The University of Oklahoma Health Sciences Center

Session 1026, HRMS W-2

Version: HRSA 7.6

Presented by:

Angie Ridings - Benefits Manager

Becky Southerland - Technical Team Lead

Implementing COBRA & Benefits Billing

The University of Oklahoma Health Sciences Center

Demographics

University of Oklahoma Structure

• Two Separate Payrolls Health Sciences Center Campuses

Oklahoma City TulsaDemographics

1071Faculty 2397 Staff 3000 students - 916 Students (On Payroll)

Main Academic Campus

The University of Oklahoma Health Sciences Center

PeopleSoft History

• Implemented the basic PS version 4 of HR/Payroll in January 1996

• Used following equipment/software DEC Servers w/Open VMS Oracle 7 database

• Upgraded to version 6 in March of 1998

• Upgraded to version 6.02 February 1999

The University of Oklahoma Health Sciences Center

PeopleSoft History

• Implemented on July 1, 1999 Recruit Workforce version 6.02 Financials version 7.01

• Migrated to Digital UNIX OS August 1999

• Upgraded from HR 6.02 E&G to HR 7.6 SA November 1999 to March 2000

• Student prototyping began January 2000

The University of Oklahoma Health Sciences Center

Project Goal

• To incorporate the delivered PeopleSoft Cobra and Benefits Billing modules to meet the business needs of the University of Oklahoma Health Sciences Center with minimal add-on enhancements.

• To retire an R-base system

• To bill monthly

• To better position OUHSC for Ben Admin

The University of Oklahoma Health Sciences Center

The Team

• Human Resources

• Payroll

• Information Technology

• Consultant

The University of Oklahoma Health Sciences Center

About OUHSC:

• State Agency, Fund Accounting

• Approximately 415 individuals being billed– 110 Cobra, 250 Retirees, 25 Surviving Spouses– 30 Cobra Secondary

• Live on Billing 1/1/01

• Live on Cobra/Billing 3/1/01

The University of Oklahoma Health Sciences Center

Problems & Opportunities

• Fiscal Year Benefit Plans• Vendor Invoices• Retirees with benefits that retired prior to

PeopleSoft HRMS implementation• Mid-Fiscal Year implementation• Previously not capturing dependent

information• Oklahoma City and Tulsa Campuses using

same database

The University of Oklahoma Health Sciences Center

Strategy

• Learn from experts– Brought in consultants as needed

• Learn from other sites

• Look for simple solutions if possible

• Be open to compromise

• Willing to change business process if necessary

The University of Oklahoma Health Sciences Center

Types of Participants

•Retirees - retired prior to HR implementation

•Retirees - retired since HR implementation

•Surviving Spouses - not previously in PeopleSoft

•COBRA Participants - participating prior to COBRA implementation but after HR implementation

•COBRA Secondary Participants - prior to COBRA implementation

The University of Oklahoma Health Sciences Center

Delivered Cobra and Billing Cycles

• Billing Calculation (PSPBIRUN)

• Billing Statements (BEN040.sqr)

• Cobra Process (PSPCOBRA)

The University of Oklahoma Health Sciences Center

Define Cobra

The University of Oklahoma Health Sciences Center

Defining Site/Benefit Programs as Cobra

The University of Oklahoma Health Sciences Center

Defining Site/Benefit Programs as Cobra

The University of Oklahoma Health Sciences Center

Administer Cobra

The University of Oklahoma Health Sciences Center

Administer Cobra

The University of Oklahoma Health Sciences Center

Administer Cobra

The University of Oklahoma Health Sciences Center

Administer Cobra

The University of Oklahoma Health Sciences Center

Administer Cobra

The University of Oklahoma Health Sciences Center

Administer Cobra

The University of Oklahoma Health Sciences Center

Define Benefits Billing

The University of Oklahoma Health Sciences Center

Define Benefits Billing

The University of Oklahoma Health Sciences Center

Administer Benefits Billing

The University of Oklahoma Health Sciences Center

Administer Benefits Billing

The University of Oklahoma Health Sciences Center

Administer Benefits Billing

The University of Oklahoma Health Sciences Center

Administer Benefits Billing

The University of Oklahoma Health Sciences Center

OUHSC Enhancements

• Cobra – Additional coverage available at OUHSC– Secondary cobra participant handling– OU version of letters and edit reports

• Billing– Addition of two new benefit programs (RET &

SUR) and several benefit plan codes– OU version of letters

The University of Oklahoma Health Sciences Center

Risks & Rewards

• Risks and Rewards– Garbage In Equals Garbage Out - Need for

accurate data entry and processing– Increased reporting capabilities– Ability to cancel COBRA more appropriately

The University of Oklahoma Health Sciences Center

Lessons Learned

• Discuss requirements in detail. Create complete Functional and Technical specifications

• Test and retest as many scenarios as possible

• Training and Documentation– detailed and to the correct audience

The University of Oklahoma Health Sciences Center

Contact Us

• Angie Ridings, Benefits Managerangela-ridings@ouhsc.edu

• Becky Southerland, Technical Team Leadbecky-southerland@ouhsc.edu

Are there any questions?