Wiki: LIFE AND WORK EVENT OE PROCESS FLOW

The following is an overview of the Life and/or Work Event Open Enrollment process.

An employee must identify when there has been a life and/or work event that affects their benefit plans.

If an employee records a life or work event during an Open Enrollment period, it will be up to the Benefit Administrator to review the situation and determine which Open Enrollment period the employee should be making their elections in. The dates of the Open Enrollment period may need to be adjusted accordingly.

Step 1 - Life or Work Event is Recorded#

An employee records a life or work event via the WEBEV screen.

'Event Descriptions', not 'Event Types' are listed in alphabetical order for the employee to review and select the event that best describes their situation. If a URL was provided, the link will be available to the employee.

If the employee wishes to create an event, they would click on the appropriate event and then press “I want to create this event”. A dialog appears requesting when the event took place and provides the employee with an option of adding comments

If no proof of the event is required, the initial status is set to “Submitted”. If proof is requested, the status is set to “Pending Proof”. When the Benefit Administrator has reviewed the information, they may change the status to “Pending Info” or “Processed”. The status of the event will be changed to “Processed” once the Open Enrollment itself has been processed.

The employee can see a history of the events they have recorded via the Life And Work Event History tab.

Step 2 - Record or Maintain Life / Work Events in IBEV #

IBEV provides a listing of all life and work events for all of the employees.

New life or work events can be created here on behalf of the employee if necessary.

If the Benefit Administrator is waiting for proof of the event, they may come in here to change the status of the event from ‘Submitted’ to ‘Pending Proof’. Once proof has been received, they would check the Proof Received toggle and then change the status to ‘Processed’. This status has no bearing on the open enrollment status or the elections.

Step 3 - Create Open Enrollment Record#

If proof is not required for the event, and if the Allow Auto Open Enrollment toggle in IBET is checked ON, then an Open Enrollment period is automatically created for the employee.

If proof is not required and the Allow Auto Open Enroll is not checked ON, then an OE period will not be automatically created.

If proof is required for the event, when the event is created in WEBEV / IBEV a message will be displayed stating proof is required. The event will still be recorded; however the Open Enrollment period will not be created even if Allow Auto Open Enroll is checked ON.

It is up to the Benefit Administrator to check the Proof Received toggle in IBEV once the proof has been received. Once this has been checked ON, the Create Open Enrollment button will be available to create the OE period for the employee.

If an employee records an event that took place in the past beyond the event’s number of days open, then a warning message is displayed to the employee. The event will still be recorded, however the OE period will not be. It is up to the discretion of the Benefit Administrator to manually create the OE period.

When the OE period is automatically created for a life / work event, the period is determined by adding the number of days open defined in IBET to the event date.

If no days have been specified in the Days Open field in IBET, then no date validation is performed.

Workflow actions may be defined to notify the Benefit Administrator when events are recorded and when proof is submitted. A workflow action may also be defined to notify employees when an Open Enrollment period is created.

Step 4: Employees review their elections via WEBOEE. #

The employee would then review their elections in WEBOEE.

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.

A workflow trigger may be defined to notify the Benefit Administrator that elections have been submitted and are ready for validating/processing.

For more information on WEBOEE, please see "Step 3 - Employees Review Their Elections" in Mass Open Enrollment Process Flow

Step 5: Review and Approve Elections via IBPOE#

Once the employees have submitted their elections, the Benefit Administrator would then review, ensuring the required information has been received 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.

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 - Employees Review Their Elections" in Mass Open Enrollment Process Flow.

Step 6: Close Open Enrollment Period After the elections have been processed, the Benefit Administrator must close the Open Enrollment period via IBOE.

HR Changes Creating Open Enrollments HR changes entered in the system may trigger a Life or Work event and an Open Enrollment to be automatically created, based on workflow triggers. For example, a new hire is entered in IEQH or someone gets married and the Married Date is entered in IEPI. These types of changes will create the event but the Open Enrollment period will only be created if the Allow Auto Open Enrollment toggle is checked ON for their event types in IBET and there is a workflow action and usercalc defined. For further information on how one could set up a workflow to do this, please see the Workflow Starter Kit.

Notes #

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