Open Enrollment Daily Tasks

Tasks to be completed daily include:

1. Running MBEN in Colleague

2. Running the “Pending Benefit Enrollment Emails” Informer report

3. Sending the communications through PCEX in Colleague

Instructions are below.

Running MBEN in Colleague

1. In Colleague, go to MBEN

2. In the prompt, enter 22OEDEC and click OK (or hit Enter)

If you just want to run a report:

1. Change Unsigned Elections and/or Signed Elections to Y, depending on what you want the report to show

2. Click the Sort By drop-down and choose how you would like to sort the results (Employee Name, or Department then Employee Name)

3. 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.

4. Click Save

5. Change the first option (I forgot what it is) to H, and click Save.

6. Repeat step 5 on the next screen.

7. The report will generate. You may need to click Finish a few times before it displays.

8. You can export the report results.

If you want to create communications to send later:

1. Change Unsigned Elections and/or Signed Elections to Y, depending on what you want the report to show

2. 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!

     

3. Click the Sort By drop-down and choose how you would like to sort the results (Employee Name, or Department then Employee Name)

4. 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.

5. Click Save

6. Change the first option (I forgot what it is) to H, and click Save.

7. Repeat step 5 on the next screen.

8. The report will generate (? yes?) and the communications will compile, but not send yet (this is completed later with PCEX). You may need to click Finish a few times.

9. You can export the report results. (? Yes?)

Running the “Pending Benefit Enrollment Emails” Informer report

1. Go to the “Pending Benefit Enrollment Emails” Informer report (requires login)

2. This report lists people who have enrolled in or opted out of benefit options that require further steps to be completed

3. Keep this report open for the next step, using PCEX in Colleague

Sending the communications through PCEX in Colleague

1. In Colleague, go to PCEX

2. In the prompt, look up the document for which you’d like to send a communication to the corresponding users.

   • For example: In the “Pending Benefit Enrollment Emails” 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.

   • Or, you could look up the communications created earlier in MBEN, such as BEOUS or BEOS.

3. Change the Print Date to the date that the user was added to the report. If this is being run daily, chances are this will be yesterday (Mondays may throw this off).

4. Change Process Letter Requests to Y.

5. Click Save.

6. (I forgot what happens after this. Click Finish a lot?)

7. Repeat these steps for each document, and each date.