Security Roles
Employees using the mobile employee experience automatically have access to employee elections, if they have an election to make. No additional employee configuration is required.
For other users, the following security rights are needed:
Configuration users:
Election Set Templates
Election Set Templates - Choice
Election Set Templates - Election
Election Set Templates - Set
Election Sets
Election Sets - Set
Internal (mobility team) users – to manually view/send an election to an employee:
Election Sets
Election Sets - Set
Services & Policies
An Assignment must have appropriately authorized services for the Election Sets pages to be visible. This is added on the Service Definition Details page at system configuration level, by adding the “Election Sets” screen group to a service. If an Assignment has any authorized service associated with the Election Sets screen group, the Election Set pages will be usable for that Assignment.
Election Set Terminology
Election sets are created at company configuration level, under the Templates menu. Click
to create a template and
Each Election Set Template consists of at least one Election. Each Election consists of at least two Choices. Each choice may or may not have an associated Calculation.
The terminology for election sets can be customized on the election sets page. Without entering any custom text, the default term will be “Benefit Elections”. This terminology is used in the employee experience view.
MEE View
Election Set Templates
Internal configuration view
MEE view
The following configuration options are available when creating a new election set template:
Internal Name: – the name of the template for internal users. MEE users will never see this term. Users may wish to use this name to track versions (e.g. 1.2) and add notes to explain when the template applies.
Display Name: – the name displayed to MEE users.
Inactive: – when inactive, the template cannot be used to create new Election Sets
Use Points - when active, points are shown to end-users viewing the election set (if required).
Round - enabled and a required field when Use Points is ticked. Handles partial points and affects all point conversion results including the budget amount.
<Yes> - standard mathematic rounding
<Always Up> - always round numbers up
<Always Down> - always round number down
Points Conversion- enabled and a required field when Use Points is ticked. Specify the conversion with a positive integer value and a currency which equates to 1 point. Conversion can be in any currency. Calculation results are converted into this currency, then converted into points.
Currency Type: – the currency of the entire election set. Any calculations in the set will be represented to the user in this currency. Choose from:
<Home>
<Host>
<Company>
<System>
<Points Only> - bypasses all conversions and money values and allows calculations to directly set election choice point values and the budget point value. When selected, Points Conversion is disabled.
Enforce Budget: – when enabled, requires the chosen choices in the election set to sum to an amount less than, or equal to, the defined monetary or points budget amount.
Budget User Report: – Appears when Enforce Budget checkbox is ticked. Selects the User Report that will calculate the total monetary or points budget amount. This allows different budgets to be applied, for example based on seniority, host location, family size. When Currency Type is set to <Points Only>, the value must be stored in the first cell of the first row in the report. All other cells are ignored.
Allow Cash-Out: – when enabled, any unused budget amount will be shown as cash payable to the employee. Appears when Enforce Budget checkbox is ticked. Field is unchecked and disabled when Use Points is ticked.
User Report for Merging: selects the User Report that will be used when merge tags are used in either the Display Name or Success Message fields (if required).
Cash-Out Penalty: – to allow a percentage reduction in cash-out amount to be paid. A penalty of 0% means the employee will receive the entire remaining budget amount. A penalty of 10% means the employee will receive 90% of the remaining budget. Appears when Allow Cash-Out checkbox is ticked.
Use Custom Success Message: – when enabled, allows for override of the default message that is presented to the user after submitting a completed Election Set. The custom message supports rich text such as line separators and hyperlinks.
Success Message: Only shown when Use Custom Success Message is ticked – defines the new success message.
Things to note about Election Set using Points
Employee elections support the use of points for election choices and budgets in addition to monetary choices and budgets
To use points tick the Use Points checkbox to convert monetary costs into points. To use only points only, tick the Use Points checkbox and select <Points Only> as the Currency Type.
No currency conversion occurs anywhere when using <Points Only> as the Currency Type.
Calculations for budget and choices define the point values and those values are passed directly into the election set.
Although only points are shown to end-users viewing the election set (on the Mobile Employee Experience and internal Election Set review screen), actual money costs are still stored in the database and can be used in downstream workflows.
Election choices and the budget shows up as converted points with the word "Points after it to end-users.
Terminology Override
This section sets the terms used for a specific set to be overridden. This allows for a set’s wording to more relevantly match the business purpose of the set. Both the singular and plural forms of the overridden terms must be specified.
Benefit – Used in cases such as “Select Your Benefits” and “Benefit Selected”
Election – Used in cases such as “Remaining Elections: 2” and “You have made all of your elections.”
Display Name and Success Message fields support merge fields from the user report selected in the User Report for Merging field. Merge tags must have a prefix of "&EQ_” and added to the user report's field column caption values. Note that column captions must be fully unique so that no merge tag can be found within another tag if matched using "start with" comparison, therefore it is recommended that column captions do not include spaces.
When a report is selected, click on the Available Merge Tag field to view the type-ahead drop down list. Click on a merge tag to select it and enable the button. Click the
to copy the merge tag which can be then copied to fields that support merge tags on the Election Set Template and Election Details screens.
Elections
Once the election set template is saved, elections options appear. Click
to create a new election.
Internal configuration View
MEE view
Internal Name: – the name of the election for internal users. MEE users will never see this term.
Display Name: – the name of the Election shown to MEE users.
Icon: – the icon shown next the Election name.
Sequence: – the order in which the Election will appear relative to other Elections in the set.
Summary: – optional brief text that will appear under the Election Name. Limited to 100 characters.
Description: – Optional text that will appear under the Summary and can provide further detail to the Employee. This field allows hyperlinks to allow employees to access more information regarding the election/choice. Limited to 300 characters.
Additional Information: - use to further describe the choice to the employee and contains unlimited text and supports Rich Text Format capabilities. This information is reviewable to Internal Users before publishing to the employee.
Is Situational Election: – when enabled, the Election will only appear in the set if the associated logical rule conditions evaluate to true. For example, a cultural training benefit may only be applicable to employees with a Host Country equal to specific countries.
Internal Name, Display Name, Description and Additional Information fields support merge fields from the user report selected in the User Report for Merging field on the Election Set Template Details screen.
Merge tags must have a prefix of "&EQ_” and added to the user report's field column caption values. Note that column captions must be fully unique so that no merge tag can be found within another tag if matched using "start with" comparison, therefore it is recommended that column captions do not include spaces.
When a User Report for Merging is selected on the Election Set Template screen, click on the Available Merge Tag field to view the type-ahead drop down list. Click on a merge tag to select it and enable the button. Press the
button to copy the merge tag which can be then copied to fields that support merge tags on the Election Set Template and Election Details screens.
Choice Details
Choice details appear once the election details are saved. Click
to create a new choice.
Election Choice configuration internal screen
MEE view
Choice details configuration options are as follows:
Name: – the name shown to all users for the Choice.
Sequence: - the order in which the Choice will appear relative to other Choices in the Election.
Description: – optional brief text that appears under the choice name. This field allows hyperlinks to allow employees to access more information regarding the election/choice.
Calculation User Report: - selects the User Report that will calculate the choice’s money amount (if required). If Currency Type is set to <Points Only>, the value must be stored in the first cell of the first row in the report. All other cells are ignored.
Calculation Business Rule:- selects the Business Rule that will calculate the choice’s money amount (if required).
Is Quantity: – when enabled, the Choices calculation will not be a money amount and instead be an amount of the Choice name. For example, the Choice might calculate the number of return trips offered to the employee. A warning error appears when both Use Points and Is Quantity are ticked. Either untick the Use Points at the Election Set Template level or specify a calculation (User Report or Business Rule) for the election choice.
Recommended Choice: – when enabled, the choice will show to the employee as the recommended choice in the Election. Limited to one Recommended choice per Election.
Service to Authorize: - click on the drop down list to select a Service. This field allows for automating the Authorization of services when an Election Set is submitted.
Template for Budget Creation: - click on the drop down list to select a budget template. Budgets can be automatically generated based on the elections an employee makes.
Override Point Conversion - by default is unticked. This feature is used to incentivize or discourage the employee to choose that option by overriding the point conversion. When ticked, specify the override point conversion with a positive integer value and a currency which equates to 1 point. Conversion can be in any currency. Calculation results are converted into this currency, then converted into points.
A warning error appears when <Points Only> is the Currency Type and Override Point Conversion is ticked. Either select a different Currency Type at the Election Set Template level or untick the Override Point Conversion a calculation (User Report or Business Rule) for the election choice.
Creating Calculations
Overall budgets and the values of choices can be automatically calculated using user reports or Business Rules. You can select either a Calculation User Report or a Calculation Business Rule but not both. Only active Company Business Rules with a Money or Number Output Type will appear in the drop down list.
User Reports can be configured in many ways and the complexity is proportional to the business need, however two conditions must be true for the calculation result to work for Choices and the budget.
The first column must be named AMOUNT and contain calculation result
For money calculations, the second column must be named CURRENCY and contain the currency of the calculation result.
Choice and budget calculations should be configured in such a way that the final result is NULL for conditions where the calculation result cannot be correctly calculated. For one example, a calculation may require specific fields to contain values in order for the calculation result to be accurate. The report should use functions such as ISNULL() to verify those fields contain values. If those fields no not contain values, return NULL and the final result should be NULL also. For another example, a calculation may require that a field value be within a specific range in order for the calculation to be accurate. The report should use functions such as IIF() to verify that the value is within that range and if the value is outside that range, return NULL and the final result should also be NULL. Configuring reports to return NULL in this way will ensure that errors are properly handled. The system only shows calculation result errors in the case where the report result is NULL.
Creating Situational Rules
The situational rules section is displayed when Is Situational Election is checked on the election details screen.
Multiple conditions can be added, by clicking the ‘Add Condition(s)’ button. The following fields are available for configuration:
Delete tick box – Check the tick box and save the rule to delete the condition.
Sequence – Used to sort the rule order for ease of use. Logical condition (and, or) ultimately determines execution order.
Parenthesis – Use parenthesis to create logical groupings for more complex condition combinations.
Field – The field in the system that will contain the first comparison value. This field displays a list of available fields to use for comparison.
Comparison – The comparison operator for the condition equation.
Compare To – Only shown for certain Comparison Defines the second comparison value. Select Value to specify a known value (e.g. “Job Grade Field Is Greater Than 8”). Select Field to show another field selector to compare to another field in the system (e.g. “From Country Field Is Not Equal To To Country Field”). To change from Value to Field or vice versa, clear the Compare To field value and save the rule.
And/Or – Used to combine multiple condition lines to form complex rules. Follows standard Boolean logic conventions. If a value is not specified, the join is construed as “And”. I.e., if no And/Or values are selected, all conditions in a rule must be true for the benefit to show.
When creating an Election Set, all rule conditions are executed. When an Election’s rules evaluate to true, that Election is part of the Set. If the overall combination of conditions does not evaluate to true, the Election will not be in the Set.