Optimizing Integrations During Open Enrollment
Are you feeling the pressure of Open Enrollment? With today’s emphasis on health and well-being, and the demand for a comprehensive and desirable benefits package, each year enrollment produces new challenges. According to HR studies, 83% of employers report that managing benefits during Open Enrollment is one of their most complex administrative tasks, largely due to technical integration issues.
Behind the scenes, this process involves multiple systems working together—such as payroll, insurance providers, and benefit administrators—making integration between Workday and external systems essential. The stakes are high, and any disruptions can lead to delays, errors, and frustration for both employees and HR teams.
Data Accuracy and Synchronization
Inaccurate or delayed data synchronization between Workday and third-party systems can lead to incorrect benefits selections, payroll errors, or eligibility issues leading to coverage delays and employee dissatisfaction. A Workday helpdesk offers real-time monitoring to catch data synchronization issues early. By conducting regular data audits and health checks, the helpdesk team can identify mismatches between Workday and external systems and resolve these issues quickly.
Custom Configurations and Eligibility Rules
Organizations often have complex benefit configurations, such as unique eligibility rules or specific benefits based on employee location, role, or seniority that require proper Integration of these custom configurations. Your helpdesk can provide configuration support by reviewing and testing custom benefit configurations and eligibility rules within Workday. The team can also work with clients to ensure integrations reflect these rules correctly across systems and quickly modify configurations and update rules to ensure compliance with organizational policies.
Scalability and Load Management Issues
Open Enrollment often leads to a massive increase in system usage, with multiple employees accessing and making changes to their benefits simultaneously leading to system slowdowns or failures. A Workday helpdesk can anticipate load issues by conducting load tests ahead of Open Enrollment and implementing optimizations to prevent slowdowns. If problems arise during peak usage, they can troubleshoot performance issues, boost system resources, and ensure integrations between Workday and other systems handle the increased traffic smoothly.
Compliance and Security Vulnerabilities
Sensitive employee data is transferred between Workday and third-party systems during Open Enrollment. Failing to secure these integrations could expose your organization to compliance risks, such as violations or data breaches. Over 40% of HR professionals struggle with keeping up with compliance and data privacy requirements during this time. It helps to have someone who can ensure secure data transfers and monitor for compliance with regulations such as HIPAA and GDPR. By continuously monitoring and regularly auditing integrations, the helpdesk minimizes the chances of security vulnerabilities that could lead to expensive data breaches, which costs companies an average of $3.86 million per breach according to Ponemon Institute.
Testing and Backup Challenges
Without adequate testing, integration failures can cause major disruptions during Open Enrollment, affecting benefit selections and payroll processing - leaving HR teams scrambling to fix issues. If helpdesk support was not engaged to provide comprehensive pre-enrollment testing, between Workday and third-party systems, it’s still not too late for help! In the event of a system failure or integration issue, the helpdesk can quickly switch to a contingency plan. (Note: A solid backup plan for the future is a good idea, as it ensures that 92% of potential system failures can be mitigated..)
Error Handling and Alerts
Integration errors such as failed data transfers or eligibility mismatches can go unnoticed without proper monitoring, leading to employee dissatisfaction when their benefits are processed incorrectly or late. Your support team can set up automated error alerts and monitoring systems that instantly notify support teams the moment an issue arises. By proactively handling errors in real time, helpdesk teams can resolve 80% of common integration issues before they affect employee experience. A proactive support model ensures that potential errors are addressed before they become larger issues.
User Experience and Support Needs
Many employees report dissatisfaction with the Open Enrollment process due to technical issues, which can reduce engagement. They expect a smooth, user-friendly experience, but if integration problems occur such as data not syncing, and benefits not reflecting selections properly, it can lead to frustration and confusion. By providing frontline support that can resolve more than 90% of employee-reported technical issues within the first 24 hours, the helpdesk can ensure a smooth user experience, helping employees make informed benefit decisions.
How Bowstring IT Helps
At Bowstring IT, we specialize in taking Workday integrations to the next level. Whether it’s building custom solutions or optimizing existing systems, we help companies like Experian overcome challenges and achieve their goals.
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Want to unlock the full potential of Workday for your business? Connect with Bowstring IT today and let’s create a solution that drives results.