How October Three Helped a Long-Standing Client Transition Admin from In-House to Outsourced
In this case study, we break down how October Three helped a long-standing client preserve continuity and expertise amidst institutional changes.
Situation
A long-standing client managing its defined benefit plan in-house faced a critical inflection point. The sole internal expert who handled all key administrative tasks, from participant inquiries to benefit calculations, was nearing retirement. With no clear successor in place, the organization had to decide between the high cost of backfilling or fully outsourcing the plan’s administration.
The client needed a timely, strategic solution to avoid service disruption, retain institutional knowledge, and maintain the high standards participants had come to expect.
Approach
A phased transition approach was implemented, beginning with a comprehensive knowledge transfer process. All critical procedures, open items, and plan nuances were carefully documented to ensure nothing was lost. From this, a customized implementation plan was created, allowing for a gradual handover of responsibilities and uninterrupted participant support.
The team then assumed full responsibility for all core administrative functions, including benefit calculations, communications, and compliance. Additionally, the team designed a participant support model to match the plan’s unique features and employee expectations.
Results
The outcome was a seamless transition:
No disruption to participant support or plan operations
Full preservation of legacy knowledge and best practices
Scalable, efficient administration, without the cost and risk of hiring a replacement
By outsourcing to October Three, the client resolved its immediate concerns and established a sustainable retirement program without interrupting participant support.
Upgrade Your Plan Admin
From implementation to day-to-day management, October Three’s administration platform helps simplify the admin experience for plan sponsors and participants. Schedule a quick call with our team to learn how we can support your administrative needs.