WORKERS PENSION BPAC REPORT PROCESS

CONTENT

1. Purpose of documentation and system requirements……………………………………………………………….…….……….3

2. Obtain the monthly Rapid file from Mainframe software………………………………………………………….……………..4

3. Import the monthly Rapid file into Access database table……………….………………………………………........................24

4. Extract Workers Pension benefits data from the Access imported database…………………………………………………...35

5. Merge monthly and cumulative YTD Workers Pension Access tables………………………………………………………….44

6. Summarize Workers Pension YTD benefit amounts by claim numbers………………………………………………………...50

7. Calculate YTD total dollar amounts per each benefit code………………………………………………………………………57

8. Obtain PeopleSoft files necessary to input the data for monthly BPAC report…………………………………………………62

9. Create BPAC monthly report……………………………………………………………………………………………………….74

2

PURPOSE OF DOCUMENTATION

The purpose of this documentation is to provide step-by-step instructions on how to populate the Benefit Payments Analysis Committee (BPAC) monthly report,

specifically with regards to Workers Pension benefit payments. The instructions include a description of all the systems and tools required to extract and process data

within the assigned timeframe.

According to Workplace Safety and Insurance Act, the term “Workers Pensions” comprises Permanent Disability Benefits with all relevant supplements paid to the

workers injured at a workplace for all accidents before 1990. They consist of the following major components:

a) Regular Workers Pension, paid to the injured worker for his/her lifetime;

b) Bill 165 Award, as a permanent supplement for the worker’s lifetime;

c) Permanent Supplement, paid to the injured worker till the age of 65 (details of these components are described below).

Lifetime Workers Pension is paid on the extent of permanent disability (1% to 100%) until time of death when residual impairment continues, even though Maximum

Medical Recovery (MMR) is reached. For accidents prior to April 1, 1985 it amounts to 75% of pre-accident average weekly gross earnings multiplied by Impairment

(Disability) Rate. For accidents after April 1, 1985 it is paid as 90% of net average pre-accident earnings multiplied by Impairment (Disability) Rate.

Bill 165 payments (maximum amount is $211.22 per month) are awarded if Life Pension plus 75% of worker’s post accident earnings plus Old Age Security pension total

to less than 75% of pre-accident gross earnings (pre-1985 injuries) or 90% of net earnings (post 1985 injuries).

Permanent Supplement compensates loss of earnings after an accident and is paid as the difference between 75% of pre-accident earnings and the sum of Life Pension,

Bill 165 Award and 75% of post accident earnings for pre-1985 injuries and 90% of the net earnings after 1985.

SYSTEM REQUIREMENTS

In order to extract information for the monthly Workers Pension BPAC Report, the following computer software is required:

1. Mainframe: access to Rapid files, e.g. UPA999.RAPID.FD08770.DEC07 (see screenshot of the list at p. 11), Convert program, folder

UKV116.RAPID.DATATEST assigned to user’s profile for storage of Rapid files

2. Peoplesoft: access to Schedule 1 and 2 (files WGLN1105, WGLN1205) of Workers Pension Reports in Financial and Management Reports Module

3. Microsoft Access

4. Microsoft Excel

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Step 1 - Extract the monthly Rapid file from Mainframe software

Mainframe system is the initial source of comprehensive data for all monthly benefit payments, including Workers Pensions, necessary for the monthly BPAC Report. This comprehensive information about all monthly transactions is contained in Mainframe software formatted as SAS code monthly files. The first step for the initial monthly dataset extraction is its conversion into Rapid text file format and importing it to PC out of Mainframe system. Step 1 describes all stages necessary for the monthly Rapid file delivery from Mainframe. Follow the screenshots to complete the process of Rapid file reception.

Every month in order to prepare all

necessary for the BPAC report

information go to “Start” button in the

left corner of your screen. Click it and

choose “Programs”. The panel opens

showing the programs installed on your PC.

Find Mainframe system software as “3270 (Host. Ws)”

code, click on it.Following Mainframe

window opens:

Login with your User ID and Password into

Mainframe system. Click “Enter” key on the right side of your

keyboard.

If you do not have User ID and/or

password, or you can’t find

Mainframe’s code “3270 (Host. Ws)” in

“Programs” panel after clicking “Start” button, call 5000 for

Customer Support Service help.

5

After login into Mainframe it takes you to the next screen:

In order to operate Mainframe in TSOD mode put “g tsod” code into “Command” line, push “Enter” in the right corner of your keyboard.

6

Enter your ID once again:

Push “Enter” in the right corner.

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Input your password.

Push “Enter”.

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First of all we have to look which benefit payments data information is currently available in Mainframe.

In order to bypass allocation of user panels input “y”.Hit “Enter”.

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Now we got to main screen. In order to perform utility functions with interactive language processing input “3.4”.Hit “Enter”.

10

Now we can look into the list of monthly Rapid files, containing corresponding benefit payments data. Enter Rapid file code “UPA999.RAPID.FD08770” into Dsname Level field:

Hit “Enter”.

11

We got to the screen with the list of Rapid files currently available in Mainframe. The extension in the end of the Rapid file’s name indicates the month and year immediately following the month of the benefit payments data contained in this file. E.g. if we need data for November 2007, we have to check whether Rapid file with name “UPA999.RAPID.FD08770.DEC07” is available. Keys “F7” and “F8” (in the upper row of keyboard) help to move up and down the list.

If we find the necessary file in the Mainframe list, we have to convert it from SAS code into text format and extract it out of the system.

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In order to do so we double hit “F3” key out of upper keyboard’s row until we return to the main screen:

Enter “2” to start looking for the necessary Rapid file for processing. Hit “Enter”.

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To assign the Rapid file for conversion in the next screen fill in lines: “Project” - with your login ID, “Group” – with code “Rapid”, and “Type” – with code “Program” as it is shown at the screenshot:

Hit “Enter”.

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Now we get to the “Convert” program screen. This program converts the monthly benefit data from SAS codes into flat text file.

In order to start “Convert” program, put cursor under the dot located to the left from “CONVERT” inscription here and hit “Enter”.

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Next screen brings us to “Convert” program’s body, where we have to input date range for the benefit transactions we are going to receive in our Rapid file. We assign the month of the Rapid file’s data we want to extract in two “Convert” program’s body locations. First, in line “000500” we change the extension of the sought after Rapid file for the month following the month of the data we are looking for. E.g. if we are looking for November 2007 benefit data, we change Rapid file’s extension in line “000500” for “UPA999.RAPID.FD08770.DEC07”:

Hit key F8 moving down the program’s body.

Now we have to input the necessary date range in line “001800” of “Convert” program’s body in YYYYMMDD format. E.g. for November 2007 we input this line as:

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“001800 IF 20071101 <= DISBDATE < 20071201”, where 20071101 and 20071201 represent time range for the benefit transaction dates with regards to DISBDATE variable. Enter “Sub” in the command line to start processing Rapid November 2007 data set and hit “Enter”. The Rapid file conversion and extracting job is submitted for execution:

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In order to check the status of the processing - is it finished or not- go to the main menu (see p.12) by hitting F3 key several times. Enter “o” in the command line, hit “Enter” and see if it is still running under the “Running Jobs” menu:

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When the job is finished we can see that “Running Jobs” field from previous screen is empty. Alternatively, we can get the following screen with the message about it:

The monthly Rapid file conversion from SAS into text format is over.

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Now we have to download converted Rapid file from Mainframe system to the computer’s hard drive. In order to do this we have to log out of the Mainframe system and repeat all login process again till we reach the main screen:

Hit “F3” key.

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We got the black screen:

Choose “Actions” menu on the Mainframe toolbar and click “Receive File From Host” tab.

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The window “Receive File From Host” pops up:

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Input code consisting of the login ID and “rapid.datatest” extension in single quotation marks, e.g. ‘ukv116.rapid.datatest’ in the “Host File” window. Enter the folder of destination in the PC’s hard drive and the name of the Rapid file with “txt” extension where to download converted Rapid file, e.g. “c:\docume~1\kasyanos\mydocu~1\rapid1.txt” in the “PC File” window. Select “text” tab under “Transfer Type” window:

Click “Add to List” button.

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Host File name and PC File name move to the “Transfer List” window:

In order to download Rapid txt file to the assigned destination click “Receive” button. Rapid file downloads into its destination assigned. Now we can use it for the further Workers Pension benefits processing and conversion into Microsoft Access database file.

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Step 2 – Extract Workers Pension data from Rapid to Access.

Mainframe software in Step 1 provided the monthly Rapid file containing comprehensive information about monthly transactions on all benefit types necessary for the monthly BPAC Report. As long as Rapid file contains more than million records, it is not possible to process it without conversion into appropriate format convenient for easy benefit data manipulation and computing. The datasets of such scale are effectively processed with Access database software. Therefore the first step for the initial dataset transformation is its conversion into Microsoft Access file format done by importing it into the Access database. Step 2 describes all stages necessary for the monthly Rapid file import into Access. Follow the screenshots to complete importing data from Rapid to Access.

First, create new blank Access file

every month to import the monthly Rapid

file. Do not replace last month’s file

because the latter stores all the year-to-

date cumulative benefit payment data.

Click on “New” line in “File” menu in order to create new Access file.

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Click on “Blank database” on the right-side column menu. Name it and click “create”, assigning proper folder for its storage where to save it. This creates and locates a blank Access file which will become a destination for Rapid’s data importing.

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In “File” menu select “Get External data”, from this selection choose “Import”, click on it. This will start Rapid file importing process after the location of Rapid file destination. Next page shows the source of the imported Rapid file, certain folder at the hard drive where it is stored.

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Choose the folder on the computer’s hard drive, containing Rapid file, select text file type in the “Import” window. This operation shows where the Rapid file is stored.

Select Rapid file, click “Import” in the window in order to start its importing in Access file.

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“Import Text Wizard” window opens. Import Text Wizard leads through the process of Rapid file importing into Access data format.Choose “Delimited” radio button in the “Import Text Wizard” window, as columns in Rapid text file are delimited with stars. This operation lets separate different columns in Rapid flat text file and input them separately in Access file.

Click “Next” window.

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Select “Other” radio button in the “Import Text Wizard” window, as columns in Rapid text file are delimited with stars. This operation defines the symbol of delimitation. Type star (*) in the blank square window, indicating which symbol delimits the columns in Rapid file.Check “First Row Contains Field Names” blank square. This marks first row of Rapid file as the source of table’s field names.

Click “Next”.

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Select “In a new table” radio button in the “Import Text Wizard” window, indicating we are going to import Rapid file in a new blank Access table, because previous months’ Access files contain cumulative year-to-date benefit information.

Click “Next”.

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Insert appropriate data types by highlighting correspondent columns and inputting in the “Data Type” field: for DISBDATE - Long Integer data type, CLMNO -Text; SCHEDULE, FIRMRATE, PAYAMT - Long Integer; ACT - Text; FLN - change data type for “Text”; TRANCODE - “Text”. “Indexed” field has to say “No” for all columns. We assigned data types for each new Access table column.

After we assign and check all data types click “Next”.

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In order to avoid indexation choose “No primary key” radio button.

Click “Next”.

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Choose new Access table name as the destination for importing under “Import to table” line. Click “Finish”. This assigns a name to new Access monthly benefit payments data table.

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Import of the monthly Rapid file in Access table file format is over. We got all information on monthly benefit transactions into Access database table.

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Step 3 – Extract Workers Pension benefits data from the Access imported database.

Purpose of this step is to break general Access table with monthly benefit payments data from previous step into separate tables on benefit types in order to provide separate information on different types of benefit payments.The screenshots will show the process of separate benefit types extracting. It will be made by Access queries.

Making a query for monthly Workers Pension benefit payments.

In order to extract Workers Pension data from the

general Access table with monthly benefits data

choose “Queries” on the “Objects” panel of Access

Database window, click “New” button on the

Database toolbar. It shows that extracting the data will

be made by query.

Highlight “Design View” and click OK” in “New

Query” window.

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In “Show Table” window click “Add” on imported Access general table from Step 2 in order to put it into the query as a source for Workers Pension benefit table.

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In order to extract necessary benefit type by its unique GL code put the GL and Rapid Benefit Code Correspondence Table into the query. Copy it into our database and drag it into the query:

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By clicking on TX line of the second (code) table and dragging it to TRANSCODE line of the benefits’ table link GL’s codes to Rapid’s ones. Double click on the produced link and choose option 2 “Include all records from TX_Unique_Revised” and only those records from “Oct07”, where the joined fields are equal” on “Join properties” window in order to establish the link direction from codes to data table. This operation links Rapid table’s benefit codes with benefit codes used in BPAC reports in order to extract necessary benefit type data.

Click “OK”. Populate query with columns by double clicking on all column titles from both tables except “FIRMRATE”. In order to extract Worker Pensions input “500000” code, for the rest of WP components input in the same query “500005” for Bill 165 award, “500010” for Facial Disfigurement, “500015” for Commutation, “500020” for Arrears, “500025” for Interest as well as “500100” for Permanent Supplement payments in the “Criteria” lines under “GL” column. This allows the extraction of necessary benefit types according to GL codes entered.

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Close query. Click “Yes” when it asks to save changes. Name the query. Now it appears in the “Queries” tab of the “Objects” menu. Workers Pension monthly benefits data is now extracted into the query separately from other benefits types.

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It is better to store data on the separate benefit type payments in the table format. In order to make a table out of Workers Pension monthly query, open the query in a design view, go to “Query Type” icon of two squares at the Access toolbar and choose Make-Table Query (with exclamation mark):

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The “Make Table” window pops up, asking for the name of new table. Name new table assigned to store monthly Workers Pension data in the current database and click “OK”.

Close the query, saving it in new design (click “Yes” to save).

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Double click on new saved query icon. “You are about to run a make-table query that will modify data in your table” window pops-up. Click “Yes” to run a make-table query. This converts monthly Workers Pension benefit payments data from Access query format into Access table format.

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New query-derived table is now stored under the “Tables” menu in the “Objects” panel. The Worker Pension information is extracted from the general table with monthly benefits data into separate Access table with Workers Pension data only.

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Step 4 – update YTD cumulative Workers Pension table by merging new monthly and previous month YTD Workers Pension tables in one table.

This step is designed in order to update cumulative year-to-date Workers Pension payments table by adding new monthly benefit payments table to the cumulative year-to-date of the previous month table.

Select new monthly WP table from previous Step,

highlight it and click “Design View” on the

Access Database toolbar.

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In order to coordinate all fields in new monthly benefit table and previous month year-to-date cumulative table change “Expr1”in Field Name column of new table for “GL”:

Close the table, click “Yes” when asking for saving changes.

46

Make new query to merge new monthly WP table and the cumulative WP year-to date table. Go to Query- New-Design View:

Click “OK”. New blank query created.

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To add it to the query, select new monthly Workers Pension benefit table from the “Show Table” window of the new query:

Click “Add”. New monthly Workers Pension benefit table added to the query.

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Click on all the table’s fields in order to put them into the query. Then go to query type at the Access toolbar (icon of the two overlapping squares) - select “Append Query” (with green cross mark):

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The window “Append” pops up asking for the table name which to append new monthly Workers Pension table to. Select cumulative YTD table name, click “OK”.

Close the query, saving changes in it. Run the query, double clicking on new query’s icon. It says “You are about to run an append query that will modify data in your table”. Click “Yes”. Next message is “You are about to append… rows”. Click “Yes”. The year-to date benefit payments table is updated with new monthly Workers Pension benefits data.

Delete query not to append monthly table the second time, delete the monthly table as well. Rename appended YTD table according to the current added month.

The updated YTD cumulative table is a source of the information about the number of YTD claims per certain benefit type for BPAC report.

Other benefit types are calculated in the same manner by inputting different GL codes specific for each benefit type.

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Step 5 – Summarize year-to-date benefit dollar amounts by claim numbers separately within every benefit code

In order to process benefit payments by claims we have to summarize all transactions by separate claim numbers. This is done by queries.Go to “Objects” of Access panel, select “Queries”:

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Click on “New” button on the Database toolbar:

Select “Design View” in the “New Query” window and click “OK”. New blank query created in the design view.

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Select Workers Pension YTD cumulative table from “Show Table” window and click “Add”.

This puts new Workers Pensions year-to-date cumulative table into the query (see screenshot at the next page).

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Close “Show Table” window.

Here you can see new year-to-date cumulative Workers Pension table in the query for summarizing payments by claim numbers.

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Right-click mouse on the “Query1” field:

Choose “Properties” from the pop-up menu and click on it. We are going to put “unique values” mode into query to sum up different payments under separate claim numbers (see next page).

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In order to summarize all the payments under separate claim numbers choose “Yes” in the “Unique Values” line of the popping “Query Properties” menu:

We installed the mode for the payments summarizing by separate queries.

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To select necessary columns for summing payments under separate claims click on GL, CLMNO and PAYAMT fields of the table in order to insert them into the query. Click “∑” button on the Access toolbar. In the “Total” line of the query “Group by” field appears. Put “Sum” under the PAYAMT column. Type “500000” code for WP benefits in the “Criteria” line.

Close query and save it. In the same manner repeat Step 5 for the WP components, inputting the 500020 code for Arrears, 500005 for Bill 165 award, as well as 500100 for Permanent Supplement payments and summarizing them under different GL codes by the claim numbers up to the year to date.

As a result of this step, we got year-to-date cumulative dollar amounts for the different claims up to the current month for the benefits named above.

The results of this step are also contained in the cumulative numbers of claims per each benefit code which will be used to compose the BPAC report later in Step 8.To calculate the same cumulative numbers for the prior year we execute Step 5 with the previous YTD benefit table.

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Step 6 - Calculate year-to-date total dollar amounts per each benefit code

In order to compose BPAC monthly report we have to calculate all total year-to-date dollar amounts by separate benefit codes. These calculations are done by queriesGo to “Objects” Access panel, select “Queries”:

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In order to make new query click on “New” button on the Database toolbar:

New blank query created.

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Select “Design View” in the “New Query” window and click “OK”, choosing “Queries” tab in “Show Table” window (query on query):

Select previous query produced in Step 5 above and click “Add”.

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Close “Show Table” window. We can see cumulative year-to-date Workers Pension table input in the query.

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Click on PAYAMT field of the table in order to insert it into the query. Click “∑” button on the Access toolbar and put “Sum” in the “Total” line of the query.

Close query and save it. Finally in the last query we got the total number of the year-to date Workers Pension benefit payments summarized by all claims.

In the same manner repeat Step 6 and summarize WP Arrears, Bill 165 award and Permanent Supplement payment total dollar amounts.

As a result of this step, we got year-to-date cumulative total dollar amounts up to the current month for the benefits named above.

To input total benefit amounts in the BPAC report we have to compare them first with Peoplesoft file (2 schedules summed), they have to be approximately the same.

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Step 7 – Obtain PeopleSoft files necessary to input the data for monthly BPAC report

Now we have done all the preliminary work in order to input Workers Pension data into new monthly BPAC report.In order to compose a report, we have to login into Peoplesoft online software to collect cumulative year-to-date dollar amounts per each Workers Pension benefits code.Open Microsoft Explorer internet browser by clicking it on the desktop or “Programs” menu. The Connex login page pops up:

Input your Username and Password into

correspondent fields of Connex system. Click

“Log In” button on the page.

If you don’t have Connex Username and Password, or you can’t login into Connex, call

5000 for Customer Support Service help.

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After successful login Connex’s homepage opens:

Click on “IFS Links and Applications” web link on the right side of the Connex .homepage under “Quick Links” panel.

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“IFS Links and Applications” window opens:

Click on “Financial and Management Reports” web link in the centre of the webpage.

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PeopleSoft system’s sign-in window opens:

This window prompts to sign into PeopleSoft

system. Input your User ID and Password into

correspondent fields of PeopleSoft system. Click “Sign In” button beneath.

If you don’t have PeopleSoft User ID and/or

Password, or you can’t login into PeopleSoft, call

5000 number for Customer Support Service

help.

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After successful login PeopleSoft’s homepage opens:

Click on “Reporting Tools” link.

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It expands into PS/nVision and Report Manager links:

Click on Report Manager link.

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The list of folders you have an access to pops up:

In order to compose the monthly BPAC Report we

need folders “SCHEDULE 1” and “SELF INSURERS”.

If you do not see either of them in the list, call 5000

number for Customer Support Service help.

After clicking on these two folders we can see reports contained in them the user have an access to:

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In order to compose the monthly BPAC Report we need two PeopleSoft reports: WGLN1105_REPORT REQ] and WGLN1205_REPORT REQ] for Schedule 1 and Schedule 2 Workers Pension benefits accordingly. Check with file names on the list whether the data for necessary month is available.If you do not see either of necessary files in the list, call 5000 number for Customer Support Service help.

Click on WGLN1105_REPORT REQ]

link.

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We are prompted to the file downloader screen:

In order to download Schedule 1 benefit payments screen click on WGLN1105.xls report name.

Click “Open” on the pop-up window.

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We get Schedule 1 monthly benefit payments PeopleSoft file downloaded:

Save it on the hard drive.

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In order to download Schedule 2 monthly benefit payments file, return back to the Report Manager page with the PeopleSoft file list (see p.70). Click first onWGLN1205_REPORT REQ] link, then- on WGLN1205.xls report name. Click “Open” on the pop-up window and save PeopleSoft file with Schedule 2 monthly benefit payments on the hard drive as well:

We got the PeopleSoft files necessary to input the data for monthly BPAC report.

In order to collect all information for completing Workers Pension portion of BPAC report, we have to expand relevant hidden rows of these two Excel tables clicking on the “+” (“plus” signs) on the left sides of the columns and thus opening rows 15-16, 17-24 32-33, 34-37 of the Excel PeopleSoft tables out of “hiding” mode.

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In order to view complete necessary information two of the tables have to look as follows after this operation:

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Step 8 - Compose BPAC monthly report

Now we have obtained complete set of data necessary to compose Workers Pension part of the BPAC monthly report. We have to input in the report following year-to-date actual benefit payments’ totals over Schedule 1 and Schedule 2 up to the current month, reported both for the current year and prior year as of the same month:

Referring to Worker Pensions:

1. Regular Worker Pensions - row 17 of the PeopleSoft files

2. Facial Disfigurement – row 18 of the PeopleSoft files

3. Worker Pension – Commutation - row 19 of the PeopleSoft files

4. Worker Pension – Arrears- row 20 of the PeopleSoft files

5. Worker Pension – Interest- row 21 of the PeopleSoft files

6. Worker Pension - Manual Entries- row 22 of the PeopleSoft files

7. Retire Income - Record Keeping Fee- row 23 of the PeopleSoft files

8. Bill 165 award – row 29 of the PeopleSoft files

Referring to Supplements:

1. Permanent Supplement - row 33 of the PeopleSoft files

2. Election - Older Worker - row 34 of the PeopleSoft files

3. Supplement – Interest - row 35 of the PeopleSoft files

4. Supplement - Manual Entries - row 36 of the PeopleSoft files

At the screenshot of two opened together PepopleSoft files for Schedule 1 and Schedule 2 above we can see all relevant information for Worker Pensions data.To calculate totals on both Schedules 1 and 2 for current and prior year we have to add the dollar amounts of the same fields from both tables to each other:For current year: For prior year:Regular Worker Pensions - Y17 AG17Facial Disfigurement – Y18 AG18Worker Pension – Commutation - Y19 AG19Worker Pension – Arrears – Y20 AG20Worker Pension – Interest - Y21 AG21Worker Pension- Manual Entries - Y22 AG22Retire Income - Record Keeping Fee - Y23 AG23

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Bill 165 Award – Y29 AG29

Supplements:

Permanent Supplement - Y33 AG33Election - Older Worker - Y34 AG34Supplement – Interest - Y35 AG35Supplement - Manual Entries - Y36 AG36

Now we can directly input all 24 results into the BPAC Worker Pensions monthly report (columns D and K at the BPAC report screenshot):

But initially we have to make sure the numbers for current year’s results (column D) for Regular Worker Pensions, Arrears, Bill 165 Award and Permanent Supplement are within close proximity to the results we have got in Step 6 calculating WP, Arrears, Bill 165 award and Permanent Supplement payment total dollar amounts in Access queries. Numbers of claims for the same four benefit types (columns E and L of BPAC) we take from the queries produced in Step 5. Finally, we have to save the accurate date of the report in A3 cell.

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