SHARE Special Project SHARE Benefits Optimization

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

2. SHARE Special ProjectSHARE 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 ProjectSHARE 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 ProjectSHARE 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

5. SHARE Special ProjectSHARE 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 ProjectSHARE Benefits Optimization

7. SHARE Special ProjectSHARE Benefits Optimization

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