Q:\10 Meetings\Stakeholder Board Meetings\2020‐07‐06\2020‐07‐06 Stakeholder Board Agenda.docx   Last revised:  12/18/20 1:33 PM     Page 1 of 1 

Meeting:   UI Modernization Stakeholder Board 

Date/time:  July 6, 2020 | 9‐10:30am 

Location: Adobe Meeting: https://employment.adobeconnect.com/uimodstakeholderjuly6/ Audio: 1‐866‐377‐3315 US Toll Free    1‐630‐424‐8428 US Toll Passcode ‐ 9182 288#   | Moderator Code ‐ 5644 931# 

Attendees:  P (Present)          A (Absent)           G (Guest)         C (Conference Caller)      

  Blake Johnson     Kurtis Barker   Tom Crowley   Jennifer de Jong 

  Courtney Crowe    Lindsi Leahy   David Gerstenfeld   Jennifer Lechuga‐Berg 

  James Weant    Michael Kaplan   George Berriman    Jeannine Beatrice 

  Karen L. Coleman    Peter Threlkel   George Fox    Lynn Kneeland (staff) 

  Katie Lolley    Renee Royston    Gerhard Taeubel    Ryan Bell 

  Kim Fredlund    Steve Ferree   Jayne Martin     

AGENDA   Topic  Time  Presenter 

1. Welcome  9:00  David Gerstenfeld 

2. Update on project and Paid Family Medical Leave Insurance  9:05  David Gerstenfeld 

3. Review of potential focus areas  9:15  Ryan Bell 

4. Discussion and charter of workgroups  9:30  David Gerstenfeld/All 

5. Next steps  9:50  David Gerstenfeld 

6. Other business  10:00  All 

ACTION ITEMS Action  Assigned Date Due  Completed

N/A   

DECISIONS 

Modernize TechnologyReplace the agency’s aging computer systems that support unemployment insurance taxes,

payment of unemployment insurance benefits, and delivery of employment services.

Improve SecurityImprove our ability to anticipate and respond

to security threats, and manage access.

Transform Business ProcessesLeverage modern system capabilities to provide

improvements and efficiencies in business processes, deliver new tools for our employees,

and support more effective service delivery to our customers.

Enhance Customer ExperienceDeliver improved services, such as online self-service, automation, access to data,

and integration with partners.

Focus on our customers’ experience

Advocate for our customers’ experience, while also enabling our employees and partners

to improve service delivery.

Configure over customize whenever possible

Adapt, transform, and improve processes, rather than customizing the new system(s) to existing processes.

Seek opportunities for self-serviceProvide self-service opportunities and maintain

equitable access for our customers.

Deliver core services firstEnsure we can continue our core services, and plan for improvements, flexibility, and future expansion.

Automate thoughtfullyAutomate repeatable processes

that don’t require human judgment.

UI Modernization ProjectStakeholder Board

July 6, 2020

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• Welcome

• UI Project and Paid Family Medical Leave Project

• Review of potential focus areas

• Discussion and charter of workgroups

• Other business

Agenda

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Project Updates

Automate thoughtfully Automate repeatable processes

that don’t require human judgment.

Seek opportunities for self-service Provide self-service opportunities

and maintain equitable access for our customers.

Deliver core services first Ensure we can continue our core services,

and plan for improvements, flexibility, and future expansion.

Modernization Guiding Principles

4

Configure over customize whenever possible

Adapt, transform, and improve processes, rather than customizing the new system(s) to existing processes.

Focus on our customers’ experienceAdvocate for our customers’ experience, while

also enabling our employees and partners to improve service delivery.

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• Data

• Tax Administration

• Tax Collection

• Payroll Reporting

• Business Registrations

Potential Focus Areas

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• provide some clarity and understanding of what choosing this priority could look like,

• spark thinking about what is possible, and

• help each group aim for the right scope for your work.

Focus Group Example Potential Outcomes

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Focus Group Example Potential OutcomesExample Outcomes DataExample #1 Data sharing opportunities are explored beyond existing relationships with partner

agencies and units intending to improve citizen and business interactions with the State as well as provide better, more data-driven services to customers.

RFP Scope Impact: 0%Example #2 Existing data relationships between divisions and agencies are revisited and

explored to ensure data recipients are receiving the best possible information they can for the business needs they have, beginning with front-end input and validations.

RFP Scope Impact: 0%Example #3 Status quo – Existing data sharing agreements are upheld.

RFP Scope Impact: 0%Potential Resource Requirements

Partner agencies provide business analysts and leadership to discuss data sharing needs and desires, as well as technical resources to ensure interface technical needs and restrictions are well vetted.

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Focus Group Example Potential Outcomes

Example Outcomes Tax Administration

Example #1 Tax Administration expanded to include PFMLI Contributions processing of non-specific PFMLI functions, including Registrations, Determinations, Employer Accounts, Payroll Reports, Wage Data, Payment Processing, Appeals, and Recovery, but kept distinct functions for Equivalent Plans Opt-Out, Grants, and Employer Accounting.

RFP Scope Impact: 5-20% depending on decided overlapExample #2 PFMLI Contributions completely distinct from UI Tax functionality divisionally.

Potential Resource Requirements

Largely impacts internal stakeholders and Employer TPA representatives.

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Focus Group Example Potential OutcomesExample Outcomes Tax Collection

Example #1 Common portal for Payroll Reporting and Tax Collection, joint owned by OED, DOR, DCBS, agencies have authorized analysts able to update as necessary, common FTF

RFP Scope Impact: 5-10%, depending on portal ownership, data capture needs, calculation needs, and access needs as described by partners

Example #2 Dual portals for Payroll Reporting and Tax Collection, owned by OED and DOR respectively, with federated account access and deep linking to ensure seamless experience for external users

RFP Scope Impact: 0%Example #3 Status quo – DOR collects payments (separate login) for UI, Withholdings, Lane

Transit, Trimet Transit, Workers Benefit Fund, Oregon State Transit, and adds PFMLI

RFP Scope Impact: 0%Potential Resource Requirements

Workgroup resources at a Business Analyst level needed to validate design outcomes during testing phases. Anticipating 1-4 FTE per stakeholder group for 2-4 weeks, depending on desired level of involvement.

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Focus Group Example Potential OutcomesExample Outcomes Payroll Reporting Example #1 Common portal for Payroll Reporting and Tax Collection, joint owned by OED, DOR, DCBS,

agencies have authorized analysts able to update as necessary, common FTF

RFP Scope Impact: 5-10%, depending on portal ownership, data capture needs, calculation needs, and access needs as described by partners

Example #2 Dual portals for Payroll Reporting and Tax Collection, owned by OED and DOR respectively, with federated account access and deep linking to ensure seamless experience for external users. RFP Scope Impact: 0%

Example #3 Status quo – OED collects reports (separate login) for UI (including detail wages, monthly employment, tax percentages, wage cap calculation, tax summary), Withholdings, (including detail, Schedule B, and quarterly summary), TriMet, Lane Transit, WBF Assessment, and supplemental UI, and adds PFMLI and Oregon State Transit. RFP Scope Impact: 0%

Potential Resource Requirements

Workgroup resources at a Business Analyst level needed to validate design outcomes during testing phases. Anticipating 1-4 FTE per stakeholder group for 2-4 weeks, depending on desired level of involvement.

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Focus Group Example Potential OutcomesExample Outcomes Business Registrations Example #1 Common modern portal for all business registrations

RFP Scope Impact: 3-5% depending on portal ownership, data capture needs, calculation needs, and access needs as described by partners

Example #2 Common OED-DOR-DCBS employer portal after SOS initial business registration

RFP Scope Impact: 2-4% depending on portal ownership, data capture needs, calculation needs, and access needs as described by partners

Example #3 Status quo – SOS business registration, BIN assigned at DOR, OED investigates missing information, no automation

RFP Scope Impact: 0% (Though this is not what is implied in the RFP. OED anticipates the incoming vendor will request certain OBR fields validated, required, and potentially added to support system functionality)

Potential Resource Requirements

Partner agencies provide business analysts and leadership to discuss data sharing needs and desires, as well as technical resources to ensure interface technical needs and restrictions are well vetted.

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• In the charter for this board, one of the responsibilities is to charter technical working groups to support collaborative work across organizational boundaries.

• This helps us to meet another responsibility of this group, to identify opportunities to better serve shared customers, including Oregonians, businesses, state agencies, and other partners.

Stakeholder Board Charter

Thank You

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