1. PA BUG | Making Open Enrollment Work For You | November 21, 2006 Making Open Enrollment Work For You One Universitys Approach to Implementing Online Open Enrollment Presented by: Jodi Kaelin, Jim Kane Villanova University

2. PA BUG | Making Open Enrollment Work For You | November 21, 2006 2 Where We Were Paper intensive process Manual entry to banner of all plan/payroll benefit deduction changes Significant initial mailing to every employee Change requests sent to HR and manually entered Separate benefit statement process – required several days to generate, package and deliver

3. PA BUG | Making Open Enrollment Work For You | November 21, 2006 3 Where We Ended Up Online process for; Employee Benefit Statements Open Enrollment for Medical Dental Life Insurance 403(b) contributions (future) Total Compensation Statement 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

4. PA BUG | Making Open Enrollment Work For You | November 21, 2006 4 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

5. PA BUG | Making Open Enrollment Work For You | November 21, 2006 5 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

6. PA BUG | Making Open Enrollment Work For You | November 21, 2006 6 Open Enrollment as Delivered – Too Many Choices!

7. PA BUG | Making Open Enrollment Work For You | November 21, 2006 7 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)

8. PA BUG | Making Open Enrollment Work For You | November 21, 2006 8 Crosswalk Table - PVVEBCT Entered into Banner Include parameters to account for differences in # of pays, plans available, etc.

9. PA BUG | Making Open Enrollment Work For You | November 21, 2006 9 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 (Modified Form) Crosswalk table

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13. PA BUG | Making Open Enrollment Work For You | November 21, 2006 13 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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22. PA BUG | Making Open Enrollment Work For You | November 21, 2006 22 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

23. PA BUG | Making Open Enrollment Work For You | November 21, 2006 23 Summary Summarize the key points you want your audience to remember

24. PA BUG | Making Open Enrollment Work For You | November 21, 2006 24 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 bvpkdupd became bvpkdupd Added logic for life insurance coverage selection and computation of premiums based upon age and coverage amount desired 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

25. PA BUG | Making Open Enrollment Work For You | November 21, 2006 25 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

26. PA BUG | Making Open Enrollment Work For You | November 21, 2006 26 Lessons Learned 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

27. PA BUG | Making Open Enrollment Work For You | November 21, 2006 27 Next Steps PPACMNT – Create Comment Code to identify primary care physican Able to report on code and transmit electronically to vendors Re-tune information text and instructions Clean up dependent information Include 403(b) and FSA in open enrollment module

28. PA BUG | Making Open Enrollment Work For You | November 21, 2006 28 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