Schwab RT Web Plan Sponsor Options

Transcription

1 Schwab RT SQL Recordkeeping Operations Library Schwab RT Web Plan Sponsor Options For use with Schwab RT Web Release 4.0 and later

2 Schwab RT Recordkeeping Operations Library Plan Sponsor Options (Release 4.0 and later) January, 2010 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 Trust Company, a division of Charles Schwab Bank, Schwab Retirement Plan Services, Inc., Schwab Retirement Plan Services Company 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 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 Overview...5 Fast Track...6 Configuring Schwab RT Web (Schwab RT Admin)...9 Defining Plan Sponsor Operators...9 Enabling Plan Sponsor Options...11 Enabling Confirmation Options...14 Defining Report History and Other System Options...15 Specify Salary Field for Salary Demographics Report...16 Enabling Plan Sponsor Logon Link and Other Options...17 Designing Plan Sponsor Skins...18 Adding Menu Options...24 Customizing Page Content...25 Assigning Skins and Menus to Plan Sponsors and Financial Advisors...26 Logging on as a Plan Sponsor...27 Single Signon for Sponsors, Advisors, and SchARP Users...28 Accessing Participant Accounts...29 Setting the Plan Message...30 Using Other Plan Sponsor Options...32 Web Usage Statistics Report...32 Changing the Plan Sponsor Password...33 Changing the Plan Sponsor Address...34 Unlocking Participant Accounts...35 Generating Financial Advisor and Plan Sponsor Reports...36 Report Parameters...37 Enhanced Report Features...38 Report Descriptions and Samples...44 Web Activity Tracking Reports (Report Manager)...65 CP28/Financial Advisor Reporting...73 Exclusion of Expunged Accounts and Management Accounts...76 Appendix A: Newkirk estatements...77 Appendix B: SCICOM estatements...87 Schwab Retirement Technologies

4 The Recordkeeping Operations Library The Schwab RT SQL Recordkeeping Operations Library provides you with topic-specific documents available for recordkeeping system processes. Collectively, these documents comprise Schwab RT s Recordkeeping System Manual of modular individual topics that can be individually maintained with current information, for on-demand downloading and printing. Topic-specific documents coordinate with the Recordkeeping online Help system, and overcome printing limitations with on-line html Help pages. Additional technical setup procedures and tips might be included in topic-specific documentation that is not pertinent to the on-line Help. If you are new to Schwab RT you may also want to refer to our SQL Plan Setup and Maintenance Application Manual for overviews of many key SQL Recordkeeping concepts and setup options. January 2010 Schwab Retirement Technologies 4

5 Overview Schwab RT Web provides a dedicated Web portal where Plan Sponsors can access participant accounts, generate custom online reports, create plan-level messages, unlock participant accounts, and perform other administrative functions. The Plan Sponsor Age Demographic report appears below: Note: Image-Based Authentication is available for Plan Sponsors and Financial Advisors. For more information, see Schwab RT Image-Based Security User Guide, available at the Resource Center at schwabrt.com. January 2010 Schwab Retirement Technologies 5

6 Fast Track Fast Track procedures provide a convenient procedural roadmap for configuring and using Plan Sponsor options. Refer to the appendix for instructions on configuring and using Newkirk and SCICOM estatement options. Configure Web (Schwab RT Admin) Log on to Schwab RT Admin and complete the following tasks, saving all settings. ADM Create Plan Sponsor Operator Account p In Schwab RT Admin, go to Security>User Wizard. 2. Create an operator and assign the operator to the Plan Sponsor Web system. 3. Define system-specific settings and click Finish. ADM Enable Plan Sponsor Options p In Schwab RT Admin, go to Security>Plan Sponsor Options. 2. Select one or more Plan Sponsors and click Load. 3. Select the appropriate Skin Template and Menu Template options, configuration options, and reporting options. ADM Enable Confirmation Options p In Schwab RT Admin, go to System Options>Confirmation Options. 2. Enable the following options: Plan Sponsor PIN Change Unlock Participant Account ADM Define System-Level Options p In Schwab RT Admin, go to System Options>Plan Sponsor Options. 2. Define the following options: Maximum History (Days) Plan Sponsor Reports Maximum History (Days) Statement on Demand 3. Enable the options Allow Plan Sponsor to Change Password. ADM Define Plan-Level Options p In Schwab RT Admin, go to Plan Options>Reporting Options. 2. Select the appropriate salary field for the Salary Demographics Report. ADM Enable Logon Link p In Schwab RT Admin, go to System Options>Authentication Options. 2. Select the option Enable Plan Sponsor Logon Link. January 2010 Schwab Retirement Technologies 6

7 ADM Define Plan Sponsor Skins p In Schwab RT Admin, go to Web Options>Skin Manager. 2. Define the various skin elements and click Save. ADM Add Menu Options (if not added automatically) p In Schwab RT Admin, go to Web Options >Menu Manager. 2. Select the appropriate Language, User Role, Menu, and click Modify Menu. 3. In the User Predefined Element field, select the appropriate Plan Sponsor menu options. ADM Define Custom Content of Web Pages p In Schwab RT Admin, go to Web Options>Content Manager. 2. In Content Manager, select the appropriate language, user role, Web page, content template, and click Modify Content. 3. Make the necessary changes to the content fields. Plan Sponsor Web Options Plan Sponsors log on to Schwab RT Web and perform the following procedures: WEB Run Plan Sponsor Reports p On the Plan Sponsor Home Page, select the appropriate report option from the report menu. 2. Define the report parameters and click Generate. WEB Access Participant Account p On the Plan Sponsor Home Page, select Participant Information from the menu. 2. On the Participant Access page, in the Participant Search field, enter the participant s name or Social Security number (dashes included) and click Search. 3. From the search results grid, click the participant name. The participant home page appears 4. To exit the participant account and return to the Plan Sponsor Home page, click Logout. WEB Define Plan Message p On the Plan Sponsor Home Page, select Update Plan Messages from the menu. 2. Select the appropriate plan and language and click Load. 3. Define the content and date range for each message. WEB Generate Web Usage Statistics p On the Plan Sponsor Home Page, select Online Access Statistics from the menu. 2. Select a date range and click Generate. January 2010 Schwab Retirement Technologies 7

8 WEB Update Address or Password p. 33 On the Plan Sponsor Home Page, do one of the following: Select Update Address from the menu and update the information. Select Change Password from the menu, enter the new password, and confirm the new password. WEB Unlock Participant Account p On the Plan Sponsor Home Page, select Unlock Participant from the menu. 2. Select the appropriate participant account(s) and click Unlock. January 2010 Schwab Retirement Technologies 8

9 Configuring Schwab RT Web (Schwab RT Admin) Schwab RT Admin provides options for configuring Plan Sponsor security, skins, menus, reports, page content, confirmations, logon links, and other options. Defining Plan Sponsor Operators To gain access to Schwab RT Web, Plan Sponsors must be assigned to the Plan Sponsor Web system in the User Maintenance Wizard in Schwab RT Admin To add a new Plan Sponsor: 1. Log on to Schwab RT Admin. 2. From the Security menu, select User Wizard. 3. On the User Maintenance Wizard page, click Create New User. 4. On the User Info tab, enter the appropriate user information and click Next. 5. On the Systems tab, select Plan Sponsor Web and click Next. January 2010 Schwab Retirement Technologies 9

10 6. On the System-Specific Settings tab, do the following: a. On the Plans tab, select the plan(s) the Plan Sponsor can access. b. On the Plan Level Settings tab, select the appropriate access levels for each plan. Click Finish. For complete details, refer to Schwab RT Operator Security User Guide available from the Resource Center at schwabrt.com. January 2010 Schwab Retirement Technologies 10

11 Enabling Plan Sponsor Options To enable online reporting for one or more Plan Sponsors: 1. Log on to Schwab RT Admin. 2. From the Security menu, select Plan Sponsor Options. 3. In the Select a Plan Sponsor field, select the sponsor(s) that you want to administer. 4. Click Load. The Plan Sponsor options appear. 5. Under Template Options, select the Skin Template and Menu Template to apply to the Plan Sponsor s home page. The Sponsor default template is indicated by this symbol ^. January 2010 Schwab Retirement Technologies 11

12 6. Under Plan Sponsor Configuration, select the appropriate options. Plan Sponsor Configuration 0ptions are defined below: Enable Participant Unlock Enable Plan Sponsor Plan Greeting Allow Alternate ID Lookup Enable Newkirk estatement Reports Enable SCICOM estatement Display SSN Enable Synoptic Information Update Exclude from Publishing Allows Plan Sponsor to unlock a participant account that has been automatically locked when the participant exceeds the maximum number of invalid logons permitted by the system. Allows Plan Sponsors to define plan-level messages for display on the participant home page. As many as five different greetings can be defined for each plan. Each greeting has a start and stop date associated with it. Allows Plan Sponsors to view the participant-defined User ID when accessing participant accounts. Provides direct access to the Newkirk site where participant estatements and plan level reports can be viewed. For details, see Appendix A. Provides direct access to the SCICOM estatements and plan reports. For details, see Appendix B. Allow Plan Sponsor to access participant accounts using the Social Security number. Allow Plan Sponsor to update his name and contact information on the home page. Exclude this user from receiving reports published from the SchARP Report Center. January 2010 Schwab Retirement Technologies 12

13 7. Under Plan Sponsor Reports, select the reports you want to make available to your Plan Sponsors. 8. Click Update. Notes: For convenience, you can choose to display the Investment Demographics report as an extension of the Plan Sponsor or Financial Advisor Home page. Report Publishing Reports can also be made available to Plan Sponsors through the Publish option in the SchARP Report Center. A listing of reports published to the Plan Sponsor appears in the Published Reports section located at the bottom of the Plan Sponsor Options page. For full details on SchARP report publishing, refer to the Schwab RT Reporting User Guide. January 2010 Schwab Retirement Technologies 13

14 Enabling Confirmation Options If you want to provide confirmation numbers for Plan Sponsor activities, you must enable the corresponding confirmation options in Schwab RT Admin. To enable confirmation options: 1. Log on to Schwab RT Admin. 2. From the System Options menu, select Confirmation Options. 3. Enable the appropriate confirmation options, shown below. 4. Click Update. Both Plan Sponsor and Financial Advisor options are selected below: January 2010 Schwab Retirement Technologies 14

15 Defining Report History and Other System Options System Options in Schwab RT Admin include settings for the maximum days of past transaction data that can be generated by Plan Sponsor reports and by the Plan Sponsor Statement on Demand. To define system-level Plan Sponsor report history limits: 1. Log on to Schwab RT Admin. 2. From the System Options menu, select Plan Sponsor Options. 3. In the Maximum History (Days) Plan Sponsor Reports field, enter the number of past days of participant data to include when generating Plan Sponsor reports, excluding the Statement on Demand. (Default = 7000 days) 4. In the Maximum History (Days) Statement on Demand field, enter the number of past days of participant data to include when generating the Plan Sponsor Statement on Demand. (Default = 365 days) 5. If applicable, select the option Allow Plan Sponsor to Change Password. 6. Click Update. Notes: Changes to these settings are automatically applied to the report history settings for Financial Advisors. January 2010 Schwab Retirement Technologies 15

16 Specify Salary Field for Salary Demographics Report A plan-level option in Schwab RT Admin lets you specify which of 15 salary fields to use for the Salary Demographics report. The values for the available salary fields are obtained from the Compensation fields in Participant Maintenance. If left blank, Salary Field 1 is used. To specify the salary field: 1. Log on to Schwab RT Admin. 2. From the Plan Options menu, select View/Update Options. 3. Select a plan or plans and click Continue. 4. Under Plan Options, select Reporting Options. 5. Select the appropriate salary field from the available options. 6. Click Update. January 2010 Schwab Retirement Technologies 16

17 Enabling Plan Sponsor Logon Link and Other Options To enable a Plan Sponsor link on the logon page: 1. Log on to Schwab RT Admin. 2. From the System Options menu, select Authentication Options. 3. Select the option Enable Plan Sponsor Logon Link. 4. To implement Image-Based Authentication, select Enable Image-Based Authentication for Plan Sponsors and Financial Advisors. 5. Click Update. January 2010 Schwab Retirement Technologies 17

18 Designing Plan Sponsor Skins Web administrators can customize the appearance of Schwab RT Web pages for each of their Plan Sponsors and Financial Advisors. You can create skins from scratch or choose from pre-designed themes. To access the Plan Sponsor Skin Manager, select Skin Manager from the Web Options menu. This option is used to manage skins for all Schwab RT Web users. The Plan Sponsor Skin Manager displays a preview of the various Web elements, with a color palette that lets you apply different colors to the skin. You can also try out different themes on the skin preview. A new skin appears below. January 2010 Schwab Retirement Technologies 18

19 Skin Elements Each Plan Sponsor/Financial Advisor skin consists of four separate elements or containers : Title, Page/Menu, Data Grid, and Button. Each container can be styled separately. The color scheme for each element consists of dark, medium and light background colors, as well as colors for borders and fonts. You can change these predefined colors as needed but we recommend that you retain the dark, medium, and light color scheme to optimize readability for your users. The default skin appears below, with various containers and color elements identified. January 2010 Schwab Retirement Technologies 19

20 Designing a Skin To design a custom Plan Sponsor or Financial Advisor skin: 1. Log on to Schwab RT Admin and select Skin Manager (Plan Sponsor) from the Web Options menu. A new skin displays. 2. Use the selection fields at the upper left to select the appropriate Skin and/or Theme. 3. In the Misc. Skin Elements box, specify the path to your branding logo files and the corresponding Web site links. (See Branding and Grid Settings for details.) Select Default Skin if applicable. 4. Click on the skin element (Title, Page/Menu, Data Grid, or Button) that you want to change. A broken red line appears around the outside border of the selected element. Do the following: a. Under Selected Container Elements, click the color you want to change. The item is highlighted. b. Select a new color by clicking on the color palette or entering the color s HTML code. The new color appears in the sample box and also in the selected element. (See Color Palette Controls for details.) c. Continue selecting background colors and font colors for the selected element. Note: When working with the Data Grid element, you can choose additional colors to define how table rows appear when highlighted and selected. These Grid Item fields are located in the Misc. Skin Elements box below the logo fields. (See Branding and Grid Settings for details.) 5. Repeat steps a c for all other skin elements you want to change. 6. Type the skin name in the Skin Name field (if new) and click Save. January 2010 Schwab Retirement Technologies 20

21 The skin design procedure is summarized below: January 2010 Schwab Retirement Technologies 21

22 Branding and Grid Settings The Miscellaneous Skin Elements control box contains settings for defining the branding logos and co-logos that appear in the title bar of the skin. You can also set the current skin as the default and specify how grid colors change when highlighted and selected. January 2010 Schwab Retirement Technologies 22

23 Color Palette Controls Here s a closer look at the controls used to select skin colors. The color controls provide greater flexibility with color selection--you can select colors from a full color palette or enter them as HTML values. January 2010 Schwab Retirement Technologies 23

24 Adding Menu Options To add options to the menu on the Plan Sponsor Home page, do the following: 1. From the Web Options menu, select Menu Manager. 2. In the Menu Manager fields, select the appropriate language, the Plan Sponsor user role, and the Plan Sponsor Default menu. 3. Click Modify Selection. The menu displays for modification. 4. In the Add New Menu Element field, do one of the following: To add Plan Sponsor report options select Under Plan Sponsor Reports. To add other Plan Sponsor options select Under Plan Sponsor Options. 5. From the Use Predefined Element field, select the option that you want to appear in the first position under the selected menu. Available elements: Plan Sponsor Reporting Plan Sponsor Options Age Demographics Employee Census Report Investment Demographics Deferral Rate Report Loan Report Termination Report Distribution Report Allocation Report Cumulative Contributions Salary Demographics Change Address Change Password Online Access Statistics Participant Access Unlock Participant Plan Messaging Plan Sponsor Home Plan Sponsor Links Newkirk Plan Report SCICOM Plan Report 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. Repeat the procedure for each additional Plan Sponsor option. 9. Click Update. The system saves the changes to the menu. January 2010 Schwab Retirement Technologies 24

25 Customizing Page Content To define page content for Plan Sponsor 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 Plan Sponsor pages are available for modification: Plan Sponsor Reports Age Demographics Cumulative Contributions Deferral Rate Report Deferral Change Report Distribution Report Employee Census Report Investment Demographics Investment Performance Salary Demographics Statement on Demand Termination Report Loan Report Other Plan Sponsor Options Plan Sponsor Homepage Plan Sponsor Plan Sponsor Confirmation Plan Sponsor Password Plan Sponsor Reports Plan Sponsor Messages Plan Messages Confirmation Unlock Participant Participant Unlock Confirmation Participant Access Newkirk Plan Report Online Usage 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. January 2010 Schwab Retirement Technologies 25

26 Assigning Skins and Menus to Plan Sponsors and Financial Advisors Using options in Schwab RT Admin, you can assign a unique skin and menu combination to a specific Plan Sponsor or Financial Advisor operator ID. Prerequisite: If you have not already done so, use Skin Manager and Menu Manager to create the skins and menus that you will later assign to your Plan Sponsors and Financial Advisors. To assign skins and menus to Plan Sponsors and Financial Advisors: 1. Log on to Schwab RT Admin. 2. From the Security menu, select Plan Sponsor Options or Financial Advisor Options. 3. Select the appropriate sponsor(s) or advisor(s) and click Load. 4. Under Template Options, select the Skin Template and Menu Template to apply to the Sponsor or Advisor home page. When the Plan Sponsor or Financial Advisor logs on to Schwab RT Web, the appropriate configuration templates are applied to the respective home page and related pages. If no template has been assigned to the Plan Sponsor or Financial Advisor, the default Plan Sponsor or Financial Advisor template is applied. When the Plan Sponsor or Financial Advisor accesses a participant account, the configuration template associated with that plan is applied. The following table summarizes the template configuration options available in Schwab RT Admin. To do this Create and manage menus Create and manage skins Create and manage page content Assign skins, menus, and page content for Plans Assign skins and menus for Plan Sponsors Assign skins and menus for Financial Advisors Use this option Web Options>Menu manager Web Options>Skin Manager Web Options>Content manager Plan Options>Template Configuration Security>Plan Sponsor Options> Template Options Security >Financial Advisor Options> Template Options January 2010 Schwab Retirement Technologies 26

27 Logging on as a Plan Sponsor To log on to Schwab RT Web as a Plan Sponsor: 1. On the Schwab RT Participant Logon page, click Plan Sponsor Logon. The Plan Sponsor logon page appears. 2. Enter the Plan Sponsor ID and Password. 3. Click Logon. The Plan Sponsor Home page appears. January 2010 Schwab Retirement Technologies 27

28 Single Signon for Sponsors, Advisors, and SchARP Users Schwab RT Web and SchARP allow users of both systems to switch directly between applications with a single click. From Schwab RT Web, Plan Sponsors and Financial Advisors can go directly to the SchARP home page, and vice versa. Single signon options also let Plan Sponsors and Financial Advisors toggle back and forth between the two Schwab RT Web sites. The single signon menu options in all three applications are illustrated below. Note: To customize the content of single signon options for Plan Sponsors and Financial Advisors, access the Miscellaneous Menu page in Schwab RT Admin Content Manager and make the appropriate changes. You ll need to include this page in both the Plan Sponsor content template and Financial Advisor content template. The content for the SchARP Single Signon options is hardcoded in the system and cannot be changed by the user. January 2010 Schwab Retirement Technologies 28

29 Accessing Participant Accounts To access participant information from the Plan Sponsor or Financial Advisor Home page: 1. Log on to Schwab RT Web as a Plan Sponsor or Financial Advisor. 2. On the Home page, select Participant Information from the main menu. 3. In the Participant Search field, enter the participant s full or partial last name or Social Security number (dashes included) and click Search. 4. From the search results grid, click the participant name. The participant home page appears. The following illustration summarizes the procedure for accessing participant accounts. January 2010 Schwab Retirement Technologies 29

30 Setting the Plan Message Plan Sponsors can use the Plan Messaging option to define a custom message for each plan. The Plan Sponsor message appears on the Participant Home page, right below the Plan Greeting, which is defined under Plan Options in Schwab RT Admin. As many as five different greetings can be defined for each plan. Each greeting has a start and stop date associated with it. To create and manage Plan Sponsor messages on the Web: 1. Log on to Schwab RT Web as a Plan Sponsor. 2. From the Plan Sponsor Home page, select Update Plan Messages from the menu. 3. On the Plan Messages page, select a plan and language and click Load. 4. Type the content of each message and assign an effective date range. 5. Click Update. January 2010 Schwab Retirement Technologies 30

31 The Plan Sponsor message appears below the plan greeting on the Participant Home, as demonstrated below: January 2010 Schwab Retirement Technologies 31

32 Using Other Plan Sponsor Options Procedures for unlocking participant accounts, generating Web site usage statistics, and changing the Plan Sponsor contact information and password are provided below. Web Usage Statistics Report Your Plan Sponsors can use this feature to define and generate online Web activity statistics for a specific plan during a specified period of time. Accessible from the Plan Sponsor menu, the report uses a bar chart format to show how many participants used the various Web options during a specified period. Follow these steps to set up and use the Plan Sponsor report: 1. Log on to Schwab RT Web as a Plan Sponsor. 2. From the Plan Sponsor Home page menu, select Online Access Statistics. The Online Access Statistics page appears. 3. To generate a report, select a date range and a plan, then click Generate. The report appears on the page. The usage report appears below: January 2010 Schwab Retirement Technologies 32

33 Changing the Plan Sponsor Password The Plan Sponsor can change his or her password from the Plan Sponsor Home page on the Web. To change the Plan Sponsor password on the Web: 1. Log on to Schwab RT Web as a Plan Sponsor. 2. From the Plan Sponsor Home page, select Change Password from the main menu. 3. Enter the new password, confirm it, and click Change Password. The password change takes effect immediately. January 2010 Schwab Retirement Technologies 33

34 Changing the Plan Sponsor Address To update the Plan Sponsor address on the Web: 1. Log on to Schwab RT Web as a Plan Sponsor. 2. From the Plan Sponsor Home page, select Update Sponsor from the main menu. 3. Enter the correct address and click Update Information. The address changes takes effect immediately. January 2010 Schwab Retirement Technologies 34

35 Unlocking Participant Accounts If this option is enabled in Schwab RT Admin, the Plan Sponsor can unlock a participant account. An account is automatically locked when the participant exceeds the maximum number of invalid logons permitted by the system, as defined in the System Authentication options of Schwab RT Admin. If a participant has multiple plans, the participant s records are locked for all plans, regardless of which plan the participant was attempting to access at the time of the violation. The participant unlock option displays a list of all locked accounts. If a participant has multiple plans, all of his or her plans appear on the list. In order to unlock an account in one plan, the account must be unlocked in all plans at the same time. Example: The Financial Advisor or Plan Sponsor has access only to plan ABC. The participant has accounts in plan ABC and plan DEF. To unlock the account in plan ABC, the advisor or sponsor must unlock both ABC and DEF. Although the advisor or sponsor cannot access plan DEF, he or she can unlock a participant in DEF. To unlock a participant account: Log on to Schwab RT Web as a Financial Advisor or Plan Sponsor. Select Unlock Participant from the main menu. Select the appropriate account(s) from the list of locked accounts. Note: If a participant has multiple plans, you must unlock all plans at the same time in order to access the participant account in any of the plans. To select multiple plans, use CTRL + click. Click Unlock. The participant accounts are immediately unlocked. Note: A confirmation number is generated if the Unlock Participant Account setting is enabled in the System Confirmation Options. January 2010 Schwab Retirement Technologies 35

36 Generating Financial Advisor and Plan Sponsor Reports This section provides procedures for generating Financial Advisor and Plan Sponsor reports on the Web, including report descriptions and samples. Reports are generated from the Plan Sponsor Home page or Financial Advisor Home page. Plan Sponsor and Financial Advisor report menus appear below: (Not shown on menu above: Deferral Change Report, Activity Reports). For information on Activity Reports, see Web Activity Tracking Reports (Report Manager). To generate Financial Advisor or Plan Sponsor reports on the Web, do the following: 1. Log on to Schwab RT Web as a Financial Advisor or Plan Sponsor. 2. From the Financial Advisor or Plan Sponsor Home page, select the appropriate report from the main menu. 3. (Financial Advisors only) Under View Options, select Participant View or Plan Summary View. Note: These views are defined by the Financial Advisor Web options in Schwab RT Admin Security. 4. Select the appropriate plan(s). The available filter tabs appear. 5. If applicable, select the appropriate Divisions, Alt Keys, and Group Codes. The filters are unavailable when multiple plans are selected. 6. If date fields are available, click the calendar and select the appropriate date(s). 7. Define any other report-specific parameters and click Generate. The report appears. 8. To export the report in PDF or Excel format, click the appropriate icon link at the top of the report page. January 2010 Schwab Retirement Technologies 36

37 Report Parameters Before generating Plan Sponsor and Financial Advisor reports, you must select a plan or plans and define other report parameters. Selection lists are equipped with filter controls and the option to select all items with single click. Individual checkboxes make it easy to select plans from a list. Filters for Divisions, Alt Keys, and Group Codes appear on individual tabs to hide them from view until needed. The standard data filters are illustrated below: January 2010 Schwab Retirement Technologies 37

38 Enhanced Report Features The following enhanced features are available for the Employee Census Report and will be applied to other reports in future releases. Paging and Export Options Viewing headers and footers on each report page Searching for data across all report pages Sorting and resizing data column Regrouping report data by Status or Division Paging and Export Options Information on the number of participants reported on each page and in the entire report are provided in the paging bar that appears at the top right of each page. All paging and export options are identified below. January 2010 Schwab Retirement Technologies 38

39 Header and Footers Persistent table headers and footers that remain visible as you navigate from page to page and as you scroll through data vertically. The headers and footers are highlighted in the report sample that follows. (continued, horizontal scroll) January 2010 Schwab Retirement Technologies 39

40 Searching Report Data The Search field provides a quick way to locate specific information across the entire report. When you enter a search target and click Search, the system displays the first page that contains the target and highlights all occurrences of the target on that page. To continue the search, click Find Next and the system locates and highlights the next page where one or more targets are found. January 2010 Schwab Retirement Technologies 40

41 Sorting and Resizing Data Columns To reverse the sort order of a report column, click the small arrow in the column heading, as shown below. The arrow appears in the column where your cursor is currently positioned. To resize a column, position your cursor at the edge of the column until you see the double-arrow, then drag to the desired width. Changes to table columns are not saved when you log off of the system. January 2010 Schwab Retirement Technologies 41

42 Regrouping Report Data You can use the new regrouping option to resort and regroup the entire report based on participant statuses or on the divisions in the plan. To regroup data, drag the Status or Division column header to the line above that says Drag the division or status column here to group by that column. The display will change to a regrouped view. In the regrouped view shown below, each status is listed in a tree display, with buttons that expand or collapse the corresponding participant data for each status. Note: Regrouping operations for large plans may reduce performance time. January 2010 Schwab Retirement Technologies 42

43 Exiting Regrouped View To exit the regrouped data view and return to the standard report view, drag the Status or Division header icon off the table grid, as shown below, or simply log off the system. The regrouped view is not saved from one session to the next. January 2010 Schwab Retirement Technologies 43

44 Report Descriptions and Samples The following reports can be accessed from the Plan Sponsor and/or Financial Advisor home pages in Schwab RT Web. Plan Sponsor / Advisor Age Demographics Investment Demographics Employee Census Termination Distribution Deferral Rate Statement on Demand (Allocation) Cumulative Contributions Salary Demographics Loan Transaction History Investment Performance Description Includes the following information: Average participation rate, average deferral rate, total number of participants in each segment, average years of service, and average account balance. Graphical view displaying the breakdown by age group for participant count, years of service, as well as account balance. Includes the following information: CUSIP, units, cost, market value, and the headcount participating in each of a plan s investments. Graphical view of each investment s market value as a percentage of total market value. Provides participant data, including name and address, significant dates, age, service hours, total balance, and vested balance. Provides terminated participants census data, balance, and service hours within a selected date range. The report also provides a Show Vested Breakdown option that you can activate to view total and vested balances for each source. Provides participant census data, service hours, withdrawal amount, and withdrawal date for records in the Loan/Distribution file within a selected date range. Reports the number of participants who fall within given deferral percentage ranges. Same as Allocation Report in SQL Recordkeeping (CP03), which shows beginning/ending balances and activity during the cycle. Shows cumulative contributions per participant for each investment source in the selected plan or plans. Allows you to select one or more plans and specify up to five different salary ranges. For each salary range, the report shows the participation rate, deferral rate, number of participants, average years of service, and average account balance. Reports participant loan information for a specified plan, division code, and origination date range. (Available for Plan Sponsors only). Shows transaction history for participants in the selected plan (Available for Financial Advisors only). Shows performance of all investments for a selected plan. (Available for Financial Advisors only). Notes: Transaction history and investment reports are also available for Schwab RT Web participants. The Financial Advisor Report is generated by module CP28 in SQL Recordkeeping. January 2010 Schwab Retirement Technologies 44

45 Age Demographics Report January 2010 Schwab Retirement Technologies 45

46 Investment Demographics Report Note: If the plan includes an investment that is also offered as a choice within an IPM, this information will be reported as follows: Line 1 = investment name and total amounts in BOLD font. Line 2 = investment data exclusive of the IPM Line 3 = investment data for the IPM only. January 2010 Schwab Retirement Technologies 46

47 Deferral Rate Report January 2010 Schwab Retirement Technologies 47

48 Deferral Change Report January 2010 Schwab Retirement Technologies 48

49 Salary Demographics Report January 2010 Schwab Retirement Technologies 49

50 Cumulative Contribution Report January 2010 Schwab Retirement Technologies 50

51 (Cumulative Contributions, continued) Notes: Financial Advisors who have only Plan Summary View will not see the Cumulative Contributions report. The PDF export for the Cumulative Contributions report dynamically switches to a row view if there are too many sources to print across the report in column format. The export options appear at the top of the report page (not shown in the illustration above). January 2010 Schwab Retirement Technologies 51

52 Loan Report (For Plan Sponsors only) January 2010 Schwab Retirement Technologies 52

53 Employee Census Report January 2010 Schwab Retirement Technologies 53

54 (Employee Census, continued) January 2010 Schwab Retirement Technologies 54

55 Termination Report Note: The Termination Report includes all participants with a terminated status code as defined in C282 AND has a termination date on file but not a subsequent rehire date. January 2010 Schwab Retirement Technologies 55

56 Distribution Report January 2010 Schwab Retirement Technologies 56

57 (Distribution, continued) Warning: The Termination and Distribution reports will not generate data unless the participant has a terminated status code defined in C282 (Utilities/SQL System Maintenance/Terminated Status Code Selection). The status code defined in Participant Maintenance is not used for these reports. Note: The Distribution report includes the following origin codes: Lump Sum Distributions In-Service Withdrawal ADT Lump Sum Withdrawal ADT In-Service Withdrawal January 2010 Schwab Retirement Technologies 57

58 Statement on Demand (Allocation) January 2010 Schwab Retirement Technologies 58

59 (Statement on Demand, continued) January 2010 Schwab Retirement Technologies 59

60 (Statement on Demand, continued) Statement on Demand System Settings (RK SQL System Maintenance) The following settings are included in the DATABASE section. They were designed specifically for Recordkeeping modules and the IOCS functions and now also apply for use with Statement on Demand reports for Financial Advisor, Plan Sponsor, and Participant options. Default values are listed in seconds. Process Query Timeout = 0 This is the length of time allowed for queries in certain processing modules such as SAND, Change, and Purge. The default of zero ensures that these critical processes do not time out. Process Lock Timeout = 30 This is similar to LockTimeout, but for queries tied to ProcessQueryTimeout setting above. Query Timeout = 60 Specifies how long a query waits before it will time out. Used by most queries in most modules. Load Prior Count = 50 This sets the number of participants processed by modules that call GetAllPriorBalance and other related functions. The setting indicates how many participants are passed to the stored procedures for STM and TRN retrieval. This setting has been included in the system previously, but is noted here for its effect on Statement on Demand functionality. Lock Timeout = 30 This controls the wait lock process (similar to Btrieve) in the IOCS functions. The recommended setting would be no higher than 30. January 2010 Schwab Retirement Technologies 60

61 Transaction History Report (For Financial Advisors only.) January 2010 Schwab Retirement Technologies 61

62 (Transaction History, continued) January 2010 Schwab Retirement Technologies 62

63 (Transaction History, continued) Consolidation of Transaction History Data To reduce report processing time, history data batches are consolidated as follows: For Participant View, data is consolidated by SSN, Transaction Type, Transaction Date, Source, Investment, IPM ID, Price, and Tax Code. For Plan Summary View, data is consolidated by Transaction Type, Transaction Date, Source, Investment, IPM ID, Price, and Tax Code Example: SQL Recordkeeping Transaction History Inquiry (C072) shows two sales in a batch, one for $ and another for $ The resulting Financial Advisor transaction history shows a single sale totaling $ for this transaction type. January 2010 Schwab Retirement Technologies 63

64 Investment Performance (For Financial Advisors only.) January 2010 Schwab Retirement Technologies 64

65 Web Activity Tracking Reports (Report Manager) Available from the Activity Reports link on the Plan Sponsor or Financial Advisor home page, Report Manager provides access the following real time Web activity reports User Activity Report Shows the frequently of user visits to specific Web pages and activities, such as requesting a file, switching plans, or logging off the system. Login Report Shows the number of logins per hour, day, or day of month. Identifies plans with the most logins and peak login hours. Color coded to indicate success or failure. Each report consists of three sections: selection parameters, color-coded graph, and data grid with totals. Filtering options can be used to target specific plans, date ranges, systems, and users. All reports provide the ability to drill down to the level of individual participant activity and to export the information to PDF or Excel for auditing purposes. Other built-in tools allow you to customize data displays by sorting and regrouping data. January 2010 Schwab Retirement Technologies 65

66 Notes: Retention of activity tracking data for the new Report Manager began on September 20, 2009 for all My Money Web users (participants, Plan Sponsors, and Financial Advisors). Retention of data for the Voice system began December 10, Reporting data is restricted to My Money and Voice systems only and to the plans and participants to which the Sponsor/Advisor has access. Enabling Activity Tracking for Sponsors/Advisors To enable Activity Tracking for Plan Sponsors or Financial Advisors, do the following: 1. In Schwab RT Admin, select Plan Sponsor Options or Financial Advisors Options from the Security menu. 2. Select the Sponsor(s) or Advisor(s) and click Load. 3. In the reports section, select Enable Activity Tracking Report. Note: After enabling the option, use Menu Manager and add the Activity Reports predefined menu element to the Sponsor or Advisor Home page. January 2010 Schwab Retirement Technologies 66

67 Login Report (Total Logins per Hour) A sample Login Report using the Total Logins Per Hour option appears below. January 2010 Schwab Retirement Technologies 67

68 You can click on any data point on the Login Summary graph to view user activity for a given moment in time, as demonstrated below. (Available data points are indicated by the solid dots that appear at regular intervals in the chart.) To drill down to the next level of detail, click on a user name in the list. Detailed session activity for that user appears. Examples of the Login Summary chart and both detail grids are shown below. January 2010 Schwab Retirement Technologies 68

69 The initial detail table can be customized as needed by resizing columns, changing column positions, and regrouping data. To regroup data, drag a column header to the upper left corner where it says Drag a column header here to group by that column. Data can be regrouped by Plan Code, Age, Status, Date, and Full Name (default). The following example shows data regrouped by Age. January 2010 Schwab Retirement Technologies 69

70 User Activity Report The User Activity Report shows the frequently of user visits to specific Web pages on a selected site. You can view data for specific pages and/or activities or you can select all pages and/or activities on the site. A sample User Activity Report appears below. January 2010 Schwab Retirement Technologies 70

71 Click on any bar on the graph to view information about the user who accessed that Web page, as demonstrated below. To drill down to the next level of information, click on a user name in the list. Detailed session activity for that user appears. Examples of the Page View Summary chart and both detail grids are shown below. Note: The detail table can be customized as needed by resizing columns, changing column positions, and regrouping data. January 2010 Schwab Retirement Technologies 71

72 Accessing Activity Reports from the Participant Access Page Activity Tracking reports are also available from the Participant Access window. When you search for a participant account, the Search Results grid will include a View Activity link, if there is activity to report for that participant. Note: The system reports activity only if the activity occurred with the time frame specified by the corresponding System Options setting below: Maximum History Days - Plan Sponsor Reports Maximum History Days - Financial Advisor Reports. January 2010 Schwab Retirement Technologies 72

73 CP28/Financial Advisor Reporting The CP28/Financial Advisor Reporting module (SQL only) produces a report containing participant and plan information for selected Financial Advisors. The Financial Advisor Reporting application is located under Reports>Other>Financial Advisor. Prior to use, Financial Advisors must already be setup for appropriate access. To run the report, select a Plan ID or select All Plans. If a single plan is selected, all Financial Advisors appear in the list for the selected plan. Also select one or more Financial Advisor check boxes from the Select Financial Advisors box. January 2010 Schwab Retirement Technologies 73

74 The following options are available for Financial Advisor Reporting: The Print Plan Access Method check box option allows you to print to the report using the plan access method assigned to the Financial Advisor. Method options include Plan, Participant, By SSN, Division, Alt Key 1, Alt Key 2, Group Code, All, and None. This option is clear by default. The Print Plan Access Filters option prints all filters. If access is by SSN, it prints those as well. This check box is enabled only if Print Plan Access Method is selected. Select the Print Participant Detail check box to print participant detail on the report. Details include the plan name, rights, Social Security number, participant name, Alt Key 1, Alt Key 2, Division, and Group Code. If this option is selected, under Participant Detail you can select from three mutually exclusive options. January 2010 Schwab Retirement Technologies 74

75 The Update Rights Only option reports participants that have granted the Financial Advisor permission to make changes to their account. The Preferred Only option includes all Financial Advisors with update rights. The All Participants option reports all participants for which the Financial Advisor has access rights, whether or not they have actually been selected by the participant. The Suppress SSN option suppresses the participant s Social Security number on the report. Select this option for reports that are sent out to external parties. January 2010 Schwab Retirement Technologies 75

76 The Print Contact Information option prints Financial Advisor name(s) and address(es). Exclusion of Expunged Accounts and Management Accounts Beginning with Release 2.2, the system automatically excludes expunged accounts and management accounts from certain Plan Sponsor and Financial Advisor reports, as indicated below. These exclusions are trigged by business rules; no administration options or runtime options are required. Report Name Change for Release 2.2 Age Demographics Deferral Rate Employee Status Cumulative Contributions Salary Demographics Investment Demographics Distribution Termination New Loan Exclude the following codes: Expunged Management Account Exclude the following code: 770 Expunged (Management Accounts are included) (Not Applicable / No Change) January 2010 Schwab Retirement Technologies 76

77 Appendix A: Newkirk estatements Schwab RT Web 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 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: Jim Lawler ( ) Customer service: Chi Man-Leung ( ) January 2010 Schwab Retirement Technologies 77

78 Configuring Newkirk estatement Options Following are procedures required for configuring Newkirk estatement options in Schwab RT Admin. Enabling Newkirk Access for Plan Participants To enable Web Options for Newkirk: 1. Log on to Schwab RT Admin. 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 Schwab RT Admin. 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. January 2010 Schwab Retirement Technologies 78

79 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 three-character 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. January 2010 Schwab Retirement Technologies 79

80 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 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. Editing the Newkirk Plan Report URL 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 three-character client ID. When configuring your account, Newkirk will assign the TPA ID to the virtual directory that contains your files. 3. Save and close the file. January 2010 Schwab Retirement Technologies 80

81 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. January 2010 Schwab Retirement Technologies 81

82 A sample participant estatment appears below: January 2010 Schwab Retirement Technologies 82

83 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 Schwab RT Admin Security. 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. January 2010 Schwab Retirement Technologies 83

84 The steps in this procedure are summarized in the following illustration. January 2010 Schwab Retirement Technologies 84

85 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: January 2010 Schwab Retirement Technologies 85

86 An excerpt from a plan report appears below: January 2010 Schwab Retirement Technologies 86

87 Appendix B: SCICOM estatements Schwab RT Web allows participants and plan sponsors to view electronic statements generated and hosted by SCICOM Data Services. SCICOM functionality includes the following components: Seamless login to the SCICOM estatements Web server, providing the ability to allow participants to view electronic statements generated and hosted by SCICOM. Schwab RT also provides plan sponsor access to the statements. Paperless statements provide the participant with the ability to request paperless statements through the Web. By choosing the paperless solution, participants receive an linking them back to the Web product to view the estatement. Participants can also update their addresses through the Web. Configuring SCICOM estatement Options The following section describes SCICOM estatement options that you must configure in Schwab RT Admin. Enable SCICOM Access for Plan Participants Use this procedure to enable estatement options at the plan level: 1. Log on to Schwab RT Admin. 2. From the Plan Options menu, select View/Update Options. 3. Select a plan or plans. Click Add, then click Continue. 4. Under Plan Options, on the Environment Options line, click Edit. 5. Under SCICOM estatement Options, enable the following options: Enable SCICOM estatements Allow Participant Set estatement Preferences 6. Under Participant Options, enable the option Allow participant to Update Address. January 2010 Schwab Retirement Technologies 87

88 Enabling SCICOM Access for Plan Sponsors To enable Plan Sponsor access to SCICOM reports: 1. Log on to Schwab RT Admin. 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 SCICOM estatement Reports option. By default, this option is not selected. 6. Click Update. January 2010 Schwab Retirement Technologies 88

89 System Level Options Use this procedure to configure system-level estatement options: 1. Log on to Schwab RT Admin. 2. From the Web Options menu, select Service Provider Options. 3. On the SCICOM estatements line, click Manage. 4. Enter the Company ID and password required to access the SCICOM Web site. Note: The Company ID is provided by SCICOM and must be identical to the SCICOM_TPAID setting in the Option.ini. 5. Enter the URL of the SCICOM site and click Update. Note: The SCICOM URL is provided by SCICOM. January 2010 Schwab Retirement Technologies 89

90 Adding the Online Statement Option to the Menu Use Menu Manager to add the new Online Statement option to the menu. 1. Open Menu Manager and select the appropriate language, user role, and menu. 2. In the Add Menu Element section of the Menu Editor page, add the predefined menu element named SCICOM estatements to the Account Summary menu. Set the Link Target field to Open in New Window. These settings are shown below: Note: When adding the option to a plan sponsor menu, select the predefined menu element SCICOM Plan Report. 3. Click Add. 4. When the participant logs on to the Web, the new option will appear on the Account Summary as shown below:. January 2010 Schwab Retirement Technologies 90