SAP US Benefits Administration by Benefitfocus

Welcome

Welcome to your SAP US Benefits Administration by Benefitfocus solution

 
With the SAP US Benefits Administration by Benefitfocus, you can centrally deploy and manage consumer-driven benefit plans for all U.S. benefits-eligible employees to substantially reduce benefits expenses. SAP US Benefits Administration by Benefitfocus streamlines core HR processes and benefits enrollment and management. Employees can shop for benefits, enroll online, and stay informed – and HR can centrally manage the entire process. Your software implementation and success is our top priority! SAP and Benefitfocus are committed to delivering the value your business expects from a successful deployment.

Getting started with your implementation

Getting started

  • You will receive confirmation soon from Benefitfocus confirming that your solution is ready to go
  •  To get started, your Benefitfocus team will reach out to schedule a kickoff call. To connect directly with Benefitfocus to discuss your implementation, you can email SAPsales@benefitfocus.com.
  • SAP US Benefits Administration by Benefitfocus is approximately a 150-day implementation

We're here to help

  • Throughout the delivery of your US Benefits platform, you will receive support from dedicated Benefitfocus implementation resources that are committed to your onboarding success. After go-live, you will be assigned a Customer Success Manager and Consultant from Benefitfocus. They will be your main point of contact at Benefitfocus for ongoing support and will be working closely with your SAP team. Contact details will be sent to you soon.

What you can do now to prepare

  • Identify your core project team and stakeholders who will be responsible for the implementation of your system. Ensure the team can dedicate the time necessary to drive a successful project.
  • Identify the team who will be responsible for maintaining your system post go-live and ensure that they can participate in the implementation.
  • Some key items to start gathering for your initial conversations with Benefitfocus:
    • Preparing a set of contacts for Benefit Carriers
    • Preparing applicable documentation for discovery such as:
      • Payroll/Deduction Calendars
      • Rates
      • Benefit Enrollment Booklets provided to the employees
      • Up to Date and Accurate Benefit Guides
      • New hire documentation
      • Retiree plan documents
  • Integration documentation

Resources

Get access to BenefitFocus' OnePlace 365

  • If you are a new customer, your BenefitFocus Delivery Manager involved with your implementation will provide login and password for this site.
  • For live customers, contact your BenefitFocus CSM to set up your access.

Release Management

 

BenefitFocus has a  monthly release schedule. Release dates will be the first Saturday of each month, with the exception of holiday weekends, when it will be moved to the second Saturday. You can access and download release notes via the Release Notes tile within OnePlace 365 under the Stay in the Know section. 

Release notes provide an overview of some of the features included in the Releases of the Benefitfocus Benefitplace ® Platform. Feature highlights include cost and availability information.

  • Final release notes are provided 2 weeks prior to a release
  • There is 1 week of testing for customers if they choose in the CQA3 test environment

Benefitfocus also typically has monthly maintenance planned for each month, typically the 2nd or 3rd weekend. 

OnePlace 365

OnePlace 365 is a collaborative online environment that provides you a set of tools for engaging in communication with your Benefitfocus team. You can:

  • Store your business & system requirements and documentation
  • View your data transmissions and file management
  • A product ideas community
  • Training - self-paced online training to help you gain knowledge to achieve the highest rate of return on your investment in Benefitfocus technology. To access the Benefitfocus University Online, select Training from the app launcher.
  • Your key account contacts

  • Open enrollment is a to-the-minute countdown to upcoming Open Enrollment with milestone status by percentage and a list of upcoming tasks.
  • Today's files section is a graphical representation of the Data Dashboard and displays what files are expected for the current day by File Type.
  • The Stay in the know section includes tools provided by Benefitfocus for you and shows the Product news and updates subsection, which includes the release notes and the Benefitfocus insights & events subsection, which list trainings provided by Benefitfocus. 

Need Support from SAP?

Note: during open enrollment planning, you will log test issues in OnePlace 365.

Open Enrollment

Open Enrollment is a busy time of year for your human resources and benefits teams! Annually, Benefitfocus works with your HR administrators to collect business requirements for open enrollment and configure them in the platform.  Business requirements could include carrier changes, adding a new plan, adding a new employee group, changing eligibility and more.  After configuring the changes, you will go through joint testing before bringing your open enrollment live for your members.

Benefitfocus is here to make the translation to the SAP US Benefits by Benefitfocus platform easier. The Open Enrollment Project Plan includes 6 major milestones that get you from Open Enrollment planning and readiness to vendor data exchange.

The following timeline makes up this project plan:

Weeks 1 - 9OE Kickoff & Requirements Gathering
Weeks 10 - 14Building OE Configuration
Weeks 15 - 16Customer User Acceptance Testing (CUAT)
Weeks 17 - 18Member Open Enrollment Period
Weeks 19 - 22

Clean Up OE Data 

Transmit EDI to Carriers and Vendors

Weeks 23 - 24Complete OE Retrospective

Open Enrollment success depends on you:

  • Acknowledging key dates
  • Collecting requirements
  • Completing Customer Owned Tasks
  • Ensuring we have the correct carrier contacts
  • Understanding your payroll schedule & testing the payroll file