HR Open Enrollment

1 Create an Open Enrollment batch.

Select the Open Enrollment palette in HR> Open Enrollment. This will expand the Open Enrollment palette and display the steps of the batch process.
Modify an existing batch or create a new Open Enrollment batch.
- Select a batch number from the drop-down menu at the top of the Open Enrollment palette to select an existing batch.
- Select New from the Open Enrollment batch number drop-down menu to create a new batch. This will open the New Batch window. Click here for information on the New Batch window.
  - Click here for information on processing batches.
  - The Batch Month and Batch Year of the Open Enrollment batch is used for reference only and is not necessarily the fiscal month and year the transactions in the batch will be posted to.
  - Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
  - You can also manually create a new batch by entering a Batch Number and clicking the Save icon .

2 Specify the Open Enrollment settings.

Open the Settings window (HR> Open Enrollment> Settings).
Enter the Open Date and Close Date for the open enrollment batch.
- These dates will determine the open enrollment period. Once the enrollment period begins, any eligible employees associated with one of the enrollment plans selected below will be able to log in to the Open Enrollment online application and begin the enrollment process.
Enter the Effective Date for the batch. This is the date that the deductions/benefits processed in this batch will become active.
- The effective date must be later than the close date specified above. If you attempt to save the Settings window with an effective date that falls on or before the close date, an error message will be displayed.
Specify the appropriate Enrollment Year.
Select the Enrollment Plans that will be enabled during the enrollment period.
- The enrollment plans selected on this step will determine which employees will be eligible for the specified open enrollment period and which deductions/benefits those employees will be able to enroll in.
  - An enrollment plan can only be included in one uncommitted open enrollment batch at a time. If you select an enrollment plan that is already included in another uncommitted open enrollment batch, you will receive an error when you attempt to save.
  - Enrollment plans are created and maintained on the Enrollment Plan Maintenance window (HR> Maintenance> Enrollment Plan). Click here for information on Enrollment Plan Maintenance.
- You must select at least one enrollment plan in order to save the batch settings. Press CTRL+A and SPACE to select or deselect all of the displayed enrollment plans.
Click the Save icon to save the batch settings.

3 Send the open enrollment notifications.

Open the Send Notifications window (HR> Open Enrollment> Send Notifications).
Open enrollment notifications are intended to inform employees that they are eligible for a new open enrollment period.
Select the desired Notification Type for the enrollment notifications.
- Select Email in order to send notification email messages to all of the eligible employees.
  - Click the Notification Template field label to select an email template for the notification. Email templates are general email message templates that use merge fields to pull customer-specific information into the message.
  - Email templates are created and maintained on the Email Template Maintenance window (SS> Maintenance> Email Template). Click here for information on Email Template Maintenance.
  - Online application email addresses are associated with existing employees on the Web User Maintenance window (SS> Web Maintenance> Web User> Application tab). Click here for information on Web User Maintenance.
- Select Letter in order to generate printable form letter notifications for all of the eligible employees.
  - Click the Notification Template field label to select a form letter for the notification. Form letters are Microsoft Word documents that use merge fields to pull customer-specific information into the letter.
  - Forms are created and maintained on the Form Maintenance window (SS> Maintenance> Form). Click here for information on Form Maintenance.
Click the Confirm icon to generate the notifications.

4 Review the employees associated with the selected enrollment plans. This is an optional step.

Open the Review window (HR> Open Enrollment> Review).
The Review window will display all of the employees that are eligible for any of the enrollment plans selected in the Settings step above.
- Employees are eligible for enrollment plan if they are added to the Eligible Employees section of the Enrollment Plan Maintenance window.
Each employee's plan and current enrollment status will be displayed.
- The Status column will display Not Started if the employee has not initiated the enrollment process and their status in all deduction/benefit groups is Not Enrolled.
- The Status column will display In Progress if they have started the enrollment process but the employee's status is not yet Completed or Waived for all of the deduction/benefit groups included in the enrollment plan.
- The Status column will display Completed if the employee's status in all of the included deduction/benefit groups is Completed or Waived.
Click the Expand button next to an employee to display the employee's enrollment progress for each deduction/benefit group.
- The Status column will display Not Enrolled if the employee has not made a selection for the deduction/benefit group.
- The Status column will display In Progress if the employee has made their selections but all required documentation has not been marked as Returned, not all required questions have been answered or the employee has not marked the selection as Finished.
- The Status column will display Completed if the employee has made their selections, all required documentation has been marked as Returned, all required questions have been answered and the employee has marked all of their selections as Finished.
- The Status column will display Waived if the employee has waived coverage for the deduction/benefit group and marked their selection as Finished.
Click the Expand button next to a deduction/benefit group to display the documents and questions associated with that group.
- The Documents section will display all of the documents attached to the selected deduction/benefit group.
  - Check the Returned toggle if the employee has completed and returned the selected document.
  - If the Required toggle is checked, the document must be completed and returned and the Returned toggle must be checked in order for the employee's enrollment status on the selected group to be changed to Completed.
    - Documents are attached to deductions/benefits and marked as required on the HR Deduction/Benefit Maintenance window (HR> Maintenance> Deduction/Benefit> Enrollment Info tab). Click here for information on Deduction/Benefit Maintenance.
- The Question section will display all of the questions attached to the selected deduction/benefit group.
  - The Answered toggle will be checked if the employee answered the question during the enrollment process.
  - Any questions marked as Required must be answered during the enrollment process in order for the employee to proceed.
    - Questions are attached to deductions/benefits and marked as required on the HR Deduction/Benefit Maintenance window (HR> Maintenance> Deduction/Benefit> Enrollment Info tab).
    - Questions are created and maintained on the Question Maintenance window (HR> Maintenance> Question). Click here for information on Question Maintenance.
  - Click the Expand button next to a question to display the employee's answers.
- Click the Save icon after making any changes.

5 Display any warnings. This is an optional step.

Open the Warnings window (HR> Open Enrollment> Warnings).
The Warnings window will display all of the current enrollment statuses that may require your attention. This includes:
- All employees that have not completed the required enrollment steps and are not currently in Complete status.
- All employees that have not returned all required documentation.
- All employees that have not answered all required questions.
- All employees that have waived coverage.
- All employees that have updated their revision step selection on a previously enrolled deduction/benefit.

6 Print the Open Enrollment Proof List.

Open the Proof List window (HR> Open Enrollment> Proof List).
Use the Sort drop-down menu to specify how the report will be displayed.
The report will display the Employee Number, Name, Plan, Group, Deduction/Benefit, Step, Description and enrollment status.

Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs). Click here for information on the Jobs Viewer window.
- Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
- Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
- Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
- Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). Click here for information on the View Reports window.

7 Export the open enrollment data. This is an optional step.

Open the Export window (HR> Open Enrollment> Export).
Click the Export icon to export the open enrollment data.
The exported data will open in a Microsoft Excel spreadsheet. The spreadsheet will include a separate tab for each deduction included in the batch.
- Each tab will include a single row for each question attached to the deduction. The first column of that row will display the question code. The second column of that row will display the question itself.
- Each tab will also include a single row for every answer provided by every employee to each question attached to the deduction. The first column will display the question code. The second, third, fourth and fifth columns will display the employee's first name, last name, employee number and Social Security Number respectively. The sixth column will display the employee's answer to the question.
- If an employee selected multiple answers to a question, each answer will occupy a different row.

8 Commit the Open Enrollment batch.

Open the Commit window (HR> Open Enrollment> Commit).
Enter an existing Deductions Batch number to commit the open enrollment records to or click the field label to select a bulk deductions batch from a list. Click here for information on processing Bulk Deductions.
Click Confirm icon to commit the batch.

HR> Open Enrollment

Open Enrollment