ENGAGE2014: Achieving High Hit Rate with Open Enrollment - Jane Funk, Infoblox

Learn effective Open Enrollment tips from Infoblox's Senior Director of Human Resources, Jane Funk.

Transcript

1. 2 | © 2013 Infoblox Inc. All Rights Reserved. 2 | © 2013 Infoblox Inc. All Rights Reserved. 2 | © 2013 Infoblox Inc. All Rights Reserved. Achieving High Hit Rate with Open Enrollment Jane Funk, Sr Director, HR Operations June 2, 2014
2. 3 | © 2013 Infoblox Inc. All Rights Reserved. 3 | © 2013 Infoblox Inc. All Rights Reserved. 3 | © 2013 Infoblox Inc. All Rights Reserved. • Worldwide Network Security company with 700 employees; 450 US employees • Two offices in US (Santa Clara, CA & Annapolis, MD) • Remainder of our “Bloxers” spread throughout US in practically every state • Demographically have a more tenured workforce, with families • Smart, fast moving team in a dynamic environment Infoblox – who, what and where
3. 4 | © 2013 Infoblox Inc. All Rights Reserved. 4 | © 2013 Infoblox Inc. All Rights Reserved. 4 | © 2013 Infoblox Inc. All Rights Reserved. • What we were trying to solve ̶ Engage employees with value of our competitive benefit offerings as part of our Total Rewards, particularly post IPO. ̶ Provide a platform for employees (and families) to fully understand our benefit plans to make the right choices. ̶ Mechanism to guide employees to consider and understand our High Deductible Health Plan with Health Savings Account as part of our ongoing benefit cost containment strategy. Open Enrollment Engagement
4. 5 | © 2013 Infoblox Inc. All Rights Reserved. 5 | © 2013 Infoblox Inc. All Rights Reserved. 5 | © 2013 Infoblox Inc. All Rights Reserved. • Active Enrollment! • Everyone needs to re-elect benefits! Hurrah! (at least HR thought so) What we did
5. 6 | © 2013 Infoblox Inc. All Rights Reserved. 6 | © 2013 Infoblox Inc. All Rights Reserved. 6 | © 2013 Infoblox Inc. All Rights Reserved. • Employee understanding of “what they needed to do” • Workforce spread through US • Strive for consistent Employee Experience for all ̶ (Corporate vs. rest of company) • What employees need for decision making – our perception vs. reality • Time & focus for HR team – high activity in short period of time • Other HR Programs in progress – focal and performance reviews • Company Fiscal and sales quarter activities Our considerations
6. 7 | © 2013 Infoblox Inc. All Rights Reserved. 7 | © 2013 Infoblox Inc. All Rights Reserved. 7 | © 2013 Infoblox Inc. All Rights Reserved. • Communication changes are key - Information access has changed! - Balance too much info vs. not enough info - Move away from what’s not working - Those “Open Enrollment is Here!” packages - Open Enrollment Meetings – best use of everyone’s time Great, but how can we make this work?
7. 8 | © 2013 Infoblox Inc. All Rights Reserved. 8 | © 2013 Infoblox Inc. All Rights Reserved. 8 | © 2013 Infoblox Inc. All Rights Reserved. Challenges and Opportunities • “My Infoblox” – Corporate Intranet – not rolled out – no “go to” information portal for employees • Email – favored by company but will it get lost? • Video Library – outside firewall, easy access by all, concise communication pieces which included key information of plans • ADP HRIS - limitations and separate login required. Not utilized on a daily basis by employees. • Some employee meetings for the system “how to’s” • Leverage what works, don’t fight what doesn’t Mechanism for Communications
8. 9 | © 2013 Infoblox Inc. All Rights Reserved. 9 | © 2013 Infoblox Inc. All Rights Reserved. 9 | © 2013 Infoblox Inc. All Rights Reserved. • Great results with two years of Active Enrollments • 2013 - 10 employees did not re-elect (380 employees) • 2014 - 2 employees did not re-elect (425 employees) • Employees enrolled within timeline for a January 1 effective date • High Deductible Plan enrollment – increased from 10% for several years to 35% participation with Active participation (HDHP Plan introduced in 2009) • Based on informal survey, employees had better understanding of plans and plan changes • Uptick with dependent & beneficiary modifications So how did we do?
9. 10 | © 2013 Infoblox Inc. All Rights Reserved. 10 | © 2013 Infoblox Inc. All Rights Reserved. 10 | © 2013 Infoblox Inc. All Rights Reserved. • Employee meetings – failed. Employees expected the benefits plan, not help with systems. • Emails – limited to 3 during open enrollment. Selective timing and positioning • Video Library – high success – 80% of employees viewed the videos (target was 40%) • Employees managed enrollment through ADP HRIS – bulky system. We’ll add a “how to” video for next year. • No need for multi-page Open Enrollment guides even with Active Open Enrollment. Really. Employees found the information they needed. • Employee Focus Groups during renewal negotiations – set the stage and learn. What worked, what didn’t
10. 11 | © 2013 Infoblox Inc. All Rights Reserved. 11 | © 2013 Infoblox Inc. All Rights Reserved. 11 | © 2013 Infoblox Inc. All Rights Reserved. • Consider an active enrollment to maximize engagement during Open Enrollment • Revisit communication pieces • Don’t always rest on what worked before. Final thoughts
11. 12 | © 2013 Infoblox Inc. All Rights Reserved. 12 | © 2013 Infoblox Inc. All Rights Reserved. 12 | © 2013 Infoblox Inc. All Rights Reserved. Q&A