Our client, a major financial institution, needed to improve the process of sending enrollment kits to nearly 200 new hires each month. Initially assembling the kits took a full day and quality suffered from using copies. Hartford Media was able to produce personalized kits digitally within 3 hours of receiving employee data. This allowed new hires more time to review benefits options. The client now has Hartford Media handle new hire kits weekly as well as confirmation statements, freeing up staff time for other tasks.

1. Hartford Media, Inc.
2998 San Pablo Avenue
Berkeley CA 94702
510-647-2720
hmi@hartfordmedia.com
New Hire
Enrollment
Kits
Case Study

2. Our client is a major financial institution with locations throughout the country. They average almost 200
new hires each month and most are benefit-eligible. Employees are eligible for benefits once they reach
90 days with the company and a personalized “kit” of enrollment materials is generated and sent to each
eligible employee in advance of the eligibility date.
The kit contains a personalized worksheet with sensitive information and hence data integrity is a
concern. The worksheet also contains important deadline and date sensitive information that need to
stand out.
Each kit needs to contain the worksheet, instructions, important plan notices required by law, beneficiary
forms, and guides important to help employees make educated choices.
The kits also need to be organized, neat, and as easy to read as possible. Making important decisions on
medical coverage and life insurance can be daunting enough without a poor quality package.
Timing is important; the personalized statement allows for approximately three weeks of review time
before enrollment must take place.
ISSUE
Initially it would take our client an entire day to make the necessary copies and assemble the kits.
Because of last minute kitting, copies of copies were sometimes used in packets reducing the desired
quality level.
APPROACH
The client turned to Hartford Media, Inc. (HMI) who had always done such a great job on their Open
Enrollment Fulfillment to see if they could offer a better solution.
Because HMI had already worked with the client’s IT department to develop a flat file that could be used
to safely deliver the Open Enrollment files, it was determined that the same file format could be used
each week to generate the enrollment form.
HMI’s digital capabilities proved to be a great fit to produce the needed materials “on demand” in the
quantities needed, updated when required, and at a dependable superior quality.
Ancillary items such as forms, envelopes, brochures, etc. could be stored in HMI’s facility and organized
for maximum expediency by HMI’s experienced production team to be quickly staged as needed.
CURRENT SITUATION
HMI now handles new hires on a weekly basis, receiving a secured file each week. The production crew
produces a personalized kit for each new hire with all required components, often within 3 hours of
receiving the data file. This speedy fulfillment better supports the client’s mailroom time frames resulting
in an overall more efficient process.
The client can relax and be assured that each new hire is receiving a quality product that can be updated
as needed. This has come in handy with all the new health care changes. Their staff is no longer dealing
with the administrative issues, storage is not a problem, and new employees have the time and materials
they need to make educated choices for themselves and family.
The process works so well they recently made the decision to have HMI also handle the next step of the
process—the new hire and employee change event confirmation statements. This frees up more staff
time for our client to attend to other more pressing job functions.
New Hire Enrollment Kits | Case Study Hartford Media, Inc.