Implementing a new beneﬁts administration system can help highlight your organization’s beneﬁts package while increasing efficiency and accuracy with the enrollment process. An upcoming system implementation is a great opportunity to review and refresh how you deliver and communicate your beneﬁts program.
Preparing for your implementation project up front can help ensure a successful deployment that meets your company’s main goals and objectives. We’ve identiﬁed some tips to put you on a path toward a successful launch.
KEEP YOUR END GOALS AND PRIORITIES IN MIND.
Deﬁne what your ideal process and workﬂows might look like. You may want to consider administrative processes related to life events, COBRA enrollment, and capturing beneﬁciaries. Then work with your vendor to build a plan that helps you get to your desired end result.
IDENTIFY THE PROJECT TIMELINE.
Your vendor should be able to provide you with or collaborate on an implementation project timeline. Consider the timeline’s relation to any critical beneﬁt events like open enrollment. The project plan should also include clarity around critical milestones or dependencies within the project.
IDENTIFY A PROJECT CHAMPION, AND BACK-UP.
An implementation project can last weeks or even months depending on the complexity of the program and system being launched. Determine who from your organization will act as the project champion to make sure the project keeps forward momentum. Having a back-up champion can also help if the project is anticipated to last many weeks or months.
ENGAGE A SUBJECT MATTER EXPERT TO HELP DEFINE REQUIREMENTS.
For example, have your beneﬁts manager be a part of the plan design discussions or include payroll team when it comes to contributions and pay cycles.
CONSIDER HOW YOU’LL COMMUNICATE THE SYSTEM LAUNCH TO EMPLOYEES.
There are many ways to communicate the change in platform to your employees. Your dedicated MMA service team can assist with a communication strategy. Prior to implementation is also a good time to review any employee facing communication materials that are due for a refresh.
AUDIT AND RECONCILE EMPLOYEE INFORMATION, INCLUDING DEPENDENTS.
Accurate and complete employee demographic and enrollment data is critical for a successful implementation. In addition to the employee data points, your MMA Team will help you collect some of the following information up front:
- Carrier and EDI contact information
- Group structure and beneﬁt plan rules
- Carrier billing parameters
- Plan documents and summarie
With thoughtful preparation, a successful launch is achievable. MMA’s Technology Advisors are here to help you make smarter HR technology decisions to impact your long term business goals.