Human Capital Management HCM OAKS User Group April

Human Capital Management HCM OAKS User Group April 26, 2010

Human Capital Management Welcome Beth Gifford, Administrator Office of HCM & Agency HR Support 614 -728 -7166 Beth. Gifford@das. state. oh. us 2

Human Capital Management OAKS – HCM HR Advisory Council • “In general, the objective of the OAKS - HCM Advisory Council is to provide counsel to HRD and OAKS SA on matters either directly or indirectly affecting the OAKS system and its associated processes and policies. ” • Sustainable improvements applicable across the enterprise • Kick Off meeting - March • Working sessions – April & May (Payroll Reports) 3

Human Capital Management Organizational Changes Pay Fiscal • Moved from FIN to HRD • Into the Office of HCM & HR Agency Support • Effective 4 -1 -2010 • Opening for a Fiscal Officer to lead the group 4

Human Capital Management Organizational Changes Making organizational name changes – Improve service delivery to you, – eliminate confusion Bra Co nding min Sta g– y tu ned ! 1. State HR Operations – formerly HCM Benefits Support, Payroll Time & Labor, and Agency HR Support (aka State Services) 2. State HR Customer Service – formerly HCM Customer Service Call Team and Records Services 3. HCM HR Position Management – no change as this group interfaces with agencies & OAKS config team 5

Human Capital Management Security Review Anne Chernauskas Manager, HCM Position Management

Human Capital Management Security Review • As a result of SAS-70 Audit semi-annual reviews of OAKS security roles are required. • Security Designees received a letter and list of agency HCM roles via email last week. • Security Designees should review each person listed and confirm that the correct employees have the correct roles in HCM.

Human Capital Management Security Review • Any required changes that are discovered through the security review should be updated by the Agency Security Designees using the online form. • An email confirming the review is complete should be sent to ann. wilson@das. state. oh. us • Any questions regarding the review should be directed to Anne Chernauskas or Ann Wilson.

Human Capital Management Security Review Contact Information: Anne Chernauskas Anne. Chernauskas@das. state. oh. us 614 -728 -5644 Ann Wilson Ann. Wilson@das. state. oh. us 614 -728 -4109

Human Capital Management Cost Savings Days Kathleen Madden, Administrator DAS/HRD Policy Development

Human Capital Management CSD Management Reports q Public Folders>OAKS HCM Operational Reporting Warehouse (ORW) q PYCG 014 -CSDLV-Used-Aggregate – total number of hours used per employee. q PYCG 016 -CSD Balance – looks at the balance plan on Review Accrual Balances then reports the available hours. q In Cognos, leave the DEPT field blank unless you have access to multiple agencies 11

Human Capital Management CSD Statistics q Out of 50, 998 employees statewide… q Zero balance – 35, 597 q With balance – 2, 418 Exempt + 9, 432 Bargaining Unit (3, 614 are 3, 4, or 5 unit employees) q 40. 0 – 79. 9 hours balance = 1, 760 employees q 80. 0 hours balance = 206 employees q 36 Exempt, 170 Bargaining Unit 12

Human Capital Management Employees With Balances AGO 583 DNR 414 DYS 420 BWC 723 DOH 363 EPA 337 COM 249 DOT 1644 JFS 1077 DAS 202 DPS 1138 RSC 430 DMH 459 DRC 1720 TAX 433 13

Human Capital Management OAKS Business Intelligence Deven Mehta Program Manager Jeff Brown HCM/Workforce Profile Lead

Human Capital Management Agenda q. Project Update – Deven Mehta q. Workforce Profile Demo – Jeff Brown q. Business Intelligence Web Site q. Training Curriculum q. Agency Enablement q. Q&A 15

Human Capital Management Project Update Phase 1 A Element Goal: Requirements; Design; Baseline Implementation BI Program Phases General Ledger Workforce Profile Travel & Expense Phase 1 B Element Goal: Production Migration; Mart Expansion; Tool Enablement; Privacy & Infrastructure Phase 1 C Element Goal: Extend Marts Decommission BI components of EPM 8. 9 Phase 1 D Element Goal: Report Enhancements; Enhanced Training Accounts Payable / Spend Accounts Receivable Additional Analytical / Reporting Needs Procurement Asset Management Compensation DRAFT Delivered Report Enhancements DRAFT We are here Key Agency Benefits of using an Iterative Approach: q Risk Mitigation: Current 8. 9 environment will continue to run in parallel with phased decommissioning as new marts are implemented. q Cost Reduction: Minimize required rework during source system upgrades by utilizing an iterative development approach q Reduced Complexity: The new solution is complimented by a well defined, intuitive data dictionary, delivered standard reports, and a common business model q Improved Productivity: Delivered presentation layer in business terms to organize and present metadata more intuitively 16

Human Capital Management Requirements • Workforce Profile • GL Profitability • Travel & Expense Dec ‘ 09 Jan‘ 10 Feb ‘ 10 Requirements Sessions (WF, GL, T&E) Mar ‘ 10 Apr ‘ 10 May ‘ 10 Standard Report & Data Dictionary Development UAT Build & System Test Solution Analysis After Review: July Agency REQ Review BI Solution Analysis Go-Live BI Tool Selection Organizational Change Management and Communication Training Needs Analysis Training Development and Deployment Training Materials Training Material Development Pre-UAT Wave 1 Trng Wave 2 Trng Business Intelligence Shared Council (BISC) Maturity Strategy / Governance / Maturity BI Vision & Scope Strategy and Roadmap Design Business Case BISC Maturity Plan Reporting Strategy BI Roadmap Technical Architecture Security Architecture Data Strategy Metadata Architecture Implementation Model 17 Gate Review

Human Capital Management Business Intelligence Web Site 18

Human Capital Management Workforce Profile Demo • Presentation Layer • Data Dictionary • Standard Reports 19

Human Capital Management BI Training Curriculum 20

Human Capital Management Agency Enablement Contact Area Counts HCM § Agency: 62 § Boards/Commissions: 35 § Outstanding Agencies: 7 Fiscal § Agency: 62 § Boards/Commissions: 33 § Outstanding Agencies: 7 IT § Agency: 46 § Boards/Commissions: 5 § Outstanding Agencies: 21 § Outstanding Boards/Commissions: 19 21

Human Capital Management Questions / Answers For additional information, please contact: Deven Mehta – Deven. Mehta@oaks. state. oh. us 22

Human Capital Management Open Enrollment 2010 Greg Pawlack Benefits Manager, HRD Benefits Administration

Human Capital Management General Information • Open Enrollment – May 3 to May 16 • Important Dates – – – – April 29: Open Enrollment Pathways arrives in homes May 3: Open Enrollment begins May 16: Open Enrollment ends June 1: Confirmation Letters mailed June 3 to June 11: Agencies can make changes PPE June 19: New rate deduction taken for biweekly pays July 1: New Benefit Year begins July 2: New deduction amount reflected in paychecks for biweekly pays

Human Capital Management General Information • No change in health plans, benefit levels, or deductibles • No changes in prescription drug copays • Changes to eligibility – House Bill 1 (HB 1) and documentation requirements • Confirmation letters • No Open Enrollment Fairs – Agencies may schedule their own – Please send us a courtesy e-mail if you do • Michelle’s Law – For college students

Human Capital Management Union Benefits Trust • Dental plan change – new vendor is now Delta – Current enrollees will be automatically enrolled – Three levels of reimbursement – Newly eligible employees must enroll or waive (no longer automatic) • Life Insurance – Portability provision to be expanded to include basic, supplemental, and dependent life – Conversion form #GL 99. 431 no longer needed (carrier will notify employees) • No changes to vision, legal, or Working Solutions

Human Capital Management Benefits Web Site • Enhancements to the Web site – Enrollment Instructions – Eligibility Requirements • Contains rules and document requirements – Qualifying Events • For changes outside of open enrollment

Human Capital Management e. Benefits Enrollment • e. Benefits – Utilize the Benefits Summary page – Open Enrollment now requires proof for new dependents • All proof must be sent to DAS HCM Benefits • New student enrollment must be coordinated with DAS HCM Benefits – Changes • Updates to language • Adding HB 1 dependents

Human Capital Management Medical Rates • New medical plan rates – More details in the 2010 Open Enrollment Edition of Pathways. Please go to: das. ohio. gov/OEPathways • Part time rates and monthly rates included – First deduction will be on pay period ending (PPE) June 19 for the paycheck on July 2

Human Capital Management Eligibility Changes (HB 1) • Allows for coverage until the end of the month your dependent turns age 28 • Overview of requirements: – – Unmarried natural, adopted, or step child Resident of Ohio or FULL-TIME student Not eligible under their employer Not eligible for Medicare/Medicaid • There is an additional per-child cost • This applies to medical coverage only – it does not apply to dental and vision.

Human Capital Management Changes From Washington? • Federal Health Reform – We are waiting for guidance.

Human Capital Management Questions? • Q&A

Human Capital Management New Dependent Eligibility Rules and Required Documents Mary Ellis Benefits Manager, HRD Benefits Administration

Human Capital Management Agency review new dependents Review and approve required documents for dependent enrollments: • Open enrollment for paper dependent enrollments – HCM will verify dependents enrolled through e. Benefits • New hires • Qualifying event changes

Human Capital Management Documentation required All dependent enrollments require: • Verification Form signed by employee • Supporting documents Note: Definitions and Required Documents chart will be on benefits web site

Human Capital Management New for July 1 • Changes to eligibility definitions – Today’s discussion • Changes to required documents – Webinar on Thursday, April 29

Human Capital Management Spouse Current New • Current legal spouse • Same

Human Capital Management Biological Child Current New • Unmarried • Under 19 • Normally resides with employee • Or employee is required by law to support • Unmarried • Under 19 • Child not required to live with employee or be supported by employee

Human Capital Management Stepchild Current New • Unmarried • Under 19 • Living in employee’s home • Employee provides majority of support • Unmarried • Under 19 • Living in employee’s home • In regular parent-child relationship • Employee provides substantial support

Human Capital Management Adopted Child Current New • Unmarried • Under 19 • Living in employee’s home • Employee provides majority of support because of adoption or anticipation of adoption • Unmarried • Under 19 • Employee’s adopted child, whether or not adoption is final, eligible for coverage upon placement or custody • (Same as biological child)

Human Capital Management Foster Child Current New • Unmarried foster child • Living in employee’s home • Same

Human Capital Management Legal Guardian Current New • Unmarried • Under 19 • Child resides with employee • Employee is legal guardian • Same

Human Capital Management Qualified Medical Child Support Order Current New • Unmarried child named as alternate recipient on QMCSO • Same

Human Capital Management Student Current New • Unmarried • Under age 23 • Student at accredited school • Dependent on employee for maintenance & support • Attend classes 2/3 semesters or 3/4 quarters • Unmarried • Under age 23 • Falls under a previous category • Student at accredited school

Human Capital Management Disabled Dependent Current New • Unmarried • Disability began before age 23 • Dependent primarily dependent on employee • Same

Human Capital Management House Bill 1 Dependent (19 – 28) Current New • None • Unmarried • Age 19 to 28 • Resident of Ohio or FT student • Not eligible for employee-sponsored coverage, Medicare, or Medicaid

Human Capital Management Required Documents See • Definitions and Required Documents checklist on BAS web site • Sample documents

Human Capital Management Required Documents For employees who have unusual circumstances and are unable to provide documents, contact HCM Benefits • Military deployment • Married, not living together • Common law marriage • Foreign birth

Human Capital Management Required Documents Webinar Thursday, April 29 9: 00 – 10: 30 Invitations to be sent to agency benefit coordinators