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

2. 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

3. SPS Benefits Project/Timeline Update

4. 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)

5. 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

6. 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 Campaign

7. Today’s Awareness Topic: Intro to SPS Benefits

8. 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

9. 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

10. 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

11. 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.

12. 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.

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. Advocates Network: Change Readiness Toolkit and Upcoming Activities

20. 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

21. 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
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

22. Wrap Up: Next Steps + Discussion

23. Thank You for Attending!