The second nomination was for the - Florida Department of ...

[Pages:14]2023 Accomplishments

Business Objects (BOBJ) Reporting Tool Upgrade On Feb. 20, 2023, People First upgraded the BOBJ reporting tool. It was the first upgrade since the reporting tool went live in People First on Oct. 29, 2018. The upgrade was deployed one week earlier than expected. Six months of planning, upgrading, testing, training, and communicating with stakeholders resulted in a successful upgrade. The People First staff managed the project that resulted in: (1) 19 agency advanced ad hoc report users participating in user acceptance testing, representing 13 agencies; (2) providing ad hoc report user training to 38 agency users, representing 23 agencies; (3) updating all published BOBJ training materials, including all report instructional guides and BOBJ user guides; (4) communicating and briefing agency human resource offices and ad hoc users; and (5) implementing post deployment Hypercare activities to ensure any issues were resolved quickly.

2022 Accomplishments

Talent Management Homepage Updates The software vendor for the People First Talent Management suite, SuccessFactors, transitioned all customers to their new upgraded redesigned homepage, effective Nov. 19, 2022. As a result, the People First Talent Management homepage now reflects a new design (e.g., a new landing page layout, and background image) and a change in the appearance of common elements such as buttons, icons, and cards/tiles. These changes provide for improved navigation within the Talent Management suite.

People First Human Resources Business Process Outsourcing Business Case (HR BPO) In preparing for the next Invitation to Negotiate (ITN) for the Human Resources Information System (HRIS), known as People First, the Department of Management Services (Department) partnered with Gartner, Inc., in Aug. 2022, to complete a full analysis of the current HRIS platform, structure, system, and service center capabilities. This analysis will assist in identifying the best and most appropriate world-class HR BPO to enable the best possible service to all stakeholders and the State of Florida. Using the information collected from the in-depth analysis, Gartner will assist the Department in developing a business case as part of the nextgeneration procurement.

Eligible Former Employees Updates to the People First system were made to allow eligible former employees to continue health insurance coverage after separation. Eligible employees will receive information on the option to continue health insurance coverage in their separation packet and can enroll online for up to 24 months.

Security Updates Enhanced security protocols with both the People First system and People First Service Center to ensure password resets and login ID retrieval are secure.

Data Sharing with the Division of Retirement Implemented automated data sharing procedure with the Division of Retirement to more accurately capture retirees who pass away so that the People First system can be updated appropriately. Before the process, the People First Service Center had to be notified by a surviving relative. This will assist with properly ending/updating insurance coverages and assist with the need to make multiple contacts within DMS regarding a death.

Process Improvement ? Job Site Enhancements (Career Site Builder) Effective March 12, 2022, People First implemented a new job candidate platform known as Career Site Builder within the Talent Management suite. Several enhancements included providing agencies with the ability to use multiple cities in their job postings, providing job candidates with advanced search capabilities, and providing the People First team with the ability to make changes to the job pages in a streamlined fashion.

Process Improvement ? Interactive Voice Response Call Back Option Effective Jan. 24, 2022, the People First Service Center implemented a call-back option within the Interactive Voice Response (IVR) system. This option allows callers to request a call-back instead of holding for an agent or abandoning the call. The call-back option was implemented to enhance caller satisfaction by decreasing hold times and improving first-call resolution of inquiries.

Creating Mass Loads for Pay Increases In accordance with Section 8, Employee Compensation and Benefits - Fiscal Year 2022-2023, General Appropriations Act (GAA), eligible salaried employees received a 5.38% pay increase, and the minimum wage increased to $15 per hour, effective July 1, 2022. Some classes of salaried employees (e.g., sworn law enforcement officers) received an additional pay increase based on specific criteria outlined in the GAA. The People First team assisted agencies by creating mass loads for agencies to validate, update, and approve making the employee pay changes in the People First system. The mass load process eliminated the need for agencies to manually complete payroll actions directly in People First for each employee eligible for the pay increase. In total, 94,603 records were updated via mass load. Processing the mass load created an estimated time savings of two minutes per transaction, resulting in a time savings of approximately 3,153 hours for agency HR staff.

Creation of the Florida Gaming Control Commission (FGCC) As part of the 2021 legislative session, the Florida Gaming Control Commission was created, and in July 2022, positions, and employees from the Department of Business and Professional Regulation (BPR), Division of Para-Mutuel Wagering were moved to the FGCC. The People First team worked with the BPR and FGCC/Office of Human Resources to successfully move the BPR positions and employees to the FGCC using an automated mass load process. The mass load process allowed us to process a total of 2,578 position and employee records in an automated fashion, reducing the administrative burden on the BPR and FGCC/Office of Human Resources.

Onboarding of Rehabilitation and Liquidation for Insurance Benefits The Division of Rehabilitation and Liquidation will be participating in the State Group Insurance cafeteria plans effective Jan.1, 2023. The People First team assisted in facilitating their onboarding into the People First system in 2022 in preparation for their new participation. This required creating a new Benefits-Only (BENO) entity, HR actions for 60 active employees and training their HR administrators in how to administer benefits and premium payments. People First allowed Rehabilitation and Liquidation employees and retirees to utilize the annual Open Enrollment to make their benefit elections for the 2023 plan year.

2021 Accomplishments

Onboarding Implementation On August 16, 2021, People First implemented the onboarding system which is the newest addition to the People First talent management system offering which also includes recruitment, learning management and performance management modules. This system allows agencies to initiate new hire employees into an electronic onboarding process to complete new hire paperwork and acknowledge agency policies in an electronic format. Additionally, the system is integrated with the Department of Homeland Security's E-Verify system to confirm the new hire employee's eligibility to work (I-9 verification).

Qualified Status Change Automation On July 31, 2021, People First implemented qualified status change (QSC) automation within the People First system to allow employee self-service to complete most QSC events. Prior to this enhancement employees had to contact the People First Service Center to process their QSC elections. Prior to the enhancement, over 1,600 calls were placed to the service center each month to process a QSC. This automation streamlines the employee QSC process and empowers employees to take charge of their insurance benefits elections through self-service capability.

People First Annual Survey The Department of Management Services (DMS) surveys People First users to gauge customer satisfaction with the People First system and service center. People First is the state's human resource information system and includes a service center to assist users with human resource transactions. Each user's feedback is critical in helping us determine the effectiveness of the system and service center and to identify opportunities to improve services. The survey is randomly submitted to 25,000 current and former employees. For 2021, the survey was administered May 14 ? 28, 2021. There was a total of 3,592 survey respondents, with an overall satisfaction rating of 87.5 percent, which represents the highest overall satisfaction since People First began the survey in 2007.

Process Improvement ? Inbox Tasks On May 22, 2021, People First implemented changes to combine human resource and talent management tasks into the People First Inbox. This enhancement allows employees to see their assigned tasks for both the enterprise People First system and the enterprise talent management system upon logging in to the People First system. Prior to this change employees had to access each system separately to see the related tasks.

Process Improvement ? Streamline Timesheet Entry On March 13, 2021, People First implemented user-friendly, process enhancements to the timesheet in People First to simplify the use of charge objects (time reporting codes) and the process for resubmitting unapproved (rejected) timesheets.

COBRA Subsidy Implementation On May 8, 2021, People First implemented new COBRA Subsidy Plans and required notices in accordance with the American Rescue Plan Act of 2021 (ARP). Over 3,300 former employees were sent required notices and given the opportunity to enroll in the new COBRA Subsidy Plans for April 1 through September 30, 2021.

Dependent Care Flexible Spending Account Elections Update On April 24, 2021, People First implemented changes allowing employees to update their dependent care flexible spending account election for plan year 2021 up to $10,500. This change was implemented in accordance with ARP and only applies for plan year 2021. The annual election maximum will revert to $5,000 for plan year 2022.

2020 Accomplishments

Amended and Restated People First Contract On Dec. 22, 2020, following months of negotiations, the People First Team completed both an Amended and Restated People First contract and a 5-year contract renewal. The renewal is effective Aug. 21, 2021 through Aug. 20, 2026. As part of the renewal the State was able to save approximately $15 million compared to the original contract terms. Additionally, as part of the renewal the team was able to include a dependent eligibility verification gap audit at no cost to the State. The gap audit includes dependents added since the 2018 audit and prior to the start of the on-going audit that started on July 1, 2020 (approximately 49,000 dependents). The team was also able to negotiate a full upgrade of the recruiting marketing website, as well as the implementation of additional customer service technology components (e.g., call-back feature, chatbots).

Tax Watch Productivity Awards The People First Team received awards from Florida Tax Watch for implementing two new online ticket processes that reduced calls and eliminated faxes to the People First Service Center, resulting in time savings for the impacted State of Florida employees; and for implementing single sign-on capabilities within the People First System to allow users to securely access their CVS Caremark and Healthcare BlueBook accounts directly from within the system.

Online Benefits Statements Starting with the 2021 Open Enrollment period, People First implemented online benefit statements within the People First system. Providing the statements electronically makes them available to employees two weeks in advance of Open Enrollment beginning, instead of waiting to receive the statement in the mail. It also allows employees to go back and access their benefits statement whenever needed.

Total Compensation Statement and Estimator On December 31, 2020, People First implemented a new process that will allow employees to view their personalized Total Compensation Statement in the People First system. The statement provides an overview of the employee's salary and benefits package, providing a comprehensive view of the monetary value of their total compensation as an employee of the State of Florida. Employees also have the ability to create a "What If" estimate that can be used as a strategic tool for recruiting and retaining a high quality, high performing workforce.

Data Purge On Oct.17, 2020, People First completed the process of purging (removing) older data currently stored in the People First data warehouse (DW). A total of 1.9 billion rows of data were removed from the DW. This new process will allow for an annual purge of older records, keeping only records required under data retention rules and has resulted in quicker nightly data refreshes and quicker report results.

Creating Mass Loads for Pay Increases In accordance with Section 8, Employee Compensation and Benefits - Fiscal Year 2020-2021, General Appropriations Act (GAA), eligible salaried employees received a 3% (or $1,000) pay

increase effective Oct. 1, 2020. Some classes of salaried employees, (e.g. security services), received an additional pay increase based on specific eligibility criteria outlined in the GAA. The People First Team assisted agencies by creating mass loads for agencies to validate, change, and approve for updating in the People First system. The mass load process eliminated the need for agencies to manually complete payroll actions directly in People First for each employee eligible for the pay increase. In total, 97,535 records were updated via mass load. Processing the mass load created an estimated time savings of 2 minutes per transaction, resulting in a time savings of approximately 3,251 hours for agency HR staff.

People First Learning Management System On Jan. 13, 2020, People First implemented an enterprise-wide Learning Management System (LMS) for all salaried and Other Personal Services (OPS) employees. The LMS is available for the State Personnel System agencies, Florida Department of Lottery, Justice Administrative Commission, and the State Courts System, regardless of whether the agency previously had an in-house LMS. The new LMS allows agencies to create and deliver training based on the agency's chosen practices including: agency specific online training, scheduling classroom training and mandatory yearly training, and the ability to cascade training based on specified criteria (e.g., new hire training that automatically pushes out to all new hires in the agency). In addition, the LMS allows agencies with enterprise responsibility (e.g., the Department of Management Services (DMS), the Department of Financial Services (DFS)) to publish enterprise-wide training (e.g., DMS published the Shared Savings training, DFS published the PALM trainings). Over 320,000 course completions were completed in the new system within the first five months. Agency administrators have reported positive feedback from their employees about the LMS and the intuitiveness of the system.

Dependent Eligibility Verification On July 1, 2020, the dependent eligibility verification process for all new dependents who are added to health insurance coverage transitioned from the Division of State Group Insurance to the People First Service Center. Services include updating dependents as eligible or ineligible; removing ineligible dependents; reinstating eligible dependents based on appeals; and other related administrative actions. This process will help ensure that only eligible dependents are covered under the state group insurance plans, ensuring integrity of those plans. Based on the results of the previous dependent eligibility audit, if 50 dependents are removed annually, the state's cost for these services will be recovered. Any additional dependents removed will result in additional realized savings for the state.

State Emergency Response Efforts o Stopped Insurance Suspension Process ? In an effort to ensure members had access to their health and pharmacy benefits, a process was implemented to pause the suspension and cancellation of health and pharmacy insurance benefits due to nonpayments for the duration of the health emergency. o Reinstated Chard Snyder Benefit Cards ? Reinstated previously suspended Chard Snyder benefit cards (over 1,200 cards were reinstated) and paused the card suspension process for the duration of the health emergency. This process change provides access for members to use their flexible spending account, health savings account and health reimbursement account funds while having outstanding claims that are pending verification. o Transformed the Refund Paper Process to Digital ? Implemented an electronic process for employee refunds and disability payments, reducing the need for paper

forms. These processes were designed and implemented to ensure seamless continuation of operations for member refunds and disability payments. o Programmed Retirement Codes ? Implemented two new retirement codes, Temporary Rehired Retiree Medi Only (MM) and Temporary Rehired Retiree (MR), to accommodate the rehiring of recent state retirees to support emergency efforts as authorized by Executive Order 20-88. o Implemented New Leave Codes ? Implemented three new leave codes, Federal FMLA ? 0097, Federal Sick Leave ? 0098, and Admin ? Poll Worker ? 0099. Leave code 0097 provides paid emergency Family and Medical Leave Act (FMLA) leave to all employees, including Other Personal Services (OPS) employees. Employees were provided up to 267 hours (full-time salaried and OPS) for use of continued care for a child whose day care and/or school is closed. Leave code 0098 provides up to 80 hours of federal sick leave granted to all employees, including OPS employees who have never been eligible for leave. This leave is available for use for Coronavirus related illnesses and childcare issues. Leave code 0099 allows employees to record up to 42 hours of administrative leave for completing poll worker training and working during the primary or general election in accordance with Executive Order 20-149. o Provided Data Reports ? Created and provided over 115 reports to agency human resource offices and leadership to assist in managing resources during state emergencies. Examples of reports include employees with a child under age 18, value of leave used, employee leave balances for all leave types as of a specific pay period with supervisor information, and employees using emergency-related charge objects and leave types on timesheets.

IRS Form W-4 ? Following the IRS release of a new 2020 W-4 form, modified the existing W-4 form in People First to meet the new federal requirements, and updated how the form looked and functioned. The division also worked closely with the Florida Department of Financial Services' Bureau of State Payrolls to ensure the updates were properly included in the nightly interface that occurs with them to process employee payments.

2019 Accomplishments

Tax Watch Productivity Award The People First Division received an Agency Tax Watch Productivity Award for the People First Portal Upgrade in recognition of the major overhaul of the People First system and employee self-service enhancements that were implemented as part of this upgrade. Some of the major enhancements included making the system available for all major internet browsers (Chrome, Internet Explorer, Firefox and Edge), as well as significantly improving the user-friendliness of the system.

Consolidation of People First Service Centers People First provides an enterprise-wide suite of human resource and insurance benefit services to state employees and retirees through outsourced service center staff with Alight Solutions, Inc./NorthgateArinso. In the early years of People First, two service centers were available to assist customers, one in Jacksonville, Florida, and the other in Tallahassee, Florida. As time evolved, many of these services were moved to the Tallahassee service center, with the exception of organizational management functions (establishing and updating positions, position actions, employment status changes, payroll processing, and other fiscal activities). In May 2019, the service centers consolidated and now all services are provided from the Tallahassee location. The move was successful and provides for more effective contract management oversight and opportunities to collaborate on issues locally.

hrX Assist Go-Live A new case management system, hrX Assist, was implemented in June, 2019. This new case system streamlined the case management process for agency human resource staff. hrX Assist replaced the previous case management system, eCase, and eliminated the need for agencies to submit cases to a variety of separate email boxes, depending on what the case was in reference to. Utilizing this system also eliminated the use of fax numbers and allows users to monitor and validate cases online. Agency human resource staff received multiple correspondences regarding the launch of hrX Assist and were provided an instructional guide, general correspondence and reminders on this new functionality.

Agency for State Technology (AST) to Department of Management Services/Division of State Technology (DST) As part of the 2019 legislative session, the Agency for State Technology was abolished, and the AST positions and employees were moved to the DMS / Division of State Technology. The People First Division worked with the DMS/Office of Human Resources to successfully to move the AST positions and employees to the DMS/DST using an automated mass load process. The mass load process allowed us to process a total of 3,212 position and employee records in an automated fashion, reducing the administrative burden on the DMS/Office of Human Resources.

July 1, 2019 Pay Increases As part of the 2019 legislative session, employees in law enforcement and correctional probationary officer classes received a legislative pay increase. Employees in specific classes in the Justice Administration Commission and Department of Children and Families also received a legislative pay increase. The pay increases were effective July 1, 2019. The People First Division worked with the impacted state agencies to process automated mass loads for their eligible employees. The mass load process allowed us to process 4,848 pay changes and 242 pay additives in an automated fashion, reducing the administrative burden on the agencies.

 ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download