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?