The Redesign Project The Redesign Project Payroll Conference November 6th, 2013

Presented by Mary Ellen Kutey, JoAnne Kearney and Ana Winans

New York State Office of the State ComptrollerThomas P. DiNapoli

New York State and Local Retirement SystemKevin F. Murray, Executive Deputy ComptrollerDivision of Retirement ServicesThomas Nitido, Deputy Comptroller

Key Challenges at NYSLRSy g

Improving service delivery

MEBEL Mainframe Legacy MEBEL, Mainframe Legacy System

Integration between PayServand the new Retirement Benefit Administration System

NYSLRS Objectivesj

Replace the current MEBEL system Replace the current MEBEL system and related applications with a modernized information system:

Better experience for our members and pensionersmembers and pensioners

Provide better way for our employers to partner with employers to partner with NYSLRS

Empower NYSLRS staff Empower NYSLRS staff

Redesign Business Philosophyg p y

Vision of the Future

Customer Service

eBusiness Model eBusiness Model

Employer Relationship

Employer Reporting Employer Reporting

Retirement Life Planning

Adoption of Technology Enablers Adoption of Technology Enablers

Key Preparationsy p

Peer Site Visits/Best Practices

Converted Paper Folders into Electronic FilesExpand Employer Partnership

Initiative

Enhanced Requirements Traceability Matrix (RTM)

RFP 11-03 & RFP 12-01

The Retirement Benefit Administration System

Customer Interaction Model Evolution

Member

Customer Interaction Model Evolution

As-Is To-Be

eBusinessOperating Model

Self Serve Self Serve

Portal

NYSLRS Integrated Pension Solution

Common User Interface/Common Security Layer PeopleSoft Portal / People Security

Executive Pension AdministratorManagementCustomer Service Agen t Member/Retiree Member Organizations

Phone Web Fax E-mail Web Mobile Web Phone Web Fax E-mailWeb Mobile Web Web E-mail Web E-mail

Employer Member Retiree

SOAPowered by Oracleio

n V

olu

me

EmployerPortal

RetireePortal

All-in-One Computer Telephony, Switch & IVR CTI Adaptor

Customer Service Layer

Pension Administration and CRM Application Layer Member/RetireeSelf-Service Portal

Common Reporting Layer Oracle Business Intelligence Enterprise Edition (OBIEE)

Development Environment

PeopleSoft CRM/ PeopleSoft HCM/ Pension Administration / Payroll / Financials / OPA/OBIEE (Reporting)

Annu al Statements Legal Review Employer Compliance Hearing Administration Med. Determinations Payroll Transfer ofMembership

BenefitPayments Death Benefits Employer Compliance Disability Member Enrollment Refunds Vesting

Audit & Review Education (Mbr/Emp) Employer Participation Loan Management Post-Retirementemployment Tax Accounting Termination of

Membership

Benefits Processing Employer Billing Employer Reporting Demographics Service Credit Purchase Reporting Actuarial Valuation

PeopleSoft/OPA/UPK

Review Information

Model/Estimate

Initiate Request

Kn owledge Base

Pre-Built Case Reports & DashboardsEnterprise Case Analytics

Pension Admin Reports and DashboardsEnterprise Performance Management Analytics

Performan ce Man agement ServerOracle Business Intell igence Server

Pre-Built Star Schemes and ETL RoutinesIn formatica OEM Power Center ETL Server

PeopleSoftSpecific ServicesPeople Tools / People Soft Web Services

Business Rules DesignerOracle Policy Automation (OPA)

Standard Based Integration ServicesOracle SOA Suite, BPEL Process Manager

Member OrganizationSelf-Service Portal

PeopleSoft/SOA/UPK

Review Information

Model/Estimate

Initiate Request

Knowledge Base

Pre-built Service & CTI Reports and DashboardsEnterprise Service/Telephony Analytics

Imaging and Content Management FileNet

2 NYSLRS 12.0257

Oracle Database Security

PeopleSoft HRHD (CRM) PeopleSoft HCM/Pension PeopleSoft Financials

Data WarehouseCommon Oracle Database Layer

FileNet P8 Microsoft Dynamics

NYSLRSStaff

Cu

stom

erIn

teracy

Cu

sto

mer

Inte

ract

i

NYSLRSPortal

Legacy Application

ction

Vo

lum

e

NYSLRS

C

NYSLRSCustomer Interaction Volume Shift2 NYSLRS 12.0381

The Retirement Benefit Administration SystemThe project is broken into five phases The project is broken into five phases

Phase 1 Phase 2 Phase 3 Phase 4 Phase 5

Initial Planning

• Governance

Technology Build

• Hardware and

Additional Planning 

and System

Support• Support and Transition

Rollout• Functional Rollout plans to 

• Work plan• Statements of Work

Hardware and Software Installation and Configuration

and System Design 

• System Requirements

• Concepts of

be developed in Phase 2

Concepts of Operations

• Infrastructure Assessment

• Functional PlanningPlanning

Impact on EmployersImpact on EmployersHow Employers communicate and interact How Employers communicate and interact

with the Retirement System

The way Employers report data such as The way Employers report data, such as member salaries, titles

From paper to electronic submission of From paper to electronic submission of forms on behalf of their employees

Members will have more access to their Members will have more access to their information and online tools resulting in less questions to employersq p y

Benefits Easier for Employers to work with the Retirement System

for

Retirement System

Employers involvement in the process of developing new systems as partners for

Employers

of developing new systems as partners, customers and advisors through the Employer Advisory Council

Better access to information with more tools available to administer retirement information

Training and instruction on new system and features

Better experience for employees Better experience for employees generating fewer questions

Keeping You Involved

• Employer Feedback • Employer Status

Reports• Two way

• Training Provided• Learning Tools

Distributed• User Testing Begins• Two way

communication• Engage PUG, BSC and

PayServ

• User Testing Begins

Development Training/Testing

• New Features are rolled out with training and information on how to use them.

• Continuing training and education on new tools.

Rollout Maintenance

10

In SummaryIn SummaryTwo way communication with Two way communication with

Employers, through PUG and the Employer Advisory CouncilEmployer Advisory Council.

Develop and host employer education, tools & training as well as a dedicated

Employer Help Desk.

Thank you Stay tuned!Stay tuned!