The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland - Technical Team Lead Implementing COBRA & Benefits Billing

The University of Oklahoma Health Sciences Center Demographics University of Oklahoma Structure Two Separate Payrolls  Health Sciences Center Campuses 3 Oklahoma City 3 Tulsa 3Demographics  1071Faculty  2397 Staff  3000 students Students (On Payroll)  Main Academic Campus

The University of Oklahoma Health Sciences Center PeopleSoft History Implemented the basic PS version 4 of HR/Payroll in January 1996 Used following equipment/software  DEC Servers w/Open VMS  Oracle 7 database Upgraded to version 6 in March of 1998 Upgraded to version 6.02 February 1999

The University of Oklahoma Health Sciences Center PeopleSoft History Implemented on July 1, 1999  Recruit Workforce version 6.02  Financials version 7.01 Migrated to Digital UNIX OS August 1999 Upgraded from HR 6.02 E&G to HR 7.6 SA November 1999 to March 2000 Student prototyping began January 2000

The University of Oklahoma Health Sciences Center Project Goal To incorporate the delivered PeopleSoft Cobra and Benefits Billing modules to meet the business needs of the University of Oklahoma Health Sciences Center with minimal add-on enhancements. To retire an R-base system To bill monthly To better position OUHSC for Ben Admin

The University of Oklahoma Health Sciences Center The Team Human Resources Payroll Information Technology Consultant

The University of Oklahoma Health Sciences Center About OUHSC: State Agency, Fund Accounting Approximately 415 individuals being billed –110 Cobra, 250 Retirees, 25 Surviving Spouses –30 Cobra Secondary Live on Billing 1/1/01 Live on Cobra/Billing 3/1/01

The University of Oklahoma Health Sciences Center Problems & Opportunities Fiscal Year Benefit Plans Vendor Invoices Retirees with benefits that retired prior to PeopleSoft HRMS implementation Mid-Fiscal Year implementation Previously not capturing dependent information Oklahoma City and Tulsa Campuses using same database

The University of Oklahoma Health Sciences Center Strategy Learn from experts –Brought in consultants as needed Learn from other sites Look for simple solutions if possible Be open to compromise Willing to change business process if necessary

The University of Oklahoma Health Sciences Center Types of Participants Retirees - retired prior to HR implementation Retirees - retired since HR implementation Surviving Spouses - not previously in PeopleSoft COBRA Participants - participating prior to COBRA implementation but after HR implementation COBRA Secondary Participants - prior to COBRA implementation

The University of Oklahoma Health Sciences Center Delivered Cobra and Billing Cycles Billing Calculation (PSPBIRUN) Billing Statements (BEN040.sqr) Cobra Process (PSPCOBRA)

The University of Oklahoma Health Sciences Center Define Cobra

The University of Oklahoma Health Sciences Center Defining Site/Benefit Programs as Cobra

The University of Oklahoma Health Sciences Center Defining Site/Benefit Programs as Cobra

The University of Oklahoma Health Sciences Center Administer Cobra

The University of Oklahoma Health Sciences Center Administer Cobra

The University of Oklahoma Health Sciences Center Administer Cobra

The University of Oklahoma Health Sciences Center Administer Cobra

The University of Oklahoma Health Sciences Center Administer Cobra

The University of Oklahoma Health Sciences Center Administer Cobra

The University of Oklahoma Health Sciences Center Define Benefits Billing

The University of Oklahoma Health Sciences Center Define Benefits Billing

The University of Oklahoma Health Sciences Center Administer Benefits Billing

The University of Oklahoma Health Sciences Center Administer Benefits Billing

The University of Oklahoma Health Sciences Center Administer Benefits Billing

The University of Oklahoma Health Sciences Center Administer Benefits Billing

The University of Oklahoma Health Sciences Center OUHSC Enhancements Cobra –Additional coverage available at OUHSC –Secondary cobra participant handling –OU version of letters and edit reports Billing –Addition of two new benefit programs (RET & SUR) and several benefit plan codes –OU version of letters

The University of Oklahoma Health Sciences Center Risks & Rewards Risks and Rewards –Garbage In Equals Garbage Out - Need for accurate data entry and processing –Increased reporting capabilities –Ability to cancel COBRA more appropriately

The University of Oklahoma Health Sciences Center Lessons Learned Discuss requirements in detail. Create complete Functional and Technical specifications Test and retest as many scenarios as possible Training and Documentation –detailed and to the correct audience

The University of Oklahoma Health Sciences Center Contact Us Angie Ridings, Benefits Manager Becky Southerland, Technical Team Lead Are there any questions?