Transcript Graduate Student Fellowship Benefits

Graduate Student
Benefits Project
Improving the Business Processes
for GradCare Enrollment &
Administration
Project Background
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In 2003, a project team was charged with
conducting a review of the GradCare
processes (departmental, central office,
etc.).
The 2003 project team was sponsored by
the Provost’s Office and the Rackham
Graduate School in response to issues
identified by Schools & Colleges.
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Project Background,
Continued
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In 2004, former Rackham Dean Earl Lewis formed
the GradCare Policy Review Committee in response
to the 2003 review project.
Also in 2004, former Provost Paul Courant created a
small administrative working group to design a way
to achieve the GradCare Policy Review Committee’s
recommendations.
Focus groups, led by Marilyn Knepp, were held to
gather input regarding the recommendations from
department representatives.
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Project Background,
Continued
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The current Graduate Student Benefit
Project is sponsored by Rackham Dean
Janet Weiss, with a special consultant from
the Provost’s Office.
The implementation phase of the project
began in June, 2006.
Project advisors include representatives
from Rackham, Schools & Colleges, and
central offices.
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Project Team
Shelly Martinez, Rackham Graduate School, Project Advisor
Bonnie Chapin, Benefits Transaction Team, Co-Chair
Janine Hartman, MAIS HRMS-Benefits CPU, Co-Chair
Ann Tuttle, MAIS HRMS CPU
Brian Robson, MAIS SA CPU
Karen Baer, Benefits
Stephanie Yohn, Benefits Transaction Team
Janet Gilson, HRAA
Ethel Thoms, Rackham Graduate School
Mike Fulkerson, M-CARE
Marie Knoedler, M-CARE
Deb Erskine, LSA
Karen Liska, EECS
Paula Trail, LSA
Liz Fisher, EECS
Pam Cupitt, Medical School
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Additional Reasons for
Change
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The delivery of multiple job
functionality allows for more
automated processing than what was
previously available in the HR and
Benefit processes.
The current process of enrolling
students in GradCare will no longer be
available due to the sale of M-CARE.
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Project Objectives
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Allow for the seamless and timely transition
of coverage as students move between
employee and student statuses.
Align benefits across varying benefit-eligible
graduate employee and student statuses.
Clarify and simplify enrollment in GradCare
for all graduate students eligible for
benefits.
Provide better customer service.
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Project Objectives,
Continued
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Reduce the number of graduate
students without insurance coverage.
Reduce the administrative cost of
processing changes in insurance status
by managing multiple transactions.
Develop shared knowledge about
graduate student benefits issues
across multiple units.
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Impacted Students
As Benefit-Eligible Employees
 GEO (GSI, GSSA)
 GSRA
As Benefit-Eligible Students
 Fellowship Recipients
 Medical School Students
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Project Timeline
Phase
Sep06 Oct06 Nov06 Dec06 Jan07 Feb07 Mar07 Apr07 May07 Jun07 Jul07 Aug07 Sep07 Oct07 Nov07 Dec07
Fit-Gap
Design
Development
System Test
User Test
Pilot Training
Pilot Deployment
Training
Full Deployment
Review
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Process Improvement
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The availability of multiple job functionality within
the HR and Benefit processes allows for more
automated processing of student benefits than
what was previously available.
Students will no longer have to wait for employee
coverage to terminate for their benefit enrollment
to be completed.
Departments will no longer need to manage life
events for students (i.e., marriage, new children,
divorce, etc.).
eBenefits will be available for new benefit-eligible
students to use for enrolling in medical insurance.
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Process Improvements,
Continued
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The ‘auto-waiver process’ is automated for
benefit-eligible Fellowship students subject
to mandatory International Student Health
Insurance (Chickering).
Alleviates the labor intensive subsidy and
proof of other coverage processes for the
Medical School.
M-Pathways will automatically manage
multiple benefit-eligible appointments and
awards.
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Background Information
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No changes to current appointment process for
GEO and GSRA employees eligible for benefits.
Some Fellowship awards provide GradCare medical
insurance to students. Currently enrollment is sent
directly to M-CARE.
Eligibility for benefits is determined by Fellowship
award.
The new process for loading the data needed to
provide medical coverage applies to benefit-eligible
Fellowship and Medical School students.
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Submitting Benefit Eligibility for
Fellowship & Medical School Students
Dept. determines
benefit eligibility
based on
Fellowship award
Dept. completes
load spreadsheet
Dept. loads data to
M-Pathways using
File Attach
process
E-Mail sent immediately
w/ load results
(successes & error
detail)
The student has 30 days from the date the e-mail notification is sent or the event
date, whichever is later, to make their eBenefits elections. Students (and their
departments) are sent reminder e-mails.
That night, M-Pathways processes
information, opens eBenefits for elections
The next day, BTT reviews
event and eBenefits
notification e-mail is sent to
student
E-Mail confirmation
statement is sent to
student immediately
Next available Monday,
enrollment sent to
insurance company
Cards are produced and
sent 24 to 48 hours after
enrollment is processed
by insurance company
Yes
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The next day, a Benefits
Book is mailed to the
student’s current address
Student makes
election w/in 30 day
election period?
No
Student defaults to
no coverage
The next day a paper
confirmation statement is
mailed to student’s
current address
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Benefit Eligibility Load
Process
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Similar to Student Financial Aid Award load
process.
Minimal amount of data needed.
Multiple actions are allowed on the same
spreadsheet.
Edits and messages are included to aid in
completing spreadsheet.
Load process automatically calculates values
needed to provide benefits.
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Benefit Eligibility Load
Spreadsheet Features
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Complete a maximum number of 8 fields per
student.
Last name and emplid are used to validate that
data being loaded is for the correct student.
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Benefit Eligibility Load Spreadsheet
Features, Continued
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Scroll over column heading to review
heading definition and data allowed in the
field.
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Benefit Eligibility Load Spreadsheet
Features, Continued
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Click on drop down to choose an action value.
Next slide shows a variety of the front-end edit
messages, which helps prevent receiving load
errors.
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Benefit Eligibility Load
Information
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HR uses Empl Records to determine benefit
eligibility.
Empl Records 200 – 210 in Administer Workforce
are used to store Fellowship and Medical School
student eligibility data.
Benefits are associated with the departments
determining eligibility. Departments will use their
own deptid when completing the Load Spreadsheet.
Online ad hoc reporting to review eligibility
information loaded and benefit enrollment will be
available.
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Benefit Information
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Benefit-eligible Fellowship and Medical
School students can enroll in medical
insurance within 30 days of receiving the
eBenefits e-mail notification.
Students enrolling in benefits using
eBenefits receive the pop-up and e-mail
confirmation statements, which are
currently received by benefit-eligible
graduate students.
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Training
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Training for pilot groups will be held in the
May-June timeframe.
Training for full implementation will be held
in the October-November timeframe.
Instructor-led or eLearning courses will be
available for the full implementation group.
Completion of the course is required for
access to benefit-eligible load process.
Labs will be available to provide assistance
in completing and loading benefit eligibility.
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Training, Continued
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Currently no record exists of who provides
M-CARE with benefit-eligible Fellowship
applications and information.
Need to collect names and uniqnames to
schedule training in October and November.
The project team will collect contact
information through each School’s or
College’s HR and Student Unit Liaisons to
schedule training sessions.
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Customer Support Model
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Departments will have a point of contact in
the HRRIS Benefits Transaction Team.
Customer service provided to Fellowship
students will be aligned with the services
currently provided to GEO & GSRA
employees:
– The HR/Payroll Service Center answers questions
regarding benefit eligibility and enrollment; and,
– The insurance companies provide information
regarding claims and specific coverage
questions, and manage off-sites registration.
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M-CARE to Blue Care
Network (BCN) Transition
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The Graduate Student Benefit Project
is represented on the University’s BCN
Transition Team to make sure the
impacts to GradCare are represented
and resolved.
The retroactive practice for Fellowship
GradCare enrollment is under review
as part of the BCN transition.
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Looking Forward to
Seamless Transition
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Effective 1/1/08:
– Coverage will default immediately into single
person GradCare coverage.
– Prescription drug coverage will be administered
through SXC Health Solutions, Inc., for all
GradCare participants.
– The Vision and Legal plans will be offered to
benefit-eligible students as they are now offered
to benefit-eligible employees.
– Dental coverage for benefit-eligible Fellowship
recipients is currently under investigation.
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Next Steps
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The project team will:
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continue with development and testing.
conduct pilot group training in May-June.
convert pilot group students in June.
contact information through each School’s or
College’s HR and Student Unit Liaisons to
schedule training sessions.
Departments should review and identify any
changes in their processes.
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Questions?
Send additional comments and
questions to:
[email protected]
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