eDataGate Extended Functionality Utilities The following are some of the specialized functions have been provided to augment basic processing: 1.      Change Employee SSN – changes SSN throughout census and financial data. 2.      Consolidate Two SSNs – combine all financial data from one SSN into another and eliminate the “from” SSN. 3.      Compact Database – run periodically, reduces the database size and improves performance. 4.      Date Range Maintenance a.      Change – the from and/or to dates of a financial period. b.      Copy – create a new financial period using the data in a prior period c.      Delete - a financial period. 5.      Delete Employee – delete census and all associated financial information for that employee. 6.      Delete Terminated Employees – based on aging criteria e.g. delete all employees that were terminated over 24 months ago and have not received any compensation or contributions during the same 24 month 7.      Set automated email to your TPA – elect automated email and enter your ID and password. eDatagate will automatically generate an email to your TPA when you export the a financial period (payroll file). The email contains pertinent processing information that can be used for automation including the period, Plan Sponsor name and ID, special processing instructions etc. 8.      Security a.      Enable password. b.      Change password. c.      Disable password protection.   Customize EDG Features The following specialized functions are available to TPA’s only. They are used to customize the database for a specific client (plan sponsor) or group of clients. Many of the features are set once for hundreds of clients and then the database is replicated so that these changes are made only once. 1.      Census View – choose any combination of census variables to collect. More than twenty distinct elements can be included. 2.      Validation – census and financial edits can be set to: ·        Error – do not allow export of data until this error is corrected. ·        Warning – provide error message during validation but allow export to take place. ·        Ignore – do not test for this edit. 3.      Compensation – specify from 1 to 7 compensation elements to collect. The title for each can be uniquely specified. Also indicate where these elements are to be collected: payroll and compliance grids. Additionally, individual compensation or hours columns can be set to YTD; this tells EDG to take the most current value instead of adding this column whenever year to date totals are produced. 4.      Fund maintenance – list of all funds available. This is usually filled in by an import of current record keeping data.  5.      Source maintenance – list of sources to be collected. This is usually filled in by an import of current record keeping data. 6.      Matching contribution calculation – eDatagate will automatically calculate matching contributions if this option is turned on. Four tier match calculation can be specified.  Match figures will automatically be generated upon completion of financial mapping or grid entry. 7.      TPA options – there are many options to choose from: Controls          ·        Turn on a combination data collection features including payroll and compliance. ·        Encrypt export data (click TPA option to turn off). Loans ·        Supports 1-10 loans. Data Retention ·        Specify number of backups to be retained - automatically delete old backups (minimum 4, maximum 10). ·        Automatically delete financial information after specified number of months (minimum 6, maximum 99). ·        Automatically delete terminated employees after specified number of months (minimum 6, maximum 60). Data Input ·        Default the number hours on import for employees with compensation but 0 hours reported to selected number of hours e.g. 40, 80, 173. ·        Allow dates to be reset across all participants in the input file – special override to allow for correction of improperly posted dates. E.G. plan sponsor changes spreadsheet columns without notifying TPA. TPA processes the file and posts dates incorrectly. Location ·        Enable location processing – allow payroll period with the same date but different location ID. This provides independent payrolls by location, sort financial grids and reports in payroll location order. This feature includes optional default location per employee. Validation ·        Maximum hours in an import for a specific employee ·        Number of days after termination that its acceptable to receive contribution for a terminated employee. Sundry ·        Specify TPA’s email address – eDatagate will automatically send plan sponsor emails to this address. ·        Use only one payroll date – eDatagate payroll periods have a start and end date. You can default start date to end date. ·        Text message for new period – allow the TPA to provide special instructions whenever the plans Export ·        Combine census and payroll files into one export file. ·        Check for terminated employees with contributions – if present attach special indicator on plan sponsor export file to alert TPA for special handling. 8.      Import from record keeping system into EDG – take the following information from a record keeping system and build a customized database with the information.  For some record keeping systems, EDG reads the record keeping database itself; for other record keeping systems, EDG reads the record keeping system standard export file. This provides for populating EDG with the following information directly from your existing record keeping system with a simple point and click action. ·        Plan name, plan ID and company name. ·        Source categories for this plan (e.g. deferral, match, rollover etc.) and associated record keeping system codes. ·        Funds available to this plan with associated record keeping systems codes. ·        Census information including SSN, name, address, dates such as DOB, DOH, DOT, DOR, and other indicative information such as sex and marital status.  The process operates with “intelligence” to  parse the data e.g. employee name can be provided last-to-first, first-to-last name, or as separate fields. 9.      Transfer database to CD build directory – building customized CDs is part of the EDG tools software.   Note that these custom settings can only be modified by the TPA using a “SuperID” good for the day.  This SuperID is generated in the EDG Tools software. These customization features are the rules engine of eDatagate. Normally the TPA sets them once for all plans and creates a rules template for all existing and new plans. The plans can be modified individually for special actions.   Additionally, EDG has many more features that are added monthly based on client suggestions and requirements. For example, special warning messages requiring plan sponsor response to prevent resending payroll files that have already been sent.     EDG  Tools This function is available to TPAs only.  It provides the following features: 1. Conversion into record keeping system – prepares compatible file format for direct input to: ·        ASC – Actuarial Systems Corporation Valuation System ·        SRT – Schwab Retirement Technology Record Keeping ·        Datair – Datair Pension System ·        eDatagate – entry of Plan Sponsor export into EDG at TPA site ·        Standard format for other record keeping systems. 2. Convert into EDG – prepare files from other record keeping systems for import into EDG.  Information includes: plan information such as plan name, plan ID, funds and sources and employee information such as name, address, DOB, DOH. ·        SRT Pension Record Keeping Conversion ·        Datair Pension System Conversion 3. Utilities – additional functions as follows: ·        Plans Maintenance – EDG is licensed on a per plan basis. This provides the ability to add additional plans. ·        Security – enable, change password and disable security protection. ·        Generate “SuperID” – this ID is good for one day only and provides the plan sponsor or TPA the ability to access the customize menu options in EDG. ·        Client Installation CD – this function prepares all the data necessary to create CD to install EDG at the client site customized for the clients use. ·        Location translation – some TPAs want to predefine plan sponsor division/location for the purpose of reporting in their record keeping system. EDG Tools provides a means of translating plan sponsor provided locations in alpha, numeric or combination into a set of predefined locations to be passed to the record keeping system. 4. Reconciliation – this function provides the ability to reconcile record keeping compliance data with EDG. It is typically used by the TPA as a means to verify that all payroll files that were received from the client, have been properly processed. The function is driven by a list of plans such that hundreds of plans can be reconciled in one request. The functions include: ·        Run the reconciliation – a predefined database table must be populated from the record keeping system.  EDG Tools then takes this year to date data and using the plan year start/end date, extracts the applicable payroll cycles from EDG and compares the two. Differences are noted at the employee level. ·        View – reconciled plans, plans out of balance (summary and detail) and plans not processed (currently in use or not found). 5. Automate – this function provides the TPA with the means to run an automated version of eDatagate. A pseudo mail room operation can be set up that receives payroll files from clients and then sets up hands off processing of the payroll file by specifying minimum information such as the plan and payroll period date to be used.