Making Open Enrollment Work For You One University

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Making Open Enrollment Work For YouOne
Universitys 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

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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

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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

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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 VPs
• 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 EEs
  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 Eclss (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.

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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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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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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 Whats Involved

• Benefits Statement
• SCTs bwpkebst became bvpkebst
• Sorted benefits (health, dental, etc)
• Computation for life insurance premiums based on
  age
• Additional info text
• Format changes
• Open Enrollment
• SCTs 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 Contd

• 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 (bvpks)
• Changed descriptions from Miscellaneous to
  Villanova University

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VUs 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_codes 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) gt 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_co
  de 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_co
  de,' ')

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Lessons Learned Advice to Others

• PDPLIFE No!
• Clean up Eclss 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?