Five Things to Think about When Implementing an Education Benefits Management Tool

Implementing any new piece of software can be complicated, particularly in companies with a relatively large workforce. But in the Great Resignation landscape of recruitment and retention challenges, employers are evaluating the advantages of offering an education benefit to their employees—as well as what that implementation might entail.  

Education benefits typically refer to tuition assistance programs that employers provide to pay for or subsidize employees’ education. Employers like offering this benefit because it helps them stand out and attract or retain top-quality talent. Employees or prospective employees like education benefits because they provide access to education at a lower cost. Plus, it helps employees build skills that make them more productive in a current role as well as potentially more marketable for future opportunities. 

Workforce Edge is an education benefits management portal designed to simplify benefits administration for HR leaders at organizations across a variety of industries. The platform connects employees with options, including schools, programs, available tuition assistance, reimbursement guidelines, and more. 

But as with any benefits management tool, employers should consider these five areas before implementing: 

1. Think about who to include on your implementation team from day one 

Any implementation runs more smoothly when the right players are at the table from the beginning of the process. Include the executive sponsor, tool administrator, IT support contact, and an employee representative who will actually use the benefit tool.  

For an education benefits management tool, the same holds true. 

“Our first step is to coordinate with the HR leader or benefits administrator at the company we’re partnering with,” explains Mike Andrewsen, senior solutions consultant for Workforce Edge. “We then discuss implementation with their internal IT team and come up with a game plan. Though we handle all software and programming needs behind the scenes, we need to make sure everyone is on the same page in terms of the process and timetable for rolling it out.” 

2. Communicating to benefit users early and often is critical 

Part of the implementation process also involves making sure employees are aware that a new platform will be launching soon.   

“We know how enthusiastic people get about their education benefits. Our job is to get the word out, help handle communications, and connect users with all the info they need so they’ll be ready when Workforce Edge is activated,” says Andrewsen. 

He also notes, “We’ve found that the most successful launches are at places where leaders get involved in helping us communicate the highlights of the platform. It really helps employees get excited about their options.” 

In addition, successful initial and ongoing software use means continuing to make sure that employees are aware of the platform. “Our team will often handle messaging through emails, intranet posts, in-person events, and other avenues,” says Andrewsen. “Workforce Edge makes it so simple and easy for working adults to connect with educational opportunities. As it gets implemented, raising awareness about its usefulness remains one of our highest priorities.” 

3. Build a solid infrastructure with good workforce data

The next step of implementation involves the Workforce Edge software team building specific data points into the platform. “We get that information from HR administrators, and again, communication here is key: what fields would they like us to build? What’s the most useful information to include?” Andrewsen says. Workforce Edge developers will then build those fields into an interface that’s tailored for the partner’s needs and preferences. 

Often, these fields can be directly pulled from the Human Resources Information System (HRIS) already in place at the company. This helps simplify the process, making Workforce Edge a kind of extension of the software already used by the organization. Other tools, including a single sign-on (SSO), can make the user experience even more approachable. 

4. Update your education benefits policy to be user-friendly

During setup, the Workforce Edge software team will also build in the organization’s reimbursement policies, eligibility requirements, procedures, and other key aspects of benefits administration. 

Andrewsen adds, “The more that we can summarize policy documents that are often 8-10 pages long and turn them into digestible instructions for the user, the easier it’s going to be for them to understand and take advantage of what’s available.” 

The inclusion of these policies is also important for HR specialists within the company. The platform helps manage reimbursement and eligibility guidelines. Workforce Edge can easily factor in these variables when creating robust reports on benefits usage, spend, and other key metrics. 

5. Stay in touch with your implementation team, even post-launch

Once Workforce Edge has been launched, the software remains a fairly hands-off tool for a company’s HR team. The platform mostly exists to assist employees as they enroll in programs, submit proof of completion, and receive any available reimbursement.   

For Workforce Edge specialists, this step involves keeping lines of communication open. Andrewsen explains, “Our team is always available if any issues or questions come up. We remain a useful resource for employees and leaders within the organization. We want to make the process as smooth as possible for all groups involved.” 

To learn more about how Workforce Edge can help you with a comprehensive implementation plan for your education benefit, contact us.