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2023 Accomplishments

Anticipated Salary Screen and Report Created a new screen and report that allows agencies to accurately reflect the salary of a vacant position instead of reporting the vacant salary at the pay grade minimum. The field and report can be used as a management tool for accurately projecting and managing salary rate for a vacant position.

Automated Insurance Premium Refund Processing Created an automated process to allow human resource (HR) staff to complete employee premium refund requests (i.e., employee and employer contributions) in People First. The automated process in People First replaces the existing manual process and is designed to simplify the process and allow for faster refund processing.

Parental Leave Based on updates to Chapter 60L-34, F.A.C., the People First system was modified to provide new benefits related to parental leave. To assist with the approval and tracking process, a parental leave request process and new timesheet hours types are available in People First to support both maternity and care/bond requests as well as hours tracking in People First.

People First Achievements in Payroll Precision, Workforce Planning, and System Support for the State of Florida The People First team has demonstrated remarkable success in various key areas. Notably, they have consistently ensured on-time payroll processing, handling a substantial $7.9 billion in payroll. This commitment to timeliness and efficiency guarantees that every state employee receives their earnings accurately and on schedule, fostering trust and financial stability. Furthermore, the team excelled in implementing customized solutions for state agencies, enabling strategic workforce planning for budgeting, which in turn promotes fiscal responsibility and organizational efficiency. Their support extended to over 30 state agencies, covering a vast workforce of 225,000 members, offering expert guidance across all aspects of HR. These accomplishments underscore the team's commitment to operational excellence, financial stewardship, and providing invaluable HR system support to enhance the efficiency and effectiveness of state agency HR functions.

Data Security Enhancement The People First team successfully bolstered the security of employee data by implementing advanced cybersecurity measures and data encryption protocols. This accomplishment ensured that sensitive employee information remained protected from unauthorized access and potential data breaches, maintaining the agency's trust and compliance with privacy standards.

Creating Mass Loads for Pay Increases In accordance with Section 8, Employee Compensation and Benefits - Fiscal Year 2023-2024, General Appropriations Act (GAA), eligible salaried employees received a 5% pay increase, effective July 1, 2023. Some classes of salaried employees 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, 95,139 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 3,171 hours for agency HR staff.

Visionary Strategy The People First team has achieved a significant milestone by completing a comprehensive HR Business Process Outsourcing (HRBPO) business case that outlines a visionary strategy for HR transformation in the State of Florida. This strategic roadmap encompasses technological advancements, ERP system enhancements, cloud migration, and a forward-looking approach to HR operations. The team's business case reflects a commitment to embracing modern HR technologies, improving ERP system functionality, and migrating to secure cloud-based HR systems. Furthermore, it envisions a future where HR operations are agile, data-driven, and focused on strategic initiatives, positioning the State of Florida as a leader in HR transformation and innovation.

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.

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