Last updated: April 8
Below is the timeline for April and May cutover activities. Please note that dates may change slightly as we approach go-live. DPM, STAR, and ETF continue to collaborate and adjust precise dates and exact data interactions between PeopleSoft, My Insurance Benefits (MIB), the MEBS legacy system, and vendors.
- March 30: conversion file of all employees' enrollments will be sent from PeopleSoft to ETF
- March 30 – April 18: employees and benefits support staff continue to key enrollment information into PeopleSoft with no interruption. Any enrollment adds/changes made in PeopleSoft throughout this time must also be manually keyed into MIB. It will be vital to keep all PeopleSoft and MIB enrollment data in sync.
- April 6: 4/6 new hires should make their elections in PeopleSoft by 4/17, if possible. After 4/17, paper applications will be required. Alternatively, employees can wait and enter their enrollments directly into MIB 5/1 - 5/5, as they are still within their 30-day window.
- April 7: PeopleSoft Person and Job data begins transmitting daily to ETF.
- April 14: HRIS Central Benefits and STAR are granted access to MIB. These teams will be saving off baseline data, performing data comparisons against PeopleSoft and MIB, begin analyzing and manually keying error records that did not make it into MIB, and correcting enrollments where there are coverage discrepancies.
- April 15: Agency-based benefits support staff are granted access to MIB to key PeopleSoft enrollments from March 30 – April 30 into MIB.
- April 17: Last day Securian will accept EOI life insurance applications
- April 17: Employees and benefits staff stop entering enrollment information into PeopleSoft
- March 23 hires should be encouraged to enter their elections by 4/17. Any elections that are still outstanding as of 4/18 will require the employee to submit a paper application by 4/22.
- April 6 hires can enroll in PeopleSoft ESS up until 4/17. After that date, they will need to turn in a paper application so you can enter the enrollments into MIB. Alternatively, the employee can enter their elections directly into My Insurance Benefits 5/1 – 5/5, which we encourage. Having employees enter their own enrollments as much as possible lowers the need for you to manage paper applications and hand-key information into MIB.
- April 19 hires must enter their insurance elections directly into MIB beginning 5/1.
- Employees who have life events or election changes 4/19 – 4/30 with coverage effective 5/1 should submit paper applications so you can enter the enrollments into MIB. Open a JIRA ticket so Central Benefits can review.
- Please ensure all events between now and 4/18 are worked daily. Any events still open after 4/17 will close. The employee will either need to submit paper applications or wait to enter their information into MIB beginning 5/1.
- April 18: Benefits enrollment is shut off in ESS, access to events ends in PeopleSoft, and PeopleSoft benefits administration program runs for the last time
- April 19: Enrollment information begins transmitting from MIB to PeopleSoft to calculate payroll deductions
- April 19: 4/19 new hires should wait to make their elections in MIB
- May 1: MIB opens to all employees
- May 1: Health enrollment information begins “bridging" from MIB to MEBS, then from MEBS to vendors. Supplemental vendors will receive enrollment information directly from MIB.
- May 6: Last day Securian will accept non-EOI life insurance applications.
- May 7: Paper applications will no longer need to accompany life insurance elections due to life events or EOI.
- May 21: MEBS “bridging" ends and vendors freeze begins. MEBS stops sending health information to vendors as locals begin their cutover to MIB
- May 22 – June 30: health insurance vendors do not receive enrollment files. Emergency process will be in place to get health coverage change information to vendors. If an employee or dependent has made an insurance change that requires an immedate health care appointment, regional/agency "superuser" staff should open an Ivanti ticket to ETF to transmit the enrollment to the vendor.