API HEALTHCARE S LEAVE MANAGEMENT MODULE & SIMPLYLEAVE: PROSPECT DISCOVERY QUESTIONNAIRE

Transcription

1 API HEALTHCARE S LEAVE MANAGEMENT MODULE & SIMPLYLEAVE: PROSPECT DISCOVERY QUESTIONNAIRE Note: This is meant as an information gathering exercise to start a discussion with sales prospects to better understand how they are managing leave. This is a useful first step prior to a product demonstration so that the right product selection can be determined and the demonstration tailored to the prospect s needs. Prospect name: Date completed: Person completing form: Sales person: Other People on call, including titles:

2 Question Purpose of Question Prospect's Answer Starting the Conversation Can you please describe how you are managing leave today? What systems do you currently have in place? (e.g. paper, Excel, outsourced, Time & Attendance plug in, nothing) What are your greatest pain points when it comes to leave management? Organizational Structure How many employees do you have? This is to start the conversation and learn at a high-level how they are managing leave today. Determines price. We price by employees and not by case volumes or activity. How is your company structured? Do you have different operating units? Have you had many mergers? Describe the typical workforce demographic (Part-time vs. full-time? Age? Demographics?) SimplyLeave can only be offered to prospects with <2,500 employees. You also cannot use SimplyLeave if you'd like the Accommodation module, employee/manager self-service or would like to customize the system. This is to understand how they are organized. The system supports virtually any organizational structure, and can be built automatically based on an interface from the HR system. Leave policies and workflow can be mapped to employees based on the organizational structure. Many locations and off-prime shift personnel benefit most from selfservice. Are there multiple shifts in the workforce? Do you have employees in multiple For example, younger demographics have lower incidents of leave while high female populations have increased use due to pregnancy leaves. The more states that they need to November 21, 2012 This document is CONFIDENTIAL and must not be communicated to a 3rd party by any means or reproduced in part or in whole in any form without written authorization from Presagia. Page 2 of 6

3 states? Are there any company policies, outside of the statutory federal and state leave regulations? (STD, Union, company sick leave, FMLA-like) If so, are they offered to only certain groups of employees? If you have any, are they written up in a form that you could share with us? Do you have a unionized workforce and collective bargaining agreements? Leave Team and Leave Management Are your leave management and human resources teams centralized or distributed? What does your leave management team look like? How many people are there? Do members of your leave team share tasks or does each person own a case from start to finish. Average number of leaves per year? manage, the bigger their need. There are certain key states (CA, NY, NJ, WA, OR, WI) that have the highest complexity and compliance issues based on our experiences. Oftentimes it can be useful to ask which states they find the most difficult. These are custom policies that can be configured using the policy configuration tool, which supports more than 50 different parameters. Leave policies can be mapped to employees based on the organization s structure. See if they will share a written policy. This helps us understand the complexity of their policies. Helps us to understand if there will be leave policies due to CBAs. Helps to understand the leave workflow and peoples responsibilities. It is important to know how many full time users they will have in order to understand usage and training requirements. These are users like case managers who use the system on a daily, or almost daily, basis. To get a sense of leave volume/need. Average number of open cases? Do you have a breakdown by type (FMLA, November 21, 2012 This document is CONFIDENTIAL and must not be communicated to a 3rd party by any means or reproduced in part or in whole in any form without written authorization from Presagia. Page 3 of 6

4 pregnancy, etc.) What is the typical case load per leave case manager? How does your leave team manage the integration with disability and workers compensation? Are they responsible for it? Do you do centralized intake? What is the nature of the communication between teams are these formal or informal processes? Who are your disability and workers compensation vendors? How are leave requests made today? Who approves leaves? Do different groups approve different types of leave? Would you be interested in offering selfservice to your employees, for example where they can request leave on-line? Would you be interested in offering manager self-service? For example, allow managers to submit leave requests on behalf of their employees, manage some steps in the leave process, or run basic reports. Simply a calculation of # of leaves divided by # of case managers. This is to have a better understanding of how many departments will be involved in the system purchase. Also to know which leaves will be managed in the system. Some companies only want to use the system for some of their leaves types (for example, FMLA is handled by the leave team, but STD/LTD/WC are managed by the benefits team). Presagia only manages the leave aspects of disability claims - we don't manage the financial aspects (we don't do claims management or OSHA reporting). It is useful to know how employees are currently requesting leaves and who is responsible for managing the requests. It is useful to know who is responsible for each step in the leave process. Also, if teams manage some steps. Qualifies the need for employee selfservice. Determines how tech savvy their workforce is and if employees have access to computers and at work. Qualifies the need for manager selfservice. Identifies potential for distributed teams and redistribution of workload. November 21, 2012 This document is CONFIDENTIAL and must not be communicated to a 3rd party by any means or reproduced in part or in whole in any form without written authorization from Presagia. Page 4 of 6

5 Compliance How does your organization stay up to date with changes to leave regulations? How do you manage exhaustion events? How do you manage growing into eligibility? How do you make sure you send your leave letters to employees on time? In your leave processes, do you: - Require complete and sufficient medical certifications - Ask for advance notice of leave - Require employees to identify the intermittent leave for which they are taking an absence. Accommodation Do you have a process for managing accommodations for ADA requests, end of leave accommodations, Stay at Work, Return to Work? Who manages accommodation? If not the leave team how are leave and accommodation integrated? How many accommodation cases do you have in a year? What issues are you facing today with the way you manage accommodation? Project Stakeholders and Competition Who is part of the team that will be reviewing the project? Identifies whether compliance is an issue for the employer and how our compliance messaging can address their need. Highlights a couple of key areas that are particularly onerous to manually track that we do effortlessly. Raises the concept of having to meet difficult timeline requirements. Makes employers aware that there might be areas where they can exert their rights to improve delivery of their programs. To determine if they may be interested in the Accommodation Module. We want to know if the leave team will be managing accommodations. Speaks to need and urgency. Need to understand their pain points, so they can be focused on during subsequent demos and communications. To understand the opportunity and timing. November 21, 2012 This document is CONFIDENTIAL and must not be communicated to a 3rd party by any means or reproduced in part or in whole in any form without written authorization from Presagia. Page 5 of 6

6 Who are the decision makers? Is the project budgeted? What is your project timeline? (E.g. when do you want to implement?) What is the key driver of the project? Have you seen any other leave or accommodation management systems? To understand the competitive landscape. If so, what did you like or dislike about them? Are there any other vendors under review? Systems What are your HRIS, Payroll and Time & attendance systems? Where do you get information about absences? Do you have employee schedules data? Are there any other issues you are struggling with or any questions for us at this point? Core HR that would provide list of employees and work hours. We would like a feed of attendance and absence data from the T&A system. November 21, 2012 This document is CONFIDENTIAL and must not be communicated to a 3rd party by any means or reproduced in part or in whole in any form without written authorization from Presagia. Page 6 of 6