Open Enrollment Daily Tasks
- Ethan Penrose
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.
These tasks are meant specifically for Staci to complete during the Open Benefit Enrollment period.
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.
Tasks to be completed daily, in this order, include:
In Colleague, go to MBEN
In the prompt, enter the current Benefit Enrollment Period (for example: 22OEDEC) and click OK (or hit Enter)
If you just want to run a report:
Change 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)
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 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.
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!
Note: 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.
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.
There 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.
