SPS Project Benefits Advocates Web Series #1: Intro to SPS Benefits Project June 4, 2015

Agenda SPS Benefits Project/Timeline Update Today’s Benefits Awareness Topic: Intro to SPS Benefits SPS Benefits Overview SPS Benefits Key Changes SPS Benefits Impact Introduction to System Integration SPS Benefits System Demo Advocates Network Change Readiness Toolkit Advocates Change Readiness Upcoming Activities Questions/Discussion + Wrap-Up Business Sponsor

SPS Benefits Project/Timeline Update

SPS Benefits Project: Timeline Update Soft Launch date moved to later this Summer (Aug) Efforts focus on Data Conversion validation and data clean-up BAS Shutdown moved to end of July Go-Live date remains as Oct 8th / Open Enrollment in Workday Benefits as Oct 15th Tool will be provided for the non- SPMS agencies to do an employee campaign to update their system(s)

SPS Benefits Project/Timeline* May ‘15 Jun ‘15 Jul ‘15 Aug ’15 Sep ’15 Oct ’15 Nov ’15 Dec’15 July –* BAS Shutdown; Soft-Go-Live Preparation November Open Enrollment in SPS Workday Benefits Post Go-Live Support and Continued Training Soft Launch Aug: EBD and ABCs begin using SPS Workday Benefits Go-Live Oct 8th: Employees and Retirees begin managing their Benefits in SPS Workday DBM Employee Benefits Division (EBD) Testing, Training, Preparation for Soft Launch Agency Benefit Coordinators (ABC) Statewide Preparation, Testing, End User Training for Go-Live Employees & Retirees *SPS Benefits Project/Timeline adjusted as of 6/1/15

SPS Benefits Project: Key Upcoming Activities Workstream Key Activities Change Readiness Workstream Employee campaign for SPMS agencies – July NEXT! Benefits Advocate Meeting/Awareness Event – 6/17 Agency updates re: SPS Benefits Project Information (Advocates) Training Workstream Training Development for Soft Launch COMING! Workday Basics & Benefits Concept Videos – June, 2015 Training Schedule forthcoming Functional/Technical Workstream Data Conversion Validation and Clean Up System Testing State Workstream Shell Records for Non-SPMS Agencies Non-SPMS Email Campaign

Today’s Awareness Topic: Intro to SPS Benefits

What is included in the Benefits Transition to SPS Workday? SPS Workday is the statewide Benefits tool that will: Replace the Benefits Administration System (BAS) Update and enhance existing benefits business processes Provide online benefits enrollment for employees and retirees Processes include: Online open enrollment Dependent information changes Life Events (Marriage, Divorce, Birth, Court Order, etc.) Includes integrations with providers and other external systems

Key Changes (Policies & Processes) Policy Changes Effective Date Change (effective 8/1/15) Hire/Marriage – effective first of month following hire or change Terminations/Divorces – effective end of the same month as the event New Birth – effective date is the date of birth Process Changes Online Benefits Enrollment and Benefits Changes Affordable Care Act (ACA) handled in Workday Tax affidavit going away; electronic acknowledgment in Workday for Go-Live COBRA notices – no longer handled in-house Will be mailed by fulfillment and printing company (weekly/monthly) Inaccurate documentation will be sent back to employee and ABC with reason why No more Summary Statements Confirmation statements can be printed by employees at the end of their enrollment Administrative corrections to employee benefits handled by EBD

Who Will Use SPS Workday for Benefits? Employee Benefits Division (EBD) Agency Benefits Coordinators (ABCs) Employees SPMS Employees SPMS are Executive Branch agencies that must follow the policies and regulations promulgated by the Department of Budget and Management Non-SPMS Employees Non-SPMS are agencies that have their own Personnel Management and Time Tracking Systems or processes (including Satellite agencies) Retirees or approved Beneficiaries of Retirees

State of Maryland Non-SPMS Retirees SPMS Satellite Agencies (51) CPB* Independents (9 Pass-thrus) General Assembly Universities (13) MDOT** Maryland Environmental Services Non-SPMS Retirees Office of the Attorney General Office of the Treasurer Office of the Comptroller Office of the Governor 50 Agencies SPMS *CPB – Central Payroll Bureau **MDOT – Maryland Department of Transportation *A complete list of SPMS vs Non-SPMS agencies is located in your packet.

What Will Users Be Able to Do in SPS Benefits? Employee Benefits Division (EBD) will be able to: Assist employees and retirees with enrolling in and changing benefit elections Initiate enrollment for an employee or retiree Review the enrollment process for an employee or retiree Submit supporting documentation for an employee or retiree Resolving enrollment issues and/or questions Access all State employees and retiree benefits information Agency Benefits Coordinators (ABCs) will be able to: Initiate enrollment for an employee Review the enrollment process for an employee Submit supporting documentation for an employee Make benefit changes for an employee View an employee benefit elections, dependents, etc.

What Will Users Be Able to Do in SPS Benefits? SPMS Employees will be able to: Update personal information such as contact information Update information for dependents such as date of birth Initiate a life event change such as marriage, birth of child, etc. Enroll and change benefits during Open Enrollment Retirees and/or approved Beneficiaries of Retirees will be able to: Update personal information such as contact information Update information for dependents such as date of birth Initiate a life event change such as marriage, birth of child, etc. Enroll and change benefits during Open Enrollment

What Will Users Be Able to Do in SPS Benefits? Non-SPMS Employees will be able to: Update information for dependents such as date of birth. Initiate a life event change such as a marriage, birth of a child, etc. Personal information such as address, name change, DOB correction must be submitted through their Agency Benefits Coordinator. Integration between Non-SPMS agencies’ HR systems & SPS Workday* Updates sent from Non-SPMS agencies’ HR system to SPS Workday, may trigger employee benefit election events *Note: A shell record is worker data that will be sent from Non-SPMS agencies’ HR systems to SPS Workday system as an integration that will keep Workday in sync with employee events in the Non- SPMS agencies’ HR system

When Will SPS Benefits Be Available for Users? July – August October 8 October 15 Soft Launch Full Access (EBD) View-only Access (ABCs) Full Access (ABCs) View Current 2015 Elections / Initiate benefit changes (Employees/ Retirees) Go-Live Full Access for all users Online Open Enrollment

What System to Use and When? Providers ABC Employee EBD Current (Today) ABC Employee EBD Providers July, 2015 Benefits Self-Service ABC Employee EBD Providers October, 2015

How Will Employee & Benefit Information Flow In and Out of the System? Payroll Deductions Taken Benefit Claims Payments Received Central Payroll Bureau Vendors Vendors (Direct Billing) Retiree Deductions Taken Shell Records for New Hires / Changes SRA Non-SPMS Benefits Enrollment & Changes Benefits Enrollment, Changes, and Terminations Benefits Enrollment & Changes Payments Central Payroll Bureau Vendors Vendors (Direct Billing) Workday

Worker Data and HR Events: Capturing Personal Data and Job Changes Includes... Changes in address, contact info, legal name, as well as DOB corrections Key HR events such as new hires, terminations, transfers, additional jobs, etc. Workday Integration Manual Input SPMS agencies via Workday Non-SPMS agencies with < 50 employees Entered into Workday as needed Non-SPMS Agencies via “Shell Record” integration Daily feed to Workday

Advocates Network: Change Readiness Toolkit and Upcoming Activities

Advocates – Change Readiness Toolkit Advocates Network Script Used To: 1. Introduce Yourself and Why You are Meeting/Speaking with Agency Audience 2. Describe Your Role on the SPS Benefits Project as SPS Benefits Advocate Information About SPS Benefits Project 1. Provide Agency with general SPS Benefits Project Information 2. In Question and Answer Format 3. Only communicate project related information listed in the document 4. Communicate back to the Project (Kelly and Nicole) any questions and/or concerns raised by agencies

Advocates – Upcoming Activities Agency Readiness Activity Purpose Tools/ Resources Target Completion Date Introduce Yourself and Update Your Agency on SPS Benefits Transition Information To keep your local agency up to date with SPS benefits transition information and acknowledge any agency questions ABC Advocate Network Script Information document Your Agency Communication Resources (i.e., meetings, HR Staff) Communicate questions / concerns to communications.sps@maryland.gov  6/30/15 Identify Training Facilities with Computer Labs To identify local training facilities for ABC Training (Aug – Oct) and Open Enrollment Labs for employees (Oct – Nov) Agency Training Department staff HR Directors IT Staff

Wrap Up: Next Steps + Discussion

Thank You for Attending!