Creating New Member Records
Overview
If a scheme is open to new members, administrators may be required from time to time to create a new member record.
Note, this process assumes manual creation of a member record on an individual basis and does not account for opt in/out specific processes or any automated interface data. Member data for new joiners may be received in the form of an interface from the employer or through paper application forms.
The appropriate administrative process and/or checks should be carried out prior to any record being created manually.
Process
To create a new member record, access Members from the left-hand drop-down menu under Administration and within the search box you will see a button “Add New Member”
Once selected the appropriate scheme should be chosen from the drop-down box and then click Add Member.
A new record will then generate for the member data to be added. Subject to scheme requirements but as a minimum you should populate;
- Member’s personal details including contact details
- Employment details
- Pensionable details including date joined scheme and creating the pensionable service history for the status history taking care to fully add this to ensure all calculation automation works correctly (see screenshots below)
- Salary data
When creating status history the record will initially show as below;
Scroll down to New Events and Service and select Join Scheme;
Enter the date joined scheme and the status history will start to populate as below;
To fully add the pensionable service scroll back down to New Events and Service and select the appropriate accrual;
Now enter any part time hours ratio, if the member is full time this can be left as defaulted to 100 hours for both full and part time, click add service;
The status history will now look like the screenshot below;
Once all the appropriate updates have been made, the record should be saved and if applicable a letter to the member can be drafted via the document mail merge function within the Join Scheme Event. The workflow checklist should be updated and allocated for peer review.
Another administrator or senior administrator will then be required to review the updates to the record and confirm the two step approvals to accept the changes (or reject if it is incorrect). The record should be saved to commit the data. Similar actions are required for any correspondence that has been drafted. The workflow checklist can then be updated accordingly.
Any correspondence should be issued before the workflow checklist is completed in full. This will automatically register the completion of the SLA (Service Level Agreement) electronically.