Type: System Enhancements ID Number: SE 94 Date: June 29, 2012 Subject: New Address Verificatin Prcess Suggested Audience: Human Resurce Offices Details: Sectin I: General Infrmatin fr Address Verificatin Prcess On July 14, 2012, Peple First will implement majr system enhancements that affect hw emplyee cntact infrmatin is managed in the Peple First system. As part f these enhancements, there will be a new emplyee self-service Address Verificatin prcess; managers and human resurce prfessinals will nt be able t cmplete this prcess fr the emplyee. This prcess will be presented t emplyees at least nce per year t ensure that state emplyees cntact infrmatin in Peple First is crrect. Accurate emplyee cntact infrmatin in Peple First is critical t ensure that emplyees receive key cmmunicatins frm Peple First, the Divisin f Retirement, the Divisin f State Grup Insurance, insurance carriers, etc. Fr 2012, the Address Verificatin prcess will be activated in Peple First n Mnday, July 23, at 12:01 a.m. Eastern Standard Time. Once emplyees lg int Peple First, n r after July 23, they will be presented with the Address Verificatin prcess each time they lg int the system until they cmplete the entire verificatin prcess. In rder t ensure emplyees receive their 2013 Plan Year Open Enrllment Benefits Statement, emplyees must cmplete the prcess n later than September 20, 2012. Once the Address Verificatin prcess is activated, the prcess can be accessed by emplyees in ne f tw ways: Lg int Peple First and select the Start buttn within the verlay screen. (Fr details, see Sectin II). Select Verify My Cntact Infrmatin in the My Task Due sectin n the Peple First Hme Page. The Address Verificatin prcess cnsists f three sectins: Hme Address, Mailing Address, and Ntificatin E-mail Address. These sectins are described in Sectin II. 1
Sectin II: Address Verificatin Prcess Details Address Verificatin Prcess Overlay Screen When the Address Verificatin prcess is active fr an emplyee, the emplyee will be presented with an verlay screen t start the verificatin prcess when the emplyee lgs int Peple First (Screensht 1). This verlay page will be presented t emplyees each time they lg int Peple First, until they cmplete the entire Address Verificatin prcess. The verlay screen is presented as a separate screen n tp f the existing Peple First Hme Page. The emplyee must select either the Start r Remind Me Later buttn t clse the verlay screen. If the emplyee selects Start, the emplyee will be taken t the first screen in the Address Verificatin prcess. See prcess details. If the emplyee selects Remind Me Later, the emplyee will be taken t the Hme Page. (The emplyee will be able t select Verify My Cntact Infrmatin in the My Task Due sectin n the Peple First Hme Page t cmplete the prcess.) If the emplyee des nt cmplete the prcess while lgged in, the Address Verificatin prcess verlay screen will be presented t that emplyee each time the emplyee lgs int Peple First until the entire prcess is cmplete. Screensht 1: Address Overlay Screen. The language in the verlay is subject t change; this screensht is nly intended t shw an example f what the screen will lk like. 2
Hme Address Verificatin Sectin Step 1: Once the emplyee selects either the Start buttn within the verlay screen r the Verify My Cntact Infrmatin task, the emplyee will be taken t the first validatin screen in the Hme Address sectin f the prcess. Fr mst emplyees, the first Hme Address validatin screen will present the emplyee's current Hme Address n file in Peple First and will present the emplyee with a simple yes-r-n questin n whether the address is the emplyee s current Hme Address (Screensht 2). Prir t selecting either the Yes r N buttn, the emplyee shuld validate all infrmatin (including the Address, Hme Cunty, and Primary Phne) is crrect. If any infrmatin is incrrect, the emplyee shuld select N in rder t update the infrmatin. If the emplyee selects the Yes buttn, the emplyee will be taken t Step 2 in the prcess (see Step 2). If the emplyee selects the N buttn, the emplyee will be taken t the Hme Address Details screen t enter the crrect hme address. Once the emplyee saves the new Hme Address recrd, the emplyee will be taken t Step 2 in the prcess (see Step 2). Hme Address Details Screen Within the Hme Address Details screen, the emplyee will be required t prvide an address (Address Line 1) and a ZIP Cde. Emplyees will als have the ability t prvide a secnd line f address (Address Line 2) if applicable, such as an apartment number r a building number; a primary phne number (highly recmmended); and an alternative phne number. Once the ZIP Cde is entered, the City, State and Hme Cunty fields will be systematically ppulated. The "Cuntry" field will default t the United States. Emplyees with a freign hme address (utside f the United States) will have t call the Peple First service center t mdify their addresses. Emplyees with an invalid Hme Address n file will be taken t the Hme Address Details screen and presented with an errr message advising them they must crrect their hme address (Screensht 3). Once emplyees save their new hme address, they will be taken t Step 2 in the prcess (see Step 2). The fllwing errrs will result in the emplyee receiving the invalid address recrd message: The emplyee s current address cntains an invalid cmbinatin f ZIP Cde, City, State, r Cunty. Fr example, the emplyee's ZIP Cde is fr a city in Flrida, but the emplyee's Hme Cunty is listed as Cunty in Alabama. The ZIP Cde, City, State and/r Cunty fields are blank. The emplyee s current Hme Address recrd is a freign address. Emplyees Wh d nt have a Hme Address in Peple First will be taken t the Hme Address Details screen and presented with a message advising them that they must prvide a hme address (Screensht 4). Once emplyees 3
save their hme address recrd, they will be taken t Step 2 in the prcess (see Step 2). Screensht 2: Hme address screen asking the emplyee if the current hme address n file in Peple First is crrect Screensht 3: Hme address screen when an invalid hme address exists fr the emplyee 4
Screensht 4: Hme address screen when the emplyee des nt have a hme address n file in Peple First Step 2: Once emplyees cmplete Step 1, they will be taken t the final step in the Hme Address sectin. On this screen, emplyees will be presented with a simple yesr-n questin asking if they wuld like t use their hme address as their mailing address (Screensht 5). If the emplyee selects the Yes buttn, the hme address recrd will be cpied and a new mailing address recrd will be created fr that emplyee. The emplyee will then be taken t the first step in the Ntificatin E-mail Address sectin (see Step 4). Imprtant Nte: When the emplyee chses t cpy the hme address t the mailing address, that emplyee will nt be presented with the Mailing Address sectin f the verificatin prcess. Based n the respnse f Yes, the Mailing Address sectin will be marked cmpleted. If the emplyee selects the N buttn, the emplyee will be taken t the first step in the Mailing Address Verificatin sectin (see Step 3). 5
Screensht 5: Hme Address screen asking the emplyee if they wuld like t use the Hme Address as the Mailing Address Mailing Address Verificatin Sectin Step 3: If in Step 2, the emplyee selected the N buttn, the emplyee will be presented with the first screen in the Mailing Address sectin. As with the hme address, the first screen presented t the emplyee will depend n whether the emplyee has a valid mailing address in Peple First. Fr mst emplyees, the first mailing address screen will present the emplyee's current mailing address n file in Peple First and will present the emplyee with a simple yes-r-n questin n whether the address is that emplyee s current mailing address (Screensht 6). Prir t selecting either Yes r N, the emplyee shuld validate all infrmatin displayed. If any infrmatin is incrrect, the emplyee shuld select N t update the infrmatin. If the emplyee selects the Yes buttn, the emplyee will be taken t the first step in the Ntificatin E-mail Address sectin (see Step 4). If the emplyee selects the N buttn, the emplyee will be taken t the Mailing Address Details screen and must enter a crrect mailing address. Once the emplyee saves the new mailing address recrd, the emplyee will be taken t the first step in the Ntificatin E-mail Address sectin (see Step 4). Mailing Address Details Screen Within the Mailing Address Details screen, the emplyee will be required t prvide an address in Address Line 1 and a ZIP Cde. Emplyees will als have the ability t prvide a secnd address in Address Line 2 if applicable 6
(such as an apartment number r building number. The ZIP Cde the emplyee enters will autmatically ppulate the City and State fields fr the emplyee. Emplyees with a freign mailing address (utside f the United States) will have t call the Peple First service center t mdify their addresses. Emplyees with an Invalid Mailing Address will be taken t the Mailing Address Details screen and presented with an errr message advising them they must crrect their mailing address. Once the emplyee saves the new mailing address, the emplyee will be taken t the first step in the Ntificatin E-mail Address sectin (see Step 4). The fllwing errrs will result in the emplyee receiving the invalid address recrd message: The emplyee s current address cntains an invalid cmbinatin f ZIP Cde, City, r State. Fr example, the emplyee s ZIP Cde is fr a city in Flrida, but the emplyee s State is listed as Alabama. The ZIP Cde, City, State, r Cunty fields are blank. The emplyee s current mailing address recrd is a freign address. Emplyees wh d nt have a Mailing Address in Peple First will be taken t the Mailing Address Details screen and presented with a message advising them they must prvide a mailing address. Once the emplyee saves a mailing address recrd, the emplyee will be taken t the first step in the Ntificatin E- mail Address sectin (see Step 4). Screensht 6: Mailing address screen asking the emplyee if the current mailing address n file in Peple First is crrect 7
Ntificatin E-mail Address Verificatin Sectin Step 4: Once the emplyee cmpletes bth the Hme Address and Mailing Address sectins, the emplyee will be taken t the first screen in the Ntificatin E-mail Address. Fr mst emplyees, they will be taken t the screen advising them they d nt currently have a ntificatin e-mail address n file (Screensht 7). On this screen, the emplyee will be prvided imprtant infrmatin n hw the ntificatin e-mail address will be used, as well as a ntice that the e-mail address entered n this screen is subject t public recrds. It s imprtant t nte that all e-mail addresses, whether wrk r persnal, are subject t public recrds. When cmpleting this step in the prcess, emplyees shuld carefully cnsider which e-mail address t use (wrk r persnal). Emplyees are slely respnsible fr maintaining their e-mail address. If the emplyee uses a wrk e-mail address and changes jbs (mving frm ne agency t anther fr example), then the emplyee wuld need t update the ntificatin e-mail address n file. Emplyees wh prvide a ntificatin e-mail address will receive additinal cmmunicatins frm Peple First fr upcming events. Fr example, during Open Enrllment the emplyee will be sent e-mails annuncing the pening r clsing f Open Enrllment. Emplyees wh select Next are electing nt t prvide a ntificatin e- mail address and will receive a pp-up message asking them if they are sure they d nt want t prvide a ntificatin e-mail address. If the emplyee elects t cntinue withut prviding a ntificatin e-mail address, the emplyee will cntinue t receive mailed crrespndences thrugh the United State Pstal Service and will nt receive any f the new e-mail-nly crrespndences. Fr emplyees wh have a current ntificatin e-mail address n file in Peple First, the emplyee will be presented with a validatin screen that includes the emplyee's current ntificatin e-mail address n file in Peple First and will be presented with a simple yes-r-n questin n whether the address is the emplyee's current ntificatin e-mail address (Screensht 8). If the emplyee selects the Yes buttn, the emplyee will be taken t the final step in the ntificatin e-mail address sectin (see Step 5). If the emplyee selects the N buttn, the emplyee will be taken t the Ntificatin E-mail Address Details screen and asked t enter a crrect ntificatin e-mail address. Once the emplyee saves the new ntificatin e-mail address recrd, the emplyee will be taken t the final step in the Ntificatin E-mail Address sectin (see Step 5). 8
Screensht 7: Ntificatin e-mail address fr when the emplyee des nt have a ntificatin e-mail address n file in Peple First Screensht 8: Ntificatin e-mail address screen asking the emplyee if the current ntificatin e-mail address n file in Peple First is crrect Step 5: In this step, the emplyee will be presented a simple yes-r-n questin asking if the emplyee wuld like t cntinue t receive crrespndence thrugh the United States Pstal Service (Screensht 9). Fr the 2013 Plan Year, this will nly apply t Benefits Cnfirmatin Statement. All ther crrespndences that are currently mailed thrugh the United States Pstal Service (such as Open Enrllment Benefits Statements) will cntinue t be mailed this way. Once the emplyee selects either Yes r N, the emplyee will be taken t the final step in the verificatin prcess (see Step 6). 9
If emplyees select Yes, they will receive bth an e-mail letting them knw their cnfirmatin statement is available n-line in Peple First and a hard-cpy Benefits Cnfirmatin Statement thrugh the United States Pstal Service. If emplyees select N, they will nly receive an e-mail letting them knw their Benefits Cnfirmatin Statement is available n-line in Peple First. Screensht 9: Ntificatin e-mail address screen asking the emplyee if they wuld like t cntinue t receive crrespndence thrugh the United States Pstal Service Step 6: Once the emplyee cmpletes the Hme, Mailing, and Ntificatin E-mail Address sectins, the emplyee will be taken t a Thank-Yu page, which cmpletes the Address Verificatin prcess (Screensht 10). Once the emplyee reaches this page, the Address Verificatin is clsed fr that emplyee. Once clsed, the verlay will n lnger be displayed upn lgin, and the Verify My Cntact Infrmatin in the My Task Due sectin will be remved fr the emplyee during that verificatin cycle. Emplyees can navigate ut f the Address Verificatin prcess by selecting the Return t Hme Page buttn. Screensht 10: Thank-Yu page 10