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Department of Management Services

2013 Accomplishments

Posted: 03/06/2013

Edited: 05/01/2014

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People First Annual Survey

The People First annual survey was e-mailed to 25,000 randomly selected employees and retirees with e-mail addresses. The survey ran from March 11, 2013 through March 22, 2013. We received over 3,900 responses that responded with a 78% overall satisfaction rate. This is a 2% increase over the 2012 annual survey overall satisfaction rate. Ideas and suggestions from the annual surveys are used to feed the team’s Potential Work Item list for possible system enhancements and are shared with NGA to facilitate system and service center improvements. For more information on the 2013 Annual Survey, click here.

Bulk Mailing Cost Savings

The People First team has negotiated an annual contract credit with vendor, NorthgateArinso (NGA). NGA is responsible for bulk mailing costs typically associated with communications around annual open enrollment activities. Since the State moved to an electronic benefits guide in recent years, NGA has avoided these mailings and have agreed to reimburse the State for the avoided costs. In May 2013, NGA will credit the State with $218,134 for mailing costs avoided in calendar year 2012. The State and NGA will recalculate these avoided mailing costs and establish this credit each year through the end of the contract. The People First contract expires on August 20, 2016, essentially providing three more years to realize this annual credit.

New Senator Health Insurance Rates

On January 17, 2013, Barbara Gleasman (Legislature Human Resource Officer) notified the Department of Management Services (DMS) that the Senate President had directed that all Senators would start paying the higher career service rates for their health insurance effective with the January 2013 monthly payroll. This request required an update to the calculations used in People First to determine correct premiums for elected officials. Our team immediately started working with NGA to identify a quick system solution. On January 19, 2013, a system change was implemented to allow separate premiums amounts to be deducted for senators than for representatives. On January 21, 2013, final steps were taken to reclassify the health insurance premiums for all 40 senators to the higher premium amounts. On January 24, 2013, the January monthly payroll was processed taking the higher health insurance premiums for all enrolled senators.

February 2013 System Release

The February 23, 2013, system release was successfully released to production. The following are some of the key items included in this release:

• NEW Leave Audit Report – This report provides HR staff, managers and employees complete leave history (used, accrued, paid out, etc.) for all accrued leave types (annual, sick, annual, special, regular & FLSA Comp). The report can be run back to the start of the employees start date in a leave eligible position in People First.
• On-Line Assistance Tools - This enhancement provides DMS the ability to edit Health & Insurance Importance Messages and helpful website sections. Historically, we have included these changes as part of the BRD/FDD cycle with NGA. Going forward this will be handled internally.
• Access to Maintain Verification Processes – This enhancement provides DMS the ability update e-mail messages for the address and dependent certification process, as well as the ability to trigger these processes when needed.

While this release was not heavily advertised, this release provides tremendous benefits to how we manage the People First process.

Open Enrollment Cost Savings

The People First team realized a cost savings around Open Enrollment (OE) confirmation statements. As part of the team’s OE process enhancements, for the first time, a “go green” option was made available to all OE participants. Participants could elect an electronic confirmation statement, and decline a mailed paper statement. The People First service provider, NorthgateArinso, offered to pass along this cost avoidance to the state. The number of participants that declined the paper mailing was 7,681. NGA agreed to reimburse the state for the first class, pre-sorted mailing rate ($0.42) for each un-mailed statement. As a result, People First realized a credit of $3,226.02 in the month of January 2013. This credit will be available to the state each January following the OE period.

Davis Productivity Awards

The Department of Management Services (DMS) People First team was the recipient of two Davis Productivity Plaques for the development of new employee transition reports (a time-saving tool for human resource professionals) and for the implementation of the address verification process in People First to provide better address data.  Since the implementation of employee transaction reports, over 3,402 employee transaction reports have been run to show an employee’s personal action history.  The employee’s personal action history identifies an employee’s original appointments, pay increase, promotions, terminations, retirements, etc.