SHARE Special Project SHARE Benefits Optimization General Services Department: Karen Baltzley CIO/GSD SHARE: David Holmes SHARE Director

SHARE Special Project SHARE Benefits Optimization The SHARE Benefits Optimization project is requesting certification for the Initiation and Planning Phases Project Justification: The PeopleSoft Benefits Administration module was installed as part of the original SHARE implementation This module is utilized statewide to process benefits for State employees RMD provides various lines of insurance coverage and health benefits programs for 80,000 public employees and their dependents This project will remediate and expand the use of this module in order to increase efficiencies and reduce costs

SHARE Special Project SHARE Benefits Optimization A SHARE Benefits Administration assessment was conducted by Oracle in FY2011 that included findings and recommendations pertaining to COBRA processing errors, notification letters, data clean-up, Local Public Billing (LPB), Self-Service and training. In 2013, a decision was made to outsource the SHARE Benefits Administration processes to ERISA, a Third Party Administrator (TPA). As part of the outsourcing, several of the issues identified in the assessment conducted in FY 2011 have been resolved. The remaining issues that will be managed under the auspice of this project are; configuration, re-allocation of SHARE system security, system automation via implementing Self Service eBenefits, TPA business process hand-off of State Employee Health Benefits

SHARE Special Project SHARE Benefits Optimization Project Objectives: The objective of this project is implement defined technical/functional recommendations identified in the Oracle Health Assessment, conducted in FY2011. This project will leverage delivered functionality, whereby no SHARE customizations are planned nor desired. The project will be executed in two phases: Phase I: Develop new Business Processes, Security and Employee Self Service, Training Planned Deployment by November 1, 2013 Deployment date aligns with TPA transition and Open Enrollment Phase II: Implement technical recommendations identified in the assessment and conduct additional training Planned Deployment by June 30, 2014

SHARE Special Project SHARE Benefits Optimization Project Objectives – Phase I: Update and re-define security roles and permissions TPA security Down-size Benefits Administration security for State staff in lieu of the TPA Create security for State employee end-users for Self Service Implement Employee Self Service in SHARE related to Benefits Administration Deliver Training Project Objectives – Phase II: Resolve technical issues that contribute to inefficiencies in work flow processes, data processing errors, and system performance Reduce or eliminate manual processes related to Benefits Open Enrollment Deliver training

SHARE Special Project SHARE Benefits Optimization Proposed Major Deliverable Schedule & Performance Measure Major Project Deliverable and Performance Measure Budget Due Date Project Phase Initiation and Procurement $10,000.00 7/5/2013 Initiation Project Planning and Requirements $36,000.00 8/7/2013 Planning Design, Build, and Deployment – Phase I $357,200.00 10/31/2013 Implementation Design, Build, and Deployment – Phase II $234,000.00 4/30/2014 IV&V $70,000.00 6/30/2014 Support –Post Implementation $50,000.00 Close-out Total $757,200.00  

SHARE Special Project SHARE Benefits Optimization Significant Risks and Mitigation Strategy Risk 1: Reliance on consulting resources to accomplish project goals Mitigation 1: All critical tasks assigned to state personnel. Closely monitor and manage outside contractor teams. Monitor costs closely. Risk 2: State Staff resource availability Mitigation 2: Hiring of additional support staff. Risk 3: Maintaining project focus as a priority Mitigation 3: Dedicate Agency and SHARE resource to the project and avoid staffing changes that may lead to contention Risk 4: A delay in procuring or contracting could push delivery dates into contention with the SHARE upgrade Mitigation 4: Procure and contract in a timely manner Risk 5: SHARE Upgrade to new hardware during the project timeline Mitigation 5: Work with DoIT staff to understand schedule and progress of this project. Mitigate conflict of activities by coordinating schedules. Risk 6: SHARE Financials Upgrade from PeopleSoft 8.8 to PeopleSoft 9.2 during the project timeline Mitigation 6: Work with DoIT staff to understand schedule and progress of this project. Mitigate conflict of activities by coordinating schedules to align with go-live of the upgrade and Benefits optimization projects.

SHARE Special Project SHARE Benefits Optimization GSD respectfully requests approval for the release of funding in the amount $46,000.00 for Initiation and Planning Phases Q & A