The annual ritual of selecting health plans, retirement options, and other benefits can be a daunting task to employees, but what employees don’t see is how those elections get provided to the vendors. The integrations between Workday and vendors for Open Enrollment are the essential tool for an accurate plan year start. This will trigger benefit cards & ensure a smooth employee experience.

What can you do to assist the integrations team with a successful Open Enrollment file?

In this guide, we will review some high-level recommendations for Workday stability as you prepare for the next plan year.

1. Internal Alignment for Readiness

Before you begin planning to integrate another plan year with external vendors, internal alignment is required to confirm accurate steps towards a successful Open Enrollment.

Functional Resourcing: Identify team members responsible for testing and validation of OE processes within Workday.

New Plans or Vendors: Determine if there are any new benefit plans or vendors for the upcoming year. This will require configuration changes both in Workday and the integration setup.
Maintenance and Tenant Preparation: Ensure that any expired (or unwanted) benefits events that are still pending are resolved prior to open enrollment. This includes evidence of insurability.

2. Vendor Communication Template

Prepare a standardized email template to communicate effectively with vendors. Include the following details:

Technical Contacts: Request names of technical contacts and their availability timelines for integration setup.
File Specifications: Share OE file format requirements and testing instructions. Clarify if a different format or file name is needed and confirm the testing environment (e.g., test server or secure email).
Timing Requirements: Establish deadlines for OE file submissions to ensure employees receive their benefit cards on time.
Account Structure Confirmation: Verify there are no changes to the account structure affecting file submissions for the new plan year.

3. Align Schedules

Coordinate your testing timeline with the vendor’s testing window. Allow sufficient time to validate integration results before the OE launch date & ensure vendors are prepared to receive production files on your schedule.

Our Workday team leverages the below Simplifed Timeline when presenting to client stakeholders in a kickoff meeting.

4. Identify Testing Requirements

Confirm technical changes to file name or file transmission instructions
Confirm minimum required scenarios for vendor signoff
Confirm minimum required scenarios for benefits team signoff
Recommendation: Send a test file for enrollment in each plan & each value in the account structure to confirm Workday logic is accurate or the relevant Workday Connector is functioning correctly.

5. Employee Support Readiness in Workday

Ensure Workday is equipped with clear help text or instructions to assist employees during the OE process. This includes guidance on navigating the platform for selecting benefits and troubleshooting common issues. (TIP: Use Maintain Enrollment Instructions)

6. Integration Configuration for New Plan Year

Confirm that integrations are set to run weekly in the new plan year. This ensures that any updates or changes made in Workday are accurately reflected in the vendor systems on a regular basis.

7. Effective Communication Strategy

Communication is crucial throughout the OE preparation process:

Internal Stakeholders: Keep all relevant teams updated on timelines and plans.
External Vendors: Maintain regular communication to ensure alignment on integration setup and testing schedules.
Workday Support: Stay informed about any updates or changes in Workday production that may impact OE processes.

By following these steps and maintaining open communication channels, you can streamline the OE integration process, minimize disruptions, and ensure a smooth transition into the new plan year for employees and stakeholders alike.

Stormloop recommends having these conversations sooner rather than later to ensure resource readiness & vendor awareness. Our Advisory Service includes preparation for this event by providing internal & external email templates, testing trackers, and cutover planning. Please get in touch if you or your team do not feel prepared for the upcoming Open Enrollment.

Contact us at info@stormlooptech.com to learn more.

Follow Stormloop here: https://www.linkedin.com/company/stormloop-technologies-llc

Written by: Scott Rushton
Follow Scott on Linkedin here: https://www.linkedin.com/in/scott-rushton-3aa945a3/

How to Effectively Prepare for Open Enrollment in Workday with Integrations