About the System Change Report

CHANGE means there’s been a change in information to an existing individual (employee or dependent) in Maxwell.

• The fields that have been changed will be highlighted in yellow, with the initial and final information provided. In the example below, “jhalpert@dundermifflin.com” was Jim’s email on the “Initial Date” and “jhalpert@dunder.com” was Jim’s email on the Final Date.
  

TERM means the employee has been terminated.

• Note: Deleting an employee or a dependent from Maxwell will not display as a change on this tab. However, if a dependent is deleted and they were enrolled in a product, they will display as a change on the “Product Changes” and “Consolidated Changes” tabs. 

• Ex: Creed has confirmed to enroll in the VSP vision and BCBS medical products:
  
• Ex: Creed previously waived the dental product, but has now confirmed to enroll in it:
  

CHANGE means this is a change to information within a product. This does not include changing enrollment from one product (ex: Kaiser HMO) to another product (ex: Anthem PPO). For all changes, the fields that have been changed are highlighted in yellow, with the initial and final information provided. Some common examples of a change are:

• Change in coverage level. Ex: Jim has added his spouse, Pam, to his VSP Vision plan, and checked out.
  
• Change in product status. Ex: From “confirmed → enrolled” or “enrolled → confirmed." Note:
  • To best capture changes for an annual Open Enrollment, enter the day before your Open Enrollment Start Date as the “Initial Date,” and the day after you process products as the “Final Date.” Otherwise, the report will display changes that you may not want to see.
    • Ex: if you enter in an “Initial Date” during shopping and a “Final Date” once you’re done processing, you may pull a product that does not change other than the fact that you’ve processed it. That’s because the report picks up a product status change of “confirmed--> enrolled.”
    • Ex: if you enter in an “Initial Date” before shopping begins and a “Final Date” before you’ve processed the product, a product that the employee is renewing will display on the report as a “CHANGE.” That’s because the report picks up a product status change of “enrolled-->confirmed."
      • If you’re looking to remove the renewal products from the “Product Changes” tab of the Change Report before you process those products, take the following steps:
        • To filter out confirmed to enroll renewals: filter the “Product Status” column to = “enrolled-->confirmed” then the “Product Intent” column to = “enroll." Make sure there are no other changes in the row before removing it.
        • To filter out confirmed to waive renewals: filter the “Product Status” column to = “waived-->confirmed” then the “Product Intent” column to = “waive." Make sure there are no other changes in the row before removing it.
  • So that only pending elections in their final state display on the report, the Change Report does not display any changes from a “selected” status. The intent of the Change Report is not to monitor employee progress through Open Enrollment, as that information can change and therefore should not be submitted to carriers. Instead, we recommend using the Dashboard.
• Change in per pay period amount.
  • Changes to the employee and employer per pay period amounts will display as a change to the product in the Change Report, even when an overall rate change has occurred. The “Employee Cost Per Pay Period" and the “Employer Cost Per Pay Period” fields should be the only fields highlighted if it was a rate change, so you can easily identify and remove these rows if necessary.

TERM can mean the following:

• A previously enrolled product has been terminated because the employee has been terminated or individual product termination from the employee profile.
• The employee actively waived the product by clicking Waive on the individual product, waiving the entire benefit type (ex: all medical products), or ignoring the product, regardless of whether or not they were previously enrolled in it.
  
  
  Example of a product that was previously enrolled and is now waived
  
  
  • Note: If the employee enrolls in one product (ex: medical HMO) and ignores another within the same benefit type (ex: medical PPO), the medical PPO will not display as a "TERM."

• Note: The “Product Status” and “Product Intent” will continue to display as “enrolled” and “enroll” for a termination, as there is no “terminated” status or intent.

Consolidated Changes

The “Consolidated Changes” tab shows a full file of demographic and product changes and is great to send right to a carrier. This is the same information displayed on the “Demographic Changes” and “Product Changes” tabs consolidated with only the final information displaying as highlighted.

Ex: Jim’s demographic changes and product changes are displayed on the "Consolidated Changes" tab:

• After a change is made, it may take up to 10 minutes for it to display on a Change Report
• Only employees/products with ADDs, TERMs, or CHANGEs in the time period you selected will display on the report. This report is not a full census export that only highlights changes.
• ADDs, TERMs, and CHANGEs will display if they were entered into the Maxwell system in the date range provided. They will not display based on the DOH, date of termination, or change date provided when entered.
• The columns labeled “Identifier Field” will never display as changes (with the fields highlighted and initial and final values), as these columns are there to associate the information in the row.
• So that changes to rates or descriptions do not pull up false positives on the report, the following fields will show updated values, but they will not be highlighted, nor will they trigger a change if they alone are changed:
  • Product Type
  • Vendor Name
  • Product Name
  • Product Start Date
  • Product End Date
• While we are able to surface changes based on qualifying life events, at this time, we cannot display the “Change Reason” (i.e. “marriage”) for that change.
• The Change Report does not display the user who made the changes in Maxwell.
• If multiple changes were made to one set of information within the time period you specify, each instance will not be shown on the Change Report.
  
  • For example, you run a Change Report with an “Initial Date” of 7/1/21 and a “Final Date” of 7/15/21. The employee’s address changes in Maxwell on 7/5/21, 7/6/21, and 7/10/21. On the “Demographic Changes” tab, the report will show the address field highlighted with only the address on 7/1/21 (the initial value) and 7/10/21(the final value).
  • If you add a new hire AND change their information in the same day, this will be represented as an “ADD” in the Change Report.
• Products that naturally expire because their product end date passes will not display as terminations on the Change Report. You may want to run a coverage report before and after your Open Enrollment, and compare the two. You should only need to do this if:
  • You offer multiple carriers in the same product category (i.e. Aetna medical and Kaiser medical)
  • You're running an active enrollment and want to capture product terminations for any employees who did not engage with the product