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Out of the Archives - Case History 'A'

Active Members = 12,500
Retirees = 7,500
Dependents = 45,000
With turnovers, the typical number of lives tracked at any given time = 75,000
Health and Welfare Benefit Program = 85% participation
Legal Services Benefit Program = 95% participation
Document images = 200,000
Employers = 5
Automatic data intake from employers = yes
Payroll deduction processing for dues = yes
Employer H&W remittances  = download and auto-intake
Employer Legal Services remittances = download and auto-intake
Locals = 10
Years MTSS in use = 16
Print Receipts from Over The Counter operations with cash drawer reconciliation
User count = 50

Why:

MTSS was brought into this organization to track dues and benefits payments, determine and track eligibility for benefits, and to provide reports of payment shortages and statistical member and benefits information. There was a large amount of data from both employers and providers that needed to be reconciled with the actual benefit plans and eligibility. The existing mainframe system was not meeting those requirements . A document imaging module was also requested so that membership information and eligibility for benefits could be more easily verified, and other vital information readily retrieved at point of need.

So in addition to getting the data captured and under control, significant amounts of time were being expended searching in vain for documents which had been either misfiled or destroyed.

How:

During the installation process considerable time was spent with the staff in surveying the operational procedures and requirements of the organization and its related entities; the Health & Welfare Fund and the Legal Services Plan. That effort included a review of the physical documents such as the benefits options for participants, the process of receiving dues and benefits payments from employers and individual members, the methods for advising providers of the eligibility of participants for benefits, and other processes. A variety of reports prepared by their staff were reviewed.

The MTSS modules chosen for implementation provided for multiple dues rates of members, multiple benefits plans with different coverages and separate contribution rates, and multiple levels of security. Input processes for these permitted input at individual workstations and automated intake of payments from employers’ data files. Naturally, all of the modules permitted simultaneous use by multiple users at individual workstations at varying locations. The module reporting allowed for the analysis of payments received and shortages. Document imaging processes were linked together to provide fast access, from various modules, to document images. This altogether eliminated the need to research paper documents related to membership and benefits eligibility, and which also eliminated the possibility of misfiled documents. The system was tested with the various users to insure that everything worked together smoothly, was user friendly, and that the modules were providing the desired information.

When:

When MTSS was turned on, the results were astonishing. The organization from day one, began to reap huge benefits in savings. This was from both collecting amounts due from employers, and identifying invalid charges from benefit providers for terminated parties. The users were ecstatic that they could have such easy access to information and documents to answer members’ questions so quickly.

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