| Note |
|---|
Confirm there are no (expired) pending documents from last year by running the Benefit Enrollment - Pending Documents Informer Report. If there are, use DLTR to delete them. |
| Info |
|---|
These tasks are | Info |
|---|
This is meant specifically for Staci to complete during the Open or while setting up a Benefit Enrollment period. |
| Note |
|---|
Note: You will want to do these tasks fairly close together, preferably daily, at the end of the day. The concern with this is if, for example, you run MBEN early in the morning, but then don’t send the communications through PCEX until later in the evening, people may have completed their tasks between the two processes, and may get communications that are no longer accurate |
Here is the
| View file |
|---|
| name | Benefit Enrollment Online Cheatsheet.pdf |
|---|
|
that provides a brief overview of the entire process.Tasks to be completed daily, in this order, include:
| Expand |
|---|
| title | 1. Running MBEN in ColleagueCEPS - Copy Enrollment Period Setup |
|---|
|
In Colleague, go to MBENCEPS In the prompt, enter the current Benefit Enrollment Period (for example: 22OEDEC24JAN) and click OK (or hit Enter)
| Note |
|---|
There are two rules used to maintain employee eligibility. These can be used on BPKD for the Eligibility Rule. See Comments on RLDEfor more information. |
If you just want to run a report to see what would change:If you only want results for employees within a specific department, specify this in the Departments section. If you don’t know the department code, you can type … and hit Enter, or …[part of the department code]… to return results that include that text. For example, …IT… would return AIT, CIT, FIT, etcChange Unsigned Elections and/or Signed Elections to Y, depending on what you want the report to show Make sure the corresponding Communication Code is blank. Click the Sort By drop-down and choose how you would like to sort the results (Employee Name, or Department then Employee Name) Processing Mode to R to run this to confirm if there are any errors first. Enter the year and current 3 letter month abbreviation (for example: JAN) in In Codes Find This Value and enter the next month (for example: FEB) in Replace With This Value. If there are other known verbiage or code changes, enter those respectively. For example, copying January to February would look like this:  Image AddedEnter the dates as needed. Click Save Change the Output Device to H if you want it to go to your screen (or click the dropdown and select a different option, if not), and click Save.Repeat step 5 on the next screen. The report will generate. You may need to click Finish a few times before it displays. You can export the report results .which would look like the following:
 Image Added
If you want to create communications to send later:Change Unsigned Elections and/or Signed Elections to Y, depending on who you want communicated. In the Communication Code corresponding with the Unsigned Elections, enter BEOUS; and/or in the Communication Code corresponding with Signed Elections, enter BEOS. Note: It is very important to make sure that Unsigned/Signed match on this step, or communications will be sent out incorrectly!  Image RemovedNote: On the last day of Open Enrollment, use BEOUST (Unsigned Enrollment Today) instead of BEOUS.
Click the Sort By drop-down and choose how you would like to sort the results (Employee Name, or Department then Employee Name) If you only want results for employees within a specific department, specify this in the Departments section. If you don’t know the department code, you can type … and hit Enter, or …[part of the department code]… to return results that include that text. For example, …IT… would return AIT, CIT, FIT, etc.
Click Save Change the Output Device to H if you want it to go to your screen (or click the dropdown and select a different option, if not), and click Save. Repeat step 6 on the next screen. MBEN will generate the documents pending to be sent (this is completed later with PCEX). You may need to click Finish a few times. See Running the “Benefit Enrollment - Pending Documents” Informer report step below.
|
| Expand |
|---|
| title | 2. Running the “Benefit Enrollment - Pending Documents” Informer report |
|---|
|
Go to the “Benefit Enrollment - Pending Documents” Informer report (requires login) This report lists people who have enrolled in or opted out of benefit options that require further steps to be completed Keep this report open for the next step, using PCEX in Colleague
|
| Expand |
|---|
| title | 3. Sending the communications through PCEX in Colleague |
|---|
|
In Colleague, go to PCEX In the prompt, look up the document for which you’d like to send a communication to the corresponding users. For example: In the “Benefit Enrollment - Pending Documents” Informer report, look at the left column.  Image RemovedThere are three different PCEX documents listed. In the Colleague prompt, you could look up any of those three documents from this report.
Change the Print Date to the date that the document was added to the report. If this is being run daily, chances are this will be yesterday. Change Process Letter Requests to Y. Click Save. There will be additional prompts that will require clicking Save and/or Finish or verifying errors (if any). Repeat these steps for each document, and each date.copy the enrollment period:Follow the steps in If you just want to run a report to see what would change above but change Processing Mode to U. Confirm the Eligibility Rule used on BPKD and that it is correct. Confirm the following texts are correct:
|