HR InTouch Product Guide - Benefitfocus

HR InTouch Product Guide

08 Fall

HR InTouch Product Guide February 2011

Copyright © 2011 Benefitfocus.com, Inc. 2 Confidential and Proprietary Information

Table of Contents

Overview .................................................................................................................... 3 Using the HR InTouch App ............................................................................................................... 3 HR InTouch Main Menu ................................................................................................................... 5

HR InTouch Content Libraries ...................................................................................... 6 Healthwise Knowledgebase ............................................................................................................ 7 Featured Content ............................................................................................................................ 9 Pages and Sections .......................................................................................................................... 9

Pages ............................................................................................................................................ 9 Sections ...................................................................................................................................... 10

Category Filters .............................................................................................................................. 11

Reusable Content ...................................................................................................... 13 Library Galleries ............................................................................................................................. 13 File Upload ..................................................................................................................................... 13 Text Variables ................................................................................................................................ 16 Quick Links ..................................................................................................................................... 17

Training Programs ..................................................................................................... 18 Training Program Reports ............................................................................................................. 19 To-Do Lists for Training Programs ................................................................................................. 21

Additional Features ................................................................................................... 22 FAQ Knowledgebase ...................................................................................................................... 22 Site Widgets ................................................................................................................................... 23

Site Design ................................................................................................................ 24 Site Theme ..................................................................................................................................... 24 Header ........................................................................................................................................... 25 Footer ............................................................................................................................................ 25

Appendix A ............................................................................................................... 26 Terminology ................................................................................................................................... 26



Overview

The BENEFITFOCUS® HR InTouch App provides employers with a comprehensive and powerful online portal that supports benefit enrollment, employee communication, HR efficiency, and health and wellness promotion. It can be customized to reflect your company’s unique brand and content. The HR InTouch site preserves the employer’s brand, so employees will feel right at home. Administrators can communicate targeted messages to employees at multiple geographical locations or to specific categories, like managers or part-time employees. They can use our extensive library of articles as is or modify them to meet their needs by easily adding or uploading their own content. Benefitfocus makes frequent additions to the content, which administrators can quickly add to their libraries.

The HR InTouch App includes interactive tools with more than 200 short videos to help employees really understand and make the most of their benefits and help them make good decisions. The HR InTouch App allows employers to communicate new policies to all employees or to any selected group of employees. Administrators can publish information in text or video format. Their employees will be better informed and able to make better decisions.

Using the HR InTouch App

Users can design a site without writing any HTML code. They can use pre-existing Content Libraries or create their own. They can customize their site by:

Adding custom content to pages, including videos, images, documents and links

Choosing from several different page layouts and themes

Adding their own header (including a company logo) and footer to pages

Using text variables to set up content once and distribute it to several different pages

Tagging items to display as featured content in highlighted areas on the employee site

Creating custom Training Programs

Building a knowledgbase of Frequently Asked Questions (FAQs)

Including social networking information, such as Google search results for a specific term (such as “healthcare”)

Figure 1 below illustrates a typical page in the HR InTouch Web portal as employees see it.



Figure 1 - Sample HR InTouch Employee Site



HR InTouch Main Menu

The Main Menu within the HR InTouch Administrator site allows administrators to navigate to all of the areas they can use to create and maintain the site for their employees:

Figure 2 - HR InTouch Administrator Home Page



HR InTouch Content Libraries

Content Libraries are groups of related articles that contain similar information. This is where administrators set up and manage the content for the employee site. Administrators can subscribe to pre-authored Benefitfocus libraries, which are updated frequently, for an easy way to add information to the site.

Figure 3 - Benefitfocus Pre-authored Content Libraries

Administrators can also create their own libraries and add custom content. The My Libraries section contains both the pre-authored libraries administrators subscribe to and custom content. Administrators enable the libraries in the My Libraries section that they want to display on the employee site.

Figure 4 - My Libraries (Pre-authored and Custom Content Libraries)

Each Content Library contains pages - the information that displays to employees. Pages can include text, video, images and a combination of these items. In addition, administrators can add sections to organize content. Sections allow administrators to group pages so that employees can easily find information.

Administrators can disable Content Libraries so that employees do not see specific information. Disabling Content Libraries allows administrators to store the information within HR InTouch without deleting it. This way, if administrators want to compare current content with older content, or if they want to retrieve older content, they can easily do so.

Administrators can change the order in which the tabs display at the top of the pages to employees using the Reorder Main Menu feature.



Figure 5 – Reordering the Main Menu

Note: The Home page will be listed first within the tab order and cannot be reordered, and Healthwise (if in use) will be the last within the tab order.

Here is a sample of the tabs that display to employees after an administrator has enabled and ordered the Content Libraries:

Figure 6 - Content Libraries Displayed as Tabs within Web Portal

Healthwise Knowledgebase

The Healthwise Knowledgebase helps employees make better health decisions, from chronic disease management to wellness. The Knowledgebase is written in easy-to-understand language and includes the breadth and depth of content employees need as they work independently or with their physicians to take an active role in their care. Employees can easily find information on 8,000 topics. The Knowledgebase also includes a Drug Interaction Checker, Decision Points, Actionsets and many illustrations.

Administrators can add the Knowledgebase content but cannot edit the information contained within it.



Figure 7 - Healthwise Content on Employee Site



Featured Content

Featured Content highlights documents, links, videos and pages on the employee site. Administrators can tag items to display them in specific areas on the employee site. Once they tag a page, document, video, and so on, they can then establish which of the tagged items display on each page.

The example below shows the Featured Content boxes on the right side of the page:

Figure 8 – Sample Featured Content on Employee Site

Pages and Sections

Pages

Pages contain the content that employees see when they select a tab, a link, etc. Administrators arrange and manage content on a page using templates within the administrator site. Page templates use layouts that contain text, images, video, hyperlinks or a combination of these items.

When administrators access a page they want to edit, they have several options. To edit text, administrators click within the text box on the page editor to display the text editor (see the screen below). They can also add other items, such as video, images, etc. Please see the Library Galleries section for more information.



Figure 9 - Page Editor

Administrators use the text editor for the content for each page. The text editor allows administrators to format text (bold, bullets, etc.), add hyperlinks and add Text Variables (custom content that can be reused throughout the site).

Figure 10 - Text Editor

Sections

Sections are a way administrators can further organize content. They can group pages together so that employees can quickly find the information they need.

For example, suppose administrators have a Health Benefits Content Library. They want to show employees information about Medical Benefits, Pharmacy, Dental Benefits, and so on. They can create sections for each of those categories of information. These categories will display to employees on the left side of the page (see Figure 11 below). Users then select those categories to display the pages (Figure 12). Administrators can add multiple sections and multiple pages within those sections for each content library, giving them greater flexibility with how the site is organized.



Figure 11 – Sections listed under the Health Benefits tab

Figure 12 - Pages within the Medical section

Category Filters

If an employer is using the BENEFITFOCUS® Platform for online enrollment, administrators can filter content per employee categories, which are established per employer group within the Platform.

Example: Suppose an employer uses categories in the Platform to represent multiple office locations (such as Charleston, Chicago, etc.) and multiple employment classifications (Part Time, Executives, etc.). The Chicago office is home to executives, and the Charleston office is a remote location housing several full-time and part-time sales employees. The HR Administrator wants to show specific information about travelling, including the company’s policies on travel expenses such as parking fees, per diem meal requests, and so on, to the full-time sales employees only. Administrators can filter the content that displays only to these employees by selecting a combination of categories – in this example they would select Charleston as the location category and Full Time as the classification category.

Administrators can filter categories by section or by page in HR InTouch. If they filter by section, all content within that section is filtered per the categories they select.

Example: Suppose administrators have set up a section entitled Disability Insurance containing a Long Term Disability page and a Short Term Disability page. An administrator decides to filter the entire Disability Insurance section so that only certain categories of employees – full time and salaried - can see it. Once she filters that section by the category, then only employees who are Full Time and/or Salaried can see the Short Term Disability and Long Term Disability pages with the Disability Insurance section.



Figure 13 - Filtering by Category within the Administrator Site



Reusable Content

Library Galleries

Library Galleries contain the videos, images, documents, and links that are used within the HR InTouch site. Before administrators add pages and arrange their information, they should first add these items to the libraries so that they can easily select them when they create/edit sections and pages. Because these elements are added once and stored within the HR InTouch App, administrators do not need to continually upload the same information more than once. Within the Administrator site, each Content Library contains tabs for videos, images, documents and links:

Figure 14 - Library Gallery tabs

File Upload

Administrators can upload multiple video, image and document files. By using the Bulk Upload feature, items are uploaded to the corresponding tab with the Content Library.

Figure 15 - Select Files to Upload Button

Administrators can then select multiple files from their computer:

Figure 16 - File Listing From Hard Drive



Once processing has completed, administrators can save the files to the HR InTouch App:

Figure 17 - Bulk Upload Processing

Administrators can also add individual files accordingly from their computer or network drive by selecting a tab and selecting the Add button:

Figure 18 - Adding an Individual File

When they are ready to add/edit their pages, they can select an item from an existing gallery. For example, suppose an administrator wants to add a Better Sleep video to the Health Benefits Overview page. She would select the page and then select the Edit button to add video:



Figure 19 - Select Video Control within a Page

She would then select the video from the appropriate gallery to add to the page:

Figure 20 - Select video from gallery

This is how the page displays to employees:

Figure 21 - Video Displayed in Employee Site



Text Variables

Administrators can define fields that will be used in multiple places throughout the employee site. For example, suppose an administrator wants to add the company phone number to multiple pages in the HR InTouch site. Instead of manually typing the information in multiple places, she can create a Text Variable and then include it on whichever pages she chooses. So, if the phone number changes, the administrator updates it in one place, which then automatically updates each page containing that Text Variable.

Administrators first set up Text Variables in the Manage Content section of the Main Menu.

Figure 22 - Text Variables

Then, administrators can insert the Text Variable within the text editor when they are adding or editing a page.



Figure 23 - Insert Text Variable

Quick Links

Administrators can add links that employees can quickly find on any page within the site. Quick Links display below the topic navigation menu on the left side of each page. These are typically links to other sites so that employees can learn more information about company policies, health insurance websites, and so on. These can also be links that employees need to access frequently.

Figure 24 - Quick Links



Training Programs

HR InTouch includes Training Programs that administrators can use to deliver videos and documents to employees.

Users can create any type of programs for employees, such as:

New Hire Orientation

Software Training

Health and Wellness Information

Safety Compliance

Security Policy Acknowledgement

Sexual Harassment Training

Employees select the training content from the Home page and can then review the videos and documents contained in the program. There may be more than one training program for employees, and each program can contain multiple documents and/or videos. They can select an acknowledgement checkbox to verify that they have reviewed the content.

Administrators can create new training programs or modify the content in existing ones. Each training program can contain the following elements:

Sessions - These may be particularly helpful if you have a series of videos or documents that you want employees to review. For example, your company may have a security policy training program with a number of sessions, one on computer security, one on ID badge security and so on.

Chapters - Within a session, you can further divide your training programs into these smaller sections. For example, if you have a computer security session, you may have chapters on the Internet, email, passwords and so on.

Items - These are the videos or documents that your employees review.

In addition, if the employer uses the Platform for online enrollment, administrators can filter the training programs per employee category as described previously. They can also establish specific dates for the training programs to run. For example, they may want to set up a training program to run only during your Open Enrollment period. They can also turn off a training program by changing the status to Disabled.

The figure below shows the training program in the employee site:



Figure 25 - Employee Training Programs

Training Program Reports

HR Administrators can access a report that shows them which employees have completed the training programs. In addition, they can see employees’ progress with the programs and which specific materials they have reviewed and actively acknowledged. There is no configuration needed to turn on reporting. This feature is especially valuable for HR Administrators who want to keep track of employees who need to review new policies and procedures. Users can also select to view the report in an alternate format, such as XML, CSV, TIFF, PDF or Excel. They can then download the report in the format they selected.

Here is a sample of a detail report within the Administrator Tool:



Figure 26 – Sample Training Report Detail: Exported to an Excel Spreadsheet



To-Do Lists for Training Programs

Administrators can use the To-Do List functionality to display incomplete training items to employees. They can target specific populations of employees. For example, suppose the Client Services Department at a company handles sensitive personal information. Users can establish a training program to require the Client Services Department to acknowledge that this sensitive information is confidential. The To-Do List shows employees that they need to complete this acknowledgement.

Figure 27 - Training Program To Do List



Additional Features

When they select the link, their paychecks will be available per pay period on the Your Paychecks page. They can select a link to open the paycheck information in a new browser window, or they can select a PDF if they want to print it.

Figure 28 - Employee Paycheck Information

FAQ Knowledgebase

HR Administrators can build a FAQ Knowledgebase to contain a list of questions that employees can refer to within the employee portal. Administrators can add the search bar to any page within the HR InTouch employee site.

Figure 29 - FAQ Question Knowledgebase - HR Administrator Toolset



Employees can also enter a new question if the answer is not in the pre-existing list. They can also mark new questions as confidential so that administrators do not post them as questions for the common list. Employees receive an automated response when they ask a new question to ensure them that it has been received and will be addressed.

Figure 30 - Search FAQs in the Employee Portal

Site Widgets

Administrators can add pre-defined information, such as RSS feeds, ICYou Videos, News and Health Tips, to the site. The HR InTouch App includes widgets that HR Administrators can add to the employee portal. These items include RSS feeds, ICYou Videos, News and Health Tips. HR Administrators can manage widgets by editing a page from a Content Library and selecting the Add Items button to display the list of widgets. These widgets include:

Google Search Results - displays a search query for web, news and blog

Flickr Image Results - displays a Flickr public image feed, determined by the group administrator

Twitter Text Feed - displays a Twitter text feed, determined by the group administrator

Yahoo! Health Tip of the Day – displays three healthcare tips daily from the Yahoo! health site

Figure 31 - Google Search Results Widget



Site Design

In addition to adding custom content, layout, videos, etc., administrators can also customize the overall look of the site by choosing a site theme, headers and footers. They can view themes and update them on the fly using the HR InTouch App ThemeBuilder.

Site Theme

Once administrators have added content, they can choose the type of overall theme they want for their site. All of the information from the current template will carry over to the new layout for a quick, seamless transition. Administrators can select a theme within the Employee portal. The page refreshes with the new styles whenever an administrator selects a different theme, but the theme does not get saved until the administrator selects the Publish link.

Figure 32 - Site Themes



Header

The header displays at the top of all of the Web portal pages. Administrators have three options when choosing a header:

1. Adding text with a colored background

2. Uploading a banner image (most common option)

3. Combining text and an image

Here is an example of a banner image in the header; this is the most popular method for header content:

Figure 33 - Banner Image in Header

Footer

The footer displays at the bottom of all of the Web portal pages and typically includes copyright information.

Figure 34 - Footer



Appendix A

Terminology

The HR InTouch App includes numerous elements that you can set up to include in your site. The following definitions will help you determine what you will include in your site and how you can map out the information you will display to your employees.

Content Libraries – These are groups of related articles or videos that contain similar content. Benefitfocus provides pre-authored Content Libraries that you can build upon by adding your custom content. You can also add your own custom Content Libraries. For example, a Work Content Library may contain information about your company’s policies and procedures, forms, templates, additional perks and so on. Your Content Libraries that are enabled display as tabs across the main menu on the employee site.

Pages – This is the information that displays when your employees select a link or a tab. Pages can contain text, images, video, links or a combination of these items. You add and edit page information via the Page Editor feature.

Page Templates – The HR InTouch App provides several layouts you may use as templates to easily design your pages. Each layout is unique; you can quickly add basic text, video controls, images, featured content and more to new or existing pages. Before you choose a page layout, decide what type of information you want to include on your page, and then select a layout that matches your needs.

Sections – You can further organize Content Libraries by enabling sections. You can group pages together inside a Content Library so that your employees can quickly find the information they need. For example, inside your Health Content Library, you may create a section called Dental Benefits. Within the Dental Benefits section, you would create pages that contain information related to your company’s dental benefit plans.

Galleries – You can quickly add images, videos, documents and links to galleries that you can then add to your pages. Because these files are added once and stored within The HR InTouch App, you only need to upload them once.

Text Variables – Create custom content, such as your company name or phone number, that you can add to the text within your pages. In other words, you can reuse text variables on multiple pages throughout the site.

Themes – Choose the overall look and feel of your site by using the ThemeBuilder. You access this tool by viewing the employee site, where you can dynamically see changes you make to the theme.

Quick Links – Add links your employees can quickly find on any page within your site. You have three types of links that you can add:

o Library Page – this is an existing page from The HR InTouch App, such as your Home page or your Medical Benefits page, etc.

o Link Gallery – these are links that you have already set up in The HR InTouch App. These are links to other Web sites or email addresses.

o Document Gallery – you can also add documents that you have already set up. These can be PDFs and Word documents.



Filter – If your company is using the Benefitfocus Platform™ for online enrollment, you can filter a page so that it only displays to a subset of employees. For example, suppose your company has part-time employees who do not receive medical benefits. You can apply a filter on the medical benefits pages so that the part-time employees do not see them.

Categories – A category is a grouping of employees. For example, your company may set up your office locations (home: Atlanta, remote: Chicago etc.) or employee classifications (part-time, full-time, executive, etc.) as categories.

Tags – You can tag items to display them in specific areas on the employee site. Once you tag a page, document, video, and so on, you can then establish which of the tagged items display on each page by using the Featured Content feature.

Site Modules – These are extra features that you can enable or disable for your employees. The HR InTouch App includes these modules:

o Healthwise Knowledgebase – this feature includes a great deal of health information, including interactive symptom checkers and much more.

o Training Tool – do you have documents or videos that will help your employees? Use the Training Tool to ensure they receive training the way you want to display it to them. This feature includes acknowledgement and reporting capabilities.

o FAQ Knowledgebase – Build a knowledgebase that your employees can refer to when they have questions. Answer new questions and, when applicable, add the new questions to the existing knowledgebase

HR InTouch Product Guide - Benefitfocus

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