Swarthmore College Open Enrollment Our Way November 21, 2006 Presented by: Katie Bourne, ITS Theresa...

Swarthmore College Open Enrollment Our Way

November 21, 2006

Presented by:

Katie Bourne, ITSTheresa Handley, HR

Ed Siegle, ITS

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Open Enrollment Drudgery

Before Web Open Enrollment

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The Planning Began

February 2005 Visit with our colleagues at Lehigh

University Lots of valuable information

March – August 2005 Planning continues through the spring

and summer Tons of modifications to the product Is this the way we want to go?

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A New Direction

Late August 2005 Eureka! We decide on a different

approach Time is short; only a month until

Open Enrollment begins Will it work? Testing begins. The

process is better than anticipated!

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Open Enrollment Process

Log on to employee self-service (mySwarthmore)

Click on link to Open Enrollment Read instructions and answer a

few questions Make selections Complete Open Enrollment Receive e-mail confirmation

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Log on to mySwarthmore

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Click on Open Enrollment

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Read Instructions and Check Current Benefits

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Read Instructions and Answer Questions

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Make Selections and Submit

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Read Instructions to Set Up Spending Account, Add Dependents, and Recalculate

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Verify Choices, Start Over, or Finish Open Enrollment

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Open Enrollment Selections for Swat Employee 0007286 as of October 12, 2006Benefit year November 1, 2006 through October 31, 2007

CodeBenefit Tier

Your Amount Per Paycheck

College Amt per paycheck (or Coverage amt for LTD/LTX)

AHC Flex Spending Plan Health Care N/A 80.00 .00

HDP United Concordia Dental Family 30.74 .00

HOC Davis Vision Family 4.49 .00

HPC Health Plan Personal Choice Family 651.79 914.22

You have .00 per paycheck remaining benefit bank credit

Dependent First Name

Dependent Middle Initial

Dependent Last Name

Dependent Relationship

Dependent Birthdate(s)

Swat N/A Spouse Husband 07-NOV-50

Swat N/A Dependent Child 17-NOV-86

Swat N/A Dependent Child 29-JAN-89

Please contact Theresa Handley at thandle1@swarthmore.edu or at x8652 if the above confirmation is incorrect.

E-mail Confirmation of Choices

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Exceptions

We have a group of “exceptional” employees that cannot enroll on-line. Domestic partners Grandfathered part time employees

with full time benefits Faculty traveling to and living in

France

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On-Line Participation

2005 72% of those eligible to complete on-

line did so 2006

78% of those eligible to complete on-line did so

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Swarthmore Open Enrollment behind the Scenes

Employee selects Medical choices go into table PWTOENREmployee selects LTD or LTX choices go into table PWTOENREmployee selects Flex Spending choices go into table PWTOENR,

dependents go into table PDRBENE

Employee selects COMPLETE & has the choice toSTART OVER Benefits may be re-enteredFINISH Benefits are locked in;

Employee entered on OE_COMPLETE;* Employee receives email confirmation.

*at this point Administrator can reset the tables if the Employee wants to make changes.

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Banner Open Enrollment Set-up (1)PTRBDCA—Benefits and Deductions RulesExample Healthcare Code: HKP

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Banner Open Enrollment Set-up (2)PTRBDCA Web InformationChange Web Description or Web Information URL if needed:

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Banner Open Enrollment Set-up (3)PTRBDCA Definition of Benefits and Deduction PlansEnter New Rates in PTRBDCA

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Banner Open Enrollment Set-up (4)

Make sure all benefits eligible employees have email usernames in GOREMAL

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Swarthmore Open Enrollment Objects

2 Population Selections: OE_CONTROL Population Selection of benefits eligible employees excluding exceptions OE_EXCEPTIONS Population Selection of benefits eligible employees ineligible to do Open Enrollment

online

3 Tables: PWTOENR --table used for holding Open Enrollment Selections OE_COMPLETE --table used for holding Employee pidms when Selections are complete PLAN_AMOUNTS --holds new healthcare rates and benefit information

2 Views: OE_BENEFITS --a view for displaying previous year’s benefits OE_EMAIL_VIEW --a view that uses PWTOENR and PLAN_AMOUNTS for displaying new benefit choices on web and also for sending confirmation emails

6 Functions: Fs_oe_get_leftover Fs_get_bbc_amt Fs_get_ltdx_premium Fs_get_ltd_salary Fs_get_bbc Fs_oe_email_ftpt

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Swarthmore Open EnrollmentOnce Open Enrollment is completed--before the first Payroll of the New Benefit Year--Scripts are run to populate the following 5 production tables with the new Benefits and Amounts:

PDRBDED Employee Deduction Repeating Base Table PDRDEDN Employee Deduction Repeating Table PERDHIS Employee Deduction History Repeating Table PDRFBAL Employee Flexible Benefits Balance Table NBREARN Employee Default Earnings Code Table

7 Packaged procedures are used for processing Open Enrollment selections:

A script is run to create the table OE_NO_CHANGE – employees who did not change healthcare

OE_HEALTH_FT if new or changed healthcare for full-time ees --add to tables OE_HEALTH_PT if new or changed healthcare for part-time ees --add to tables OE_DIFF_HC if had hc last year but not this year –insert termination records OE_PROCESS_LTDX if new LTD/LTDX –-add to tables OE_DIFF_LTDX if had LTD last year but changed to LTX – insert termination LTD OE_PROCESS_FLEX add flex with new begin and end dates to tables OE_PROCESS_BBC add bbc (leftover spending amounts) to earnings table

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Enhancements for 2006 Administrator’s site

Ability to reset enrollment if employee needed to change selections

Ability to by-pass PIN and password and assist employee with enrollment

Ability to default those that didn’t complete on-line enrollment

E-mail updates targeted only those employees that hadn’t completed enrollment; less annoying for those that had

Processing additions

Added Banner ID and benefit codes to e-mail confirmation making Payroll’s part a bit easier; added name and ID to e-mail subject line

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Administrator’s Site

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Enrollment Reset

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Proxy

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Status Report

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Cultural Change

In previous years, Open Enrollment deadline meant seeing/meeting with approximately 150 - 200 employees completing paper enrollment.

This year, the process changed. We dealt mostly with e-mail and phone calls on deadline day … much less stressful and time consuming.

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A Sampling of Comments from Employees “Wow, the on-line system was incredibly easy. Congratulations to

you all for coming up with it. Thanks.”

“Open enrollment was very quick and easy.  I liked the use of the different colors, it made it easy to understand.  Congrats!!”

“BRAVO...........! Does that make life simple or what? Great move.”

“Just wanted to let you know that I found the on-line enrollment very clear and easy.  I especially appreciated the ability to be able to go back and change options prior to hitting the last button. Thank you!”

“I just want to thank you for designing an online open enrollment process that was so quick and simple to navigate!! You and your team have done a wonderful job.”

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Our Mascot and Motto

Manageable for both ITS and HRIntuitive to the end userLogical code design allows for future modificationsLots of positive feedback from the end-usersIndependent of the SCT OE pieceEase of use, anybody can do it

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Open Enrollment Glee

After Web Open Enrollment

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Questions/Comments/Ideas

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Contact Information

Katie Bourne, kbourne1@swarthmore.edu

Theresa Handley, thandle1@swarthmore.edu

Ed Siegle, esiegle1@swarthmore.edu