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AD HOC OE PROCESS FLOW#

Ad-Hoc events occur when a Benefit Administrator must create an Open Enrollment period for specific employees for reasons other than a life/work event and mass open enrollment. For example, corrections are needed to an employee's current enrollment.

Step 1: Create Open Enrollment Record#

The Benefit Administrator decides that an employee requires an Open Enrollment period be created to make corrections to their existing elections.

The Benefit Administrator would create the Open Enrollment record via the IBOE screen for the event that has an open enrollment type of 'AD HOC'.

The administrator may add additional plans to the employee’s open enrollment by pressing the green plus sign beneath the Enrollment Plans tab in IBOE.

A workflow trigger may be defined to send the employee an email indicating the open enrollment has been created.

For more information on creating the Open Enrollment period, please see Step 2 in the Mass Open Enrollment Process Flow section.

Step 2: Employees Review Their Elections via WEBOEE. #

The screen WEBOEE is a scroll view of the employee’s elections. Using this form the employee may review their benefit election options in the Open Enrollment. The employee may make changes to their current enrollments, elect new coverages, update or remove recipients and upload documentation.

Once the employee has submitted all of the required information, they are able to submit their elections.

Once submitted, a workflow trigger may be defined to send the Benefit Administrator an email notifying them that the elections have been submitted and are ready for validating/processing.

Step 3: View elections by Employee via VBOEE#

At any time during the Open Enrollment period the Benefit Administrator can view the elections by employee via the VBOEE screen.

This screen is a View Only screen and displays a history of Open Enrollments, Events and Uploaded Documents.

Step 4: Review and Approve Elections via IBPOE#

Once the employees have submitted their elections, the Benefit Administrator would then review and approve the employee's benefit elections using IBPOE.

IBPOE is a process screen that allows the Benefit Administrator to

• submit on behalf of the employee
• validate the elections
• cancel the employee’s open enrollment
• approve the employee's open enrollment
• process the elections (create enrollment records in IBEN)
• and if necessary, re-open the open enrollment if changes are required by the employee.

The Open Enrollment Activities By Stage By Role page shows what activities can take place in each stage by each of the roles.

Step 5: Process Open Enrollment#

The Benefit Administrator may process the employees’ elections using either IBPOE or UBPOE.

Step 6: Close Open Enrollment Period#

After the elections have been processed the Benefit Administrator must close the Open Enrollment period via IBOE.

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Notes #

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Step 2: Employees Review Their Elections via WEBOEE. The employee reviews their elections in WEBOEE. Once the employee has submitted all of the required information, they are able to submit their elections. Once submitted, a workflow trigger may be defined to send the Benefit Administrator an email notifying them that the elections have been submitted and are ready for validating/processing. For more information on WEBOEE, please see Step 3 in the Mass Open Enrollment Process Flow section. Step 3: Process Open Enrollment The Benefit Administrator reviews the elections, ensuring the required information has been received. If approvals have been defined for Open Enrollment, the approver would have to approve the open enrollment in IBPOE. Once approved the Benefit Administrator would validate the data and then process the elections via IBPOE. For more information on processing the open enrollment, please see Step 5 in the Mass Open Enrollment Process Flow section. Step 4: Close Open Enrollment Period After the elections have been processed the Benefit Administrator must close the Open Enrollment period via IBOE.