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 [email protected]
• Becky Southerland, Technical Team [email protected]
Are there any questions?
