Post on 27-Mar-2015
transcript
April 2-5 Orlando, Florida
Making Open Enrollment Work For YouOne University’s Approach to Implementing Online Open Enrollment
Presented by: Susan Hill, Jodi Kaelin, Lisa Valosky
PA BUG Conference
November 22, 2005
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Agenda - Topics of Discussion
Where We Were
Where We Ended Up
How We Got There
Banner Tables
Self Service Views
Reporting
Communication Plan
Technical
Questions
April 2-5 Orlando, Florida
Where We Were
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Where We Were
Significant initial mailing to all FT employees
Separate benefit statement process – required several days to generate, package and deliver
Change requests (plan/payroll benefit deductions) sent back to HR and manually entered to banner
April 2-5 Orlando, Florida
Where We Ended Up
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Where We Ended Up Online process for;
Employee Benefit Statements Open Enrollment for
Medical Dental Life Insurance
Total Compensation Statement (future)
Eliminated manual payroll data entry of benefit deduction changes
Eliminated printed benefits statements – decreased man hours in preparing and disseminating statements
Provided automatic confirmation of new elections
Web based access to current information from any PC
April 2-5 Orlando, Florida
How We Got There
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How We Got There – Initial Project Planning End User Perspective
Duplication of current process online so as to decrease confusion and ensure participation
Intuitive and easy to use
Target Audience From line staff to VP’s Not all have PC access
Communication Plan Begin early Provide clear and detailed instructions Provide feedback during the process
Benefits Statement Used to begin process and confirm elections following completion of
Open Enrollment
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How We Got There – Module Modification, Implementation Plan
Required Modifications to SCT deliverables Assessed baseline and determined formatting requirements, module
modifications
Benefit Statement (sorts, formats, life insurance calculation based on age, etc.)
Open Enrollment (crosswalk table, life insurance calculation logic, format changes, email confirmations, infotext, removed cost comparison)
Validation and Rules Crosswalk Table developed in-house - which EE’s can see which
benefits
Implementation Plan Developed a project plan as “constant work in progress”
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Open Enrollment as Delivered – Too Many Choices!
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Crosswalk Table
Started here
Define Ecls’s (ie: Regular EE, Service, Union, 9 Month, Faculty)
Define associated Benefit Plan Codes (ie: Employee Only, Family, Employee & Spouse)
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Crosswalk Table - PVVEBCT Entered into
Banner Include parameters to
account for differences in # of pays, plans available, etc.
April 2-5 Orlando, Florida
Banner Forms
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Banner Forms PTRBCAT
Turn on Open Enrollment Set up Dates Set up Benefit Statement
PTRBDPG Set up benefit groups
We used MB (Miscellaneous) as FB (Flexible Benefits) would not allow inclusion of Life Insurance Module
PVVEBCT (Custom Form) Crosswalk table
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April 2-5 Orlando, Florida
Self Service Views
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Self Service Views
Added Infotext on most pages
Included links to detailed instructions
This is what the end users will see
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April 2-5 Orlando, Florida
Reporting
Using Oracle Discoverer
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Communication Plan
Email announcements prior to Open Enrollment to explain new Online process
Postings on University homepage, News & Events, article in Staff Newspaper, HR Website
Email reminders for those who have accessed, but not completed Open Enrollment
Annual Benefits Fair – Kiosks available for employees to complete Open Enrollment
Help Sessions – 2 Kiosks available on campus everyday for 2 weeks
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Summary
Summarize the key points you want your audience to remember
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Email Communications – Stored in Infotext to allow for easy edits
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Summary
Summarize the key points you want your audience to remember
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Instructions:
- Benefit Statement- Open Enrollment- Help Sessions
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Summary
Summarize the key points you want your audience to remember
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Communication Plan – Help Sessions
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Technical – What’s Involved
Benefits Statement
SCT’s bwpkebst became bvpkebst Sorted benefits (health, dental, etc) Computation for life insurance premiums based on age Additional info text Format changes
Open Enrollment SCT’s bwpkdcmn became bvpkdcmn
Added logic/function to compute life premiums based upon age Format changes
bwpkdupd became bvpkdupd Added logic for life insurance coverage selection and computation of
premiums based upon age and coverage amount desired
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Technical – Cont’d
Bwpkdofn became bvpkdofn Added email confirmation upon successful completion of the
process Using text stored in info text
pwklib became pvklib Added a new procedure to include a VU cross walk table for
selection of allowable benefits based upon employee class of employee
Bwpkdoen became bvpkdoen Required to modify to access VU modules (bvpk’s) Changed descriptions from ‘Miscellaneous’ to ‘Villanova University’
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VU’s cross walk-table was key to benefits selection
PVVEBCT Cross walk table was created for selection of benefits based upon ecls, organization, pay factor (for faculty) and ptrbdpl_code’s permissable for that ecls, org, and/or pay factor
Form PVVEBCT was created to allow data entry
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THE FACTS: (YES IT DOES INDEED WORK)
Logic for selection of allowable benefits (from ptrbdcn):
select * from ptrbcdn where ptrbcdn_bcat_code = bcat_code and ((ptrbcdn_end_date is null and nvl(in_date,sysdate) >= ptrbcdn_begin_date) or (nvl(in_date,sysdate) between
ptrbcdn_begin_date and ptrbcdn_end and exists (select 'X’ From pwrempl a, pvvebct b , ptrbdpl c where a.pwrempl_pidm = pidm and a.pwrempl_ecls_code = b.PVVEBCT_EclS_CODE and a.pwrempl_contract_type = 'P' and b.PVVEBCT_BTYPE = c.ptrbdpl_code and ((a.pwrempl_factor = b.pvvebct_factor) or (a.pwrempl_factor != nvl(b.pvvebct_factor,0) and not exists (select 'X' from pvvebct xxx, pwrempl yyy where yyy.pwrempl_ecls_code = xxx.pvvebct_ecls_code and yyy.pwrempl_factor = xxx.pvvebct_factor and yyy.pwrempl_pidm = a.pwrempl_pidm and yyy.pwrempl_contract_type = 'P'))) and ((a.pwrempl_orgn_code_home = b.pvvebct_orgn_code) or (a.pwrempl_orgn_code_home != nvl(b.pvvebct_orgn_code,' *') and not exists (select 'X' from pvvebct x, pwrempl y where y.pwrempl_ecls_code = x.pvvebct_ecls_code and y.pwrempl_orgn_code_home = x.pvvebct_orgn_code and y.pwrempl_pidm = a.pwrempl_pidm and y.pwrempl_contract_type = 'P')))
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Lessons Learned – Advice to Others PDPLIFE – No!
Clean up Ecls’s prior to project planning
Plan for those without PC access
Have a plan for those unaware of their passwords/ log ins
Communicate, communicate, communicate
Education and Training – especially in HR. People need to know how to use the product in order to help others
Allow sufficient time for unforeseen modifications and testing
Understand the validation/rule tables and processes
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Summary
Start early and plan ahead!
It took us about 6 months from project plan to implementation/completion
Online module saves many HR man hours, many trees and simplifies the manual process
Online Open Enrollment received positive feedback
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Thank You!
Questions?