DEPARTMENT OF MANAGEMENT SERVICES



Department of Management Services

People First

People First Monthly Meeting Notes

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|Date |Wednesday, May 9, 2007 |

|Time |2:00 p.m. to 3:55 p.m. |

|Location |4040 Esplanade Way, Room 225F |

|Leader |David DiSalvo, DMS |

|Note taker |Suzetta Furlong, DMS |

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Welcome & Announcements: David DiSalvo

The People First team has several big items coming in the next few months, such as SAP upgrades, benefits screens redesign, and open enrollment. We will provide more information throughout this meeting on each of these topics.

Follow-up from Last Month’s Meeting: Suzetta Furlong

• Suzetta sent training materials by request regarding the monthly Service Center reports. As an update, the new report for A, H, and S role codes will be available in the coming weeks. This report will allow agencies to drill down to the status of cases. Suzetta will send a notice when this report is available.

• Thanks to the agencies who continue to update 411 for upper management and new employees. Please continue this practice so that the data will be accurate. If you need the instructions to access the 411 system, email Suzetta at suzetta.furlong@dms..

• The Attorney General’s Office has reviewed information on protected addresses. Human Resource Management will publish a guideline document for the agencies.

• EEO data for 2006 is ready and we will get it to the agencies soon. The files are too large to email.

• As a final note, the next meeting is tentatively scheduled for June 6. Because the team is traveling around the state so much the next few months, we may not meet again until August. Suzetta will send a calendar invitation for the next meeting.

Change Review Board Update: David DiSalvo

The Change Review Board now meets quarterly. The next meeting will be held in June.

Client Services Update: Brian Andrew, Director of Client Services

The POSE Survey is a random offering, prompted by the phone system. Users may rate service on a 1-5 scale at the end of their call with a specialist. Results for March and April for the specific transaction with the specialist:

• Overall service provided: April—86.4% rated very good or excellent (a 4 or 5); March—86.44%

• Specialist’s understanding of question or concern: April—89.04%; March—87.56%

• Specialist’s knowledge of policies and procedures: April—86.62%; March—85.33%

POSE results for People First system ease of use: April—49.22%; March—50.2%

The Service Center site visit in March was a success: twenty-two people attended. The next Service Center visit is scheduled for June 8 from 2:00 to 4:00. New HR employees are invited to attend, as well as others who may have missed a previous visit. Register via email at pfclientservices@.

The overall number of escalations has dropped since November. There were 30 in March and 22 in April. The top 3 reasons for escalations were cancelled insurance, leave balance issues, and premium refund requests. Please continue to contact Convergys People First before calling DMS, as the escalation process is monitored and handled through Convergys.

Convergys has restructured its People First team. In the new model, Employee Services handles state employee calls and anything that results from the calls; Donna Herrick is the site leader in Tallahassee for this team and Sharon Newsome is the site leader in Jacksonville. Business Services handles actions that are typically offline, such as paper timesheets, carrier files, and hiring manager support. Client Services focuses on improvements to the system.

Cindy Meeker has moved to another account; Carlos Clark is now over all Jacksonville employee service centers, and Lane Fenner is over all North American employee services for Convergys. Agency contacts are in the process of changing and personnel officers will be notified when that has been completed.

DMS People First Customer Survey: Rob Hebeler, DMS Chief Performance Officer

Results of the survey are available at .

In a month or so, DMS will survey customers on all the services it provides. DMS will consider offering a follow-up survey regarding People First for HR practitioners only.

Data Warehouse Update: Brenda Hough

• The Timesheet View is now available between 7:30 and 8:00 every morning.

• The new materialized views are separated by fiscal year; the current year will have up to 18 months of data; we will separate the fiscal years at the end of each calendar year.

• Volunteers are needed for LAS/PBS External Report testing on June 2.  Email Brenda at Brenda.hough@dms. to register.

• The Certification Active View now has both active and expired certifications; therefore, to pull active records, you will need to filter on end date greater than today.

• The new Catalog is housed on a secure DMS People First website, .  See your Data Warehouse security coordinator for logon information.

Impromptu Training: Mike Davis

The DMS PF Data team is working with an outside vendor to customize Impromptu training to reflect data that is in the Data Warehouse. Training will be offered to agencies next fiscal year at the beginning and advanced levels.

Open Enrollment 2007: Dave Snyder

• The dates for this year’s Open Enrollment period are Monday, September 17, 2007, through Friday, October 19, 2007.

• The Division of State Group Insurance (DSGI) is negotiating 3 procurements for insurance products: life, dental, and vision. Bid responses are due soon and then the procurement process will be completed.

• The DMS PF Benefits team is finalizing a business requirements document for the Open Enrollment system changes.

• A strong possibility exists for a positive enrollment for life insurance, as well as dental and vision. Over 200,000 participants, including universities, would need to enroll. DSGI is trying to establish a standard set of 4-tier coverage level plans, which is different from this year’s plan. Since participants cannot default to one of those plans, positive enrollment is necessary.

Life Insurance Refunds: Tom Lockridge

Convergys is now current with life insurance refunds, with a couple of exceptions. The Bureau of State Payroll (BOSP) correctly calculated premiums, but our system did not calculate expected premiums, which accounts for the over/under payment issues. Convergys recalculated everyone’s life insurance premiums except for those whose salary information is needed to accurately calculate the premium.

Benefits Screens Redesign: Tom Lockridge

The redesigned screens will look and function more like the rest of the People First system. The online experience will be simpler, and participants and benefits managers will have more data. This is scheduled for release in late July. We will invite agencies to participate in user acceptance testing.

Employee Transition Watch Update: Verla Lawson

DSGI has been monitoring the coverage status of upper level administration during the recent gubernatorial transition period. With few exceptions, no drops in coverage have occurred. Email Verla at verla.lawson@dms. if you have a high-level position transfer in the future.

Internet Explorer 7: Jimmy Cox

• With the launch of the Hiring Manager Interface, the entire system became compatible with Internet Explorer 7.

• The DMS PF team has sent Convergys a business requirements document to add Firefox to the supported browsers list. Approximately 95-96% of all users hit with either Internet Explorer 6 or 7. Another 3% hit the site with Firefox.

End of Fiscal Year: Jimmy Cox

• If you have not distributed the end of fiscal year communication that went out last week, please send it to your staff, or direct them to , general correspondence 90.

• The leave liability process will differ this year from last. Reports will be in the front end of People First with detail and summary reports. A communication will be coming soon and testing will begin the first part of June.

• Please have employees complete their missing timesheets. Regarding the missing timesheet report: the best process for removing people from the report who do not belong is to do so internally at each agency.

Hurricane Preparation: Jimmy Cox

An updated communication is coming soon.

Hiring Manager Interface: Jimmy Cox

• The Hiring Manger Interface (HMI) is now in place and running smoothly. It is Section 508 Compliant and has received compliments from the community of people with disabilities.

• Previously, anyone who had a hiring manager role could search for any applicant within the system. With the HMI, a security process has restricted this practice to protect confidential information. With the upgrade to version 10.0, we are looking at providing access by role code. If hiring managers need information, they may call the Service Center.

• The HMI training video is available at under the “For Managers” section.

• Email questions or concerns about the HMI to Jan Russo at jan.russo@dms..

Interagency PAR: Jimmy Cox

• Comments about the Interagency PAR Business Requirements Document are due to Jimmy Cox at jimmy.cox@dms. by Friday, May 11.

• Regarding the PAR alert: should the alert go to hiring managers, HR staff, or the A role, OR should a report be built that says the separation processing is not completed? This item will be addressed in the next few weeks.

Key Service Dates: Jimmy Cox

• Key service dates issues cause leave accrual, pay, and retirement problems. The DMS PF team is internally reviewing the business requirements document draft and will send it to the PAR focus group after the internal review is completed. If you were not a member of the focus group but would like to see the document, email Jimmy.

• One consideration in the document is to allow agencies access to change the key service dates instead of calling the Service Center.

SAP Updates: Jimmy Cox

• Several SAP service pack updates will be made to the Oracle database, which is tied to the benefits screen redesign; however, you will not see many changes on the front end (other than the benefits screens).

• The system will be down for a few days. Concrete dates and times are forthcoming, but tentative dates are from Friday, July 27, 2007, at 7:00 p.m. to Thursday, August 2, 2007, at 8:00 a.m. This timeframe was scheduled to allow the biweekly payrolls to process and to deliver files to BOSP.

• The Data Warehouse will be up; however, data will only be current as of July 27.

• We have yet to determine if Staffing will be up during this period.

508 Compliance Review: David DiSalvo

An outside vendor is reviewing every screen—more than 186—to make recommendations for Section 508 compliance. So far, their review of the payroll screens returned more than 2000 pages of recommendations. A reminder: Staffing is 508 compliant.

Open: All

Regarding hours types 1016 and 1017: If an employee on a biweekly payroll schedule works 80 hours the first week in a disaster situation, but works 40 hours the second week at his desk, is the employee still entitled to 1016 or 1017? The answer is yes.

Questions and Answers: Dave Snyder

When is a person eligible for Medicare, and why is this important in terms of State insurance premiums? ANSWER:

a. Normally when turning age 65

b. Sometimes less than age 65 due to disability as determined by Medicare. When this happens, employee must call the service center and provide a copy of the Medicare card.

c. People First routinely reduces premiums upon turning age 65.

What are the definitions for the coverage tiers known as Medicare I, II and III? ANSWER:

• Medicare I = Individual policy.  Covers only the Retiree who is eligible for Medicare (Medicare eligibility is typically those age 65 or older).

• Medicare II = Family policy covering at least one person is who IS Medicare eligible and either:

o one other covered person who is not Medicare eligible or

o there are more than 2 covered persons.

Three family members can be eligible in this coverage tier. The bottom line: if it is not an Individual policy (Medicare I) or a Husband-and-Wife policy (Medicare III), then Medicare II handles all other variations.

• Medicare III = Family policy covering only two participants both of whom are eligible for Medicare.

Takeaways: Suzetta Furlong

• Suzetta will send a notice for the Service Center visit.

• Suzetta will include links referenced during the meeting in the meeting notes. (Completed.)

• Suzetta will send leave liability instructions.

• Anna Gray will complete guidelines for each field of the key service dates, once the business requirements are completed.

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