ONLINE OPEN ENROLLMENT FOR

EMPLOYEE INSURANCE

WAYZATA PUBLIC SCHOOLS #284

Wayzata MN

Joanne Fieldseth & Amy Sorensen

Wayzata has used Skyward Online Enrollment for two years (1500 benefit eligible employees)

• Reduce paper• Save money (had the system, why not use it)• Eligibility audit• Employees are familiar with Employee Access• Future goal to use it year round for enrollment

1st-MUST HAVE INSURANCE TRACKING MODULE!

It is a web option and also still has some PAC (not all insurance tracking is moved yet).

Web has the setup pieces for this process.

SKYWARD LINKS: You may also find these documents by clicking “?”, then SkyDoc; search for Open Enrollment Checklist.

Open Enrollment ChecklistAccess OptionsPlan SelectionCustom FormsCompleting Custom Forms in Open EnrollmentCustom Forms in Open Enrollment ApprovalsOpen Enrollment ApprovalsOpen Enrollment Activity/Move to IT

The link below is for our 2016-17 enrollment video. This is what our employees viewed.

We will view this and then break it down on how we set the process up.

https://youtu.be/kfHOOB50lKU

Staff log into Employee Access and are directed to the 6 steps we created in Online Forms.

To activate your custom forms in Employee Access, navigate to Human Resources, Employee, Online Forms. Add, clone or edit as needed. Make sure you activate your form.

Within the Online Forms (WH\EP\OF), we set up when to activate the forms and the Step Detail.

Our first step was a link to our video. The second step was our Documents to Review. This step includes links to Google Drive where we added the forms we wanted staff to refer to (flex, health, dental, etc.).

The next 3 steps/links take us to our custom forms (advanced custom forms).

We created 3 custom forms: Dental and Health verification for dependents and Flexible Spending Accounts election. We data mine from each of these forms.

We imported the information from our insurance carriers; but we also wanted to make the employee responsible for the verification of coverage and eligibility.

(To learn more about Custom Forms attend Session 3 today: Advanced Custom Forms)

Within the Custom Forms (WH\EP\PS\CF\CF\MS) we set up the Advanced Custom Forms.

Need to add screen shot of dependents/info

Please note: There is an option for employees to add dependents. We didn’t use this area as we currently cannot import information from our insurance carriers AND cannot data mine from this information. However, you can run a dependents report from Insurance Tracking.To be continued…

Final step of the first process.

After employees complete the steps in our custom forms, they return to the main screen to complete the second part of the enrollment process – their insurance election.

They click on the Online Open Enrollment tab to select plans.

This screen shows the employee’s current coverage and their option for open enrollment.

To get this set up, we:1. Roll current coverage plans2. Access Options set up3. Plan Selections set up

(refer to Skyward OE Checklist Steps)

After selections of add or drop, employee is then shown screen that shows what they have chosen (note green word Add, Red word Drop, and black word Retain). If done, Submit Coverage.

Note that Submit Coverage Selections to HR is now greenmeaning they have completed the step!

In PAC, Roll Insurance Plans: HR/IT/UT/YE -Human Resources, Insurance Tracking, Utilities, Year End Roll

1. Roll Our Current Coverage plans

Set up your Access Options: WH\IT\PS\CF\OO\AO

This option allows all employees access to the open enrollment screens.

Refer to Skyward OE Access Options Document

2. Access Options

PS\EM\CF\SE – Check box “Display Online Open Enrollment”. We keep the Online Open Enrollment button active year round. Employees can only view selected insurance after Open Enrollment ends.

Display Online Open Enrollment button in Employee Access

Set up your Plan Selections: WH\IT\PS\CF\OO\PS

Defines which insurance plans are available for Open Enrollment.

Refer to Skyward OE Plan Selection Document

3. Plan Selections

We chose to wait until Open Enrollment was completed to approve the records just in case people made changes.

This screen shows going to Insurance Tracking and choosing Open Enrollment Approvals.

Refer to Skyward OE Approvals Document

This screen would show all the employees that have completed Open Enrollment and gives you the options to approve or deny the enrollments. (It is empty as we don’t have any records currently waiting to be approved )

On the far right, you may choose to select all, deselect, reset; and also you may select Report to validate requests and create report of any exemptions found.

The Submit Approvals and Denials button would be active and you would click when ready to submit approvals/denials.

After all OE enrollment has been approved, the next choice is to look at the Activity.

Refer to Skyward OE Activity/ Move to IT Document

This is the Activity screen where you can see all the enrollment completed.

You can click on filters to see All, Approved, Denied, History, Submitted, Unsubmitted.

If there are records that are not submitted, you may click the Summary Email Unsubmitted/Denied to send an email to each employee with unsubmitted (or denied) requests.

From here, we downloaded the information to Excel.

The Excel document allows you to filter by add, drop, retain, name, groups, whatever you’d like!

We then go back to the Activity screen and select Move to IT. This creates sub plans that have been ADDED and enters a stop date on sub plans that have been DROPPED.

NOTE: This process should only be run after the Open Enrollment period has ended and all records have been approved or denied.

IMPORTANT: A message will appear to confirm updates and to remind you to calculate the records. DO NOT update the calculated amounts to payroll until the last payroll of the current insurance year has been processed!

Go to Insurance Tracking and select Employees with Insurance.

Pages 11-14 of Skyward OE Activity/ Move to IT

You may select an employee and see their current coverage and open enrollment history. You can expand each section to see details.

Pages 11-14 of Skyward OE Activity/ Move to IT

We then go back to the Employee tab to get to our Custom Forms

WH\IT\CF

This shows all our custom forms with the first three being the ones we created for open enrollment. We downloaded the custom form fields to Excel from within Data Mining.

We are then able to filter by any column, but what we used most was the Keep, New, Remove. We used this to confirm employee’s choices and submit to our insurance carriers.

You may also separate dependents by color coding, etc.

You may also review the employee’s custom forms by going to Employee Profile and Custom Forms.

We did the custom forms because:• we wanted fewer paper forms• data mining was needed to send info to our

insurance carriers• we don’t have flex fully implemented in our

insurance tracking• we needed a dependent eligibility audit

?????QuestionsJoanne Fieldseth, HR Benefits joanne.fieldseth@wayzata.k12.mn.us

Amy Sorensen, Tech Skyward amy.sorensen@wayzata.k12.mn.us