The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented...
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Transcript of The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented...
![Page 1: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/1.jpg)
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
![Page 2: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/2.jpg)
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
![Page 3: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/3.jpg)
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
![Page 4: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/4.jpg)
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
![Page 5: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/5.jpg)
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
![Page 6: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/6.jpg)
The University of Oklahoma Health Sciences Center
The Team
• Human Resources
• Payroll
• Information Technology
• Consultant
![Page 7: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/7.jpg)
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
![Page 8: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/8.jpg)
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
![Page 9: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/9.jpg)
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
![Page 10: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/10.jpg)
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
![Page 11: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/11.jpg)
The University of Oklahoma Health Sciences Center
Delivered Cobra and Billing Cycles
• Billing Calculation (PSPBIRUN)
• Billing Statements (BEN040.sqr)
• Cobra Process (PSPCOBRA)
![Page 12: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/12.jpg)
The University of Oklahoma Health Sciences Center
Define Cobra
![Page 13: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/13.jpg)
The University of Oklahoma Health Sciences Center
Defining Site/Benefit Programs as Cobra
![Page 14: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/14.jpg)
The University of Oklahoma Health Sciences Center
Defining Site/Benefit Programs as Cobra
![Page 15: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/15.jpg)
The University of Oklahoma Health Sciences Center
Administer Cobra
![Page 16: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/16.jpg)
The University of Oklahoma Health Sciences Center
Administer Cobra
![Page 17: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/17.jpg)
The University of Oklahoma Health Sciences Center
Administer Cobra
![Page 18: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/18.jpg)
The University of Oklahoma Health Sciences Center
Administer Cobra
![Page 19: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/19.jpg)
The University of Oklahoma Health Sciences Center
Administer Cobra
![Page 20: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/20.jpg)
The University of Oklahoma Health Sciences Center
Administer Cobra
![Page 21: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/21.jpg)
The University of Oklahoma Health Sciences Center
Define Benefits Billing
![Page 22: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/22.jpg)
The University of Oklahoma Health Sciences Center
Define Benefits Billing
![Page 23: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/23.jpg)
The University of Oklahoma Health Sciences Center
Administer Benefits Billing
![Page 24: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/24.jpg)
The University of Oklahoma Health Sciences Center
Administer Benefits Billing
![Page 25: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/25.jpg)
The University of Oklahoma Health Sciences Center
Administer Benefits Billing
![Page 26: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/26.jpg)
The University of Oklahoma Health Sciences Center
Administer Benefits Billing
![Page 27: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/27.jpg)
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
![Page 28: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/28.jpg)
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
![Page 29: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/29.jpg)
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
![Page 30: The University of Oklahoma Health Sciences Center Session 1026, HRMS W-2 Version: HRSA 7.6 Presented by: Angie Ridings - Benefits Manager Becky Southerland.](https://reader035.fdocuments.us/reader035/viewer/2022062421/56649d1b5503460f949f16b7/html5/thumbnails/30.jpg)
The University of Oklahoma Health Sciences Center
Contact Us
• Angie Ridings, Benefits [email protected]
• Becky Southerland, Technical Team [email protected]
Are there any questions?