option button.
    6. Click the Refresh button to display the List of Plans and select the desired Plans. All Plans can be selected by clicking on the checkbox in the far left of the header.
    7. Click on the Execute tab.
    8. Click on the Unlock button and then the Execute button.
    9. The Completed tab will show the details of the updates that were successful. The Failed tab will display the details of the updates that failed to be executed and the reason for the failure.
  • Project/Task Assignments: Allows the user to reassign a Project Manager, Task Assignments or Worktrays within the project. Task and Worktray Assignments can also be removed with this Power Tool. The Project/Task Assignments Power Tool does not reassign Employee Plan Roles on the People > Roles tab of a Plan. It only reassigns the Employee currently assigned to a Task. To reassign Employee Plan Roles, please use the Employee Plan Roles Power Tool
    1. Click on Power Tools > Projects > Project/Task Assignments from the Application Menu located at the top of the screen.
    2. In the I want to dropdown choose a whether to Reassign Project Manager, Reassign Task, Remove Task Assignment, Reassign Worktray, or Remove Worktray Assignment.
    3. In the Reassign By dropdown, select to reassign by Employee or Role.
    4. In the Reassign to dropdown choose to whom or Role the Project, Task or Worktray should be reassigned.
    5. Filter the data to return by clicking on the Option button.
    6. Refresh the screen to display the List for Assigned to Changes and select the desired Plans. All Plans can be selected by clicking on the checkbox in the far left of the header.
    7. Click on the Reassign tab, located to the right of the Select Project/Tasks tab.
    8. Click on the Unlock button and then the Execute button.
    9. The Completed tab will show the details of the updates that were successful. The Failed tab will display the details of the updates that failed to be executed and the reason for the failure.
  • Project Extensions: Enables the user to create and append extension projects for open annual administration projects at one time. It also updates the annual project due date to add 2.5 months to the current date.
    1. Click on Power Tools > Projects > Project Extensions from the Application Menu located at the top of the screen.
    2. In the Choose a Template dropdown, choose a Template.
    3. Filter the data to return by clicking on the Option button.
    4. Refresh the screen to display the List for Project Extensions and select the desired Plans. All Plans can be selected by clicking on the checkbox in the far left of the header.
    5. Click on the Add Projects and Review tab, located to the right of the Select Projects tab.
    6. Click on the Unlock button and then the Create button.
    7. The Completed tab will show the details of the updates that were successful. The Failed tab will display the details of the updates that failed to be executed and the reason for the failure.

 

Data Collections

Tier Availability: Team

The Data Collections Power Tool allows users to launch data collections for multiple plans at once.

  1. From the Application Menu, click Power Tools > Data Collections > Add Data Collection.
  2. The Data Collection Creation screen will appear. Select a template from the Template dropdown. Select the Plan Year the Data Collection is for in the Period End (YYYY) date picker.
  3. Click the 2. Select Plans tab.
  4. Filter the data to return by clicking on the Option button.
  5. Click the Refresh button to display the List of Plans and select the desired Plans by clicking on the checkbox next to the plan name.
    • All Plans can be selected by clicking on the checkbox in the far left of the header.
  6. Click the Execute tab.
  7. Click the Unlock and Execute buttons.
  8. The Completed tab will show the details of the updates that were successful. The Failed tab will display the details of the updates that failed to be executed and the reason for the failure.

  

Time for Billing

Tier Availability: Essential, Premium, Business

The Time for Billing Power Tool allows the user, in bulk, to mark Timeslips as billed or to unmark Timeslips as billed.

 

  1. Click on Power Tools > Time for Billing from the Application Menu located at the top of the screen.
  2. In the dropdown select either Mark timeslip as billed or Unmark timeslips as billed.
  3. Filter the data to return by clicking on the Option button.
  4. Refresh the screen to display the Timeslips to be modified by clicking on the checkbox next to the Plan name. All Plans can be selected by clicking on the checkbox next in the far left of the header.
  5. Click on the Mark/Unmark timeslips as billed tab, located to the right of the Select Projects/Tasks tab.
  6. Then click on the Unlock button and then the Execute button.
  7. The Completed tab will show the details of the updates that were successful. The Failed tab will display the details of the updates that failed to be executed and the reason for the failure.

  

To-Dos

Tier Availability: Core, Team, Essential, Premium, Business

The To-Do’s Power Tool allows the user to create a To-Do, assign it to either an employee role or the employee himself, and then link it to multiple plans.

 

  1. Click on Power Tools > To-Dos in the Application Menu at the top of the screen.
  2. In the Select To-Do tab, the User is required to enter the Title and either the Assigned to Employee Role field or the Assigned to Employee field. If the Assigned To Employee Role is chosen then select the Role from the dropdown on the right. If Assigned to Employee is chosen, then start typing the Employees’ name and select the correct name from the list that appears.
  3. If the Status is not listed, then one will need to be created in List Values.
  4. Next click on the Select Plans tab located to the right of the Select To-Do tab.
  5. Filter the data to return by clicking on the Option button.
  6. Click on the Refresh button and select the Plans for which the To-Do should be created. All Plans can be selected by clicking on the checkbox in the far left of the header.
  7. To finish completing the To-Do, click on the Execute Tab and then click on the Unlock button. A message will appear that will indicate how many To-Dos will be created.
  8. Click on the Execute button.
  9. The Completed and Failed Tabs, located on the left of the Execute grid will show the number of To-Do’s that completed and/or failed. Click the tabs to see a list of each.

  

Website Rights

Add-On Availability: PlanSponsorLink

Contacts must be assigned appropriate security rights in PlanSponsorLInk in order to view information and complete assigned tasks.  The Website Rights Power Tool allows the user to add or delete PlanSponsorLink security rights for multiple contacts at one time.

 

  1. Click on Power Tools > Website Rights Lists in the Application Menu located at the top of the screen.
  2. In the dropdown select either Add New Right or Delete Right.
  3. If Add New Right is chosen, then in the Add dropdown select the Right to be added and in the For dropdown select the Contact Role. The user can also select All in the Add dropdown, to add all website rights.
  4. Filter the data to return by clicking on the Option button.
  5. Click on the Refresh button to get a listing of results.
  6. Select the Contacts to be modified by clicking on the checkbox next to the Plans’ name. All Plans can be selected by clicking on the checkbox in the far left of the header.
  7. Click on the Execute tab, located to the right of the Select Plans/Rights tab.
  8. Then click on the Unlock button and then the Execute button.
  9. The Completed tab will show the details of the updates that were successful. The Failed tab will display the details of the updates that failed to be executed and the reason for the failure.

 

Website Security Rights Definitions:

  • Add/Edit/Delete Fiduciary Documents: Gives the contact the right to add, edit, and delete fiduciary documents on PSL. These will appear on the Documents tab on PSL under the sub-heading of Documents.
  • Administrative Forms: Gives the contact the right to view administrative forms for that plan on PSL. These documents are posted under the Admin Forms tab in PensionPro. They will appear under the Documents tab on PSL.
  • Approval: Gives the contact the right to approve and submit the year-end data collection process on PSL.
  • Businesses: Gives the contact access to the Businesses step on a year-end data collection process on PSL.
  • Contacts: Gives the contact access to the Contacts step on a year-end data collection process on PSL.
  • Distributions: Gives the contact the right to the Distribution tab on PSL. This is where the plan sponsor will access distributions information on the website.
  • Document Collection: Gives the contact the ability to access the document collection tasks in a document collection project. (Web Collection Projects)
  • Employee Census: Gives the contact the right to Employee Census step on a year-end data collection process on PSL.
  • Employer Census: Gives the contact the right to complete all steps up to the employee census in a year-end data collection process on PSL.
  • General Web Collection: Gives the contact the ability to access and complete tasks in a general web collection project. (Web Collection Projects)
  • Plan Documents: Gives the contact the ability to view all documents listed under the Files tab in PensionPro. They will appear under the Documents tab on PSL.
  • Principals: Gives the contact access to the Principals step on a year-end data collection process on PSL.
  • Reports: Gives the contact the right to view any reports, such as year-end reports. They will appear under the Documents tab on PSL.
  • View Fiduciary Documents: Gives the contact the right to view fiduciary documents on PSL. These will appear under the Documents tab on PSL.

 

Did You Know: (Premium and Business Tiers Only) Clicking on the Options button now allows users to select and display Task Status, Task Category, and Follow-Up Date as field columns and filtering options.

 

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