OneUSG Connect Monthly Webcast. March 15, 2017

Transcription

1 OneUSG Connect Monthly Webcast March 15, 2017

2 Agenda Name Change Cohort One Activities Update Cohorts Two and Three Kick-Off Workshop Advice for Future Cohorts OneUSG Connect Application Support Update OneUSG Benefits Connect Update Change Management Update 2

3 Branding and Name Change OneUSG Connect 3

4 Cohort One Accomplishments January: Cohort One Kick-Off Workshop Project Plan Strategy Meetings February/March: Business Process and Compliance Reviews Started Data Clean Up Completed Stakeholder Analysis Completed Communication and Training Plans 4

5 Calendar of Upcoming Engagements Cohort One Query Training March 21 in Athens OneUSG Connect UAT Kick-Off Workshop March 22 at Georgia College Query Training March 24 in Valdosta UAT Practitioner Training March 27 April 6 via WebEx All Institutions OneUSG Benefits Connect Binder Review - March at Middle Georgia State University OneUSG Benefits Connect Recon Binder Review (financial focus) - April 12 at Middle Georgia State University 5

6 Cohort One Bi-Weekly Functional and Technical Meetings Weekly Change Management Meeting Recruitment Solution Design Weekly Change Management Meeting Weekly Change Management Meeting Calendar of Events: Institutional Readiness and Design Cohort One Bi-Weekly Functional and Technical Meetings Query Training in Athens Cohort One Business Process Review UAT Kick-Off Workshop Weekly Change Management Meeting Query Training in Valdosta UGA Integration Session Cohort One Project Manager Weekly Meeting OneUSG Benefits Connect Business Process and Complaince Review Weekly Change Management Meeting Data Clean Up Review Data Clean Up Review Data Clean Up Review 2017 Mar Apr May 2017 OneUSG - Build) Today Inst - Readiness & Design System Test Institution - Build (v1) User Acceptance Testing Current Task Upcoming Task 6

7 Cohorts Two and Three Upcoming Event Kick-Off Workshop May at Middle Georgia State University 30-minute WebEx preview in April Advantage of Cohort One lessons learned 7

8 Advice for Future Cohorts What can you do now? Confirm Project Team ADP Data Clean Up Inventory of local reports and integrations Stakeholder Analysis Identify Change Network What can you expect? Regular Engagements Workshops Develop Training and Communication Strategies Readiness Assessment 8

9 Change Network Change Leaders Project Manager Change Lead Identified institution leaders Change Champions Executive Leadership Human Resources Faculty Council Public Relations Student Council Maintenance IT Staff OneUSG Connect Change Management Team OneUSG Connect Change Management Team Service Group Leaders Institution Project Teams 9 Stakeholder Groups Faculty and Staff Managers Employees Practitioners Deans, Directors, and Chairs Business Operations Community Centers of Expertise Support Champions Functional Teams Super Users

10 OneUSG Connect Application Support Update Dan Hann, ITS Associate Director 10

11 11 OneUSG Connect Application Support Team

12 OneUSG Benefits Connect Update Jennifer Kennington, USO Director of Benefits, Administration and Engagement 12

13 A Unified Approach to Benefits Administration Beginning June 26, 2017, USG health and group benefits will be administered through OneUSG Benefits Connect. This work is part of the broader OneUSG initiative, which will pave the way for a new Human Resources information system (HRIS) and payroll system, supported by PeopleSoft functionality. What s staying the same Our employees and retirees will continue to have the same array of quality benefits that they do today Benefits are not changing as a result of the transition 13

14 Scope - Solution Overview Participant Interactions Data Management Plan Sponsor Support Web transactions Plan knowledge support Decision support Personalized statements (print and ) Automated outbound reminder calls Direct billing Retirees and COBRA Dependent audit Single sign-on from USG site Carrier single sign-on for some vendors Medical Expense Estimator Health Plan Comparison Charts HRIS integration Determine eligibility for full-time associates Receive eligibility determination for part-time associates working 30 or more hours per week, (ACA) will come from third party Dependents, survivors and beneficiaries User ID / Password (security) management Event Processing Annual Enrollment New Hire / Rehire enrollment Life events Dependent and beneficiary maintenance COBRA and HIPAA Modeling Third Party Interactions Plan Sponsor Portal Benefits accounting reports Compliance services and government reporting Industry and regulatory research Quarterly plan reviews QMCSO qualification POA administration Legal Guardianship administration Custom operation reports Premium Payments 14 Carrier interfaces (i.e. eligibility, EOI, life claims, MSRP, FMLA, etc.) Automated electronic file transfers Premium reporting and reconciliation

15 Scope Customer Service Team Shared Team Located in Orlando, FL 8:00 a.m. 5:00 p.m., ET Technology Desktop Portal Case management Imaging Knowledge content Speech analytics Voice Response System Identification and authentication Personalized routing to third parties and within Aon Hewitt Specialized messaging Representatives Basic Benefits Questions Inquiries and transactions (transactions not supported on the website) Site Navigational Support Fully trained on USG plan design and culture Transfers to third-party providers as needed Emergency enrollment assistance Specialists Life Benefits Support Advanced plan, program, policy questions and escalated issues Additional Support Customer Satisfaction Survey Translation Line/Relay Service Operations Case management System and/or process changes Back office and technology support/management Processing Forms processing Daily and exception processing Data entry and corrections Imaging Letter Generation 15

16 Not in Scope Benefit processes not included in OneUSG Benefits Connect scope Leave of absences/leave management Billing during leave in scope Retirement processing Retirement plans administration Retirement election for new hires/rehires in scope TAP Worker s comp. administration 16

17 OneUSG Benefits Connect: Key Dates April 20: Open House OneUSG Benefits Connect and OneUSG Benefits Call Center Week of May 8: OneUSG Benefits Connect User Acceptance Testing June 26: OneUSG Benefits Connect Benefits Administration Go Live OneUSG Benefits Connect website live OneUSG Benefits Call Center available 17

18 Change Management Update Teresa Piazza, ITS Training Lead 18 Sandi Suda, ITS Communications Lead

19 OneUSG Connect: Change Management Phases Go Live Begins Mar. 27 Preparation Final Countdown Induction Introduction Training -115 thru thru thru thru Number of Days prior to Go-Live 19

20 OneUSG Connect Communications: Readiness Kit Informational flyers Module fact sheets Pre-written, customizable messages 20 Institution Change Leads

21 OneUSG Benefits TRANSITION Connect: Communication Plan Timeline indicates recommended distribution dates. February March April June LIVE DATE 6/26 Post-Launch Communication Planning WebEx for Practitioners Announcement for Managers Coming Soon Announcement for Employees Transition Guide for Employees OE 2018 Communications WebEx for OneUSG Change Leads Announcement for Practitioners Content for USG Benefits Website Coming Soon Announcement for Retirees System Live Announcements for employees and retirees FAQs for Practitioners and Managers System Live Poster & Video Screen 2 1

22 Readiness Plan: Cohort One Message: Introduction to OneUSG Connect Message: Stay Up-to-Date Messages: OneUSG Benefits Connect Announcements Introduction Phase Message: Cut-Off Dates from ADP Message: Technical Setup for OneUSG Connect Message: OneUSG Benefits Connect Transition Guide OneUSG Connect GO LIVE: 06/18/17 Preparation Phase Message: OneUSG Benefits Connect Coming Soon retirees and employees Message: Employee Preparation Final Countdown Phase Message: OneUSG Connect System Availability Message: OneUSG Benefits Connect System Availability Message: Reminder about first pay period actions Go Live Phase Message: ESS/MSS Training Resources Message: HCM Practitioner Training Schedule OneUSG Benefits Connect GO LIVE: 06/26/17 Feb March April May June July Training Phase Training: Practitioner Training Begins Training: MSS Training Available 22 Training: ESS Training Available

23 OneUSG Connect Training Strategy Different approaches for different target audiences: Self Service Users Practitioners 23

24 OneUSG Connect Training Strategy: Self Service Users Self Service: Employee Self Service Manager Self Service Faculty Data Self Service We provide catalog of resources; institutions deliver training using those resources 24

25 OneUSG Connect Training Strategy: Catalog of Resources Videos, Job Aids, Learning Kits Microlearning, Just-In-Time During implementation, access resources via Smartsheet Videos and Job Aids located at Self Service Users 25

26 Blended learning approach OneUSG Connect Training Strategy: Practitioners participating in UAT: Pre-UAT WebEx Sessions: Prepare for UAT Hands-on experience during UAT Practitioners not participating in UAT: Initial WebEx Sessions Classroom training close to Go Live Practitioners 26 Scheduled WebEx training after Go Live

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