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March 15, 2017
OneUSG ConnectMonthly Webcast
• Name Change• Cohort One Activities Update• Cohorts Two and Three Kick-Off Workshop• Advice for Future Cohorts• OneUSG Connect Application Support Update• OneUSG Benefits Connect Update• Change Management Update
Agenda
2
OneUSG Connect
Branding and Name Change
3
• January:– Cohort One Kick-Off Workshop– Project Plan Strategy Meetings
• February/March: – Business Process and Compliance Reviews– Started Data Clean Up– Completed Stakeholder Analysis– Completed Communication and Training Plans
Cohort One Accomplishments
4
Cohort One• Query Training
– March 21 in Athens
• OneUSG Connect UAT Kick-Off Workshop
– March 22 at Georgia College
• Query Training – March 24 in Valdosta
• UAT Practitioner Training– March 27 – April 6 via WebEx
All Institutions• OneUSG Benefits Connect
Binder Review- March 29- 30 at Middle
Georgia State University
• OneUSG Benefits Connect Recon Binder Review (financial focus)
- April 12 at Middle Georgia State University
Calendar of Upcoming Engagements
5
Calendar of Events: Institutional Readiness and Design
6
CurrentTaskUpcomingTask
2017 2017
Today
Mar Apr May
CohortOneBusinessProcessReview
WeeklyChangeManagementMeetingCohortOneBi-WeeklyFunctionalandTechnicalMeetings
CohortOneProjectManagerWeeklyMeeting
UGAIntegrationSession
RecruitmentSolutionDesign
DataCleanUpReview
WeeklyChangeManagementMeeting
CohortOneBi-WeeklyFunctionalandTechnicalMeetings
WeeklyChangeManagementMeeting
QueryTraininginAthens
UATKick-OffWorkshop
DataCleanUpReview
WeeklyChangeManagementMeeting
QueryTraininginValdosta
OneUSGBenefitsConnectBusinessProcessandComplainceReview
WeeklyChangeManagementMeeting
DataCleanUpReview
OneUSG - Build)Inst - Readiness&Design
UserAcceptanceTestingSystemTest
Institution- Build(v1)
• Kick-Off Workshop– May 17 – 18 at Middle Georgia State
University– 30-minute WebEx preview in April– Advantage of Cohort One lessons learned
Cohorts Two and Three Upcoming Event
7
What can you expect?
• Regular Engagements
• Workshops
• Develop Training and Communication Strategies
• Readiness Assessment
What can you do now?• Confirm Project Team
• ADP Data Clean Up
• Inventory of local reports and integrations
• Stakeholder Analysis
• Identify Change Network
Advice for Future Cohorts
8
• ProjectManager• ChangeLead• Identifiedinstitutionleaders
Change Leaders
Change Network
9
• ExecutiveLeadership• HumanResources• FacultyCouncil• PublicRelations• StudentCouncil• Maintenance• ITStaff
Change Champions
• FacultyandStaff• Managers• Employees• Practitioners• Deans,Directors,andChairs• BusinessOperationsCommunity• CentersofExpertise
Stakeholder Groups
• FunctionalTeams• “SuperUsers”
Support Champions
OneUSGConnectChangeManagementTeam
¡ OneUSG Connect Change Management Team
¡ Service Group Leaders¡ Institution Project Teams
OneUSG Connect Application Support Update
Dan Hann, ITSAssociate Director
10
OneUSG Connect Application Support Team11
OneUSG Benefits Connect Update
Jennifer Kennington, USODirector of Benefits, Administration and
Engagement
12
§ Beginning June 26, 2017, USG health and group benefits will be administered through OneUSG Benefits Connect.
§ This work is part of the broader OneUSG initiative, which will pave the way for a new Human Resources information system (HRIS) and payroll system, supported by PeopleSoft functionality.
A Unified Approach to Benefits Administration
13
What’s staying the same• Our employees and retirees will continue to have the same array of quality benefits that
they do today• Benefits are not changing as a result of the transition
Scope - Solution Overview
14
Participant Interactions§ Web transactions§ Plan knowledge support§ Decision support§ Personalized statements (print
and email)§ Automated outbound reminder
calls§ Direct billing – Retirees and
COBRA§ Dependent audit§ Single sign-on from USG site§ Carrier single sign-on for some
vendors§ Medical Expense Estimator§ Health Plan Comparison Charts
Plan Sponsor Support§ Plan Sponsor Portal§ Benefits accounting reports§ Compliance services and
government reporting§ Industry and regulatory research§ Quarterly plan reviews§ QMCSO qualification§ POA administration§ Legal Guardianship
administration§ Custom operation reports§ Premium Payments
Data Management§ HRIS integration§ Determine eligibility for full-time associates§ Receive eligibility determination for part-time
associates working 30 or more hours per week, (ACA) will come from third party
§ Dependents, survivors and beneficiaries§ User ID / Password (security) management
Event Processing§ Annual Enrollment§ New Hire / Rehire enrollment§ Life events§ Dependent and beneficiary maintenance§ COBRA and HIPAA§ Modeling
Third Party Interactions§ Carrier interfaces (i.e. eligibility, EOI, life claims,
MSRP, FMLA, etc.) § Automated electronic file transfers§ Premium reporting and reconciliation
Scope – Customer Service
15
Team§ Shared Team§ Located in Orlando, FL§ 8:00 a.m.–5:00 p.m., ET
Technology§ Desktop Portal
– Case management– Imaging– Knowledge content– Speech analytics
§ Voice Response System– Identification and
authentication– Personalized routing to third
parties and within Aon Hewitt– Specialized messaging
Operations§ Case management § System and/or process
changes§ Back office and technology
support/management
Processing§ Forms processing§ Daily and exception
processing§ Data entry and corrections§ Imaging§ Letter Generation
Representatives§ Basic Benefits Questions§ Inquiries and transactions
(transactions not supported on the website)
§ Site Navigational Support§ Fully trained on USG plan design
and culture§ Transfers to third-party providers as
needed § Emergency enrollment assistance
Specialists§ Life Benefits Support § Advanced plan, program, policy
questions and escalated issues
Additional Support§ Customer Satisfaction Survey§ Translation Line/Relay Service
Not in Scope
16
Benefit processes not included in OneUSG Benefits Connect scope
§ Leave of absences/leave management – Billing during leave – in scope
§ Retirement processing§ Retirement plans administration
– Retirement election for new hires/rehires – in scope§ TAP§ Worker’s comp. administration
April 20: Open House – OneUSG Benefits Connect and OneUSG Benefits Call Center
Week of May 8: OneUSG Benefits Connect User Acceptance Testing
June 26: OneUSG Benefits Connect Benefits Administration Go Live
OneUSG Benefits Connect website live
OneUSG Benefits Call Center available
OneUSG Benefits Connect: Key Dates
17
Change Management Update
Teresa Piazza, ITSTraining Lead
Sandi Suda, ITSCommunications Lead
18
OneUSG Connect: Change Management Phases
19
Final Countdown
Go Live
IntroductionInduction
Training
0 + 30-14 thru -1-60 thru -15-90 thru -60-115 thru -90
Preparation
Number of Days prior to Go-Live
Begins Mar. 27
• Informational flyers
• Module fact sheets
• Pre-written, customizable messages
• Institution Change Leads
OneUSG Connect Communications:Readiness Kit
20
March June
“Coming Soon”Announcement for
Employees
FAQs for Practitioners and
Managers
Announcement Email for Managers
“System Live”Poster & Video Screen
“System Live” Announcements for
employees and retirees
Transition Guide for Employees
April Post-LaunchFebruary
T R AN S I T I O N
Communication Planning
LIVEDATE6/26
AnnouncementEmail for
Practitioners
WebEx for Practitioners
Content for USG Benefits
Website
Timeline indicates recommended distribution dates.
OE 2018 Communications
21
OneUSG Benefits Connect: Communication Plan
“Coming Soon”Announcement for
Retirees
WebEx for OneUSG Change
Leads
Readiness Plan: Cohort One
22
Feb March April May June July
Message:HCMPractitionerTrainingSchedule
Training:ESSTrainingAvailable
Training:MSSTrainingAvailable
Training:PractitionerTrainingBegins
Message:Cut-OffDatesfromADP
Message:TechnicalSetupforOneUSGConnect
Message:OneUSGBenefitsConnectTransitionGuide
Message:OneUSGConnectSystemAvailabilityMessage:OneUSGBenefitsConnectSystemAvailability
Message:Reminderaboutfirstpayperiodactions
Messages:OneUSGBenefitsConnectAnnouncements
Message:IntroductiontoOneUSGConnect
Message:StayUp-to-Date
IntroductionPhase
PreparationPhase
FinalCountdown
Phase
GoLivePhase
TrainingPhase
OneUSGConnectGOLIVE:06/18/17
Message:EmployeePreparation
Message:OneUSGBenefitsConnect“ComingSoon”– retireesandemployees
Message:ESS/MSSTrainingResources
OneUSGBenefitsConnectGOLIVE:06/26/17
• Different approaches for different target audiences:– Self Service Users– Practitioners
OneUSG Connect Training Strategy
23
• Self Service:– Employee Self Service– Manager Self Service– Faculty Data Self Service
• We provide catalog of resources; institutions deliver training using those resources
OneUSG Connect Training Strategy: Self Service Users
24
• Catalog of Resources– Videos, Job Aids, Learning Kits
• Microlearning, Just-In-Time
– During implementation, access resources via Smartsheet
– Videos and Job Aids located at www.usg.edu/oneusg/training
OneUSG Connect Training Strategy: Self Service Users
25
• Blended learning approach
• Practitioners participating in UAT:– Pre-UAT WebEx Sessions: Prepare for UAT– Hands-on experience during UAT
• Practitioners not participating in UAT:– Initial WebEx Sessions– Classroom training close to Go Live
• Scheduled WebEx training after Go Live
OneUSG Connect Training Strategy:Practitioners
26