Overview
This guide walks you through how to build and launch a complete census collection project from start to finish. By following this workflow, you will create a structured process that collects company updates, gathers participant census data, tracks progress, and prepares the data for review and testing.
The outcome is a repeatable, trackable census workflow that reduces manual follow-up, improves data accuracy, and gives you real-time visibility into the status of each plan. When properly configured, your project will automate outreach, centralize submissions, and streamline internal review.
Common Uses
You would use this workflow when you need to initiate annual census collection for one or more plans. During year-end administration when you need to gather updated company information, ownership details, and participant data.
When transitioning from manual email-based census collection to a structured, trackable workflow. After implementing a new system and you need to standardize how census requests are sent, tracked, and reviewed.
How To
Define the Structure of Your Census Collection Project
Create a new project template dedicated to annual census collection.
Add internal tasks for your team, such as reviewing submitted data and finalizing the census file.
Add client-facing tasks for updating company information, completing questionnaires, and submitting census data.
Assign a project lead who will oversee progress and ensure tasks move forward.
Assign each task to the appropriate role (for example, plan administrator, analyst, or client contact).
Ensure that you create any automations to launch additional projects based on the completion of census data collection (ie. Census Review Projects, Compliance Testing, etc)
Result: You have a clearly structured project with defined ownership and task sequencing.
Confirm the Plan Year and Data Mapping
Before launching the project, verify that it is linked to the correct plan year.
Ensure the plan year field is populated and mapped so incoming census data is stored in the correct annual record. You can do this by reviewing the data field titled Plan Year is set to the correct plan year. This must change each year when you go to launch your projects.
Confirm any required project data fields are created (such as plan year, census received date, or final approval date). You can set these up in Library > Views.
Important: Incorrect plan year mapping will cause census data to be stored in the wrong record and impact reporting.
Result: All data collected through the project will be tied to the correct plan year.
Configure the Annual Questionnaire (APQ)
Add a client task for completing the annual questionnaire.
Select the correct questionnaire template.
Configure the task so the completed response is saved directly to the project record.
Map specific questionnaire responses to structured data fields when appropriate (for example, ownership changes or contact updates).
Result: When the plan sponsor completes the questionnaire, responses are saved automatically and available for review without additional manual upload.
Set Up Milestone Tracking Fields
Add log fields to capture key milestones in the census process.
Track when census data is received.
Track when internal review is completed.
Track when final census approval is received.
These fields allow you to report on timelines and monitor progress across plans.
Result: You can easily see when each major milestone occurred and generate reports if needed.
Configure Client Outreach and Email Automation
Add an automated email task that notifies the plan sponsor when census collection begins.
Select the appropriate email template.
Define which contact roles should receive the request (for example, primary contact, payroll contact, or additional stakeholders).
Confirm the email will send automatically when the project is launched.
Note: If multiple contacts share the same role, all will receive the email if configured accordingly.
Result: When the project launches, the correct contacts are notified without manual follow-up.
Set Task Due Dates and Reminder Rules
Establish due dates for client-facing tasks.
Configure automated reminders before and after the due date.
Define reminder intervals and which roles should receive them.
Important: Reminders should align with your service expectations to avoid excessive or premature follow-up.
Result: The system follows up automatically, reducing the need for manual reminder emails.
Launch the Census Collection Project
Once all configuration checks are complete, launch the project for the applicable plans.
Confirm correct contacts are assigned to the plan.
Launch the project individually or in bulk, depending on your workflow.
Verify that email notifications are sent and client tasks are visible in the client portal.
Result: Census collection is officially in progress and visible to both your team and the plan sponsor.
By following this workflow, you create a consistent, repeatable census collection process that improves data accuracy, reduces back-and-forth communication, and provides clear accountability for both your team and your plan sponsors.