Web Based Employee Self Service

Employee self-service (ESS) is a web-based means for employees to access benefits information and make benefit elections or changes. Employees are guided through online procedures using employee demographic data, plan comparisons, and decision support tools. And simple ESS solutions make forms available online that must be printed, completed and submitted in hardcopy form. Also some solutions may allow for forms to be completed online before printing and submitting. The most sophisticated solutions allow an employee to complete all or most transactions on-line, bypassing the need for any paper. Many ESS solutions offer simplified administration, by fully integrating with the insurance carrier systems. 

Why deal it? There are reasons which are:

• Reduces administrative burden and employee inquires. 
• Eliminates manual data entry errors and increases enrolments accuracy. 
• Provides integrated and automated premium billing. 
• Staff can focus on more strategic versus administrative issues. 
• Creates value for the company’s benefit package.

What size employers offer it? 

ESS applications work best for employers with 200+ participants due to costs and possible complexity of implementation and maintenance. In some cases, employers with less than 50 employees may be able to use limited features of ESS. 

What are the critical underwriting or participation requirements? 

• Ease to use, intuitive screens, transaction speed, and workflow management. 
• Systems ability to handle events, i.e., New Hires, Open Enrolments, & Family Status Changes. 
• Degree of complexity for benefit plans and coverage. 
• Automated billing: Many systems are also automated billing solutions. The ESS solution is linked with the carrier systems and can produce invoices that calculate retroactive dues. This not only saves time in performing premium billing, but also assists in ensuring you are not over or under paying premiums.

Pros and cons

Pros 

• Improves data accuracy and enrolments timeliness. 
• Reduces administration burden, improves efficiency and reduces need for and expense of printed materials.  
• Manage personal details: simple tasks can take longer than they should–unless are empowered to do it themselves.
• Automate leave: applications Self Service eliminates double handling by delivering leave applications directly to managers.

Cons 

• Not cost justifiable for most employers with less than 100 employees. 
• All employees need Internet access through either a PC or kiosk at work. 
• Requires staff resources or a partner to implement, administer and maintain, requires training of HR staff and employees.

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References:
Employee self-service, employee benefits retrieved from: http://www.arlengroup.com/facts/fact_ess.pdf
Web based employee self-service, human resource pay roll. Retrieved from http://www.technologyonecorp.com/media/docs/HRP_Employee_Self_Service_Factsheet_HRPFS002-1111_LR.pdf