Client Access Template Reporting Guide

Transcription

1 Client Access Template Reporting Guide FOR PLAN SPONSOR USE ONLY. NOT FOR USE WITH PLAN PARTICIPANTS.

2 Table of contents Client Access: My Reports My Reports Inbox Original and Customized Templates Schedule and Customize Reports

3 01 Client Access: My Reports My Reports found on the Client Access Plans Page provides easy access to the most commonly requested information. Available to those with current access to the Custom Reporting functionality, My Reports allows you to schedule reports to run automatically at desired times, and customize reports in a variety of ways. This easy to use feature is broken down into three main areas: 1. My Reports Inbox 2. Original and customized templates lists 3. Schedule and customize screen While most reports normally run within a couple of minutes, more complex reports or those containing large amounts of data may take longer to run. In these cases, you may close the processing page and check on the report s status through the My Report Inbox. Client Access Template Reporting Guide 1

4 02 My Report Inbox Access the My Report Inbox from the plan home page. It can be found directly above the additional information box. Here, you ll find: List of reports run for that plan, including Reports you ran manually Reports that run automatically per a set schedule Report data as of date to help you Distinguish between multiple versions of the same report Reduce the likelihood of overriding older versions Report status Ready the report is available; just click the report name to view Running the report is not yet available to view NOTE: Status will not automatically change from Running to Ready. To update the report list, click the Refresh Inbox link in the upper left corner Error links to a screen that explains why the report could not be completed Reports will remain in this view for 120 days following the run date. To manually delete reports from the inbox, select the report by clicking the checkbox located on the far right. Then, click on the Remove button. 2 Client Access Template Reporting Guide

5 03 Original and Customized Templates Click the Run/Schedule a Report button (located above and to the right of the My Reports Inbox) to access both Original and Customized report templates. Most recent data date: The date noted below the Return to Reports Inbox button typically reflects the prior business day. Available data is frozen in time to show the information as it appeared at the end of the actual calendar date chosen. Any subsequent adjustments are not reflected. Month-end data is generally available by the third day of the following month. Data using complex calculations may not be available until the 12th day of the following month, and is noted both in the Report Definition (described below) and on the Subscription page (described below). Data is also temporarily available for the previous business day. NOTE: This tool provides access only to data from the previous business day and from the last business day of every preceding month. Therefore, if you deleted a report from your inbox which you originally ran as of the 15th of the previous month, you will only be able to rerun it with data as of the last business day of that month (since the data of the 15th was only available until the next business day s data was loaded). Client Access Template Reporting Guide 3

6 Original Templates These standardized reports are available for you to either run as is or use to create Customized Templates. Templates were determined based on a detailed analysis of the most common reports and data requested through the Custom Reporting tool during a recent 18-month period. These templates cover the majority of the information and data needed on a regular basis. The Customized Reports tool will remain available for any additional reporting needs. This listing will display only those templates applicable to the selected plan type and features. For example: a report specific to defined benefit plans will not appear on the list of templates for a defined contribution plan; and a loans report will not appear on the list for a plan not offering loans. Using Original Templates Template Name Click the report name to run a one-time default version of the report as of the date or period noted under the Default as of Date column. Report Definition Hover over or click the View link to see a brief description of the data included in the template. This will also indicate if any month-end data in that report is not available until the underlying calculations are completed (by or before the twelfth day of the following month). Settings & Schedule Click the Customize link to launch the Schedule and Customize screen (described in the next section). Customized Templates These reports are the versions of any Original Templates you ve modified, saved, or scheduled to run. You may save or schedule up to 30 Customized Templates. Once you reach the 30-template maximum, you must delete an existing template before running or scheduling another one. This also applies when running a one-off report from an Original Template. Using Customized Templates Template Name Click to run a one-time version of the saved template using the as of date noted under the Default as of Date column. Current Schedule This displays the saved template report frequency. Settings / Schedule Click on View / Modify to launch the Schedule and Customize screen (described in the next section). Remove Manually delete templates by clicking the checkbox located on the far right. Then, click the Remove button. 4 Client Access Template Reporting Guide

7 04 Schedule and Customize To access this screen, click the Customize link from the Original Templates section or the View/Modify link from the Customized Templates section. Use this page to schedule and/or limit certain data items for the selected report template. The Schedule and Customize screen will also indicate if any month-end data in that report is not available until the underlying calculations are completed (by or before the twelfth day of the following month). Client Access Template Reporting Guide 5

8 Subscription Options Report Name Enter a descriptive name for your report to help you distinguish it from other reports or versions of that report. This name will appear in the Customized Templates and My Reports Inbox listings, as well as on notifications (if applicable). Schedule Select the preferred scheduling frequency. Current scheduling options include weekly, monthly (runs by the 3rd), monthly (runs by the 12th), or quarterly. Data using complex calculations may not be available until the 12th day of the following month. These reports will be noted in the message area at the top of the Schedule and Customize screen. When setting a delivery schedule for one of these reports, choose the monthly scheduling frequency that is delivered on the 12th day. Run subscription immediately Selecting this results in the immediate run of the report in addition to any selected frequency. Overwrite older versions Future reports using the same name will overwrite any older version in your inbox. This only applies to the most recent copy of the report existing in the inbox. This should not be checked if you want to retain historical versions of the report in your My Reports Inbox. Do not deliver after Use this feature to set the length of time you want to receive a report for this subscription. By default, this is set to two years from the subscription creation, but you may select a shorter timeframe. Delivery Notification Select to receive notifications via when the report subscription has been delivered. If you do not have an address on file, or if your address is incorrect or has changed, please contact your Client Service Manager. In this event, selecting this delivery option will ensure that you receive notifications once your address is in our system. 6 Client Access Template Reporting Guide

9 Prompt Selections You may use filters (prompts) to restrict which participant records appear in the report results. While certain default prompts appear on the majority of reports, each report will have its own set of unique prompts. The major default prompts (filters) are: As of Date Choose when the data in the report should be as of a specific date. Some of the as of date options include Prior Month Choose this, along with one of the monthly or quarterly scheduling options, to run the report at the beginning of each month using data as of the prior month s last business day. Note: if you schedule a report to run weekly with the prior month as of date, you will receive the same results every week until the beginning of the next month. Last Business Day 1 Choose this to run a report using data through the close of the last business day. Weekly reports are delivered late Sunday evenings, and include the most recent data available. These work best for one-off and weekly reports. (For example, a weekly report subscription using the Last Business Day would result in a report containing data as of the close of business on Friday. Check Date Certain reports allow the selection of a check date or check date range. This option is often used for reports showing all payments, distributions, or loans disbursed during a given date range. Region Name Used for plans with regions. If your plan does not have Regions you will not see this prompt. Division Name Used for plans with divisions. If your plan does not have Divisions you will not see this prompt. Participant Status Use this to filter report data by participant status. You may select one or more statuses for inclusion in the report. Participant Social Security Number (SSN) Display Reports can display either the masked participant SSN (last four digits) or the full participant SSN. The individual scheduling or running a report containing participants full participant SSNs takes on the responsibility to protect this information (PII). Filter Report to include one or more SSNs. Selecting the advanced criteria feature will provide the option to import SSNs from text and/or CSV files. For best results, please use a carriage return (New Line) or semicolon (;) as a separator between SSNs. 1 See definition of last business day under Original and Customized Templates section. Client Access Template Reporting Guide 7

10 05 Reports When you open a report, it will appear in a separate browser tab or window so you can easily return to Client Access. Each report is displayed as a single, scrolling table of the data requested for the specified participants. The top of each report (below the report name and other header content) includes three columns which contain helpful information about that report. The three columns of information include Report Description (This is defined in the Original Templates section.) Prompts This column indicates criteria used to generate the report. You can change these to further refine the report population. Filters This column shows any locked criteria used to generate the report filters which only John Hancock can change. 8 Client Access Template Reporting Guide

11 Report Delivery: The majority of one-off reports and newly scheduled reports are typically available within three minutes of your request (Note: a slow connection can significantly impact this time). All scheduled reports run as soon as possible following the successful load and posting of updated data covering that business day s transactions. The following is a list of the typical delivery times for reports scheduled for the frequencies noted. Weekly Monthly (runs by 3rd) Monthly (runs by 12th) Quarterly (runs by the 3rd) Quarterly (runs by the 12th) Late Sunday evenings Early morning by the 3rd day of the next month Early morning by the 12th day of the next month Early morning by the 3rd day of the next quarter Early morning by the 12th day of the next quarter It is important to note that these are goals we strive to achieve and not delivery commitments. In addition, infrequent problems with the data load or other system issues may result in the delayed execution of these reports. Use the Export Reports option to export data in Excel or PDF format. Client Access Template Reporting Guide 9

12 The content of this document is for general information only and is believed to be accurate and reliable as of posting date but may be subject to change. John Hancock Retirement Plan Services, LLC offers administrative or recordkeeping services to sponsors or administrators of retirement plans, as well as a platform of investment alternatives that is made available without regard to the individualized needs of any plan. Unless otherwise specifically stated in writing, John Hancock Retirement Plan Services, LLC does not, and is not undertaking to, provide impartial investment advice or give advice in a fiduciary capacity. John Hancock Trust Company LLC provides trust and custodial services to such plans. NOT FDIC INSURED MAY LOSE VALUE NOT BANK GUARANTEED 2018 All rights reserved. MS-PS35989-GE 02/ FOR PLAN SPONSOR USE ONLY. NOT FOR USE WITH PLAN PARTICIPANTS. MS