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

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OneUSG Connect

Branding and Name Change

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• 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

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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

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Calendar of Events: Institutional Readiness and Design

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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

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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

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• ProjectManager• ChangeLead• Identifiedinstitutionleaders

Change Leaders

Change Network

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• 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

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OneUSG Connect Application Support Team11

OneUSG Benefits Connect Update

Jennifer Kennington, USODirector of Benefits, Administration and

Engagement

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§ 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

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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

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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

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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

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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

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Change Management Update

Teresa Piazza, ITSTraining Lead

Sandi Suda, ITSCommunications Lead

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OneUSG Connect: Change Management Phases

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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

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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

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OneUSG Benefits Connect: Communication Plan

“Coming Soon”Announcement for

Retirees

WebEx for OneUSG Change

Leads

Readiness Plan: Cohort One

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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

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• 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

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• 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

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• 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

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