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Using Event Management

The PensionPro Event Management tool helps firms track the events that drive the deadlines for Plans. Here you can create, monitor and control a standard set of events that are tied to Project Tasks in PensionPro. This article provides information on how to add and edit Events once Event Configurations have been established.

 

Tier Availability: Business

Security Rights Required: Add/Edit Event, Add/Edit Event Configurations, View Events

 

Menu:

 

Event Management Security Rights

In order to use Event Management, a user must have Add/Edit Event, Add/Edit Event Configurations, and View Events Security Rights.

  • Add/Edit Event - Allows the user to add, edit, and delete Events.
  • Add/Edit Event Configurations - Allows the user to access the Event Configuration tab where they can add, edit, and delete event configurations.
  • View Events - Allows the user to view Events.

For steps on how to add these Security Rights to an Employee, please review Adding Employees and Security Rights. After rights are granted to an Employee, that user must then click Application > Refresh Security.

 

Note: If you see a plan on the Eligible Plans Drilldown but cannot find it in the PensionPro search feature, please make sure the employee has been granted access to that particular location.

 

Accessing Event Management

The Event Management tool can be accessed from the My Tasks or Worktrays dashboards in PensionPro. Click on the Launch Event Management button to access the Event Management dashboard which will open in the user's default browser.

 

Using Event Management

Events Dashboard

The Events dashboard is broken down in to 2 side tabs: Events and Suggested.

The Events dashboard automatically displays the Events Side Tab, showing a list of all launched events that are tracking Plans, Projects and Tasks.

The dashboard will only reload when clicking the Refresh icon, or if changes have been made to an Event Configuration.

Note: Making a change to an Event Configuration can change the counts displayed on this dashboard, so the page will automatically refresh when making any Event Configuration changes. 

Columns

  • Event Name
    • The name of the Event Configuration used when launching the Event to be tracked.
  • Category
    • Event Category is a customizable List Value that will allow the user to further group and organize their Events.
  • Period End
    • Shows the month, day, year end for the Event and affects the counts displayed for this Event.
  • Due Date
    • The date this Event tracking the Task is due.
  • Eligible Plans
    • Shows the count of Plans that match the parameters defined in the Event Configuration for that Period End.
    • This column will display "N/A" when the Event Configuration > Period Type is "Non-Periodic"
    • Click the Count to drill-down and see more details about the Eligible Plans.
  • Projects
    • Shows the count of Projects that are launched with a Task tagged and matches the Event Configuration for that Period End.
    • This column will display "N/A" when the Event Configuration > Period Type is "Non-Periodic"
    • Click the Count to drill-down and see more details about the Projects.
  • Completed
    • Shows the count of Tasks that are complete and match the Event Configuration for that Period End.
    • This column will display "N/A" when the Event Configuration > Period Type is "Non-Periodic"
    • Click the Count to drill-down and see more details about the Completed Tasks.
  • Remaining
    • Shows the count of Tasks that are not complete and match the Event Configuration for that Period End.
    • Click the Count to drill-down and view more details about the Remaining Tasks.
  • Note
    • Text that can be anything from the user.

Buttons on the Toolbar

Users have a significant amount of control regarding how to display events on the Events grid. Below are a list of buttons from the Event Toolbar and their descriptions.

  • Last Updated - the date and time when the data was last refreshed.
  • Show Completed For - Displays a certain period of completed events on the Dashboard. Users can choose to select Never, 3, 6 or 12 months.
  • Export To Excel - Allows the user to create an excel file from the data contained within the grid.
  • Group - Users can click the Group button and drag and drop a field header into the row above to group results by that field.
  • Filter - Allows the user to filter by certain column header values.
  • Clear Sort - Users can sort by clicking on the field header values. Clicking the Clear Sort button will remove any sorting.
  • Refresh - Users can refresh results to get the latest Event information.
  • Delete - Deletes the Event from the grid.
  • Edit - Allows the user to make changes to an Event.
  • Add - Allows the user to create a new Event.
  • View Event Report - Opens a new browser window and displays a report with details about the Tasks linked to the Event. Users can view Event Due Dates, Current vs Past Due Tasks, Open Tasks by Employee, Time By Employee, and the burndown of the Event to a specified date.

 

 

 

Suggested Side Tab

Suggested Events are automatically created based on the Event Configurations. For example, if the user created an 'ADP' configuration, the system will suggest events based on that configuration.

Columns

  • Event Name
    • The name of the Event Configuration used when launching the Event to be tracked.
  • Category
    • Event Category is a customizable List Value that will allow the user to further group and organize their Events.
  • Period End
    • Shows the month, day, year end for the Event and affects the counts displayed for this Event.
  • Due Date
    • The date this Event tracking the Task is due.

Buttons

  • Export To Excel - Allows the user to create an excel file from the data contained within the grid.
  • Group - Users can click the Group button and drag and drop a field header into the row above to group results by that field.
  • Filter - Allows the user to filter by certain column header values.
  • Clear Sort - Users can sort by clicking on the field header values. Clicking the Clear Sort button will remove any sorting.
  • Refresh - Users can refresh results to get the latest list.
  • Add - Allows the user to create a new Event.

 

 

Creating an Event from a Suggested Event

  1. Click once to highlight a Event Name
  2. Click on the Add button.
  3. Make any changes to the data and click the Save button to create the Event.
  4. The Suggested Event will move from Suggested to Events.

If the Event is not listed as a Suggested Event, you can create a new Event from the Events side tab by clicking on the Add button.

 

 

Creating an Event

1. From the Events tab, click the Add button.
2. An "Add New Event" pop-up will appear.
3. Select an Event Configuration from the Event Name dropdown menu.
3. Enter a Category, Period End and Due Date then click Save.

  • If an Event Category is not available from the dropdown, it can be created as a List Value.

As Events are added, they will appear on the Events side tab within the grid. Users can Sort, Group, Filter like most grids within PensionPro.

The Eligible Plans, Projects, Completed, Remaining counts displayed on the dashboard are based on the parameters defined in the Event Configuration and what falls within the plan Period End.

You can launch multiple Events using the same Event Configuration as long as the Events are for a different Period End. 

 

Note: You must create an Event Configuration before you can launch an Event.

Note: If you launch an Event that had a Period Type of "Annual" but do not specify a Period End, Eligible Plans, Projects, Completed will show "N/A". This should also be expected if the Event Configuration was configured with a Period Type of "Non-Periodic". For both of these reasons it is because there is no Period End defined.

 

 

Editing an Event

1. From the Events tab, click on the row to highlight.
2. Click the Edit icon in your dashboard toolbar
3. An "Edit Event" pop-up will appear.
4. You can change Category, Period End, Due Date, Note, Completed
5. Click Save or Cancel

Note: You cannot change the Event Configuration used when launching the Event.

Note: Changing the Period End will affect the Eligible Plans, Projects, Completed, Remaining counts displayed on the dashboard.

 

 

Deleting an Event

1. From the Events tab, click on the row to highlight.
2. Click on the Delete icon in your dashboard toolbar.
3. A "Please confirm" pop-up will appear.
4. Click Delete or Cancel.

 

 

Completing an Event

1. From the Events tab, click on the row to highlight.
2. Click on the Edit icon in your dashboard toolbar.
3. An "Edit Event" pop-up will appear.
4. Enter any value for Completed.
5. Click Save or Cancel.

If a date from the past, present or future is added, the Event will be marked as completed and disappear from your view.

To view any completed Events, click on the Show Completed For dropdown and select a period to include in the results.

Note: Users with the Add/Edit Event Security Right can can reactivate an Event by removing the Completed On Date of a completed Event.

 

 

Creating an Event Category

An Event Category helps identify Events for reporting purposes. For more information on List Values please refer to Maintaining List Values. To add an Event Category:

1. From the PensonPro Application Menu, click on Maintenance > List Values.
2. Select the Project sub-tab on the left.
3. In the List Type dropdown, choose Event Category.
4. Click on the Add button.
5. In the slider menu enter the Event Category in the Display Name, add a description and confirm the List Value is marked as Active.
6. Click Save.

 

 

Event Configuration

Before a user can create an Event, the user must determine the business rules surrounding what is tracked within the Event by creating an Event Configuration. Users can create an Event Configuration from the Event Configurations tab and define what is included as criteria used to filter the returned Eligible Plans, Projects, Completed Tasks, and Remaining Tasks.

 

After creating an Event Configuration, the user can launch Events that use that Event Configuration.

 

Columns and Field Descriptions

  • Event Name
    • For best practice, Name Event Configuration after the “Event” you wish to track.
      • IE: Census Received
    • If separate configurations are needed to track separate plan types, use this in the event name for better tracking.
      • IE: 401(k) Census Received
  • Description
    • The description field is optional but can be used to differentiate between Events.
  • Category
    • Event Category is a customizable List Value that will allow the user to further group and organize their Events.
    • When launching an Event, it will default to this Category.
  • Plan Types
    • Multi-Pick list used to filter the list of plans associated with launched Events.
    • Must choose at least 1.
    • For Beginners to Event Management, its best to not restrict by Plan Type. Insteadstart by selecting Select All from the dropdown.
    • More advanced users of Event Management will prefer to track events by the different plan types.
      • Selecting specific plan types for the event configurations will restrict the plans count to just the plans with these Plan types.
      • IE: removing 401K from the plan types in the event configuration will remove these types of plans from the Eligible Plans Count.
      • The opposite is true, an Event configuration with just 401k plan type assigned to it will cause only 401K plans to return in the plans count.
  • Services Provided
    • Multi-Pick list used to filter the list of plans associated with launched Events.
    • Must choose at least 1.
    • For Beginners to Event Management, its best to not restrict by Services Provided. Instead, start by selecting Select All from the dropdown in additional to Plans without Services Provided.
    • For advanced users of Event Management will prefer to track events by the different Services Provided to each plan.
      • Selecting specific plan types for the event configurations will restrict the plans count to just the plans with these Plan types.
      • IE: removing “Actuarial Services” from the Services Provided in the event configuration will remove plans with a service provided of “Actuarial Services” from the Eligible Plans Count.
      • The opposite is true, an Event configuration with just “Actuarial Services” Services Provided assigned to it will cause only plans with “Actuarial Services” to appear in the Eligible Plans Count.
    • Note:  If you do not use the Services Provided feature, select “Plans Without Services Provided” to prevent limiting plans based on this feature.
  • Period Type
    • Period Type mimics the way that Projects work in PensionPro and will match the type of project you want to track.
    • Can be either "Annual" or "Non-Periodic".
    • Annual
      • Tracks Projects that fall inside of an annual occurrence. 
      • On the Event Dashboard, "Annual" will show counts for Eligible Plans, Projects, Completed, Remaining.
    • Non-Periodic
      • Does not fall with in an annual occurrence and tend to sporadically throughout the year. These will tend to be distributions and one-off projects that occur. 
      • On the Event Dashboard, "Non-Periodic" will show "N/A" for Eligible Plans, Projects, Completed and only show a count for Remaining.
  • Safe Harbor
    • Filters Eligible Plans and returns a Count based on the Safe Harbor Type and refers to the Plan Cycle that is attached the plan for this period.
    • An Event Period End of 12/31/2019 will look at each plan’s Plan Cycle with the period end of 12/31/2019 and will filter on this Safe Harbor value, based on the options selected.
    • Only shows when the Period Type is "Annual".
    • Can be Yes, No, or All
      • Yes - Will only return plans that have a Plan cycle matching the Event’s Period End and the Safe harbor value is set to yes.
      • No - Will only return plans that have a Plan cycle matching the Event’s Period End and the Safe harbor value is set to no.
      • All - Will return all plans regardless if there is a Plan Cycles matching the Event’s Period End or regardless of the value that is in the Safe Harbor field.
    • For Beginners to Event Management, its best to not restrict by Safe Harbor. Instead, start by selecting All from the dropdown.
    • More advanced users of Event Management will prefer to track events by the different Safe Harbor values.
  • Services Effective On
    • Filters Eligible Plans based on the Services Effective On date.
    • Can be Honor Service Effective On date or  Disregard Service Effective On date
      • Honor Service Effective On date will excludes Plans who Services Effective On is greater than the Period End of the Plan Cycle.
      • Disregard Service Effective On date will include all Plans regardless of the Services Effective On date.
  • Services Terminated On
    • Filters Eligible Plans based on the Services Terminated On date.
    • Can be Honor Service Terminated On date or  Disregard Service Terminated On date
      • Honor Service Terminated On date will excludes Plans where Services Terminated On is less than the Period End of the Plan Cycle.
      • Disregard Service Terminated On date will include all Plans regardless of the Services Terminated On date.
  • Due Date Type
    • Shows "Calculated by Period End" if Period Type is "Annual"
    • Shows "Static" if Period Type is "Non-Periodic"
  • Period
    • Period + Number is used to automatically calculate the Due Date based off of the selected Period End date when an Event is launched.
    • Example: If you're Event Configuration has a Period of Day and Interval of 10, when you launch an Event and choose Period End of 12/31/2019, the Due Date will automatically fill in as 01/10/2020
    • Only shows when Period Type is "Annual"
    • Can select DayMonth, or Year.
  • Number
    • Period + Number is used to automatically calculate the Due Date based off of the selected Period End date when an Event is launched.
    • Example: If you're Event Configuration has a Period of Day and Interval of 10, when you launch an Event and choose Period End of 12/31/2019, the Due Date will automatically fill in as 01/10/2020
    • Only shows when Period Type is "Annual"
    • Can select any Decimal value
  • Project Template Names
    • A list of all Active project templates that match the Period Type. For example, if Period Type is Annual, only active Annual projects will be listed.
    • If an Event Configuration is using a project template that has been Deactivated, it will still show in the drop down list until you Deselect that template and try to add it again.
    • This field helps provide the user with a Issues Found on the Project Drill-down Screen, Completed Tasks Drilldown Screen, and Remaining Tasks Drilldown Screen.
  • Deactivated
    • Disables that Event Configuration so that no new Events can be launched using that configuration.
    • Deactivating an Event Configuration will not affect Events that are already launched.

Buttons on the Toolbar

  • Export To Excel - Allows the user to create an excel file from the data contained within the grid.
  • Group - Users can click the Group button and drag and drop a field header into the row above to group results by that field.
  • Filter - Allows the user to filter by certain column header values.
  • Clear Sort - Users can sort by clicking on the field header values. Clicking the Clear Sort button will remove any sorting.
  • Refresh - Users can refresh results to get the latest Event information.
  • Delete - Deletes the Event from the grid.
  • Edit - Allows the user to make changes to an Event.
  • Clone - Allows the user to clone an existing Event Configuration.
  • Add - Allows the user to create a new Event.

 

To add an Event Configuration

1. From the Event Configurations tab, click the Add button in your Toolbar.
2. An "Add Event Configuration" pop-up will appear.
3. All required fields will have a red asterisk next to the field name.
4. See the Event Configuration: Columns and Field Descriptions for list of what each field means and how it filters your tracked events.
5. Click Add or Cancel.

 

To edit an Event Configuration

1. From the Event Configurations tab, click the Edit button in your Toolbar.
2. An "Edit Event Configuration" pop-up will appear.
3. All required fields will have a red asterisk next to the field name.
4. See the Event Configuration: Columns and Field Descriptions for list of what each field means and how it filters your tracked events.
5. Click Update or Cancel.

Note: Editing an Event Configuration that is in use by an Event will change the Eligible Plans, Projects, Completed, and Remaining counts displayed on the Events Dashboard. This is highly discouraged. Please consider cloning an Event Configuration or proceed with caution.

 

To clone an Event Configuration

1. From the Event Configurations tab, click the Clone button in your Toolbar.
2. An "Add Event Configuration" pop-up will appear with all information pre-filled.
3. All required fields will have a red asterisk next to the field name.
4. See the Event Configuration: Columns and Field Descriptions for list of what each field means and how it filters your tracked events.
5. Click Add or Cancel.

 

To delete an Event Configuration

1. From the Event Configurations tab, click the Delete button in your Toolbar.
2. A "Please Confirm" pop-up will appear.
3. Click Yes to confirm or No to Cancel.

Note: You cannot delete an Event Configuration if there are active Events launched using that Event Configuration.

Note: This requires the Add/Edit Event Configurations Security Right.


Linking an Event to Tasks in a Project

Once the Event Configuration is created, the user must then link that Event Configuration to Project Tasks. This can be done on already launched Projects, or in Project Templates using the Desktop Application.

 

Link the Event to Previously Launched Project using the Task Field Update Power Tool

Note: When using the Task Field Update Power Tool to link an Event Configuration to multiple launched Project Tasks, be sure to add filters to the grid to populate more streamlined results. By not filtering the system can pull back large amounts of data that in turn can potentially slow the system

 

Link the Event to a Launched Project Manually

1. Click on the Workflow tab of a Plan.
2. Double-click on the Project.
3. Double-click on the Task Grouping.
4. Double-click on the Task.
5. Click on the Edit button and select an Event in the Event dropdown.
6. Click Save.

 

Link the Event to a Project Template in the PensionPro Application

1. From the Application Menu, click Maintenance > Templates.
2. Select a Template Type from the dropdown menu.
3. Double-click on the Project Name.
4. Double-click on the Task Grouping.
5. Click on the Task to highlight it.
6. Click on the Edit button and select an Event Configuration in the Event dropdown.|
7. Click Save.

 

Link the Event to a Project Template using Excel Import

1. From the Application Menu, click Maintenance > Templates.
2. Select a Template Type from the dropdown menu.
3. Export the Project Template.
4. Open the downloaded Project Template.
5. Find the Event column.
6. Enter the name of the Event you want to associate with that Task
7. Save your document.
8. Import the Excel document from the Application Menu, click Maintenance > Templates.

 

Eligible Plans Drilldown Screen

The Eligible Plans Drill-down Screen shows you all of the Plans that match the criteria specified in the Event Configuration. The Eligible Plans count you see on the Events Dashboard will always match the total number of records on the Eligible Plans Drill-down screen.

Verify that all of the Plans you want to track are included in this screen.

Buttons on the Toolbar

  • Export To Excel - Allows the user to create an excel file from the data contained within the grid.
  • Group - Users can click the Group button and drag and drop a field header into the row above to group results by that field.
  • Filter - Allows the user to filter by certain column header values.
  • Clear Sort - Users can sort by clicking on the field header values. Clicking the Clear Sort button will remove any sorting.
  • Refresh - Users can refresh results to get the latest Plan details.

 

Projects Drilldown Screen

All possible records that could or should match the criteria specified in the Event Configuration are listed along with Issues Found to perform.

Remember, the Project Count on the Events Dashboard will show the count of Projects that are launched with a Task tagged that matches the Event Configuration for the specified Period End. This number represents the Projects that are found to be correct.

The correctly launched Projects can be found on the Project Drill-down screen by filtering for Issues Found is null.

Notice how the Project Count on the Events Dashboard matches the number of these returned records on the Project Drill-down Screen.

Tip: An easy way to start auditing and cleaning up your data is to click the Filter icon on the Toolbar and set Issues Found is not null.

Please refer to the Event Configuration: Columns and Field Descriptions in the Event Configuration for business rules and definitions for the columns below.

Columns

  • Issues Found
  • Project Name
  • Project Description
  • Task Name
  • Plan Name
  • PlanID
  • Plan End
  • Plan Type
  • Services Provided
  • Plan Cycle
  • Safe Harbor
  • Service Effective On
  • Service Terminated On
  • Plan Status

 

Buttons on the Toolbar

  • Export To Excel - Allows the user to create an excel file from the data contained within the grid.
  • Group - Users can click the Group button and drag and drop a field header into the row above to group results by that field.
  • Filter - Allows the user to filter by certain column header values.
  • Clear Sort - Users can sort by clicking on the field header values. Clicking the Clear Sort button will remove any sorting.
  • Refresh - Users can refresh results to get the latest Project details.

 

Note: If you see an Issue Found with "Configuration mismatch", first check the Event Configuration to make sure everything is correct as per your rules. Then, check the Period End column to make sure the Plan End is the same as the Period End. If they differ, the Project screen is telling you it found a project that was launched incorrectly.

Completed Tasks Drilldown Screen

Shows the completed Tasks for Projects that fall within the Period End of the Event.

Columns

  • Status
  • Issues Found
  • Plan Name
  • Project Name
  • Task Name
  • Assigned To
  • Due Date
  • Project Description
  • Project Due Date
  • Project Type
  • Project Manager
  • Plan Type
  • Plan End
  • Active Date
  • TPA Plan ID
  • Location Name

Buttons on the Toolbar

  • Export To Excel - Allows the user to create an excel file from the data contained within the grid.
  • Group - Users can click the Group button and drag and drop a field header into the row above to group results by that field.
  • Filter - Allows the user to filter by certain column header values.
  • Clear Sort - Users can sort by clicking on the field header values. Clicking the Clear Sort button will remove any sorting.
  • Refresh - Users can refresh results to get the latest Completed Tasks details.

 

Remaining Tasks Drilldown Screen

Shows the remaining Tasks to be completed for Projects that fall within the Period End of the Event.

To Reassign Remaining Task

1. Click one row, or control + click to select many rows
2. Click the Edit icon in your Toolbar
3. Choose an employee name from the Employee List dropdown
4. Click Save or Cancel

 

Columns

  • Status
  • Issues Found
  • Plan Name
  • Project Name
  • Task Name
  • Assigned To
  • Due Date
  • Project Description
  • Project Due Date
  • Project Type
  • Project Manager
  • Plan Type
  • Plan End
  • Active Date
  • TPA Plan ID
  • Location Name

Buttons on the Toolbar

  • Export To Excel - Allows the user to create an excel file from the data contained within the grid.
  • Group - Users can click the Group button and drag and drop a field header into the row above to group results by that field.
  • Filter - Allows the user to filter by certain column header values.
  • Clear Sort - Users can sort by clicking on the field header values. Clicking the Clear Sort button will remove any sorting.
  • Refresh - Users can refresh results to get the latest Remaining Tasks details.
  • Edit - Allows the user to make reassign the Task to someone else.

 

 

Troubleshooting with Issues Found Column

The Issues Found column can contain several messages to help users troubleshoot errors detected based on the parameters defined by the Event Configuration for Projects, Completed Tasks, and Remaining Tasks.

This column uses the Project Template Names to help suggest actions to perform to correct issues found.

Issues Found are broken down in to 2 groups: Plan Level Issues and Project Level Issues.

Plan Level Issues

  1. Plan Services Provided does not match Event Configuration.
  2. Plan does not have a Project launched for the Event.
  3. Plan Type does not match Event Configuration.
  4. Plan Services Effective On does not match Event Configuration.
  5. Plan Services Terminated On does not match Event Configuration.

Project Level Issues

  1. Project does not have a Task tagged with the Event.
  2. Project Frequency does not match Event Configuration.
  3. Project Safe Harbor does not match Event Configuration.
  4. Project Plan End does not match Event Configuration Period End.

 

Business Intelligence

Business Intelligence in Event Management is where users can get real-time intelligence regarding their Events. As users create and complete more Events, the metrics displayed will have more meaning and usefulness.

Click the Business Intelligence tab to access.

Events Displayed:

  • Past Due: This graph will display Events that due dates have passed.
  • Due in 30 Days: This graph will display any Events that are configured with a due date that falls within the next 30 days.
  • Due in 60 Days: This graph will display any Event that is configured with a due date that is less than or equal to 60 days. 
  • Due in 90 Days: This graph will display any Event that is configured with a due date that is less than or equal to 90 days.
  • Completed: This graph will display any Event that has been completed. To complete an event, edit the event from the Events tab and enter a Completed date.
  • Average Days To Complete An Event: This line graph will display the calculated average days that it took to complete an Event
  • Next 5 Open Events: This table will list the next five open Events and the Due Dates for those Events.

 

Users can export this screen into various formats by clicking the Export button from the Toolbar at the top of the screen.

Note: Requires the View Events Security Right

 

 

 

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