Open enrollment training april 2015

SentricWorkforce Open Enrollment

Taking the Stress Out of Open Enrollment

Sentric, Inc.

• Josh Davis

• Sentric Product Support Specialist

• Over 16 years working with HRIS systems

Questions?

Hang on until the end, we’ll have 15 minutes of

Q&A or email me at [email protected]

Introduction

Webinar How To I will not be able to hear you during the webinar until we get to the question and answer portion, but you have some tools to tell me if you need some help. By your attendee status are some status icons to help me know if you need me to speak up or speak more softly. You can also put out the life saver to tell me if you need some assistance.

Agenda

Overall process with timing

Set-up or Update Benefit Plans and Options

Set-up

Open Enrollment Groups

Testing

Generate choices

Open the process to employees

Manage the process

Clean up

Poll

Last Open Enrollment Poll

OPEN ENROLLMENT PROCESS Open Enrollment

Update Plans

Prepare System

Determine Groups

Test the Process

Create Training

Train Employees

Generate Choices

Employees Enter Choices

Create Benefit Records

Clean up

Sentric Workforce Open Enrollment Process

PREPARE Open Enrollment

Poll

Next Open Enrollment Poll

1. Update Benefit Plans 2. Set messages and documents 3. Determine Enrollment Groups

Prepare

1. Get the new rates as early as you can 2. Usually it is only necessary to update the

parameters tab 3. Make sure to copy the record and put in a Start

Date when the rates will be effective 4. Each plan option that changed should be

updated 5. Comments may help

Update Benefits Plans

Age based or salary band based plan rates are updated on the Range tab

Be sure to copy the record


There are a number of places where you can control the messages and documents your employees will see as they complete their

open enrollment

Make sure you review and/or update these messages and documents prior to your open

enrollment period

Set Messages and Documents

Configure Open/New/Life Event Enrollment Parameters

• #1 – “Open/New/Life Enrollment Availability” – is the text that will display to employees if there is an available Enrollment for them.



• #2 – Open/New/Life Enrollment Non Availability – is the text that will display to employees if there is not an available Enrollment for them.



• #3 – Text to display when the employee has completed their selections and can no longer make changes – is the text that will display when an employee enters an open enrollment session they have already completed.


On the Benefit Plan Code set up page

#4 Plan Notes– add notes that show up on the form where employees enroll for the plan/option


On the Benefit Plan Code set up page

#5 Plan Documentation URL – add the path to plan documentation that can be accessed by employees during open enrollment


On the Create/Modify an Open/New/Life Event Enrollment Group set up page

#6 - Text below Open Enrollment Link in self service


On the Create/Modify an Open/New/Life Event Enrollment Group set up page

#7 - Message in Open Enrollment on the top of the page of all selections


OPEN ENROLLMENT GROUPS Open Enrollment

1. Add groups of people 2. Try to keep groups of 50 or less for best results 3. Group by

1. Location 2. Job 3. Benefit Group 4. First Initial of Last Name

Determine Open Enrollment Groups

TESTING Open Enrollment

Testing is the key to success 1. Test at least 2-3 weeks before Open Enrollment 2. Use employees who will use all benefit plans 3. Use employees with different #’s of dependents

Testing

TRAINING Open Enrollment

1. Provide a bit of “how to” for your staff 2. Cut down on phone calls to HR 3. Step-by-step guides

Training

GENERATE CHOICES Open Enrollment

1. Use your determined groups generate choices 2. People > Benefits > Create/Modify an

Open/New/Life Event Enrollment Group 3. Select Benefit plans and options 4. Benefits for a group can be selected manually,

but if eligibility is correct the system will only show eligible benefits

Generate Choices

Generate Choices

Choose plans on the Benefits Tab

Generate Choices

Chose employees on Employees Tab

Be sure to check the Generate… check box to generate the choices

Generation of the choices may take some time

Generate Choices

EMPLOYEES ENTER CHOICES Open Enrollment


Avoid problems during Open Enrollment by preparing your system and employees ahead of time.


Basic employee process

Go to Benefits area of Employee Self Service and click on Open Enrollment Link


Once in Open Enrollment employees will see plans and see choices defaulted to current enrollments


To Enroll in plan they were not in before they can click the Enroll in this plan link.


The employee is then taken to a screen to pick the option they want and add dependents or

beneficiaries if necessary


To update an enrollment in a plan they were in before they can click the Change My Enrollment link.


In the change Enrollment form it will show the current enrollment and all choices


When done the employee presses the Finalize Enrollment Button


If Electronic Signature is turned

on the employee will get this message


They will then get a summary page that they can print and they also need to Submit to HR to complete the process

ISSUES AND HOW TO HANDLE Open Enrollment

Issues that can come up and how to handle

Missing Dependents Have the employee add the dependent and regenerate their choices Can be done in Employee Self Service if the employees have rights to add dependents


Submitted to HR but need to change HR can Undo Last Action in the People > Benefits > Open/New/Life Event Enrollment > Employee Selections or Group Actions tasks This will move them back a step in the process so they can make selections again Will not undo the Create Benefit History Records step – once this is done it is done


The employee thinks they are done but they are not Often employees will not press the Submit to HR Link to finish the process because they think they are done This should be covered in training to minimize this problem. If this does happen remind employees to take the final step in Open Enrollment

WRITE THE DATE TO THE DATABASE Open Enrollment

Write the data to the database

Now that the employees are done it is time to finish the process

First Approve the selections Most easily done on the Group Actions task on the People tab May want to review an employee’s selections on the Employee Selections tab first


Group Actions Task


Employee Selections Task


Now that the employees are done it is time to finish the process • Create the Benefit History Records • Recommend doing this is small batches • Most easily done in Group Actions task • There is no undo for this step

CLEAN-UP Open Enrollment

Clean Up

Once records have been written to the Benefit History they can be deleted. We recommend: • Run an Audit query prior to deletion (Sentric

can provide a basic query for this purpose) • Wait until after the benefit records are current • Do not set the system to delete choices

automatically • Clear prior to next open enrollment

• Open Enrollment

Demonstration

Test

Test Your Knowledge

Questions

If you called in on the phone please enter *5 on your phone to ask a question.

(=*5

If you are listening on your computer please press the File question request button on your screen.

I will un-mute your line one at a time, so once you press *5 or press the button you may need to wait just a bit for your turn.

Poll

Future Webinars Poll

60

Thank You!

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Open enrollment training april 2015

Recruiting & HR

Transcript of Open enrollment training april 2015