Getting Ready For Benefits Open Enrollment

Benefit Coordinators/ESS Resident Experts Elluminate Sessions

November 2008

AGENDA• Benefits Open Enrollment Timeline

– System Requirements• Browsers and Popup Blockers

– Benefits Plan Transition – Communication Strategy for Benefits Open

Enrollment– Suggested Onsite Support Model– What Can You Do NOW To Prepare for Benefits

Open Enrollment? Live Demonstration in SAP– Benefits Open Enrollment Hot Line

OPEN ENROLLMENT PERIOD

OPEN ENROLLMENT BROWSER REQUIREMENTS

• Windows Browser:  IE 6.0 SP1 or greater, IE 7.0 SP0 or greater

• Macintosh Browser: Firefox 2.0.0.7(other versions of Firefox will not work)

For detailed information on BRITE system requirements, log on to the BRITE website’s System Requirements page at

http://www.broward.k12.fl.us/erp/brite/support/updates/

  

OPEN ENROLLMENT Popup Blockers

For PCs:

1. In Internet Explorer choose Tools > Pop-up Blocker > Pop-up Blocker Settings.

2. In the field “Address of Web site to allow” type broward.k12.fl.us and then click “Add.” It should add the site in the “Allowed sites” list below.

3. Close the Settings box by clicking the “Close” button and you are finished.

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OPEN ENROLLMENT Popup BlockersFor MACS

• In Firefox choose Firefox > Preferences.

• Click the “Exceptions” button from the “Content” menu.

• In the field “Address of web site” type broward.k12.fl.us and then click the “Allow” button. This will add this site to the “allowed” list.

• Select the “close” button to exit this window.

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BENEFITS PLAN TRANSITION 2009 OPEN ENROLLMENT

If you are enrolled in any of the medical plans listed below, your medical plan coverage, including any dependents will be automatically transitioned into the comparable Vista Plan:

FROM TO

Humana Low HMO Vista Low HMO

Humana High HMO Vista High HMO

Humana Consumer Driven Plan Vista Consumer Driven Plan

Humana High PPO Vista High PPO

If you are currently enrolled in a Vista medical plan, including Kids Plans, your enrollment will remain the same.

Your dental, vision, life, disability and flexible spending account plan benefits will remain the same.

If you are not making any changes to your benefits, you do not need to log on to Employee Self Service (ESS).

If you are making any changes to your benefits, you must log on to ESS.

SUGGESTED Onsite Support Model•Provide Benefits Open Enrollment Lab at each location

•Use Media Center or Computer Lab

•ESS Resident Expert and Benefits Coordinator to Monitor

•Employees would sign up to visit lab at designated times

•Employees would be responsible for their own data entry, thus ensuring security of data

•The Benefits Coordinator and/or ESS Resident Expert would be solely responsible for onsite support

•If the Benefits Coordinator and/or ESS Resident Expert can not resolve the issue, then it would be escalated to the Benefits Hot Line

•This would eliminate multiple calls on the same issues being reported

How will the average employee be informed?

• 10/24/08 & 10/31/08: Paystub attachment detailing how to access ESS in preparation for Open Enrollment

• 10/30/08: CAB Alert announcing Open Enrollment dates

• 11/14/08 & 11/21/08: Paystub attachment detailing Benefits Plan Transition

• 11/17-11/20/08: Open Enrollment materials delivered to each employee

• 11/24/08: CAB Alert announcing Open Enrollment period starts today

• 12/1/08: CAB Alert reminding employees that Open Enrollment period ends on 12/5/08

How will the District be informed?

The Organization Change Management (OCM) team has created the following communications

• Accessing ESS videos on homepage of ERP website – available now

• Benefits FAQs on both the ERP and Benefits website – available now

• Videos on how to: - available soon!– View the benefit plan in which you are currently enrolled– Update family member (s) and dependent data– Update life insurance beneficiaries– Access Benefits Open Enrollment during the District’s Open Enrollment period

November 24-December 5, 2008

How will the District be informed? cont’d

The Organization Change Management (OCM) team will communicate to the district as follows:

• Now – 12/5/08: Communicate via CAB Alerts, Benefits CAB Conference, ESS News, ESS Resident Experts, TLC and BRITE CAB conferences

• Now – November 08: Trainers Networking Sessions with I-Zones

• 10/29-10/30/08: Attend October Principal level meetings (HS, MS, ES, and Centers)

• 11/3/08-11/12/08: Elluminate sessions for both the Benefits Coordinators and ESS Resident Experts

• 11/13/08: Meeting with year-round school Benefits Coordinators on burgundy track

• 11/17-11/20/08: Benefits Open Enrollment manuals delivered to every location

• 11/20/08: Presentation in SAP at the Benefits Coordinators’ Workshop

• 11/24-12/5/08: Open Enrollment Hotline for end-user questions - 754.321.3230

What Can You Do NOW To Prepare for Benefits Open Enrollment?

Live Demonstration in SAP

Log on to Employee Self-Service

Welcome Betty BRITE

Access Benefits Module

Select “Participation Overview” Link

11/24/08 -12/5/08

View and Print “Participation Overview” Screen

Employees should print this screen for reference by clicking on Print Confirmation Form—All Plans

Then select “Print” from the File menu.

Click on each plan separately to view your Participation Details for that plan

Then click on Show Participation Details to view the plan details

Adding Family Members/Dependents and

Beneficiaries

NOTE:

Step 1: Add family member

Step 2: Add the family member as a beneficiary

These steps must be completed if you intend to add family coverage during Open Enrollment period or *if you would like to add or change any beneficiaries (*this can be done at any time).

Adding Family Member/Dependents and

Beneficiaries

Dependent and Beneficiary information must be added prior to completing the Open Enrollment section.

DEPENDENT TIP: Employees MUST enter the social security number (s), birth date(s) and address(s) for each

dependent before selecting benefit plans.

 

Updating Family Member/Dependents and Beneficiaries

Enter required information

Click the Review to Save button

Repeat these steps for each Family Member/Dependent (s)

Benefits Open Enrollment Hotline

754.321.3230

Select 1: Vista Plan Questions

Select 2: Benefits Department

Select 3: BRITE Support Center

Visit the BRITE Website for Project Updates

Benefits Open Enrollment- Part 2 – Demonstration of

Open EnrollmentNovember 20, 2008

Benefit Coordinators’ Luncheon

“Open Enrollment” Live Demonstration in SAP

Open Enrollment materials shipped

to locations November 17-20,

2008

11/24/08-12/05/08

12/05/0811/24/08-