Schwab RT Web Release Notes 2.4

Transcription

1 Schwab RT Web Release Notes 2.4 Release Highlights Online Participant Messaging for Financial Advisors Access to Newkirk estatements and Plan Reports Automatic Contribution Arrangement (ACA) New Participant Messaging Center where Financial Advisors can create and post date-sensitive messages for plan participants based on criteria defined in customized message filters. Available for Schwab RT Web participants only. Requires SQL-mode plans. New menu option allows participants to navigate directly to Newkirk s Web site and view their estatements, eliminating the need for a separate logon. Gives Plan Sponsors direct access to the Newkirk site, where they can view participant estatements as well as plan-level reports. Available for Schwab RT Web participants only. Requires SQL Recordkeeping 2.4, with SQL-mode plans. New feature that automatically enrolls participants in the appropriate age-based funds using pre-determined deferral percentages. Participants can opt out of ACA at any time via the Schwab RT Web or Call Center. For full details, see ACA User Guide. Available for Schwab RT Web, Call Center, and Voice participants. Requires SQL Recordkeeping 2.4, with SQL-mode plans. For additional updates, patch information, and incidents, visit our Resource Center on SchwabRT.com.

2 Schwab RT Web Release Notes Release 2.4 April, 2007 The material contained herein is proprietary to Schwab and for informational purposes only. The information is not intended to provide tax, legal or investment advice. Schwab does not guarantee the suitability or potential value of any particular information source. Certain information presented herein may be subject to change. The information or material contained in this document may not be copied, assigned, transferred, disclosed or utilized without the express written approval of Schwab. The Charles Schwab Corporation (Charles Schwab) provides services to retirement plans and participants through its subsidiaries, Charles Schwab & Co., Inc. (Member SIPC), The Charles Schwab Trust Company (CSTC), Schwab Retirement Plan Services, Inc. and Schwab Retirement Technologies, Inc. (Schwab RT). Charles Schwab also provides equity compensation plan services and other financial and retirement services to corporations and executives through Charles Schwab & Co., Inc. For further information, contact Schwab Retirement Technologies, Inc. at Ballantyne Corporate Place, Suite 300, Charlotte, NC 28277, USA, Tel: (800) , Web site: schwabrt.com Schwab Retirement Technologies, Inc. All rights reserved.

3 Contents Table of Contents About This Document...4 Release 2.4 Documentation Library...5 Technical Requirements for Release Online Participant Messaging for Financial Advisors...6 Overview...6 Configuring Participant Messaging Options...8 Financial Advisor Messaging Options...10 Accessing the Participant Messaging Center...10 Creating and Maintaining Participant Messages...11 Defining Message Filters...15 Participant Messaging Options...24 Newkirk Single Sign-on Authentication...25 Overview...25 Configuring Newkirk estatement Options...26 Enabling Newkirk Access for All Plan Participants...26 Enabling Newkirk Access for Plan Sponsors...26 Adding the Participant Menu Option...27 Adding the Predefined Plan Sponsor Menu Option...28 Customizing Page Content...29 Accessing Newkirk Over the Web...30 Participant Options...30 Plan Sponsor Options...32 Accessing Participant estatement...33 Accessing Plan Summary Reports...35 Automatic Contribution Arrangement (ACA)...37 Special Notes...39 Order File Exception Enhancements...39 Suppressing Total Account Balance on Home Page...40 Tips for Searching the Help File...41 Installation...43 Appendix A: Financial Advisor Fast Track...44 Configure Recordkeeping...44 Configure Web (Application Administration)...45 Participant Web Options...46 Financial Advisor Web Options...47 Schwab Retirement Technologies

4 About This Document Purpose Audience These release notes provide you with prerequisites, enhancements, and special notes related to Release 2.4 of Schwab RT Web. This document is intended for Schwab RT Web users who plan to upgrade or already have upgraded to the 2.4 release. Where to Get Additional Information For questions regarding this update, please call your Schwab RT Client Services Representative at (800) For Schwab RT product documentation and other resources, visit our Resource Center at Guidelines for ASP Users If you are a Schwab RT Application Service Provider (ASP) customer, please observe these guidelines: To make changes to XSL or XML files, you must send a request to the ASP Administrator. If you want to link to custom files on the Web server or Voice server, you must send the appropriate files to the ASP Administrator for placement on the server. If you wish to view PAS or Real-Time error logs, you must request the logs from the ASP Administrator. As a general rule, all installation and configuration tasks are performed by the ASP administrator at our data center in Richfield, Ohio. Please direct all special requests and other communication to the ASP administrator at SchwabRT.asp@schwab.com. April, 2007 Schwab Retirement Technologies Page 4 of 47

5 Release 2.4 Documentation Library The following documentation for the 2.4 release of Schwab RT Recordkeeping, Web, Voice, Call Center, and SchARP products is available on our Resource Center at SchwabRT.com. Schwab RT SQL Recordkeeping System 2.4 Release Notes Schwab RT Web Release Notes 2.4 Schwab RT Voice Release Notes 2.4 Schwab RT Call Center Release Notes 2.4 Schwab Automated Retirement Processing (SchARP) User Guide, Release 2.4 SchARP Payroll User Guide Automatic Contribution Arrangement (ACA) User Guide Order File Exceptions & Reporting Technical Requirements for Release 2.4 For all functionality in Release 2.4, the following are technical requirements for Schwab RT applications: Microsoft SQL Server 2005 Service Pack 1 * Microsoft Windows Server 2003 Service Pack 1 * SQl Server 2005 is required for Release 2.4 if you are running SchARP processing. For clients who do not plan to run SchARP and are not ready to implement SQL Server 2005, Schwab RT will provide a version of Release 2.4 that is compatible with SQL Server The SQL Server 2000 version of Release 2.4 is currently being tested and is scheduled for availability with Release April, 2007 Schwab Retirement Technologies Page 5 of 47

6 Online Participant Messaging for Financial Advisors For a comprehensive summary of Financial Advisor configuration requirements and user options, see the Financial Advisor Fast Track provided in Appendix A of these release notes. Overview Financial Advisors can use the new Participant Messaging Center to create and post messages for plan participants based on criteria defined in customized message filters. Advisors can define begin and end dates for each message, and deactivate and reactivate individual messages. For example, a Financial Advisor creates a message and sends it to all participants in Plan ABC with an account balance over $10,000 and a deferral percentage over 5%. The advisor schedules the message to appear between January 10, 2007 and February 1, Messages appear on a separate Messages from Financial Advisor page, accessed from a link from the Participant Home page, as demonstrated below. Note on Advisor Security Rights: The Financial Advisor can only target participants to whom access rights have been granted through the operator record in Recordkeeping Security Maintenance. April, 2007 Schwab Retirement Technologies Page 6 of 47

7 Sample Financial Advisor Messages The Messaging from Financial Advisor page, available from the Home page, provides access to all messages sent to the participant from his or her designated Financial Advisor. Only participants who satisfy the filter criteria defined for the message will receive the message. April, 2007 Schwab Retirement Technologies Page 7 of 47

8 Configuring Participant Messaging Options Following are procedures required for configuring Financial Advisor messaging in Application Administration. Enabling Participant Messaging To enable the Financial Advisor Participant Messaging option: 1. Log on to the Application Administration console. 2. From the Web Options menu, select Financial Advisor Options. 3. Select the appropriate advisor(s) and click Load. 4. Click the Manage button for the Financial Advisor options. 5. Select the Enable Participant Messaging option, shown below, and click Update. Adding Menu Options To add the new Participant Messaging Center option to the Financial Advisor menu, do the following: 1. From the Web Options menu, select Menu Manager. 2. In the Menu Manager fields, select the appropriate language, Financial Advisor user role and menu. 3. Click Modify Selection. The menu displays for modification. 4. In the Add New Menu Element field, select the desired menu location for the new option. 5. From the Use Predefined Element field, scroll down to the Financial Advisor Links and select Participant Messaging Center. 6. Select the appropriate Link Target for the new element. 7. Click Add. The new element is added to the menu fields displayed in the lower portion of the Menu Editor page. 8. Click Update. The system saves the change to the menu. April, 2007 Schwab Retirement Technologies Page 8 of 47

9 Customizing Page Content To define page content for Participant Messaging options, do the following: 1. From the Web Options menu, select Content Manager. 2. In the Content Manager fields, select the appropriate language, user role, Web page, and content template. The following Financial Advisor Messaging pages are available for modification: For Financial Advisor: FA Filter Criteria FA Filter Preview FA Message Creation FA Message Manage Option FA Message View Details For Participant: Participant View Messages 3. Click Modify Content. The selected application content fields display for modification. 4. Make the necessary changes to the content fields and click Update. April, 2007 Schwab Retirement Technologies Page 9 of 47

10 Financial Advisor Messaging Options Accessing the Participant Messaging Center When a Financial Advisor logs on to the Financial Advisor home page and selects the Participant Messaging Center option, the following page appears, with links to the Message Inventory and the Filter Criteria pages. April, 2007 Schwab Retirement Technologies Page 10 of 47

11 Creating and Maintaining Participant Messages The Message Inventory, shown below, provides a workspace for creating, scheduling, and maintaining participant messages. This page is also used to assign custom filters that determine which participants will receive each message. A filter set must be assigned to each message or the message cannot be delivered. If a filter set is not assigned, or is subsequently removed, the message is automatically deactivated. April, 2007 Schwab Retirement Technologies Page 11 of 47

12 Creating a Message To create and schedule a new participant message, use the procedure below. Refer to the Field Definitions for information about each field. 1. Log on to Schwab RT Web as a Financial Advisor and select Participant Messaging Center from the menu. 2. On the Participant Messaging page, select Message Inventory Page option. 3. Create Message: On the Message Inventory Page, do the following: Click Create Message. In the Create/Edit Messages section of the page, complete the Message Name, Select Language, Message Subject, and Message Body fields. Click Save Message. The message is saved in the language selected. For Multilingual Messages: To create additional versions of this message in other language, go back and change the Select Language, Message Subject, and Message Body fields and click Save Message. Do not change the Message Name. All language versions of the message will be saved under a single message name. 4. Schedule Message: Use the Start Date and End Date to indicate the dates that the message will appear on the Participant Messaging page. 5. Select Filter: In the Select a Filter Set Name field, select a filter set from the available list of filters. Note: Filters listed in this field must be previously created using the Filter Criteria page, described later in this document. 6. Click Save. The new message is logged in the message inventory at the top of the page. Editing a Message To edit an existing message: 1. On the Message Inventory page, in the Message column of the table, click the name of the message you want to edit. The message content and other details display in the fields at the bottom of the page. 2. Edit the appropriate message fields and click Save Message. 3. Click Update. Note: If a previously delivered message is deleted by a participant and the message is subsequently edited by the advisor, the participant will not receive the edited version of the message. April, 2007 Schwab Retirement Technologies Page 12 of 47

13 Deleting or Deactivating a Message To delete or deactivate an existing message: On the Message Inventory page, locate the message and do one of the following: Delete Message: In the Delete column of the table, click the X that corresponds to the message row you want to delete. When prompted, confirm the deletion. The message is removed from the system. Deactivate Message: In the Deactivate column of the table, click the Deactivate button that corresponds to the message row you want to deactivate. When prompted, confirm the deactivation. The message is immediately removed from the Messages from the participant page but is retained in the system and can be reactivated by the Financial Advisor in the future. Reactivate Message: To activate a deactivated message, click the message name and define a new start date and end date. Field Definitions Message Inventory options are defined below: Message Inventory Table Create Message Click this button to clear the data fields for creation of a new participant message. See Create/Edit Messages field definitions below for more information on creating new messages. Message Filter Start Date End Date Delete It Deactivate Page number links The name of the message as it appears to the Financial Advisor. The message name is not displayed to the participant. Click on the message name to edit an existing message using the fields in the Create/Edit Messages section of the page. Display Only. The name of the filter set used to target recipients of the message. Filters are defined using the Filter Criteria page. Display Only. Determines the time period during which the message appears on the participant s message page. Display Only. Click the X in the corresponding row of the Delete It column to permanently remove a message from messaging pages in both the Financial Advisor and participant Web sites. Deleted messages cannot be restored. If you want to remove a message and restore it later, use the Deactivate button. Click the button in the corresponding row of the Deactivate column to immediately remove a message from the participant message page, overriding the End Date defined for the message. Deactivated messages are retained in the Financial Advisor Message Inventory and can be restored at a future date. When a message is deactivated, the text Deactivated appears, instead of the button. Note: To activate a deactivated message, click the message name and enter a new start date and end date. The Message Inventory displays a maximum of 15 messages per page. If applicable, use the page number links at the top right to navigate between pages of messages. April, 2007 Schwab Retirement Technologies Page 13 of 47

14 Create/Edit Messages Message Name Select a Language Message Subject Message Body Save Message Start Date/End Date Select a Filter Set Name Update Cancel The name of the message as it will appear on Financial Advisor messaging pages. The message name is not displayed on the participant Web site. Required field. (Examples: Welcome Message, Investment Suggestion.) If multiple language options are available, select the appropriate language for the message. Defaults to English. If multiple language versions of the same message are required, save each version before selecting a different language. Required field. The subject of the message. The subject line is displayed as a link on the participant message page. When the participant clicks the subject line link, the full text of the message appears. The full text of the message, which is displayed when the participant clicks the corresponding subject line on the participant message page. Click to save the content of a new or revised message. Determines the time period during which the message is available for viewing on the participant message page. Start date defaults to current date; end date defaults to 90 days from current date. The name of the filter set used to target recipients of the message. Filters are defined using the Filter Set Criteria page. If a filter set is not assigned to a message, that message will automatically be deactivated. Click to save the date range and filter set associated with the current message. Click to cancel the date range and filter set associated with the current message. April, 2007 Schwab Retirement Technologies Page 14 of 47

15 Defining Message Filters You can use the Filter Set Criteria page to create and define sets of filters for participant messages. When associated with a specific message, a filter set determines the target audience for the message, based on criteria such as plan membership, account balance, deferral percentage, and payroll division. A maximum of three filter criteria can be defined for each set. The Filter Set Criteria page, shown below, is accessed from the Participant Messaging Options page. April, 2007 Schwab Retirement Technologies Page 15 of 47

16 Creating a Filter Set To create a new filter set: 1. Log on to Schwab RT Web as a Financial Advisor and select Participant Messaging Center from the menu. 2. On the Participant Messaging page, select Filter Criteria Page option. 3. Click Create Filter Set. 4. Under Select Plans and Enter Filter Set Name, enter the name of the filter set and select the plan(s) to be targeted. 5. Under Select Filter Criteria, define the filter criteria. A maximum of three filters can be defined for each filter set. See Field Definitions and Operator Definitions for more information on criteria fields. In the following example, an Account Balance filter is defined. a. Select the Account Balance checkbox to enable the filter fields. b. In the first pair of operator fields, select the appropriate operator (<, >, <=, >=, =) and dollar amount. To define a range of values, repeat this procedure in the second pair of operator fields. In this example shown below, an account balance range of $10,000 to $70,000 is used to define the target audience: When using more than one filter in a filter set, the conditional operators AND or OR serve to define the relationship between the filters. For example, you could combine the Account Balance filter above with a second filter targeting all participants with a Deferral Amount greater of $1,000. The AND operator, selected in the last field at the right, dictates that only participants who meet both criteria will receive the message. 6. To view information about the participant population targeted by the filter, click Preview. To drill down to information on individual participants, click View Details. After reviewing the participant information, you can click Back to return to the Filter Criteria page and make any necessary changes to the filter criteria. 7. To save changes to the filter, click Save on the Preview page or the View Details page. April, 2007 Schwab Retirement Technologies Page 16 of 47

17 Editing a Filter To edit an existing filter: 1. On the Filter Criteria page, in the Filter Set Name column of the table, click the name of the filter set you want to edit. The filter set fields are populated with the current values. 2. Edit the filter set name, plan, and criteria fields as needed and save all changes. Note: Filters cannot be deleted from the system. Field Definitions Filter Criteria options are defined below: Filters Available Create Filter Set Filter Set Name Message Attached Page number links Click this button to clear all data fields for creation of a new filter set. The name assigned to the filter set. Click on the Filter Set Name to edit an existing filter. Display Only. Identifies the participant message associated with a specific filter set. Filter sets are attached to messages using the Message Inventory page. Display only. A maximum of 15 filter sets can appear on each page. If applicable, use the page number links at the top right to navigate between pages of filter sets. The most recent filter appears at the top of the list on the first page. Select Plans and Enter Filter Set Name Filter Set Name Select Plan(s) The name of the filter set. Select the plan or plans to be targeted to receive the message to which this filter set is attached. The list includes only those plans to which the Financial Advisor has been granted access through Recordkeeping Security Maintenance. To make multiple selections, hold down the Ctrl key or Shift key as you click with the mouse. Select Filter Criteria (maximum of 3) All Participants Status ACA Status Age Deferral Percent Selects all plan participants to which the Financial Advisor has security access. If selected, all other filters are disabled. This option is not available if more than one plan is selected. The participant s primary status code. To make multiple selections, hold down the Ctrl key or the Shift key as you click with the mouse. Available operators: < >, =, AND, OR The participant s Automatic Contribution Arrangement (ACA) status. To make multiple selections, hold down the Ctrl key or the Shift key as you click with the mouse. Values: No Choice, ACA Enrolled, Affirm. Available operators: < >, =, AND, OR The participant s current age using the birth date on file in Recordkeeping. Current age is calculated in half year increments. Available operators: <, >, <=, >=, =, AND, OR The participant s deferral percentage from the first pre-tax source in Recordkeeping s plan/source matrix. Available operators: <, >, <=, >=, =, AND, OR April, 2007 Schwab Retirement Technologies Page 17 of 47

18 Deferral Amount Account Balance Specific Investment Balance Investment Percent of Balance Divisions Preview Save Total of the participant s deferral amount across all pre-tax sources. Available operators: <, >, <=, >=, =, AND, OR The participant s total account balance across all sources. Available operators: <, >, <=, >=, =, AND, OR Specific Investment Balance (SIB) uses the participant s account balance across all sources for the specified investment. Displays a list of Investment Descriptions active in the selected plan. An Investment Program can be selected, but not an investment within the IPM, unless it is also available as a single investment. This option is not available if more than one plan is selected. Available operators: <, >, <=, >=, =, AND, OR Investment Percent of Balance (IPB), calculated by dividing the total balance across sources for the specified Investment by the participant s total account balance. Displays a list of Investment Descriptions active in the selected plan. An IPM can be selected, but not an investment within the IPM unless it is also available as a single investment. This option is not available if more than one plan is selected. Available operators: <, >, <=, >=, =, AND, OR All payroll divisions for the selected plan or plans are automatically displayed. To make multiple selections, hold down the Ctrl key or the Shift key as you click with the mouse. Click to view details about the participant group targeted by the selected filter. Click to save the filter criteria set. (Located on Preview page.) Note: A maximum of three filter criteria can be selected for each filter set. If more than three criteria are selected, a message will appear requesting that all excess filters be removed from the set. April, 2007 Schwab Retirement Technologies Page 18 of 47

19 Operator Definitions The various operators available on the Filter Set Criteria page are defined below: Equality and Relational Operators Equality and relational operators available in Filter Criteria fields are defined below: Symbol Definition < > < = > = = < > Less than Greater than Less than or equal to Greater than or equal to Equal to Not equal to (all except selected item) The Financial Advisor can define a RANGE, as in this example: Deferral amount > $500 and <= $1000 Conditional Operators Where applicable, different filters can be combined using the conditional operators AND or OR. Up to three filters can be combined. Example: Status = Active AND Age = (> 30 and <= 60) AND Account Balance (> and < ) Note: AND operations are always performed before OR operations. April, 2007 Schwab Retirement Technologies Page 19 of 47

20 The following illustration uses color coding to identify the different types of operators available on the Select Filter Criteria page. Shape codes are included as an alternative way to identify the operators when referring to black and white printed copies of this document. April, 2007 Schwab Retirement Technologies Page 20 of 47

21 Previewing Filter Criteria When you select a filter for editing and click Preview on the Filter Criteria page, the Preview page appears. The Preview page provides a summary of the selected filter criteria and shows the number of participants who will actually receive a message associated with this filter. The View Details link on the Preview Filter page lets you drill down to information about each participant. Based on this information, you can return to the Filter Criteria page and revise the filter as needed. Preview information can be exported in PDF or Excel formats. April, 2007 Schwab Retirement Technologies Page 21 of 47

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23 Field Definitions Preview page options are defined below: Preview Page Export Report Use these links to export data to PDF or Excel format. Criteria Selected Plan Total Participants Accessible Total Participants Receiving Message View Details Save Back Displays the Filter Criteria selected on the Filter Set Criteria page. Display only. Displays the plan(s) selected on the Filter Set Criteria page. Display only. Total participants in the selected plan(s) that can be accessed by the Financial Advisor, based on settings in Recordkeeping Security Maintenance and advisor assignment made by the Recordkeeper or participant. Display only. The total number of participants who meet the filter criteria and who will receive the message. Display only. Note: The number of participants receiving a message is impacted by the level of security access granted to the Financial Advisor. For more information, see Security Access Levels for Financial Advisors. Click to view the name, account balance, and age of each participant who meets the filter criteria. Note: An asterisk (*) appears next to the participant name if the Financial Advisor is authorized to process transactions on behalf of that participant. Click to save all changes. Click to return to the current filter definitions on the Filter Set Criteria page. Security Access Levels for Financial Advisors The participant counts shown on the Preview page reflect the two basic levels of access that can be granted to Financial Advisers through various Recordkeeping settings and Web options: Plan-level access provides access to all participants in a plan. Participant-level access provides access to individual participants within a plan. The following scenarios illustrate each type of access level: Access Type Assigned to Advisor Total Participants in Plan Total Participants Accessible to Advisor Total Participants Receiving Message (based on filter) Plan Level Participant Level Total Participants Granting Update Rights to Advisor * * Permission to update the participant s account can be granted by the participant or by the Recordkeeping administrator. April, 2007 Schwab Retirement Technologies Page 23 of 47

24 Participant Messaging Options Messages sent to the participant appear on the Messages from Financial Advisor page. A notification link on the Participant Home page alerts the participant that messages are available and provides direct access to the message page. All messages are listed at the top of the page. When the participant clicks the Message link, the full text of the message appears in the Message field below. In addition to messages, the participant messaging page provides contact information for the Financial Advisor. Field Definitions Participant Messaging page options are defined below: Participant Messaging Options (Link to Messaging on Home page) Message Date Message Financial Advisor Name Phone Number Delete Message Body The link Message(s) from your Financial Advisor(s) appears at the upper left of the Participant Home page. Displays the date the message was delivered to the participant. Displays the subject line of the message. Click to view full text of message below. Displays the Financial Advisor s name. Displays the Financial Advisor s telephone number. Displays the Financial Advisor s . Click the X to delete the corresponding message and stop delivery of any future revised versions of the message. Displays the full text of the message. April, 2007 Schwab Retirement Technologies Page 24 of 47

25 Newkirk Single Sign-on Authentication Overview Schwab RT Web 2.4 now provides access to Newkirk estatements for clients licensing that service directly with Newkirk. Web participants can navigate directly to Newkirk s Web site and view their estatements. The participant simply clicks a menu option and the system passes the session ID and other necessary information to Newkirk, eliminating the need for a separate logon. The participant option can also be used by Financial Advisors when they access participant accounts from the Financial Advisor Home page. For Plan Sponsors, a new menu option on the Plan Sponsor Home page provides direct access the Newkirk site, where they can view participant estatements as well as plan level reports. Newkirk is a fee-based subscriber service. Contact Newkirk for more information on their Retirement Plan Services. Newkirk 15 Corporate Circle Albany, NY Tel: Fax: info@newkirk.com Website: Newkirk Contacts: Contracts and Pricing, Jean Harris ( ) Customer Service, Mike Needham ( ) Note: You must contact Newkirk directly to obtain your Client ID, also known as the TPA ID, which is required to access the Newkirk site. April, 2007 Schwab Retirement Technologies Page 25 of 47

26 Configuring Newkirk estatement Options Following are procedures required for configuring Newkirk estatement options in Application Administration. Enabling Newkirk Access for All Plan Participants To enable Web Options for Newkirk: 1. Log on to Application Administration. 2. From the Plan Options menu, select View/Update Options. 3. Select a plan or plans. Click Add, and then click Continue. 4. Under Plan Options, on the Environment Options line, click Edit. 5. Under Web Options, select the Enable Newkirk estatements option, shown below. By default, this option is not selected. 6. Click Update. Enabling Newkirk Access for Plan Sponsors To enable Plan Sponsor access to the Newkirk site: 1. Log on to the Application Administration console. 2. From the Web Options menu, select Plan Sponsor Options. 3. In the Select a Plan Sponsor field, select the Plan Sponsor(s) that you want to administer and click Load. The Plan Sponsor options appear. 4. On the Plan Sponsor Options line, click Manage. 5. Select the Allow Plan Sponsor to Access Newkirk estatement Reports option. By default, this option is not selected. 6. Click Update. April, 2007 Schwab Retirement Technologies Page 26 of 47

27 Adding the Participant Menu Option The URL for the participant menu option will be provided to you after you have established your service provider subscription with Newkirk. When you receive the URL, you can use Menu Manager to create the Newkirk estatement option on the participant Web menu, using the following procedure: 1. In Menu Manager (Web Options menu), select the appropriate participant menu for modification. 2. In the Add New Menu Element field, select the desired menu location for the new option. 3. In the Element Description field, type Newkirk estatement or other name for the option. 4. In the Element Link URL field, type the URL provided to you by Newkirk. The standard participant URL appears below; however, yours may differ slightly: (where TPA is replaced by your variable length Client ID) 5. In the Link Target field, select Open in New Window. The completed Add Menu Element fields are illustrated below: 6. Click Add to add the new option to the test menu. 7. Review the position of the new option on the test menu and make any needed adjustments. 8. Click Update to save the new option. April, 2007 Schwab Retirement Technologies Page 27 of 47

28 Adding the Predefined Plan Sponsor Menu Option The Newkirk option is added to the Plan Sponsor menu using a predefined menu element. To add the new Newkirk option to the Plan Sponsor menu, do the following: 1. In Menu Manager (Web Options menu), select the appropriate Plan Sponsor menu for modification. 2. In the Add New Menu Element field, select the desired menu location for the new option. 3. From the Use Predefined Element field, select Newkirk Plan Report (Under Plan Sponsor Links). 4. Leave the Link Target set to Open in Application. The completed Add Menu Element fields are illustrated below: Note: ASP clients must add their TPA ID at the beginning of the Element Link URL. 5. Click Add to add the new option to the test menu. 6. Review the position of the new option on the test menu and make any needed adjustments. 7. Click Update to save the new option. Note: After adding the menu option, you must add a new key to the web.config file. For details, see Editing the Newkirk Plan Report URL. April, 2007 Schwab Retirement Technologies Page 28 of 47

29 Editing the Newkirk Plan Report URL Note: If you are an ASP client, please contact Schwab RT Client Services for technical assistance with the following configuration task. When the Plan Sponsor selects the Newkirk Plan Report option, a page presents a list of the plans available for selection. When a plan is selected, the system retrieves the appropriate client files based on the TPA ID defined in the Newkirk URL in the web.config file. To define the TPA ID in the web.config file, do the following: 1. In the srtweb folder, open the web.config file. 2. In the appsettings section, create the following new key: <appsettings> <add key="newkirkurl" value=" page=sso" /> </appsettings> Replace TPA with your Client ID (variable length). When configuring your account, Newkirk will assign your Client ID to the virtual directory that contains your files. 3. Save and close the file. Customizing Page Content To define page content for the Newkirk Plan Report option, do the following: 1. From the Web Options menu, select Content Manager. 2. In the Content Manager fields, select the appropriate language, user role, Web page, and content template. The Newkirk Plan Sponsor page is named Newkirk Plan Report. 3. Click Modify Content. The selected application content fields display for modification. 4. Make the necessary changes to the content fields and click Update. April, 2007 Schwab Retirement Technologies Page 29 of 47

30 Accessing Newkirk Over the Web Participant Options To access Newkirk estatements from the Participant Home page: 1. Log on to Schwab RT as a participant and select Newkirk estatement from the menu. The Newkirk site appears in a new window. Note: The system sends the session ID through the URL. The Social Security number, plan ID, and participant is sent internally through a secure network. 2. On the Newkirk site, click Statement or click the statement date button. Statements for the past four quarters are available. You can also view the Newkirk newsletter. 3. Close the window to return to the Schwab RT site. April, 2007 Schwab Retirement Technologies Page 30 of 47

31 A sample participant estatment appears below: April, 2007 Schwab Retirement Technologies Page 31 of 47

32 Plan Sponsor Options To access Newkirk estatements from the Plan Sponsor Home page: 1. Log on to Schwab RT as a Plan Sponsor and select Newkirk Plan Report from the menu. The plan selection page appears. 2. Select a plan from the list of plans presented and click Select. The list includes only those plans to which the Plan Sponsor has been granted access through Recordkeeping Security Maintenance. April, 2007 Schwab Retirement Technologies Page 32 of 47

33 3. The Newkirk estatement Processing Center displays options for accessing the participant estatement, plan summary reports, and plan newsletter, as shown below. Accessing Participant estatement To access an estatement for a specific participant, do the following: 1. On the Newkirk estatement Processing Center, select Access Participant Information, if it is not already selected. 2. Type the Social Security number and/or last name of the participant. Click Continue. 3. From the list of matching names and Social Security numbers, find the appropriate name and click the corresponding View link. 4. On the View Statement page, click the date of the statement you want to view. You can close to view the statement or save it to a file location. April, 2007 Schwab Retirement Technologies Page 33 of 47

34 The steps in this procedure are summarized in the following illustration. April, 2007 Schwab Retirement Technologies Page 34 of 47

35 Accessing Plan Summary Reports To access plan summary reports, do the following: 1. On the Newkirk estatement Processing Center, select Summary Reports. 2. From the list of available reports, click the appropriate link. You can close to view the statement or save it to a file location. The report summary page appears below: April, 2007 Schwab Retirement Technologies Page 35 of 47

36 An excerpt from a plan report appears below: April, 2007 Schwab Retirement Technologies Page 36 of 47

37 Automatic Contribution Arrangement (ACA) The Automatic Contribution Arrangement (ACA) program automates an employee s enrollment into a retirement plan, using a predetermined set of deferral percentages and agebased investment elections. Prior to ACA enrollment, new employees receive advance notification of their pending enrollment date, along with detailed information on the planned deferral rate and investment election default, and instructions on how to opt out of the ACA program. If a new employee does not opt out during the specified waiting period, the employee is automatically enrolled. After ACA enrollment becomes effective, details of the initial contribution and future deferral rate increases are confirmed in a letter to the participant. The participant can cancel enrollment in the ACA program even after the date of enrollment by selecting an opt out option through Schwab RT Web, Call Center, and Customer Service (C557) applications. When opting out, a participant can choose to keep the current deferral percentage rate with no future increases, or set the rate to zero, stopping all future contributions to the plan. If the plan allows a refund option, the participant can request a refund within the opt out period that begins on the date of his or her first contribution to the plan. A participant cannot re-enroll after leaving the ACA program. While a participant is enrolled in ACA, the system restricts the ability to perform certain transactions, including deferral changes, investment elections, transfers, and realignments. The participant must opt out of ACA in order to complete these transactions. ACA can be used as a standalone enrollment solution or it can be implemented in conjunction with the self-directed Online Enrollment (also known as Auto-Enrollment) option for Schwab RT Web users. Participant notifications and confirmation letters are generated through Schwab Automated Retirement Processing (SchARP), based on templates provided by Schwab RT which you can edit in Crystal Reports. Payroll notification is handled by VRS/OPI Update (C552) or by the SchARP Process Participant Requests business activity. Notes: Recordkeeping does not currently provide automatic processing of refunds. A text file tracks refund requests by plan (through VRS/OPI Update and SchARP) to allow you to process refunds manually. Payroll by Division is required for ACA enabled plans. April, 2007 Schwab Retirement Technologies Page 37 of 47

38 ACA Timeline The following high-level timeline illustrates the key enrollment events in the ACA process. This scenario assumes that both Online Enrollment and ACA are enabled for the plan. Prior to the date of eligibility, the participant can use Online Enrollment options to choose investments and deferral rates. On the date of eligibility, ACA options become effective and Online Enrollment options are no longer available. Participants who complete the Online Enrollment process are not eligible for ACA enrollment. Once ACA is activated, eligible participants who have not yet made an enrollment choice are notified that they will be automatically enrolled in the program unless they decline by a certain date. If the participant takes no action, ACA enrollment occurs on the appropriate date. A letter is sent to the participant to confirm the first ACA contribution to the plan, followed by a waiting period (90 day default) during which the participant can opt out, and request a refund, if applicable. After the waiting periods expires, the participant can opt out of ACA at any time but cannot request a refund. For details on ACA options, refer to the ACA User Guide. For details on Online Enrollment options, refer to the Online Enrollment User Guide April, 2007 Schwab Retirement Technologies Page 38 of 47

39 Special Notes Order File Exception Enhancements To help ensure the integrity of trade orders that you send through The Charles Schwab Trust Company (CSTC), SQL Recordkeeping now generates Order File Exception warnings for order maintenance that occur after the daily cutoff time. Order File enhancements are enabled in C282/RK SQL System Maintenance (System Settings>General System Settings>Show Order Exception Warning), shown below. In support of the new Order File enhancements, Schwab RT Web is enhanced to prohibit users from cancelling a pending transfer or realignment after the cutoff time has passed. The default market cutoff time is 4:00 pm ET. If the Order Exception Warning is enabled (1) in Recordkeeping, and a Web user attempts to cancel a pending realignment or transfer after the cutoff time, the system displays the following message: Activity requested before cutoff time cannot be cancelled after the cutoff time. April, 2007 Schwab Retirement Technologies Page 39 of 47

40 Suppressing Total Account Balance on Home Page For some types of retirement accounts, an account balance is not available for display in the Total Balance field on the participant home page. To address this concern, VRS/OPI Setup Options in Plan Maintenance are modified to enable suppression of the total account balance at the plan level. As shown in the following illustration, VRS/OPI Setup Option 5, Total Account Balance Inquiry can now be used to control the Total Balance display on the Web. Clearing the Web check box for Option 5 removes the Total Balance line from the Account Information table on the home page. Caution: If your plan requires display of the total account balance on the home page, we recommend that you take a moment to verify that VRS/OPI Setup Option 5 is enabled for the Web. If Option 5 is inadvertently disabled for the Web, the total balance will not appear on the home page as required. April, 2007 Schwab Retirement Technologies Page 40 of 47

41 Tips for Searching the Help File The following information has been added to the online help for Recordkeeping and Application Administration. You can use the help Search tab to search all help topics for a specific word or phrase. For example, you can search for "enrollment" and every topic that contains the word "enrollment" will be listed at the Search tab. Click any topic from the list and it is displayed in the viewer. Here are the basic rules for making queries: Searches are not case-sensitive, so you can type your search in uppercase or lowercase characters. You may search for any combination of letters (a-z) and numbers (0-9). Punctuation marks such as the period, colon, semicolon, comma, and hyphen are ignored during a search. Group the elements of your search using double quotes or parentheses to set apart each element. You cannot search for quotation marks. Following are examples of basic searches: April, 2007 Schwab Retirement Technologies Page 41 of 47

42 Boolean operators The AND, OR, NOT, and NEAR operators enable you to precisely define your search by creating a relationship between search terms. The following table shows how you can use each of these operators. If no operator is specified, AND is used. For example, the query "water ski boat" is equivalent to "water AND ski AND boat." Nested expressions Nested expressions allow you to create complex searches for information. For example, "ocean AND ((swim OR surf) NEAR Malibu)" finds topics containing the word "ocean" along with the words "swim" and "Malibu" close together, or containing "ocean" along with the words "surf" and "Malibu" close together. The basic rules for searching Help topics using nested expressions are as follows: You can use parentheses to nest expressions within a query. The expressions in parentheses are evaluated before the rest of the query. If a query does not contain a nested expression, it is evaluated from left to right. For example: "scuba NOT Florida OR Bahamas" finds topics containing the word "scuba" without the word "Florida," or topics containing the word "Bahamas." On the other hand, "scuba NOT (Florida OR Bahamas)" finds topics containing the word "scuba" without either of the words "Florida" or "Bahamas." You cannot nest expressions more than five levels deep. April, 2007 Schwab Retirement Technologies Page 42 of 47

43 Installation To install Release 2.4: 1. On the application server, close all programs. 2. Insert CD2 into the CD-ROM drive. If autoplay is enabled on your system, the installation starts automatically. If autoplay is not enabled, open Explorer or My Computer and double-click on the name of the CD-ROM drive name or right-click and select Autoplay from the menu. Note: If necessary, you can start the installation by running Setup on CD1. 3. Follow the on-screen instructions. Note: Release 2.4 can be installed on two separate servers or consolidated on a single server. For more information, contact Client Services at (800) April, 2007 Schwab Retirement Technologies Page 43 of 47

44 Appendix A: Financial Advisor Fast Track Fast Track procedures provide a convenient procedural roadmap for configuring and using Financial Advisor options. The following summary includes all Financial Advisor options introduced in Schwab RT releases 2.1, 2.2, and 2.4. Configure Recordkeeping Log on to SQL Recordkeeping and complete the following tasks, saving all settings: RK Define Group Codes (Optional) 1. In SQL Recordkeeping, go to Utilities>RK SQL System Maintenance>User Maintenance> Group Codes. 2. Define Group Codes. RK Assign Group Codes to Plan (Optional) 1. In SQL Recordkeeping, go to Plan Maintenance>Plan Level Settings>Group Codes. 2. Assign group codes to the plan. RK Define Financial Advisor Web Operator 1. In SQL Recordkeeping, go to Admin>Security Maintenance. 2. Add a new operator record using 3 SRT Web for the System Assigned. Click Next and save the record. 3. On the Settings for Operator window, do the following: In the Account Type field, select 4 Financial Advisor. Select the appropriate plans and access rights for the advisor. Under Financial Advisor options, select Participant Access Methods and enable the Allow Plan Totals Access options, if applicable. RK Assign Financial Advisor to Participant (Optional) 1. In SQL Recordkeeping, go to Participant Maintenance>Census>Financial Advisor Data. 2. Assign a preferred Financial Advisor to the participant. 3. If applicable, enable the option Allow Advisor to Make Changes on Behalf of the Participant. Note: If the option is enabled on the Web, the participant can choose a preferred Financial Advisor and give that advisor permission to process account transactions on their behalf. April, 2007 Schwab Retirement Technologies Page 44 of 47

45 Configure Web (Application Administration) Log on to Application Administration and complete the following tasks, saving all settings. ADM Enable Financial Advisor Reports 1. In Application Administration, go to Web Options>Financial Advisor Options. 2. Select one or more Financial Advisors and click Load. 3. On the Report Options line, click Manage. 4. Check the reports you want to make available to your Financial Advisors. ADM Enable Financial Advisor Web Options 1. In Application Administration, go to Web Options>Financial Advisor Options. 2. Select one or more Financial Advisors and click Load. 3. On the Financial Advisor Options line, click Manage. 4. Enable the following options and save changes: Enable Investment Performance Enable Participant Messaging Access Participants Using SSN Allow Advisor to Update Synoptic Information. ADM Enable Confirmation Options 1. In Application Administration, go to System Options>Confirmation Options. 2. Enable the following options: Financial Advisor PIN Change Financial Advisor Preferences Financial Advisor Synoptic Information ADM Define System-Level Options 1. In Application Administration, go to System Options>Financial Advisor Options. 2. Define the following options: Maximum History (Days) Financial Advisor Reports Maximum History (Days) Statement on Demand Maximum History (Days) Transaction History 3. Enable the options Allow Financial Advisor to Change Password. ADM Enable Logon Link 1. In Application Administration, go to System Options>Authentication Options. 2. Select the option Enable Financial Advisor Logon Link. April, 2007 Schwab Retirement Technologies Page 45 of 47