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

2. 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

3. 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

4. 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 FY 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

5. 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

6. 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

7. 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.

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