It's Not Too Soon to Think About Open–Enrollment
Originally published in Spring 2006

The traditional season for benefits open–enrollment is the fall, so why is the topic springing up now? Spring is the ideal season to implement a web–based HRIS with a self–service open–enrollment feature. It allows time to implement an HR system, become a proficient user, test interfaces, educate employees and ensure all the fields are correctly configured to receive data.

Ninety–five percent of American companies offer open–enrollment for a few short weeks in the fall. It is imperative that the process is efficient for employees, HR and benefit carriers. With a web–based open–enrollment system, employees electronically access and complete forms. The information is captured electronically and sent to the benefit carriers via an interface. Before open–enrollment is rolled–out, the automated process between the HRIS and each carrier needs to be thoroughly tested to ensure it works.

Self–service adds another dimension to the open–enrollment process. Employees have the information and tools they need to analyze their benefit options, complete enrollment and view accounts at any time. For some employees this will be an intuitive process. However, many employees will need to be introduced to self–service and become comfortable with its features before open–enrollment begins.

Testing carrier interfaces and educating employees on self–service will ensure that the open–enrollment process will operate as efficiently as possible. HR needs to make sure information such as dependents and available plans are entered into the system. New rates should be established, updated in the system and tested at least one month before open–enrollment begins.

A technologically savvy open–enrollment system helps HR departments create simplified and efficient means for disseminating, gathering and managing data to and from employees and multiple benefit carriers. With planning and proper timing, your HR department can be ready for the open–enrollment season this fall.

Spectrum, an HRIS industry leader, offers online open–enrollment tool and employee self–service tools in our iVantage^® system. To learn more about iVantage and all of its functionality, call Spectrum at 800.477.3287 or visit www.spectrumhr.com.