PLAN SPONSOR/PLAN ADVISOR PORTAL USER GUIDE

Transcription

1 Schwab Retirement Technologies, Inc. Release 9.0 PLAN SPONSOR/PLAN ADVISOR PORTAL USER GUIDE About this Document This document covers Schwab RT Portal options available to users with the following security roles: Plan Sponsor Web and/or Financial Advisor Web. The guide also includes Administration options for users who also have the SchwabRT Admin security role. For information on the Distributions Dashboard, available to Portal users with the appropriate security profile, refer to the Termination Distributions User Guide (April 2018).

2 Schwab RT Plan Sponsor/Plan Advisor User Guide Initial Release: 11/10/15 Last Update: May 2018 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 provides services to retirement plans and participants through its subsidiaries: Charles Schwab & Co., Inc. (Member SIPC), Charles Schwab Bank, Schwab Retirement Plan Services, Inc., and Schwab Retirement Technologies, Inc. (Schwab RT). Schwab RT is engaged in developing and licensing proprietary retirement plan recordkeeping systems to independent Third Party Administrators. For further information, contact Schwab Retirement Technologies, Inc. at 4529 Sharon Road, Charlotte, NC 28211, USA. Web site: schwabrt.com Schwab Retirement Technologies, Inc. All rights reserved. May 2018 Page 2 of 65

3 CONTENTS Overview... 4 Logon... 4 Role-Based Dashboards... 5 Shared Options for Sponsor and Advisors... 7 Standard Page Components and Controls... 7 Browser Requirements... 9 My Profile Filtering Table Data My Plans Investment Holdings Investment Performance Investment Models Participant Details & Account Access Report Publishing & Requested Reports Participant Activity (Online Results) Appendix A: Transition and Implementation Appendix B: Customization of Skins and Menus Appendix C: Employee Census Configuration Appendix D: Forgotten User ID and Password Help Appendix E: Rules for Display of Dashboard Buttons May 2018 Page 3 of 65

4 OVERVIEW Schwab RT s websites for plan sponsors and advisors provide users with the latest advances in responsive web design, featuring role-based dashboards with task-oriented options and rich, intuitive graphical formats that can be viewed on desktops or tablets. In addition to its next generation design and usability, the websites deliver a host of new features that offer new ways of viewing and analyzing plan, investment, and participant data. This guide illustrates the sponsor/advisor dashboards and the main menu options available on the site and explains how to use the standard page controls. Instructions for customizing skins and menus are also provided as well as plans for transition and implementation. For detailed information on plan sponsor and advisor security options, refer to the Schwab RT Operator Security User Guide. LOGON To access the new sponsor/advisor site, the user must be assigned to one of the following systems in Schwab RT Admin Security User Wizard: Plan Sponsor Web Financial Advisor Web Plan sponsors and financial advisors use the same logon page, shown below, which directs the user to the appropriate dashboard based on their credentials. Administrators can define up to five image URLs that will rotate in a carousel on the login page. To disable a sponsor or advisor account, select the Disabled Account option on the User Info tab in the Schwab RT Admin User Wizard If a user is assigned to both the Plan Sponsor Web and Financial Advisor Web within the same security record, the system automatically defaults the user to the financial advisor dashboard when that user logs in with those credentials. If this presents an issue, the solution would be to create a separate security record that assigns the user to the Plan Sponsor Web only. That user will then have separate sets of credentials for the plan sponsor web and the advisor web. Note: For details on help for Forgotten User IDs and Passwords, see Appendix D. May 2018 Page 4 of 65

5 ROLE-BASED DASHBOARDS When a sponsor or advisor logs on to the web, a different role-based dashboard is presented, depending on the role assigned to that user. Each dashboard is designed to facilitate access to the information and tasks of interest to each role. Plan Sponsor Dashboard The Plan Sponsor Dashboard provides: A list of pending tasks requiring the sponsor s attention (Payroll and Loans) Easy access to SchARP Payroll and Loan Dashboards via single sign-on from task items and buttons based on user role assignments A list of all investments in all plans available to the sponsor, with filtering and sorting options User-defined links to favorite and important reports stored in the Report Center Access to detailed plan, participant, and investment information Note: For details on using the investment grid, see Standard Page Components and Controls Columns in the scroll region that are not visible above: Category and Asset Class Notes: For security rules governing the appearance of buttons on the dashboards, see Appendix E For an illustration of the Plans with Balance link, see Investment Holdings, which provides the same functionality. May 2018 Page 5 of 65

6 Plan Advisor Dashboard The Advisor Dashboard provides: Summary data across all plans in the advisor s book of business A list of plans assigned to the user, with filtering and sorting options, and links to plan details Easy access to SchARP Payroll and Loan Dashboards via single sign-on from task buttons based on user role assignments Graphical, interactive chart of top performing plans User-defined links to favorite and important reports stored in the Report Center Access to detailed plan, participant, and investment information Note: For details on using the plan grid, see Standard Page Components and Controls For an illustration of the Participants with Balance link, see My Plans, which provides the same functionality. May 2018 Page 6 of 65

7 SHARED OPTIONS FOR SPONSOR AND ADVISORS Aside from the unique dashboards and differences in access to plans, participants and reports, the sponsor and advisor sites are basically identical. This section illustrates the standard page controls as well as the menu options and other features shared by both sponsors and advisors. Standard Page Components and Controls The following illustration and accompanying table identifies the standard components used for many of the main pages on the sponsor and advisor websites. For this example, we ll use the My Plans page, which is the same for both sponsors and advisors. May 2018 Page 7 of 65

8 Component Description 1 Logo and co-logo Customizable using Skin Manager (see Appendix B for details). 2 Welcome Displays user name and preparation date. 3 User profile and logout User contact information and ability to change password. If enabled by the administrator, contact information can also be updated. 4 Help icon Launches how-to video library in a separate tab. 5 Print page option Displays preview of the printed page along with print options. 6 Main menu Customizable using Navbar Manager (see Appendix B for details). 7 Submenu Customizable using Navbar Manager (see Appendix B for details). 8 Data Summary For plan tables, data is calculated across all plans available to user. For most other tables, search options appear. 9 PDF export option Only the contents of the data grid are included in the PDF. 10 Excel export options Only the contents of the data grid are included in the spreadsheet. 11 Table header Click header to resort data; drag column edge to resize. 12 Filter and column options See Filtering Table Data for details. 13 Plan Name link Provides drill down to plan details. 14 Participants with Balances link Provides drill down to a list of participants with balances in the plan 15 Data grid See Filtering Table Data for details. 16 Paging controls Page forward and back; set number of items per page. 17 Footer Contains copyright information and browser requirements. May 2018 Page 8 of 65

9 Browser Requirements Brower requirement for the Plan Sponsor/Advisor sites appear when you click the Browser Requirements link at the bottom left of the website. May 2018 Page 9 of 65

10 My Profile The My Profile icon provides a central location where sponsors and advisors can access their personal information and change their passwords. The ability to change the password is always available. Users can update the other Profile information if the Enable Synoptic Information Update option is turned on in Schwab RT Admin Security under Plan Sponsor Options or Financial Advisor Options. May 2018 Page 10 of 65

11 Filtering Table Data To customize the data grid, click the filter options button at the upper right corner of the table. You can use these options, shown below, to define custom filters and apply them to your data and to show / hide individual table columns. Click to hide table column Notes: You can use the + button create multiple search filters. Multiple filters use AND logic which means that all filters will be applied to the data when you click Apply Filters. Tables are automatically reset to their original state when you log out of the site; filters are not saved. May 2018 Page 11 of 65

12 My Plans The My Plans page for both sponsors and advisors appears below. This is the same plan grid that appears on the advisor dashboard. This page can also be accessed from the My Book of Business icon on the advisor dashboard. The plan grid focuses on plan assets (contributions, distributions, and assets under management). The grid includes only plans to which the sponsor/advisor has been assigned via the security wizard in Schwab RT Admin. The Status column (Live or Inquiry) is hidden by default but can be restored using the filter controls. Demo and Inactive plans do not appear in the grid. The Plan ID, Plan Short Name and Plan Title 1 are used on plan grids throughout the website so the user can easily identify plans. In addition to providing summary information across all plans, you can access details for individual plans by clicking on a link in the Plan Name column. A listing of participants with balances in the plan is available via links in the Participants with Balances column. May 2018 Page 12 of 65

13 Accessing Plan Details When you click a link in the Plan Name column of the plan grid, details for that plan display, as shown in the example below. You can also access this page by clicking on a plan in the Top Plan chart on the Plan Advisor dashboard. The plan Status (Live or Inquiry) appears at the top of the page. The plan details include participant counts to show the rate of participants contributions to the plan. The Participants with Balance count includes all participants whether active or terminated, with a balance. Only expunged participant are excluded from the count. The counts for Eligible Participants are based on the plan setting for Date to Use in Comparison for eligibility which will exclude the management accounts, expunged and participants with a termination date. The plan detail also provides a comparison of total contributions and distributions from the previous year to the current year as well as a button to access plananalytics. The availability of plananalytics for the plan and for the individual sponsor/advisor is determined by administration settings. Note: The Current Year is based on the current date so the value could change daily. May 2018 Page 13 of 65

14 dailyvest plananalytics dailyvest plananalytics is a powerful data analysis tool that Plan Sponsors and Financial Advisors can use to analyze the financial wellness of their plans. Online query options and filters, together with interactive charts, tables, and reports, allow users to model investment behavior at the plan and participant level. Each month, according to a predetermined schedule, Schwab RT will run a process that extracts participant balances and transactions for plans that have plananalytics enabled. That information is processed by dailyvest and made available through the Plan Sponsor and Financial Advisor Web to users who have permission to view plananalytics. A sample page from plananalytics appears below: May 2018 Page 14 of 65

15 Features and Benefits dailyvest plananalytics provides the following features and benefits: Plan Highlights Includes statistics and highlights of plan investments and cash flows, total contributions, total increase or decrease in plan assets, and more. Plan Performance Includes many measures of how well participants are performing in the plan, how the "plan" is performing, the range of personal rates of return achieved by plan participants, and more. Plan Asset Allocation and Investment Allocation Includes several illustrations depicting the breakdown of the plan assets by fund, by asset allocation and by age vs. average asset allocation. This later analytic can help identify demographic age groups within the plan which may have higher exposure to risk (overexposed to stocks -- particularly company stock -- and underexposed to bond/cash investments) or lower exposure to risk based on that group's average asset allocation. Results may indicate need for increased investor education or account rebalancing. Plan Balances & Activity Includes a summary of the plan s activity history by fund, the plan's net investment history vs. market value, balance history, etc. Investor/Participant Account Details & Drill-down Sort all plan participants by highest to lowest personal rate of return, balance, age, etc. then drill-down to those participants' personal performance scenario. Learn More For more details, refer to the dailyvest plananalytics Getting Started Guide, available from the Resource Center at schwabrt.com. View a brief video demonstration that highlights the benefits of plananalytics. May 2018 Page 15 of 65

16 Accessing Participants with Balances For each plan in the plan grid, the number of participants with balances in that plan is shown in the Participant with Balances column. When you click a link in the Participant with Balances column, a listing of the participants in the plan appears, as shown in following sample illustration: The participant grid shows key information for the participants and plan divisions to which you have access, based on your security profile. If your profile is restricted for the selected plan, one of the following messages will appear at the top of the page. You have no participant access in this Plan Your participant access is limited to specific SSNs Your participant access is limited to specific Divisions If you have full access, no message appears. The numbers at the top of the page show total contributions, distributions, and market values of for all participants in the grid. You can customize the participant grid using the filter options button at the upper right corner of the table. These options allow you to define custom filters and apply them to your data and to show / hide individual table columns. For more information, see Filtering Table Data. May 2018 Page 16 of 65

17 Investment Holdings You can use the Investment Holdings page to view all investments in all plans (default view) or search for a specific plan. Information is at an investment level so balances within Investment Models (IPMs) are included. For each investment, you can drill down to view the plans with balances in that investment as well as participants who hold the investment. The Investment Name, Ticker, and CUSIP columns are pinned in place so that they always remain visible even if the user shrinks the browser all the way to the left. Links to online prospectus, fund fact sheet, and company website can be made available for each investment. If you are using Morningstar, fund prospectus and fact sheets links are maintained automatically at no additional charge. Otherwise, the links must be defined in Investment Maintenance. Note: The Investment Holdings grid replaces the Investment Demographics Report on the legacy site. May 2018 Page 17 of 65

18 Using Plan Search Options When searching for a specific plan, you must first type at least one character or number in the plan field in order to display a list of matching items (Plan ID, Short Name, and Title 1) from which to select. After selecting a plan, click Search to retrieve the plan data. May 2018 Page 18 of 65

19 Using Plan and Participant Drill Downs The following illustration shows a series of drill down views that are available from the Investment Holdings page and certain other data grids. Views may be restricted by your security profile. 1. On the Investment Holdings grid, click a link in the Plans with Balance column. 2. A listing of plans with a balance in the investment appears, including the number of participants with a balance in each plan. To see which participants in each plan actually hold the investment, click on a row in the Participants Holding Investment column. 3. A listing of participants in the plan who hold the investment appears. The participant s is included, if available, for notification purposes. Note: The percentage of participants in the plan who hold the investment, compared to those who don t, is shown in the Ratio of Participants Holding Investment column in Step 2. May 2018 Page 19 of 65

20 Investment Performance You can use the Investment Performance page to view research market data for all investments in all plans (default view) or search for a specific plan. Information is at an investment level so balances within IPMs may be included, based on the Investment Program Maintenance setting for PFD Reporting Performance Data. The Investment Name, Ticker, and CUSIP columns are pinned in place so that they always remain visible even if the user shrinks the browser all the way to the left. Links to online prospectus, fund fact sheet, and company website can be made available for each investment. If you are using Morningstar, fund prospectus and fact sheets links are maintained automatically at no additional charge. Otherwise, the links must be defined in Investment Maintenance. Columns in the scroll region that are not visible above: Average Annual Total Returns (8), Benchmarks (5), Weight, Operating Expenses (2), Portfolio Turnover Rate, Fees Category, Asset Class. May 2018 Page 20 of 65

21 The columns shown below are hidden by default on the Investment Performance grid. These columns can be restored using the filter control. Investment Models Details In the Investment Performance grid, Investment Models, also referred to as Investment Portfolio Models (IPMs), are linked to a breakdown that identifies the funds held in the Investment Model. The example below shows the underlying funds that are included in the Conservative FS model. To view all Investment Models, select the Investment Models tab. May 2018 Page 21 of 65

22 Investment Models The Investment Models page shows all Investment Models across all plans. Model Rebalance Information displays, allowing the user to know when rebalances are scheduled for each model. Balance drill down information is available at a plan level, participant level and plan/participant level. Note: If you have created custom menus for your users, you must add the Investment Models option to the menu(s) using the Navbar Manager. The following illustration shows a series of drill down views that are available for Investment Models: 1. Select the Investment Models tab to view a listing of all available models. 2. Click on an Investment Model row to view all underlying funds included in the model. 3. Click the appropriate link to see all plans with a balance in the selected model. 4. Click the appropriate link to see all participants with a balance in the selected model or plan. Headings with aggregate dollar values and drill down links are not pictured here May 2018 Page 22 of 65

23 Participant Details & Account Access The Participants page displays all participants across all available plans. This page can be accessed from the Participants tab or the Help a Participant button on the dashboard. The grid provides access to participant details and allows you to access participant accounts through single sign-on, and other options. Unlocking Accounts If a participant account is locked in a one plan, a single lock icon appears in the Locked column, as shown by the highlighted line below. If the participant account is locked in more than one plan, a double lock icon appears. To sort all locked participants at the top of the grid, click the Locked column header. You can use the Unlock All button to unlock all locked participant accounts that meet the filter criteria of the grid. If a locked account is not part of the current search results set, that account will NOT be unlocked. When you click the Unlock All button, the system prompts you to confirm the unlock request. If confirmed, the selected participants are unlocked and the system returns a message indicating how many participants were unlocked. In order to make the Unlock All option available to a sponsor or advisor, the Enable Participant Unlock option must be selected in Schwab RT Administration (Security > Plan Sponsor Options or Financial Advisor Options). As an alternative to unlocking all participants at the same time, you can click on a single participant record and unlock the account on the detail page. Security Best Practice: We understand the convenience of using the mass Unlock All participant option on the Plan Sponsor/Advisor Portal. However, you may be inadvertently unlocking an account where an unauthorized individual has been attempting to access an account. We do not suggest using this feature unless you have verified the status/identity of the participants whose accounts are currently locked. May 2018 Page 23 of 65

24 Restoring Hidden Columns The following columns are hidden by default on the Participants grid. These columns can be restored using the filter control. Notes: When first displayed, the Participant page displays the message Use Search options to load participant results for specific participants, a single plan or All Plans. To access a participant account, the advisor must have security rights to the plan and permission to make account changes on the participant s behalf. May 2018 Page 24 of 65

25 Accessing Participant Details and Retirement Account On the Participant grid, click a participant s name to view synoptic information, key dates, account status and other details for that person. You can also review the rate at which the participant is contributing to the plan in comparison to the previous year. Red or green icons indicate whether the address is validated. If the plan is using the K4 Plan Goals feature, Retirement Readiness information is shown. Key portfolio information is readily available if the participant has elected into a portfolio. If the account is locked, you can unlock it by clicking Unlock this Participant, if that option has been enabled by the administrator. To access the participant s account, click Login as this Participant, as shown in the following example: Participant Home Page May 2018 Page 25 of 65

26 Report Publishing & Requested Reports The Report Center provides consolidated access to the following types of reports, which are published directly to the sponsor or advisor web site from the SchARP automation system: Reports I ve Requested Ability to request a report on demand from a menu of Crystal reports and define report parameters. A three-step wizard guides the user through the request process. The sponsor or advisor will be notified by when the report is ready to download. The Crystal report listing is limited to the reports and plans that the recordkeeper has made available to the sponsor or advisor in Schwab RT Admin Security. Reports Sent to Me This section is reserved for regularly scheduled reports or one-time reports sent by the recordkeeper, such as Daily Reports, Plan Sponsor Forms, and Quarterly reports. Requesting Reports To request a report, do the following: 1. In the Report Center Home page, click the Reports I ve Requested bar to expand the viewing grid. Note: If there are no reports available, that section does not appear on the page. 2. Click Request a New Report at the upper left of the expanded grid. May 2018 Page 26 of 65

27 3. At the top of the page, a three-step wizard appears to guide you through the request process. From the menu of available reports, select a report and click Next. In this example, we ll select the Loan Summary Report. May 2018 Page 27 of 65

28 4. On the Filters page for the Loan Summary Report, do the following: a. Define the date range by typing the dates or using the calendar controls. b. In the list of Available Plans at the left, click the check box in the first column of each plan you want to include in the report. To select all plans at once, click the check box in the upper left corner. Note: To filter the list of plans, enter any part of the plan name in the Filter field. c. Use the top arrow button to move the plans into the Selected Plans list at the right. d. Define other parameters as needed and click Submit Report. May 2018 Page 28 of 65

29 Using Calendar Controls You can type dates in the date fields or you can use the calendar controls to select the appropriate date ranges for your report. To access dates in the recent past, you can use the left arrow button at the top of the calendar, but if you need to go back to previous years, it s quicker to shift to the annual view. In the sequence shown below, the calendar is used to go from November 2015 back to March The Confirm page displays a confirmation that the requested report has been submitted. You will be notified by when the report is ready to view. May 2018 Page 29 of 65

30 Using the Report Grid When the report is ready, it will appear in the expanded view of the Reports I ve Requested grid. If there are multiple versions of the same report, they are grouped in a single category with a header that contains the name of the report and the indicator Multiple Options Available. When you click the report header, the grid expands to show all the individual reports in that category. Viewing and Archiving Reports To view a report, click the PDF icon in the Download/Archive column. To archive a report, click the blue archive icon in the Download/Archive column. To view all archived reports, click View Archived in the upper right corner. To remove archived reports from the grid, click Hide Archived. To remove reports that you have opened and read, click Hide Read. To view all read reports that are hidden, click View Read. May 2018 Page 30 of 65

31 Report Icons and Dashboard Links The Report Center provides the ability to mark individual reports as Important (flag icon) or Favorite (star icon). Reports that the user downloads are automatically marked as Read, indicated by the blue envelope icon. Users have the ability to reset this flag back to Unread. Reports selected by the user appear as links on the advisor or sponsor dashboard, with the corresponding number of reports in each category. The dashboard also displays the number of unread reports. Report Center Icons Dashboard Links Activated icons Not active May 2018 Page 31 of 65

32 Accessing Reports Sent to You A separate section of the Report Center is reserved for reports that are published to you by the recordkeeper from the SchARP Report Center. This section is automatically expanded when you open the Report Center. To view the reports in this section, do the following: 1. In the Report Center Home page, expand the Reports Sent to Me bar to view reports. 2. To view individual reports within a report category, click the header to expand the view. In the example below, the category Allocation Report is expanded to show all allocation reports for the plans that the sponsor or advisor has rights to view. Note: For convenient access, published reports that have the same mask, document description, and category description are grouped within the same report collection. May 2018 Page 32 of 65

33 Participant Activity (Online Results) Sometimes referred to as ad hoc reports, Participant Activity reports consist of standard, pre-defined participant data that is reported directly to the Web page where it can be exported to PDF or Excel. Participant Activity is not generated from Crystal reports. The Participant Activity option provides a menu of standard participant activity that you can select and generate. Most options allow you to specify a date range, choose plans, and other parameters. Results can be exported to PDF, or Excel. A three-step wizard guides the user through the request process. The list of Participant Activity options is limited to those that the recordkeeper has made available to each individual Sponsor or Advisors via Schwab RT Admin Security (Security>Plan Sponsor Options (or Financial Advisor Options). Note: For details on configuring the Employee Census for users, see Appendix C. Generating Participant Activity Data To generate participant activity data, do the following: 1. Select the appropriate option from the list and click Next. May 2018 Page 33 of 65

34 2. Expand the Report Parameters bar and do the following: a. In the list of Available Plans at the left, click the check box in the first column of each plan you want to include in the report. To select all plans at once, click the check box in the upper left corner. Note: To filter the list of plans, enter any part of the plan name in the Filter field. b. Use the top arrow button to move the plans into the Selected Plans list at the right. c. Select the start and end dates by typing the dates or using the calendar controls. d. Select the Show Only Last Change for Source, if appropriate. 3. Expand the Divisions and Status Codes bars and make your selections, if needed. Note: If no selections are made, all Divisions and Status Codes will be included. 4. Click Submit. May 2018 Page 34 of 65

35 Participant Activity results display in a grid so that the user can take advantage of grid features to view, customize, and export data. May 2018 Page 35 of 65

36 Investment Holdings Activity: Viewing Investment Models On the filter page for the Investment Holdings report, you can select the plan, divisions, status codes, and a specific date on which to base the report. You can also choose how you want to display information for Investment Models using the Display Market Value for Models ("Rolled Up" view) option. Two sample Investment Holdings reports appear below, one with and one without the Investment Model rollup option selected. Display Market Values for Models (Rolled Up View) = YES In this view, the underlying investments information displays as a single line for the Investment Model, as highlighted below. Display Market Values for Models (Rolled Up View) = NO In this scenario, the underlying investments information is broken out as separate assets. May 2018 Page 36 of 65

37 APPENDIX A: TRANSITION AND IMPLEMENTATION The following summary schedule identifies the three-stage transition period that is designed to allow clients and their users to become familiar with the new site prior to full implementation later in Transition All Clients November 2015 New site runs in parallel with legacy site Single sign-on between Schwab RT applications still navigates to legacy site: - Link on participant logon - Link from SchARP - Alerts and URLs sent in s Sponsors and advisors must manually launch the new site Add logos to skins and perform other tasks listed under First Steps (Best Practices) Implementation Client Choice Target: January 2016 Clients elect to use new site exclusively Single sign-on between Schwab RT applications navigates to new site: - Link on participant logon - Link from SchARP - Alerts and URLs sent in s Legacy URL site bookmarks will redirect to new URL site N/A Implementation All Clients Target: Summer 2016 All clients switched to use new site exclusively Support available only for new site, excepts for Call Center inquiries which reside only on the legacy site First Steps (Best Practices) When the new sponsor/advisor web is released on November 15, there will be no impact to your daily operations. Sponsors and advisors can continue to use the legacy sites without interruption while you prepare for the transition to the new site. To prepare the implementation of new site for, follow these guidelines: New URLs After the November 15 release, we will send a separate communication to ASP clients to notify you when you may request the new web URLs via the Client Services portal at schwabrt.com. Customization Your existing sponsor/advisor skins, menus, and content will not transfer to the new site so if you wish to customize the default appearance of the site, you must use the new options in the Administration section of the new site. See Appendix B: Customization for more information on using the new Skin Manager and Navbar Manager. Testing Make a test run-through of all the options on the site to ensure that all the controls and data behave as expected. Security In Schwab RT Admin Security, review the security profiles for your sponsors and advisors: Users assigned to the Plan Sponsor Web will automatically be directed to the Plan Sponsor Dashboard when they log on. Users assigned to the Financial Advisor Web will automatically be directed to the Advisor Dashboard. If a user is assigned to both Plan Sponsor Web and Financial Advisor Web, the system will default to the Advisor Dashboard when that user logs on. If this presents an issue, the solution is to create a separate security record that assigns the user to the Plan Sponsor Web only. That user will then have separate sets of credentials for the sponsor site and the advisor site. If a user is given access to SchARP roles for Payroll and Loan administration, icons will appear on the Plan Sponsor dashboard providing single sign-on access to those SchARP processes. May 2018 Page 37 of 65

38 Site Access for Users When the site is ready for use, notify sponsors and advisors that they can access the site using the new URL and assigned password. They can change the assigned password via the My Profile option on the dashboard. During the transition period, they can use the same credentials to access the legacy site at its current location if they want to compare the two sites. May 2018 Page 38 of 65

39 APPENDIX B: CUSTOMIZATION OF SKINS AND MENUS The new site includes default skins and menus for the sponsor and advisor which you can use out-of-the-box. If you plan to use the default skin, the only thing you have to do is add your logos to the skin. Note: Any skins, menus, and content for the legacy sponsor/advisor sites will not transfer to the new site. If you wish to customize the default appearance of the new site, you must use the administration options provided on the new site, instead of the skin and menu managers in Schwab RT Admin. Accessing Administration Settings Required settings in Schwab RT Admin Security/User Wizard are shown below: To access Plan Sponsor Administration Your security profile must include Plan Advisor Administration May 2018 Page 39 of 65

40 Summary Customization Procedure To customize the default appearance of the new site, do the following: 1. Logon to the new sponsor/advisor site and open the Administration tab. Note: To access the new Administration options, your security profile must include the Schwab RT Admin system. As a best practice, sponsors and advisors should not be given access to the Administration section of the site. 2. Use the Skin Manager option to create new skins or edit a copy of the default skin provided with the new site. See Skin Manager for more information. Sponsors and advisors can use the same skin or you can create unique skins for different users. 3. After you have customized the skins on the new site, you must assign them to the appropriate sponsor or advisor using the Plan Sponsor or Financial Advisor Template Options in Schwab RT Admin Security, shown below. Note that only the skin field is added for the new site, separate from the template assignments (skin and menu) for the legacy site. 4. Use the Navbar Manager option to customize the menu options on the new site. See Navbar Manager for details. For the initial release, only one menu can be created for the sponsor and one for the advisor. Note: Other than menu and submenu names, no other page content can be modified on the new sites. May 2018 Page 40 of 65

41 Skin Manager Important: Schwab RT provides the same default skin for both sponsor and advisor sites. Any skin changes that you make on the sponsor site are automatically reflected in the skin settings on the advisor site and vice versa. Sponsors and advisors can use the same skin or you can create unique skins for different users. Selecting a Default Skin You can use the Default Skin Setting option to set the default skin for the site, as shown below. Configuring a Skin You can use the Skin Configuration options to: Create a new skin from a template, an existing skin, or from scratch Edit an existing skin May 2018 Page 41 of 65

42 After selecting the appropriate skin or template from the list, the expandable Skin Configuration options appear at the left and the Skin Preview at the right. May 2018 Page 42 of 65

43 Branding Options Branding options let you specify logos and logo links. You can also define URLs for up to five images that rotate in a carousel on the login page. Standard graphical formats are supported (JPEG, PNG). The recommended minimum size of carousel images is 915 x 565 pixels. Background Options You can use the Background options to define the color of various page components by entering an HTML color code or selecting a color from a drop down chart. May 2018 Page 43 of 65

44 Font Options Border Options Custom CSS Options May 2018 Page 44 of 65

45 Skin Preview As you progress through the various Skin Configuration options, your changes are immediately reflected in the Preview Skin at the right of the page. When working with skin colors, you can choose colors directly from a color chart, which appears when you click the Color field. Colors picked from the chart are automatically entered in the Color field as rgba (red green blue alpha) codes and the color is applied to the corresponding area of the preview, as demonstrated below. If you know the color code (rgba or hexadecimal) you want to use, you can enter it directly in the Color field instead of selecting it from the color chart. May 2018 Page 45 of 65

46 Navbar Manager Important: Schwab RT provides a read-only Base menu for the sponsor site and a separate Base menu for the advisor site. Base menus cannot be edited or used as the default menu. If desired, you can use the respective Base menus as templates to create one custom menu for sponsors and a separate custom menu for advisors. Unlike skins, menu changes are not shared in common between sponsor and advisor sites. You must access each site separately in order to create a custom menu and assign it as the default for that site. Site access it dictated by the following security settings: Plan Sponsor site access requires Plan Sponsor Web and Schwab RT Admin rights. Plan Advisor site access requires Financial Advisor Web and Schwab RT Admin rights. Note: If you have rights to Plan Sponsor Web, Financial Advisor Web, and Schwab RT Admin, you will be defaulted to the advisor site. The Navbar Manager page is shown below. A set of usage guidelines appears at the top, followed, at the left, by customization options and, at the right, a preview of the selected menu with drag and drop controls. May 2018 Page 46 of 65

47 Menu Configuration Options You can use the Navbar options to perform the following tasks: To Do This Create new menu 1. Select the Base menu (sponsor or advisor) from the list. 2. Type a name for the new menu and click Save As. 3. Select the menu from the list and modify as necessary. Create new top level menu item 1. Select the menu and expand the Create New Menu Item bar or click the + button on the corresponding row of the preview menu. 2. Select the Top Level Link option. 3. Enter the name of the menu item in the Display Name field. 4. Click Add to Menu. Create new sub-menu item 1. Select the menu and expand the Create New Menu Item bar. 2. Clear the Top Level Link box. 3. Enter the name of the sub-menu item in the Display Name field. 4. Select a pre-defined Internal URL from the list or enter an External URL. 5. In the Parent Menu Item field, select the top-level menu item under which the sub-menu appears. 6. Click Add to Menu. Edit an existing menu item 1. Select the menu and click the Edit button on the corresponding row of the preview menu. 2. Modify the name of the menu item in the Display Name field. 3. Click Update. Re-sequence menu options Delete menu item Delete menu Reset Menu Set default menu Note: The home page dashboards cannot be modified. Click the menu item on the preview and drag it to the new location. Click the X button at the right end of the corresponding menu item. Click Delete Menu at the top of the menu preview. You cannot delete the base menu. To reset the menu, click Reset Menu at the top of the menu preview. Any changes made since the last save will be lost. Open the menu and click Use as Default Menu at the top of the menu preview. The advisor menu set as the default will be assigned to all advisors. The sponsor menu set as the default will be assigned to all sponsors. May 2018 Page 47 of 65

48 APPENDIX C: EMPLOYEE CENSUS CONFIGURATION Note: The information in this Appendix is also available in a standalone document titled Enhanced Employee Census Report for Plan Sponsors and Advisors. The enhanced Employee Census report allows recordkeepers to customize the report to meet the needs of their Plan Sponsors and Financial Advisors. Recordkeepers can determine which data columns are available to users by default and which data columns can be added to the report by the user, if the user is permitted to do so. The recordkeeper can also choose to restrict certain data columns, making them unavailable to users when they run the report. Configuration (Schwab RT Administration Security) User Security Requirements The enhanced Employee Census report is available only on the Plan Sponsor/Advisor website. Access to the Plan Sponsor/Advisor website is restricted to users assigned to the Plan Sponsor Web or Financial Advisor Web systems in the Schwab RT Administration User Wizard (Security menu). The Schwab RT Admin system is required in order to access the Administration tab on the Sponsor/Advisor web where the customization options for the Employee Census are located. May 2018 Page 48 of 65

49 Enabling the Report To enable the Employee Census report, do the following: 1. From the Security menu in Schwab RT Administration, select Plan Sponsor Options or Financial Advisor Options. 2. Load the appropriate Sponsor(s) or Advisor(s). 3. Under the Reports section, select Enable Employee Census Report Enhanced (allows display of custom census fields). The system will automatically add the Employee Census option to the Participant Activity menu on the Plan Sponsor or Advisor website. The report option applies to all plans assigned to that sponsor or advisor in the User Wizard. Note: The legacy option Enable Employee Census Report is no longer available and will be removed in a future release. May 2018 Page 49 of 65

50 Configuration (Plan Sponsor/Advisor Administration) The options used to customize the Employee Census are located on the Employee Census page in the Administration section of the Sponsor/Advisor website. Although not shown below, the Skin Manager and Navbar Manager are also located in the Administration section. To access the options on the Administration tab, your security profile must include the Schwab RT Admin system and the Plan Sponsor Web system or Financial Advisor Web system. May 2018 Page 50 of 65

51 Category Arrow Controls The three main sets of arrow controls allow you to move fields between the three different categories of fields. In order to move a field, you must first click the check box in front of a field. You can select multiple fields and move them at the same time. Default Sequence Arrow Controls In addition to the three main sets of arrow controls, the box with the always available fields at the top left has a set of smaller arrows that you can use to move the fields up and down to determine the sequence in which they appear in the results grid. These smaller arrows are enabled when you click the check box in front of a field. To select all fields at once, click the check box at the top left, as shown below. In all three of the boxes, you can use the Filter field to locate a specific field or fields by tying the full or partial field name. May 2018 Page 51 of 65

52 Generating the Employee Census Report The Employee Census option is located on the Participant Activity menu in the Report Center on the Sponsor/Advisor website. When you select the Employee Census option, the Filter page allows you to choose the plan(s), divisions, status codes, date range, and other report parameters. May 2018 Page 52 of 65

53 Notes: The Employee Census defaults to the Process Date unless the Use As Of Date for Balances option is enabled. The Show Full SSN option appears only if the Display SSN option is enabled in Schwab RT Administration for the appropriate sponsors and advisors (Security>Plan Sponsor Options or Financial Advisor Options). The Show Full SSN option is available for all Participant Activity menu options. Sample Employee Census Results After the sponsor or advisor selects the Employee Census option from the Participant Activity menu, defines the report parameters, and submits it, the results appear on the screen in a standard grid, as shown below. The default fields appear on the grid while any additional fields that have been made available to the user can be added using the filter control. Note: If the Allow Plan Sponsors/Advisors to customize data result columns? option is not enabled in the administration options, none of the additional fields made available to the user would appear on the filter list. May 2018 Page 53 of 65

54 Employee Census Fields The Employee Census allows you to make the following fields available to users. Synoptic Fields Address 2 Home Phone Work Phone Mobile Phone Mobile Carrier Address E-Delivery election Automatic Contribution Arrangement (ACA) Status Automatic Savings Increase (ASI) Enrolled Investment Elections Status Portfolio Enrolled Director Highly Compensated Key Earliest Eligibility Date Normal Retirement Date Early Retirement Date SSN First Name Last Name Address 1 City State ZIP Code Status Code Division Code Family Code Officer Ownership Years of Service Termination Date Participation Date Rehire Date Service Date Birth Date Age May 2018 Page 54 of 65

55 Financial Fields Testing Compensation 401k Deferral Rate 401k Deferral Amount Catch Up Rate Catch Up Dollar Roth Deferral Rate Roth Deferral Amount Per Source Type - YTD Contributions - YTD Distributions - LDT Contributions - LDT Distributions - Total Balance - Vested Balance - Distribution Total Vested Balance Total Balance CY Gross Compensation CY Testing Compensation Gross Compensation Revised Compensation Hours Revised Hours Cumulative Hours 401k Contribution Revised 401k Contribution Roth Contribution Revised Roth Contribution ER Contribution Revised ER Contribution ER Match Contribution Revised ER Match Contribution After Tax Contribution Rollover Contribution Revised Other May 2018 Page 55 of 65

56 APPENDIX D: FORGOTTEN USER ID AND PASSWORD HELP The logon page for the new Plan Sponsor/Advisor web provides links to help users who have forgotten their User IDs or Passwords. These links allow users to change their own passwords without assistance and should significantly reduce calls to your help desk requesting password resets. Forgot User ID When the user clicks the new Forgot User ID? link, shown below. the system prompts the user to enter their address and confirm it. When the user clicks Submit May 2018 Page 56 of 65

57 the following message appears to inform the user that the User ID will be mailed to them if the address entered matches a User ID in the system. Note: The addresses entered must be unique to a single user account for both User ID and Password. A sample providing a forgotten User ID is shown below. May 2018 Page 57 of 65

58 Forgot Password When the user clicks the new Forgot Password? link, shown below. the user is prompted to enter their User ID and address and confirm the address. When the user clicks Submit May 2018 Page 58 of 65

59 the following message appears to inform the user that the User ID will be mailed to them if the address entered matches a User ID in the system. The message provides a Web Activation Code which is required in order complete the password change process. The code can be automatically entered now by clicking Next or the user can write down the code and enter it at a later time. If the user clicks Next, the system populates the Web Activation Code field, as shown below. When the Secure Code is received, the user can proceed with the password change. May 2018 Page 59 of 65

60 A sample Login Help message appears below, with the required secure code. The user can simply enter the code in the Secure Code field (see next step) and proceed with the password change now. Or, if the is received after the web session has ended and the Forget Password page is no longer available, the user can click the link provided in the and the page will appear with the code automatically populated. The user enters the Secure Code, resets the password, and clicks Submit. May 2018 Page 60 of 65

61 Note: If the password validation fails, a message will appear at the top of the page indicating the required password rules. If the password is successfully validated, the following message appears. The system sends a final confirming that a change has been made to the account. Note: Resetting the password successfully will unlock a user account, if needed. May 2018 Page 61 of 65