swarthmore college open enrollment our way november 21 2006
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Swarthmore College Open Enrollment Our Way November 21, 2006

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Swarthmore College Open Enrollment Our Way November 21, 2006. Presented by: Katie Bourne, ITS Theresa Handley, HR Ed Siegle, ITS. Open Enrollment Drudgery. Before Web Open Enrollment. The Planning Began. February 2005 Visit with our colleagues at Lehigh University

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swarthmore college open enrollment our way november 21 2006

Swarthmore College Open Enrollment Our WayNovember 21, 2006

Presented by:

Katie Bourne, ITS

Theresa Handley, HR

Ed Siegle, ITS

open enrollment drudgery
Open Enrollment Drudgery
  • Before Web Open Enrollment
the planning began
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?
a new direction
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!
open enrollment process
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
e mail confirmation of choices
E-mail Confirmation of Choices

Open Enrollment Selections for Swat Employee 0007286 as of October 12, 2006

Benefit year November 1, 2006 through October 31, 2007

You have .00 per paycheck remaining benefit bank credit

Please contact Theresa Handley at [email protected] or at x8652 if the above confirmation is incorrect.

  • 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
on line participation
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
swarthmore open enrollment behind the scenes

Swarthmore Open Enrollment behind the Scenes

Employee selects Medical choices go into table PWTOENR

Employee selects LTD or LTX choices go into table PWTOENR

Employee selects Flex Spending choices go into table PWTOENR,

dependents go into table PDRBENE

Employee selects COMPLETE & has the choice to

START OVER  Benefits may be re-entered

FINISH 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.

banner open enrollment set up 1 ptrbdca benefits and deductions rules example healthcare code hkp
Banner Open Enrollment Set-up (1)PTRBDCA—Benefits and Deductions RulesExample Healthcare Code: HKP
Banner Open Enrollment Set-up (2)PTRBDCA Web InformationChange Web Description or Web Information URL if needed:
Banner Open Enrollment Set-up (3)PTRBDCA Definition of Benefits and Deduction PlansEnter New Rates in PTRBDCA
banner open enrollment set up 4
Banner Open Enrollment Set-up (4)
  • Make sure all benefits eligible employees have email usernames in GOREMAL
swarthmore open enrollment objects
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


  • 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
swarthmore open enrollment
Swarthmore Open Enrollment

Once 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


  • 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
enhancements for 2006
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
cultural change
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.
a sampling of comments from employees
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.”
our mascot and motto
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

open enrollment glee
Open Enrollment Glee
  • After Web Open Enrollment