PEOPLE FIRST Department of Management Services State of Florida Orientation Session & Briefing October 7, 2002

PEOPLE FIRST Contract Signed – August 21, 2002 Transition Teams – Began Agency Meetings on August 26, 2002 Recruitment and Selection – May 1, 2003 General HR and Payroll Preparation – June 1, 2003 Insurance and Benefits – January 1, 2004

Configure (Realization) Business Blueprint Test & Staff (Final Prep.) “Go Live” Project Preparation Project Management (Project Plan, Meetings, Issue/Risk Management) QA checkpoints Change Enablement and Communication Sign-Off Plan and prepare for the project Implement the requirements as defined in the Blueprint First Contact! Transition to ongoing Operations Perform final Integration testing Staff the Service Center Staff Training Perform User Acceptance Testing Define common terminology Gather Technical Requirements Gather Business Requirements Define Interfaces Scope Definition The Process Phases

Best Practices Tangible Benefits A proven methodology Depth & breadth of experience A shared commitment for success Prioritized work plan delivering early results Senior management involvement through the Steering Committee Project Management Office Certified Processes Standard Approach Scope Definition (Blueprint) Milestones w/ Critical Path Communication Standard Controls Integrated Project Plan(s) Budget / Cost Management Risk Management Resource Planning Web-based PMO tools Program Management Discipline

Program Management Tools

DELIVERABLES Transition Plan (Due September 18, 2002) – Review in progress Security Plan (Due September 18, 2002) – Review in progress Work Plans – Delivered October 2, 2002 Business Blueprint Phase, Realization Phase, Final Preparation Phase Change Management Plan, Training Plan, Business Continuity Plan Records, Interfaces, Contingency Operations

DELIVERABLES Work Plans – Delivered October 2, Functions Staffing Administration Payroll Administration Human Resources Administration Benefits Administration Migration and Interim Services Plan (Receive within 180 days)

WORKGROUP ACTIVITIES Work Plans – Delivered October 2, 2002 Subject Matter Experts Represent agencies in a consistent unified approach Serve as single point of contact for Convergys Validate understanding of policies, statutes, business rules and processes for each functional area Provide additional insight for agency unique needs

WORKGROUP ACTIVITIES Work Plans – Delivered October 2, 2002 Staffing / Sourcing / Recruitment Administration Position Requisition Sourcing, Tracking and Screening Applicants Interview, Selection and Review of Candidates Verify Employment Eligibility Offers Qualified Applicant Pool Same Day/Seasonal Applicants

WORKGROUP ACTIVITIES Work Plans – Delivered October 2, 2002 Payroll Preparation & Administration Time Definition and Business Rules Leave Types and Accruals Time and Leave Approval Process Special Payments and Separation Payouts

WORKGROUP ACTIVITIES Work Plans – Delivered October 2, 2002 General HR Administration New Hire Orientation & Process Organizational Structure and Positions HR Learning Employee Assistance Programs Employment Verification Compensation, Classification & Broadbanding

WORKGROUP ACTIVITIES Work Plans – Delivered October 2, 2002 General HR Administration Labor and Employee Relations Performance Evaluations and Bonuses Worker’s Compensation Change Personal and Work Data Separations and Reductions in Force

WORKGROUP ACTIVITIES Work Plans – Delivered October 2, 2002 Benefits Administration Eligibility Covered Population & Non-COPES Users COBRA Leave Programs

WORKING GROUPS All 4 Work Plans -- Work Groups Policy, Rules and Collective Bargaining Contracts Records and Personnel Files Reports Technology – Systems and Interfaces Contingency Operations Security, Sensitive State Agencies, Health and Safety Organizational Structure LAS/PBS Budget Communications

WORKING GROUPS Payroll Time & Cost Accounting, Leave, Attendance Payroll Preparation & Comptroller’s Staff Human Resource Administration Employee Assistance Programs Training, Staff Development, & Education Bonuses and Performance Evaluations Employee Relations Classification, Compensation & Broadbanding Performance Metrics

WORKING GROUPS Benefits Benefits Administration & Workers’ Compensation Staffing Administration Recruitment & Selection; Employee In-Out Processing

Projected Need for SME Feedback

Feedback Process

High-Level Work-Plan (Staffing Sample)

CHANGE MANAGEMENT AND TRANSITION Employees – commitment for priority consideration of qualified applicants with provider and placement in program areas (350+ employees for service center) Residual workforce – policy, management, discipline and grievances Transition – gradual roll out by function, parallel testing Communication – project management, performance measures, and change enablement Continuous training for employees and managers Leverage industry best practices to improve quality of service – transform the state to an e-environment

WHAT WILL EACH AGENCY LOOK LIKE Personnel to handle discipline, grievances, labor relations, and policy development Contract administration -- Person to person interface with provider on behalf of the agency Residual organization – Focus on Management and Policy Retain “Government in Nature” responsibilities only – routine transactions will be outsourced

For more information contact: Fran Brooks, Project Director Department of Management Services State of Florida 850/ MyFlorida.com website: Outsourcing_Project.html