Sample EWS Meeting Calendar
ABC Inc. 2012 Open Enrollment/Implementation Meeting Calendar
Meeting Title
Kick-Off Meeting
Date/Time/Attendees
Week 1
ProView/ABC/BB&T
•
•
Establish Open
Enrollment Strategy
Week 2
ProView/ABC/BB&T
•
Census
Weeks 2 and 3
ProView/ABC/BB&T
•
•
•
Payroll
Open Enrollment and
Benefits Overview
Weeks 2 and 3
ProView/ABC/BB&T
*Payroll Reps and/or
Payroll Vendor may want
to be included in this
discussion
Week 4
ProView/ABC/ BB&T
•
•
•
•
•
Billing, Funding &
Financial Reporting
Week 5
ProView/ABC /BB&T
* Finance Reps may want
to be included in this
discussion
•
Meeting Purpose
Introduce Teams and
identify key
stakeholders
Review Project Timeline
and Workbook
Discussion options and
timing
Review Census purpose
and flow
Review Census
Specification
Obtain information on
data elements
available
Review Payroll
Specifications
Identify if automated
payroll file can be
established
Review OE Timeline
and Activities
Benefits Preview
Creating a Culture of
Health
Discuss the funding and
reporting process for:
FSA, Monthly Premium
Payments, HSA and
Incentive funding
Page 1 of 2
Documents Utilized
1. Project Workbook (contains key
documents utilized throughout the
implementation and meeting process)
2. Conduct demonstration of Enrollment
System and Benefits Portal as needed
1. Sample timelines
2. Sample Communications (Benefit
Guides and Announcements)
1. Data Exchange Guide (DEG) – Census
Section
1. Data Exchange Guide (DEG) – Payroll
Section
1. Timeline(s)
2. Open Enrollment Communications
Samples
3. Wellness Calendar
1. Funding Matrix
2. HSA Overview PowerPoint Slides
3. Employer HSA Funding Options
Handout
4. FSA Funding Instructions
5. Flexible Spending Account Payroll
Contribution Report Instructions
6. Incentive and ER Funding Reporting
Sample EWS Meeting Calendar
Meeting Title
Date/Time/Attendees
Meeting Purpose
Enrollment System
Testing and Benefits
Portal Review
Administration
Review
Week 6
ProView/BB&T/ABC
•
•
Week 7
ProView/BB&T
•
Training with HSA
Banking Partner
Weeks 8 and 9
ProView/ABC/BB&T
*Payroll Reps may want to
be included in this
discussion
Week 10
ProView/ABC/BB&T
•
Enrollment System
Administrator Training
•
•
•
Review Testing Scripts
Employee Experience –
conduct an enrollment
Review
routine/ongoing
ProView Administration
Services to be
delivered
Training with HSA
Banking Partner to
learn funding, reporting
and reconciliation
process details.
Review the new
hire/life event
enrollment process
within the system
Review day-to-day
administration activities
managed by ProView
Review Reporting
Documents Utilized
Specifications
7. Sample Reports
1. Test Scripts (self and employee)
1. Administration Services Overview
1. HSA Banking Partner Training Materials
1. Sample Reports
2. Administrator Process Guide
Enroller Training
Week 11
ProView/ABC/BB&T
•
Meet with Enrollers for
training
1. Enroller Training Binders
Creating A Culture of
Wellness
Week 12
ProView/ABC/BB&T
•
Review program
components
Finalize Wellness
Calendar
Begin planning for
biometric screenings
1.
2.
3.
4.
•
•
Page 2 of 2
Wellness Calendar
Incentive Grid
Benefits Portal – Wellness Section
Biometric Screening Appointment
Form