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Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager

Implementing COBRA & Benefits Billing. Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland - Technical Team Lead. Demographics. University of Oklahoma Structure Two Separate Payrolls Health Sciences Center Campuses Oklahoma City

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Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager

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

  2. Demographics University of Oklahoma Structure • Two Separate Payrolls • Health Sciences Center Campuses • Oklahoma City • Tulsa • Demographics • 1071Faculty • 2397 Staff • 3000 students - 916 Students (On Payroll) • Main Academic Campus The University of Oklahoma Health Sciences Center

  3. 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

  4. 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

  5. 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

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

  7. 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

  8. 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

  9. 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

  10. 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

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

  12. Define Cobra The University of Oklahoma Health Sciences Center

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

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

  15. Administer Cobra The University of Oklahoma Health Sciences Center

  16. Administer Cobra The University of Oklahoma Health Sciences Center

  17. Administer Cobra The University of Oklahoma Health Sciences Center

  18. Administer Cobra The University of Oklahoma Health Sciences Center

  19. Administer Cobra The University of Oklahoma Health Sciences Center

  20. Administer Cobra The University of Oklahoma Health Sciences Center

  21. Define Benefits Billing The University of Oklahoma Health Sciences Center

  22. Define Benefits Billing The University of Oklahoma Health Sciences Center

  23. Administer Benefits Billing The University of Oklahoma Health Sciences Center

  24. Administer Benefits Billing The University of Oklahoma Health Sciences Center

  25. Administer Benefits Billing The University of Oklahoma Health Sciences Center

  26. Administer Benefits Billing The University of Oklahoma Health Sciences Center

  27. 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

  28. 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

  29. 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

  30. Contact Us • Angie Ridings, Benefits Manager angela-ridings@ouhsc.edu • Becky Southerland, Technical Team Lead becky-southerland@ouhsc.edu Are there any questions? The University of Oklahoma Health Sciences Center

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