Orange County Convention Center Orlando, Florida June 3-5, 2014

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1 Orange County Convention Center Orlando, Florida June 3-5, 2014 EHP6- Implementing Employee and Manager Self Service at SSM Healthcare Guru Sundaresan Director, Clarkston Consulting Becki Feldmann Project Manager, SSM Health Care Integrated Health Technologies

2 LEARNING POINTS Business Needs and ROI Implementation Approach and Business Case Solution overview with EHP 6 functionality in Employee Self Service, Manager Self Service, and Time Management Change initiatives deployed at SSM Health Care Lessons learned

3 About SSM Health Care A Catholic, not-for-profit health system operating in Missouri, Illinois, Oklahoma, and Wisconsin 1,300 employed physicians and 29,500 employees Merged with Wisconsin-based Dean Health Systems in 2013 which transformed SSM from a hospital-based system to a large, integrated delivery system with networks in each of our regions SSMHC includes 60 outpatient sites, a pharmacy benefit company, an insurance plan, 18 hospitals, two nursing homes, home care, hospice, a technology company, and an accountable care organization Physician office encounters (visits) total 4 million

4 Business Needs

5 Business Strategy/Objective Implement an integrated system to: Improve service to our customers Support standardized processes Increase agility and flexibility to meet changing organizational needs Improve data quality and create operational efficiencies Empower end users with access to data We call it MyHR

6 Return on Investment Employees Single, user friendly source for most needs! Share in the review and maintenance of their own data Access resources and make personal data changes 24/7 Review time entries for accuracy prior to payment Managers Single, user friendly source for most needs! Access organizational data on employees Share in the review of employee organizational data and time entries Run reports at their own convenience for operational and strategic decision making HR/Payroll Standardized pay rules and business practices Integrated time and payroll system Platform for future implementations and business process redesign

7 Return on Investment (Cont.) SSM Health Care will be able to: Use our collective strength of technology and resources to create a consistent and exceptional employee experience across the system Enable HR and payroll team members to focus more on value added work rather than routine data entry Estimated 1.5 Million savings over 5 years

8 SSMHC s Implementation 2/1/2014 Employee Self Service Manager Self Service 3/1/2014 Benefit Enrollment (for New Hires only) Savings Plan Enrollment (for all employees) In Process Time Management and Evaluation Implemented at 1 location on 10/13/2013 Next go live is scheduled for May 2014

9 Implementation Approach Redesign of pay rules and practices Employee and manager focus groups Pilot with technology organization Global rollout of ESS and MSS in 2014 Phased rollout of Time Management

10 EHP6 Solution Overview Employee Self Service Employee Demographic Data Personal Profile Personal Address Emergency Contact Bank Details Communication Benefits New Hire Benefit Enrollment Savings Plan Enrollment/Changes Participation Overview Family Data Time Management Record Working Time Time Account Balances Time Statement Payment Salary Statement W4 W2 Key Customizations Date Default Time and Pay Statements Business Cards Payroll Lock

11 Personal Profile

12 Payroll Lock Enhancement

13 Pay Statement

14 Solution Overview Benefits New hire enrollment Savings plan enrollment Links for single source of benefit needs Key Customizations Display of pay period for Flex Plans Configuration of payment models

15 Benefits Landing Page

16 Benefits Personal Information

17 Benefits Health and Insurance

18 Benefits Reimbursement and Savings Plan

19 Solution Overview Time Management Time Management Cross Application Time Entry (CATS) Time Entry on Behalf of Time approval Substitution Rules for time approval Workflow Time Evaluation Standardization of pay rules Application of pay rules by Personnel Area and Employee Group and/or Subgroup Integration with payroll Reports and Dashboards Manager dashboard Employee dashboard Wrappers for standard time reports like CADO, CATS_DA, PT_BAL00

20 Time Sheet

21 Time Accounts

22 Time Statement

23 Solution Overview Manager Self Service Team Viewer Employee Profile Time Management Position Information Reports

24 MSS Home Page & Employee Info

25 MSS Time Approval

26 MSS Reporting

27 Training Offered 2 online courses with uperform: Employee Self Service Manager Self Service (for managers with direct reports only) Instructor led training for Time Management Quick reference cards and FAQ documentation Follow up training post go-live

28 Communication Manager tool kit for promoting benefits of MyHR that includes: Frequently asked questions document Information on online courses and where to find help PowerPoint overview of services FAQ on Access and Security Informational articles in online newsletter Go-Live celebration through publications with feedback from user population and leadership

29 Change Management Change management handled by Project Manager with support of Employee Services department Use of site leader for Time Management responsible for communication, transition, and training activities Developed new training classes for modules delivered to all employees Several communications sent pre and post implementation Steering committee of executive level employees provided guidance, approvals, support

30 Key Learning's Be on site for blueprint sessions to ensure participation Ensure other major business constraints are layered into schedule and considered (within organization and closely related departments) Local site lead as change agents Prioritize and communicate expectations up front for enhancements post go live

31 Recommended Best Practices Decide upfront strategy for issue resolution and deadline for response Stress consequence of revisiting decisions and impact on timeline, budget, etc. Go live with Manager Self Service prior to Time Management to allow manager to share in the cleanup of organizational structure Separate policy changes from technology Celebrate success!

32 Feedback from a Manager "For the most part, like with any new system, there is a learning curve, but the more I use it, and become familiar with the functionality, I am finding it user friendly, and really like being able to access all my pay stub, PTO accrual, and benefit information all in one location. I had some issues/questions at first with my direct report time sheets, but received immediate assistance, and answers to my questions. I also felt the implementation team did an awesome job preparing everyone for using ESS/MSS system, from training to go live!"

33 Feedback from an Employee "What an exciting time. I know the focus should be on SSM more fully using the SAP resource, eliminating the vendor need other systems, but my big take away???? One less password to have to remember, yahoooo!

34 Feedback from HR/Payroll "The self-service functionality in MyHR has dramatically reduced the volume of paper that we used to get for employee data maintenance and allows us even more time for quality control activities."

35 Feedback from the Project Manager "This project is evidence of the need for a close working relationship between the business and technology division. It is also proof of how valuable technology can be to gain operational efficiencies. Through standardization efforts and technology we are able to eliminate some of the data processing bogging down our HR and Payroll departments so they can focus on value added initiatives and quality control. We are able to achieve better reporting capability to make more strategic decisions about labor expenses. And most importantly we are empowering employees and managers to take responsibility for accuracy of time entry and payment and personal data changes."

36 Feedback from Leadership "The focus in the implementation of MyHR is centered on creating an exceptional employee experience - an experience characterized by ease of access to information around time, pay, and benefits as well as timely access for management at all levels to data needed to manage staff and make strategic decisions," said Bruchhof. "The project team is currently working on addressing post-go live feedback and we will use every opportunity to enhance the tools you need in MyHR."

37 About Clarkston Consulting Leading management and technology consulting firm US Headquarters in Research Triangle Park, NC with offices across the US Serving global companies since 1991 Focused on the Life Sciences and Consumer Products industries. Focused on the creation and realization of practical business strategies though improvement initiatives including people, process, and technology. Consultants average 15 years experience Partnership model, organically grown, and privately held Key measures of Clarkston s success: 70% repeat clients & referrals 10-year average client satisfaction rating of 97%*

38 FOLLOW US

39 THANK YOU THANK YOU FOR PARTICIPATING Please provide feedback on this session by completing a short survey via the event mobile application. SESSION CODE: 1809 For ongoing education on this area of focus, visit

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