PA BUG | Making Open Enrollment Work For You | November 21, 2006 Making Open Enrollment Work For You...

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PA BUG | Making Open Enrollment Work For You | November 21, 2006

Making Open Enrollment Work For YouOne University’s Approach to Implementing Online Open Enrollment

Presented by: Jodi Kaelin, Jim Kane

Villanova University

Where We Were

• Paper intensive process

• Manual entry to banner of all plan/payroll benefit deduction changes

• Significant initial mailing to every employee

• Change requests sent to HR and manually entered

• Separate benefit statement process – required several days to generate, package and deliver

Where We Ended Up

• Online process for; Employee Benefit Statements Open Enrollment for

Medical Dental Life Insurance 403(b) contributions (future)

Total Compensation Statement

• 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

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

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”

Open Enrollment as Delivered – Too Many Choices!

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)

Crosswalk Table - PVVEBCT

• Entered into Banner

Include parameters to account for differences in # of pays, plans available, etc.

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 (Modified Form) Crosswalk table

Self Service Views

• Added Infotext on most pages

• Included links to detailed instructions

• This is what the end users will see

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

Summary

• Summarize the key points you want your audience to remember

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

bvpkdupd became bvpkdupd

• Added logic for life insurance coverage selection and computation ofpremiums based upon age and coverage amount desired

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’

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

Lessons Learned

• 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

Next Steps

• PPACMNT – Create Comment Code to identify primary care physican

Able to report on code and transmit electronically to vendors

• Re-tune information text and instructions

• Clean up dependent information

• Include 403(b) and FSA in open enrollment module

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

PA BUG | Making Open Enrollment Work For You | November 21, 2006 Making Open Enrollment Work For You...

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