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Automating Onboarding and Open
EnrollmentRyan Oftedahl, MISBenefits Technology Manager
TODAY’S AGENDA
Opening Remarks
Marketplace Trends
Paper Forms and Manual Entry
Benefit Administration Systems
Employee Navigator Demo
Recap
Closing Remarks
MARKETPLACE TRENDS
MARKETPLACE TRENDS – SIERRA CEDAR REPORT RESULTS
https://www.sierra-cedar.com/research/annual-survey/
MARKETPLACE TRENDS – SIERRA CEDAR REPORT RESULTS
https://www.sierra-cedar.com/research/annual-survey/
Terms to KnowESS: Employee Self ServiceHelp Desk: Can also include independent call center support
PAPER FORMS AND MANUAL ENTRY
– DEFINING THE PROBLEM
PAPER FORMS AND MANUAL ENTRY – DOCUMENTING THE STEPS
New Hire / Open Enrollment
• Mailing of Forms
• Employee Must Re-Enter All Their Information Already Collected by the Employer (Name, DOB, SSN, etc.)
• Employee Misunderstands Plan Rules and Benefit Choices
• HR Must Decipher Employee Handwriting
• Payroll Deductions Need to be Calculated and Checked for Accuracy
• Benefit Elections Need to be Keyed Into Each Carrier
Retu
rns
Pap
erwo
rkList Bill for Reconciliation
New Hire, Open Enrollment or Life Event Dental Enrollment
PAPER FORMS AND MANUAL ENTRY – MAPPING THE PROCESS
MedicalCarrier
Non-Medical Carrier #1Ex. Basic Life
New Employee
Human Resources• Keys data to each
provider• Manually reconciles
systems
DentalCarrier
VisionCarrier
HR
En
ters
El
ecti
on
s List Bill fo
r R
econ
ciliation
Non-Medical Carrier #2Ex. Short / Long Term
Disability
HR
En
ters
El
ecti
on
s List Bill fo
r R
econ
ciliation
PayrollSystem
Manually Enter Deductions from Enrollment Forms
Manually Keys Employee Demographic Information
Visualization of Manual Entry
Manual Tasks Initiated by HR
Manual Work To Be Completed by HR
Diagram Key
HR
Mai
ls
Enro
llmen
t P
aper
wo
rk
*Starts Here
BENEFIT ADMINISTRATION SYSTEMS
– LEVERAGING TECHNOLOGY
Medical/Dental/Vision CarriersCOBRA, HSA ProvidersHR Manually
Enters or Imports New
Employee Data
Payroll
Benefit Administration
System
Employee Demographics
EDI or API File Feed
Deduction Fileor Report
Call CenterOr
Self Service
BENEFIT ADMINISTRATION SYSTEMS – MAPPING THE NEW PROCESS
EDI: Electronic Data InterchangeAPI: Application Programming InterfaceSelf-Admin Bill: System generated report that rolls up benefit elections to eliminate individual reconciliation
Self Admin Bill Report
Voluntary Benefit Carriers(Voluntary Life, Short / Long
Term Disability)
I-9, Federal and State Withholding Elections,
EEOC, Emergency Contacts
Onboarding Module
Call CenterOr
Self Service
Open Enrollment, New Hire, and Life Event
Elections
Online Enrollment Module
Visualization of Benefit Administration Automation
Manual Tasks Initiated by HR
Tasks Automated by the System
Diagram Key
Tasks Made Easier by the System and Could Also be Automated
*Starts Here
Ben Admin Terms
BENEFIT ADMINISTRATION SYSTEMS – DEFINING BEN ADMIN
What is a Benefit Administration (“Ben Admin”) System?• Typically Offers Onboarding• Paperless Online Enrollment• Digital Processing of Adds,
Terms, and Changes• How does a Ben Admin
system help me?• Reduces Redundancy• Increases Efficiencies• Provides Data Accuracy and
Integrity• Allows Employees to Self-
Serve• Improves Employee
Satisfaction
BENEFIT ADMINISTRATION SYSTEMS – TYPES OF SYSTEMS
Enrollment Platforms (Not Really True Ben Admin) - $
• Usually run by non-medical carriers and third parties to get initial enrollments
Pros Cons
Very cheap, if not freeYou usually get what you pay for
Providing Ben Admin is not the company’s primary focus / revenue generation
Product is very limited on the options outside of the core offering / Only offered for Open Enrollments
Service teams are stretched as there is no revenue to support adequate customer service
Limited functionality on EDI file feeds / life event capability
BENEFIT ADMINISTRATION SYSTEMS – TYPES OF SYSTEMS
Benefit “Point” Solutions - $ $
• Independent software companies that created Ben Admin systems to handle benefits
Pros Cons
Competitively priced
New Ben Admin companies open every day, hard to discern the best solutions in the marketplace
Very flexible to accommodate unique plan rules and policies
High system customization can require more technical aptitude with the HR team
Integrates with other systems and overall agnostic (not tied to a specific carrier)
While EDI file feeds are standard, payroll connectivity is not and may be manual or difficult
BENEFIT ADMINISTRATION SYSTEMS – TYPES OF SYSTEMS
Enterprise Systems - $ $ $
• Payroll companies that offer Ben Admin and other types of modules
Pros Cons
Fully integrated, benefit deductions from the Ben Admin module flow into payroll
Ben Admin is not the primary company’s primary revenue generation which results in less capability / customization of benefit plans and policies
Customer service on the Ben Admin can be challenging
Cost is comparable to stand alone Ben Admin, limited savings from aggregating for what you receive
BENEFIT ADMINISTRATION SYSTEMS – CHOOSING A SYSTEM
Size
Budget
Capabilities
Connectivity
Current Payroll Provider
Customer Service Needs
Demographic Distribution
Brand
Industry
Look and Feel
BENEFIT ADMINISTRATION SYSTEMS – CHOOSING A SYSTEM – 7 STEPS
Review and Understand Current
Processes Develop Specific System
Requirements you Need
Evaluate Multiple Vendors
Do Initial System Demonstrations
Review Contracts with your Legal
Counsel
Make a Decision
Request In-Depth Demonstrations on
Specific Functionality
30 – 180+ days
BENEFIT ADMINISTRATION SYSTEMS – CHOOSING A SYSTEM
Third Party Help – Consulting - $
• Independent companies that have recruited individuals with experience with different Ben Admin systems
• Can incorporate technology needs against specific Ben Admin strengths and weaknesses to identify the best solution
C&B Clients Can Access:
1-4 Weeks 1-6 Weeks 1–3 Weeks 1 Week Perpetual
12-26 Weeks
After Enrollment
BENEFIT ADMINISTRATION SYSTEMS – IMPLEMENTATION TIMELINE
Gathering Plan
Information
• Sold Quotes
• Documents
• Rates
• Plan Setup Workbook
System Configuration
• Payroll Deduction Setup
• Class Build Out
• Benefit Eligibility Rules
Census and Election Data
• Receive Data from Payroll and Carriers
• Scrub the Data
• Reformat the Data
• Upload the Data
Test, Test, Test
• Review Census Data
• Rate Calculations
• Eligibility Rule Enforcement
• Create Demo Employees and Run through the System
Client Support
• HR Training and Support
• New Hires
• Terminations
• Life Events
Feeds
(EDI/API)
• Gathering Layouts
• Communicating Errors
• Ongoing Maintenance
Weekly Meetings, Full Process Review, All Hands on Desk Automation Gains Begin
Disparity of Length Due to Complexity of Different Ben Admin Systems
EMPLOYEE NAVIGATOR DEMO
RECAP
AUTOMATING ONBOARDING AND OPEN ENROLLMENT
PAPER PROCESSING: BEN ADMIN:BEN ADMIN SELECTION:
IMPLEMENTATION: RESOURCES:
Time ConsumingEmployee Self-Service
Review Current Processes
Gather Policies Broker
Prone To Human Errors
Reduces Redundancy
Develop System Requirements
SystemConfiguration
Third PartyConsultants
Manual Reconciliation
Increases AccuracyEvaluate Multiple Vendors
Load the Data
Simplifies BillingSee Demonstrations of the Systems
Test, Test, Test
ImprovesEmployee Satisfaction
Review the ContractsAsk for a Dedicated Ongoing Resource
Do Additional Demonstrations on Specific Capabilities you Need
Stay on Top of Feeds
Make an Informed Decision
Never Stop Learning
REACH OUT WITH ANY QUESTIONS
RYAN OFTEDAHLBenefits Technology Manager, Employee Benefits
563-587-5415
www.cottinghambutler.com
