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PensionPro 2.0 - Managing Plan Details

The Plan screen displays information regarding the plan. It is separated into multiple menus under the Views panel including: General, Employee Roles, Projects, Files, etc. Users can access Plan Details for a particular plan by clicking the plan name from the Plans dropdown in the Search Results grid. This article addresses each of the menus found in the Plan screen and how to add, edit and delete that information.

 

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

Security Right Required:  Add/Edit Plan, Add/Edit Fee Schedules

 

  Note: Tabs and fields will vary depending on the tier the user is on.

 

Menu:

Maintaining Plan Details

 

Add a Plan

Plans can be added in a multitude of ways. Users can add Plans from the Navigation Panel by clicking Add Data > Plan, the Client > Plans tab, or through an import.

 

Adding a Plan from the Navigation Panel

  1. From the Navigation Panel, click Add Data > Plan.
  2. Begin typing the client associated with the Plan in the Client Name field.
    • Applicable Client Names previously entered in PensionPro will prefill in the Client Name field which the user can select after typing a few characters. The client must be entered in PensionPro previously to be selected in this field.
  3. Enter the Plan Name in the Legal Plan Name field.
  4. Select a Plan Type.
  5. Enter the Effective Date of Service for the Plan.
    • This is the date the user's firm's services are effective for the Plan.
  6. Enter the Month and Day for the Plan Year Month End and Plan Year Day End.
  7. Enter the Admin Type.
  8. Click Save.
    • Users can click Save and Open to add the Plan and be directed to the Plan screen immediately.

 

Adding a Plan from the Client Screen

  1. From the Client screen, click the Plans menu.
  2. Click the Add icon in the upper right corner of the Plans grid.
  3. Enter the Plan Name in the Legal Plan Name field.
  4. Select a Plan Type.
  5. Enter the Effective Date of Service for the Plan.
    • This is the date the user's firm's services are effective for the Plan.
  6. Enter the Month and Day for the Plan Year Month End and Plan Year Day End.
  7. Enter the Admin Type.
  8. Click Save.
    • Users can click Save and Open to add the Plan and be directed to the Plan Details screen immediately.

 

Importing Plans

Users can import multiple Clients and Plans into PensionPro at a single time using a preformatted import template. Users can find more information and a video on importing this data into PensionPro in Importing Client and Plan Data.

 

Edit a Plan

Users can edit general Plan information by clicking the Edit icon in the upper right corner of the General Plan Information Grid.

 

Deactivate a Plan

Users can deactivate Plans instead of deleting them so any project, file, and interaction history can be retained. Deactivated Plans cannot have any new projects launched once deactivated. All prior projects must be completed before a Plan is deactivated.

  1. From the Plan > General menu, click the Edit icon.
  2. Update the Status, Terminated On, and Terminated Reason fields to document the deactivation for the Plan.
  3. Check the Deactivate for All Activity box.
  4. Click Save.

Once a Plan is deactivated, it will disable PSL and Distributions for that plan if they were previously enabled. Users on PlanSponsorLink will no longer be able to see any files or reports uploaded to PlanSponsorLink for this plan. The Plan can be reactivated and have PSL and Distributions enabled if that information should be displayed on PSL again.

 

Delete a Plan

Security Right Required:  Add/Edit Plan, Maintenance,

To delete a Plan, the Plan must not have any Projects linked to it. If users want to keep record of the projects and work that was done on a Plan, users can alternatively deactivate the Plan. However, steps to delete a Plan can be found below:

  1. From the Plan > General menu, click the Edit icon.
  2. Scroll to the bottom of the Edit General Plan Information pop-up and check the box for Marked for Deletion.
  3. Click Save.
  4. From the Navigation Panel, click Maintenance > Data Deletion
  5. Select the Plans menu from the Views grid.
  6. Plans marked for deletion will appear in the grid.
  7. Hover over a Plan to highlight the record and click the Delete icon.
  8. Click Yes to confirm deletion.

Maintaining Plan Details 

Views Panel

The Plan > Views Panel includes information about the plan and contains the following menus: General, Defined Benefit, Daily Valuation, Health & Welfare, Employee Roles, Contact Roles, Projects, Interactions, Distributions, Project Fields, Investment Providers, Services Provided, Fee Schedules, Files, To-Dos, Notes, Plan Cycles, and Specifications.

 

General

The Plan > General menu contains basic information on the plan such as Plan Name, Plan ID, Status, and Plan Type. Users can edit general information by clicking the Edit icon to the right of the grid, making necessary changes, and clicking Save.

 

Defined Benefit

The Plan > Defined Benefit menu provides information about plans marked as Defined Benefit in the Plan Details General tab.

  • To Add the Defined Benefit Menu:
    1. Click the General menu.
    2. Click the Edit icon in the upper right corner of the grid.
    3. Click the Defined Benefit checkbox and click Save.
  • To Edit Defined Benefit Information:
    1. Click the Defined Benefit menu.
    2. Click the Edit icon in the upper right corner of the grid. A pop-up menu will appear.
    3. Enter the desired information in the available fields and then click Save.

 

Daily Valuation 

The Plan > Daily Valuation menu provides information about plans marked as Daily Valuation.

  • To Add the Daily Valuation Menu:
    1. Click the General menu.
    2. Click the Edit icon in the upper right corner of the grid.
    3. Click the Daily Valuation checkbox and click Save.
  • To Edit Daily Valuation Information:
    1. Click the Daily Valuation menu.
    2. Click the Edit icon in the upper right corner of the grid. A pop-up will appear.
    3. Enter the desired information in the available fields and then click Save.

 

Health & Welfare

The Plan > Health & Welfare menu provides information about plans marked as Health & Welfare.

  • To Add the Health & Welfare Menu:
    1. Click the General menu.
    2. Click the Edit icon in the upper right corner of the grid.
    3. Click the Health & Welfare checkbox and click Save.
  • To Edit Health & Welfare Information:
    1. Click the Health & Welfare menu.
    2. Click the Edit icon in the upper right corner of the grid. A pop-up will appear.
    3. Enter the desired information in the available fields and then click Save.

 

Employee Roles/Contact Roles

Where the Employee Plan Roles and Plan Contact Roles assigned to the plan can be found. For more information on Employee Plan and Plan Contact Roles, please review  Adding, Editing, or Deleting Employee Plan and Plan Contact Roles.

 

Projects

Security Rights Required: Add/Edit Project

The Plan > Projects menu displays all Projects associated with the plan. Users can double-click a Project record to open the project to the Task Groupings grid of the Project. This allows the user to double-click a Task Grouping view and further double-click Task and Task Item information. Users can also click the Summary menu on the Task Groupings grid to view Project Summary information. 

To Add (Launch) a New Project

  1. From the Plan screen, click the Projects menu.
  2. Click the Add icon in the upper right corner of the grid.
  3. Complete the information in the pop-up menu.
    • If this is an annual project with a different period end from the plan year end, you will be prompted to identify this as a short plan year.  The system will update the plan year end for the project automatically when it is saved. For more information on creating short plan year projects, please review Creating A Short Plan Year End.
    • The plan must have all employee plan roles assigned as referenced in the Project Template being used to create the new Project.
  4. Click the Save button or the Save & Open button to complete the process.

 

Interactions Tab

The Plan > Interactions menu displays any Interactions linked to the plan. The Interactions tab is only available in the Team, Premium, and Business Tiers. For more information on Interactions, please review Using Interactions.

 

Distributions

Security Rights Required: Add/Edit Project

The Plan > Distributions menu displays all distribution projects associated with this plan. Users can double-click on a Distribution record to open the Distribution Project to the Task Groupings grid of the Distribution. This allows the user to double-click a Task Grouping view and further double-click Task and Task Item information. Users can also click the Summary menu under the Views Panel to view Distribution Summary information.

Distribution Projects also have a Distribution Documents tab that appears to find documents posted for the Distribution Project. The Distribution tab can also be clicked to find Distribution Information, Vesting, and 1099 data available for the particular Distribution Project.

 

To Add (Launch) a New Distribution

Distributions must first be enabled on the Plan > General  Plan Information grid for Distributions to be added on the Distributions grid.

  1. From the Plan screen, click the Distributions menu.
  2. Click the Add icon.
  3. Complete the information in the pop-up menu.
    • Distribution Reason, First Name, Last Name, and SSN are required fields 
    • The plan must have all employee plan roles assigned as referenced in the Distribution Project Template being used to create the new Project.
  4. Click the Save button or the Save & Open button to complete the process.

For more information about Distributions, please refer to Using Distributions.

 

Project fields

The Plan > Project Fields menu shows a list of Task Item answers within projects pertaining to the Plan that were set up as Project Fields. This tab is only included in the Essential, Premium, and Business Tiers.

Users can select how many project fields to display by using the Show Most Recent dropdown menu located to the right of the Project Fields grid. Users can select 1, 5, 10, or All.

For more information on Project Fields, please review Using Project Fields.

 

Investment Providers

The Plan > Investment Providers menu provides general information about the investments associated with the plan.

  • To  Add, click the Add icon in the upper right corner of the Plan Investment Providers grid. Enter all appropriate information, and click Save.
    • Investment Provider is the only required field.
    • If the desired Investment Provider List Value doesn't yet exist, click the [Add New Investment Provider] selection to create the List Value.
  • To Edit, hover over the Investment Provider record and click the Edit icon. Make the desired changes and click Save.

To Delete, hover over the record and then click the Delete icon. Click Yes to confirm the deletion of the Investment record.

 

Services Provided

The Plan > Services Provided menu provides general information about the Services Provided for the plan.

  • To Add, click the Add icon in the upper right corner of the Services Provided grid, select a Service from the dropdown in the pop-up menu, and click Save.
    • If the desired Service list value does not exist, the user can create a new list value for the Service in Maintenance > List Values. For more information on adding List Values, please review Maintaining List Values.
  • To Edit, hover over the entry and click the Edit icon to make any changes to the information. Click Save when complete.
  • To Delete, hover over the entry to highlight it and click the Delete icon. Click Yes to confirm the deletion.

 

Fee Schedules

The Plan > Fee Schedules menu provides general information on fee schedules associated with the plan. This tab is only included in the Team, Premium, and Business Tiers.

  • To Add, click the Add icon in the upper right corner of the Plan Fee Schedules grid. 
    • If a preexisting Fee Schedule does not exist, users will need to select Copy from Template.
    • Copy from an existing Fee Schedule - Copies fee information from an active Plan Fee Schedule.
    • Copy from a Fee Schedule Template - Copies information from a Fee Schedule Template.
  • To Edit, hover over the entry and click the Edit icon.  Update the information and click Save.
    • To Edit\Delete Fee Items in the schedule, double click the Fee Schedule name to open the schedule. Then hover over the fee item to edit\delete by selecting the Edit or Delete icons.

To Delete, hover over the Fee Schedule and click the Delete icon and click Yes to confirm the deletion.

 

Files

The Plan > Files menu displays Legal Plan Files, Administrative Forms, and Fiduciary Files for the plan, categorized by file type. The Files tab is not available on the Track and Core Tiers. For more information on Adding, Editing and Deleting Plan Files, please review Adding and Maintaining Plan Files.

 

To-Dos

The Plan > To-Dos menu displays To-Dos that were launched against the plan. The To-Dos tab is not available on the Track Tier. For more information on To-Dos, please review Using To-Dos.

 

Notes

The Plan > Notes menu displays any Notes pertaining to the plan. For more information on Notes, please review Using and Maintaining Notes.

 

Plan Cycles

The Plan > Plan Cycles menu shows a list of Plan Cycle records for the plan. For more information on Plan Cycles, please review Using Plan Cycles.

 

Specifications

The Plan > Specifications menu provides Plan Document information about plans generated from Document Specification Provider Templates. This tab is not included in the Track Tier. For more information on Document Specifications, please see Adding and Importing Document Specifications and Integrating Document Specifications with ftwilliam.com.

  • To Add Document Specifications, click the Add icon in the upper right corner of the Document Specification Versions grid. A pop-up will appear. Choose whether to copy from an existing document or from an existing template.
    • Copying from Existing Document - If an existing document exists, choose the document from the Document dropdown menu. Choose a status from the Status dropdown and enter the effective date of the document in the Effective Date field and click Save. If a preexisting document does not exist, users will need to select Copy from Existing Template.
    • Copying from Existing Template - Choose the template from the Template dropdown menu. Choose a status from the Status dropdown and enter the effective date of the document in the Effective Date field and click Save.
  • To Edit, hover over an entry and click the Edit icon and a pop-up will appear. Edit the desired information and click Save. Note that the Specifications can be added manually, imported to multiple plans at once, or integrated with the plan document specifications on ftwilliam.com.
  • To Delete, hover over an entry and click the Delete icon. Click Yes to confirm the deletion.

 

 Frequently Asked Questions

  • How do I get the Defined Benefit, Daily Valuation, and Health and Welfare tabs to appear under the Plan > Views Panel? On the Plan > General menu, click the Edit icon. Check the appropriate boxes for Defined Benefit, Daily Platform, or Health and Welfare to display the appropriate tab and supporting fields.
  • What does the On Hold checkbox do? Placing a check in the On Hold checkbox will enable the On Hold feature. Users can select an On Hold Reason, which is an editable List Value, to have an On Hold message appear anytime a user opens the Plan or a Project Task for the Plan. Users must acknowledge the message before any work can be resumed. When the pop up appears, users will see the On Hold reason that was selected.
  • I want to deactivate a plan, but I have a project open that won't allow me to deactivate the plan. In order to deactivate a plan, all projects must be completed. Complete the rest of the project as well as any others if applicable and the Plan can then be deactivated. Be sure to update any Plan Status, Terminated On, and Termination Reason fields prior to deactivating the plan.
  • Does adding a Terminated On date deactivate a Plan? No. If users are looking to deactivate a plan, they should make sure any projects for the plan have been completed and will then need to check the box for Deactivate for All Activity.
  • What is the Added On Field for? This field is typically used to track when a plan was added to a firm's tracking software or CRM.
  • What does checking the box for the Internal Plan field do? Checking the Internal Plan checkbox for a plan is typically used for in-house plans only. This hides the Specifications, Investment Providers, Services Provided, Plan Contacts, File and any exposed Defined Benefit, Daily Platform, or Health and Welfare tabs for that plan.
  • I have the Distributions add-on, but I cannot add a Distribution on the Workflow tab of the Plan as the Add button is greyed out. What am I doing incorrectly? Make sure Distributions are enabled for this plan. To do so from the PlanGeneral menu, click the Edit icon. Scroll to the bottom of the Edit General Plan Information slider, click the box for Distributions Enabled and click Save.

 

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