Benefits Administration InitiativeMay 17, 2007: Benefits Administration Initiative May 17, 2007


CONTENTS: CONTENTS Goals Project Overview Benefits Agency Impacts – Business Process Changes Agency Impacts – System Changes Exporting data file & deduction information Education Contact Information Contents


Slide3: GOALS


GOALS: GOALS Introduce Benefits Administration System Educate agencies on new business processes Educate agencies on system changes Advise agencies of their tasks to be accomplished for implementation Goals


Slide5: PROJECT OVERVIEW


PROJECT OVERVIEW: Project Overview PROJECT OVERVIEW Replace FLEX System with PeopleSoft Benefits Administration, COBRA, Benefits Billing & Payroll Interface applications on PeopleSoft HCM application release 8.9 Configure & deploy PeopleSoft eBenefits (ESS) application to support self-service functionality for employee benefit selection (Open Enrollment &Year Round Event Changes) Project managed jointly by GMS, SAO, and SkyBridge Global Inc.


Slide7: BENEFITS


BENEFITS: Benefits BENEFITS Consolidate HR, Payroll, & Benefits system onto one platform for majority of employees Implementation of eBenefits module into Employee Self Service (ESS) Reduce amount of paper driven processes


Slide9: NON-PEOPLESOFT ENTITY/ AGENCY IMPACTS: BUSINESS PROCESS CHANGES


AGENCY IMPACTS: AGENCY IMPACTS Business Process Changes


AGENCY IMPACTS: AGENCY IMPACTS Business Process Changes


AGENCY IMPACTS: AGENCY IMPACTS Important Information* Timely entry into PeopleSoft BenAdmin is critical Benefits are effective based on the event date (i.e., hire date, date of birth, date of death, date of marriage or divorce, etc.) no matter when the selection is made. Entry not made timely will result in retroactive deductions for benefits selected.


AGENCY IMPACTS: AGENCY IMPACTS Business Process Changes Process Current Future Flex staff into FLEX system Benefit selection entry Agency/entity staff Flex staff Bill reconciliation Automated Manual (paper) bills Agency billing Enrollment in PS BenAdmin system Employee deductions Payment from payroll locations Enrollment - based Payment - based Coverage Employee entry into ESS Flex staff into FLEX system Benefit selection entry Agency/entity staff Flex staff Bill reconciliation Automated Manual (paper) bills Agency billing Enrollment in PS BenAdmin system Employee deductions Payment from payroll locations Enrollment - based Payment - based Coverage


AGENCY IMPACTS: AGENCY IMPACTS Business Process Changes Process Current Future Vendor to maintain & track FLEX maintains & monitors Dental Late Entrant & Wait Vendor will track FLEX tracks MU decisions (FBMU) MU decision tracking Prospective, if approved (reduces need for refunds) Retroactive, if denied or rejected Premium change due to MU decisions Guaranteed issue initially Selected coverage Medical Underwriting (MU) options FLEX maintains & monitors Dental Late Entrant & Wait FLEX tracks MU decisions (FBMU) MU decision tracking Prospective, if approved (reduces need for refunds) Retroactive, if denied or rejected Premium change due to MU decisions Guaranteed issue initially Selected coverage Medical Underwriting (MU) options


AGENCY IMPACTS: AGENCY IMPACTS Business Process Changes Process Current Future Captured as annual amount Captured as monthly amt Flexible Spending Account election GPHCSA/LPHCSA $2.00 DCSA Total if both: $2.44 maximum fee (for one or more accounts) Administrative Fees - Flexible Spending Accounts (FSA) – new hires or status event changes PY 2007 - $2.44 maximum fee (for one or more accounts). GPHCSA/LPHCSA $2.00 DCSA $1.00 Total if both: $2.44 maximum fee (for one or more accounts) Administrative Fees - Flexible Spending Accounts (FSA) – current employees Captured as annual amount Captured as monthly amt Flexible Spending Account election GPHCSA/LPHCSA $2.00 DCSA $1.00 Total if both: $3.00 $2.44 maximum fee (for one or more accounts) Administrative Fees - Flexible Spending Accounts (FSA) – new hires or status event changes PY 2007 - $2.44 maximum fee (for one or more accounts). GPHCSA/LPHCSA $2.00 DCSA Total if both: $3.00 $2.44 maximum fee (for one or more accounts) Administrative Fees - Flexible Spending Accounts (FSA) – current employees PY 2008


AGENCY IMPACTS: AGENCY IMPACTS Business Process Changes Process Current Future 30 cents for all options, except for FSA 30 cents for options $5.00 and over Administrative Fees - Other benefit options – new hires or status event changes PY 2007 - 30 cents for options $5.00 and over. For PY 2008 - 30 cents for all options, except for FSA. 30 cent options $5.00 and over Administrative Fees - Other benefit options – current employees Will be treated as a new hire Must maintain same benefits Rehired employees in same plan year 30 cents for all options, except for FSA 30 cent options $5.00 and over Administrative Fees - Other benefit options – new hires or status event changes PY 2007 - 30 cent options $5.00 and over. For PY 2008 - 30 cents for all options, except for FSA. 30 cents for options $5.00 and over Administrative Fees - Other benefit options – current employees Will be treated as a new hire Must maintain same benefits Rehired employees in same plan year


AGENCY IMPACTS: AGENCY IMPACTS Business Process Changes


Slide18: NON-PEOPLESOFT ENTITY/ AGENCY IMPACTS: SYSTEM CHANGES


AGENCY IMPACTS: AGENCY IMPACTS System Changes


Slide20: NON-PEOPLESOFT ENTITY/ AGENCY IMPACTS: PAYROLL INTERFACE


AGENCY IMPACTS: AGENCY IMPACTS System Changes - Payroll Interface Exporting data file & deduction information Create interface file containing all fields needed by Non PeopleSoft Agencies Establish payroll calendars corresponding to agencies’ payroll frequencies (e.g. monthly, semi-monthly) Payroll interface process run daily in preliminary mode for each pay frequency


AGENCY IMPACTS: AGENCY IMPACTS System Changes: Payroll Interface Exporting data file & deduction information Online PeopleSoft Query to Compare prior payroll interface to current interface Will identify changes, additions, & deletions Only access agency info for which you are responsible Query can be run anytime during the period Payroll Interface Deduction Calculation Process Runs in final mode for each pay frequency 3 to 10 days prior to pay period end Allows agencies time to receive & process interface file prior to cutting checks for pay period


AGENCY IMPACTS: AGENCY IMPACTS System Changes: Payroll Interface Exporting data file & deduction information Agency process creates separate files for each agency File then transmitted to applicable agency


Slide24: EDUCATION AND CONTACT INFORMATION


EDUCATION: EDUCATION Education All entities will be provided: Training System use Business process changes Procedure manuals


CONTACT INFORMATION: CONTACT INFORMATION Informational Contact benadminfeedback@gms.state.ga.us