Employee Benefits Administration

Case study

Employee Benefits Administration

The administration of employee benefits faces similar hurdles across organizations, irrespective of employee strength. A successful benefits program must encompass numerous factors, right from regulatory prerequisites to addressing the needs of different generations in the workforce. The right employee benefits strategy is not just about providing what employees need, but also help organizations achieve higher talent retention, preferred employee status, increased cost savings, and much more.

Most organizations have a strong understanding of employee benefit programs and administration, however, there is a lack of awareness on how to clearly communicate the benefits to employees. Today’s young workforce prefer digital platforms to consume and process benefits-related information. There is a greater need for a holistic, technology-driven ecosystem for employees to clearly understand the details of their benefits program. Also, organizations can ensure transparency when communicating with employees and provide real-time support to them.

Our client is an insurance brokerage firm that provides an end to end enterprise solution for employee benefits administration. Their benefits solution aims to provide employees a fair and comprehensive health plan at the best possible rates. Their licensed health insurance advocates ensure employees experience improved healthcare outcomes.


Our client was providing employee benefits administration services for companies with less than 500 employees. They wanted to extend their solution to enterprises that have up to 1500 employees. Their existing solution was not scalable. So, they wanted a new benefits administration portal for employers, employees, and the operations team with the following functionalities:

  • Employer onboarding
  • Dashboard for employees to view their benefits, customize and download cards, guides and so on.
  • Employers can monitor and manage the benefits with ability to onboard new hires or remove past employees.
  • Configurable plans, rules, benefit guides, forms, and payer agreements.
  • Acquisition of employee data through 3rd party integrations.
  • Integration with 3rd party systems to sync with payroll / external benefits administrator.

The client also needed support in terms of complete Project Lifecycle Services management, as well as software development and quality assurance support.


The existing benefits administration portal had to process data from various HRIS and payroll systems. The data from these disparate systems was in different formats. So, they had to manually upload data into the portal, which was a time consuming process.

The client has in depth domain knowledge, but was finding it difficult to digitize its business using reliable and scalable technology solutions. They needed a strong IT partner to implement the latest technologies in its benefits administration solution.


We leveraged our expertise in data analytics, user experience, and building connectors to integrate with different systems to create the new benefits administration portal. The new features included:

  • Data-driven recommendations of health plan decisions that drive cost savings and improved outcomes for both employers and employees.
  • Integration of multiple 3rd party vendors (ADP, Bamboo, Paylocity, Optum, Discovery and so on) to obtain data and streamline HRIS, payroll, and benefits systems.
  • Revamped benefits administration platform for better user experience.
  • The setup, roll-out, and management of group plans through a single portal.
  • Two types of rule engines.
  • Analytics on claim data to obtain the monthly claim amount.

Tech stack

How our solution helped

100% increase in number of new customers within a year and 72% decrease in onboarding time of new customers.

Overall approach

As part of Project Lifecycle Services management, we created a product roadmap with high prioritization of business requirements. The requirements were executed using standardized project management tools. Then, a process flow was designed to have a complete grasp on the sequence and dependencies of the individual stages in the process.

We first started with the integration of external vendors to obtain HRIS and payroll data. The onboarding sheets were used to configure the portal health plans selected by an employer and also allow their employees to select them as required.

The qualifying events for the health plans were identified and rules were established for intermittent activities. On the whole, we placed great emphasis on improving the user experience and administrative capabilities of the portal. The analytics dashboard on the portal gave insights for users to better understand their benefits and utilization.


  • Simplified and comprehensive user experience for the user and support portals.
  • Singular dashboard to manage and monitor various benefits.
  • Highly scalable solution with multiple 3rd-party integration support.

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