ProAdmin's Fulfillment Tool, in conjunction with Output Definitions and Word templates, can be used to create annual statements for plan participants as well as letters and forms (i.e. fulfillment) for terminating and retiring members. Below are the basic steps in this process.

• Create/design the Word template leaving space for individual member items. Different templates will be used for different purposes; annual statements and letters to terminating non-vested members are examples of separate templates. At this point in the process there is no need to insert Word merge fields.

• Inspect the template for required fields such as date of birth, member name, accrued benefit, vested percentage, etc.

• Design the Output Definition so required fields are written to the output. Output Definitions have several different types of Output Fields. You can make use of the Benefit Detail type for computed amounts, the Date/Age/Service type for specific dates, ages and service amounts, the Input Pass Thru type for items such as member name, location name, etc. and the Standard Result type for items that ProAdmin automatically computes such as Normal Retirement Date.

• Create a Package Code as one of the required Output Definition fields. This code is used to select the Word template and is determined within ProAdmin. It can be an Input Pass Thru, a computed value or anything that can be used to specify which Word template is to be used.

• Run a batch calculation or an individual calculation through ProAdmin Desktop. If an individual calculation is run, the Output Definition results must be written to an Access database. Running a batch calculation automatically writes the output an Access database. This database is different from the database which houses member information that is used for ProAdmin benefit calculations.

• If needed, complete any queries within the Access database for additional computed values.

• Launch the Fulfillment Tool and open the database within the Tool. Complete the Client Information dialog box.

• If needed, complete the Query Mapping.

• Open the Word template which is to be selected for the calculation that was run above.

• Insert Word merge fields in the template(s) to capture the items written to the output and complete the Field Mapping within the Fulfillment Tool so the items in the output are written to the correct Word merge field. Remove any unnecessary spaces on the Word document.

• Complete the Package Mapping.

• Preview the completed document.

The parameterization of the Fulfillment Tool often requires visiting some steps more than once. Sometimes it’s an ongoing process between inserting merge fields, Field Mapping, Access queries and Output Definitions.