OVERCOMING IMPLEMENTATION CHALLENGES Juliane Barone Ohio Evan Littrell
OVERCOMING IMPLEMENTATION CHALLENGES Juliane Barone, Ohio Evan Littrell, Nebraska Janice Harlin, Michigan 2015 STC Summit
The “Long and Winding Road” to the Implementation of Shared. Work Ohio Juliane Barone, Esq. Benefits Policy Administrator Office of Unemployment Insurance Operations Ohio Department of Job and Family Services 2015 STC Summit
Ohio’s Short Time Compensation Journey 2015 STC Summit 3
Shared. Work Ohio Timeline – The Road to Implementation Shared. Work Ohio law (Ohio Revised Code 4141. 50 – 4141. 56) was found to be in federal conformity by the Department of Labor. Ohio’s benefit payment system “OJI” completed the initial phase of automation of the program. The first employer application was processed by the Shared. Work Ohio Unit. To date, 37 plans have been approved by the Shared. Work Ohio Unit with approximately 1900 participating employees. November 2013 March 2014 July 2014 August 2014 March 2015 Nov 2015 Ohio was approved for two grants (totaling $3. 7 million) for the automation of the Shared. Work Ohio program, as well as Shared. Work Ohio promotion and enrollment efforts. The Shared. Work Ohio program opened doors for business. 2015 STC Summit 4 OJI completed full automation of the program.
Implementing Shared. Work Ohio: Ohio’s Legislative Experience • STC was championed by legislative sponsors and large Ohio manufacturing companies. • Shared. Work Ohio went through over 15 iterations before it was finalized. • The process spanned two legislative sessions. • Multiple conformity issues identified by DOL in the various versions of the bills. 2015 STC Summit 5
Implementing Shared. Work Ohio: Ohio’s System Design Experience 2015 STC Summit 6
Hurdles Faced on the Road to Implementation • Competing priorities • Limited funding • Completely new concept for IT and program staff; difficult to have a clear “vision” of system design • Re-training staff and shifting mindsets on terminology and legal interpretations that changed in the course of obtaining federal certification • Missed requirements necessitated either costly design changes downstream, or the program had to “make due” with the design as-is (examples: child support deductions, layoffs of SWO employees mid-plan) 2015 STC Summit 7
Takeaways for States Considering Taking A Similar Journey • Identify and get buy-in from key stakeholders not only in the legislative process, but the IT design process. • Leverage resources from the entire agency to support the STC program. • Memorialize historical decisions, interpretations, and workflows for future reference. • Opt for automation. • Find a balance between the priorities of employer flexibility and compliance with law. 2015 STC Summit 8
Balancing Employer Flexibility and the Law– An Example 2015 STC Summit 9
Where is the Program Headed? • Planning and preparation for greater utilization in a future recession; • Looking for additional opportunities for funding; • Prioritizing necessary system enhancements; • Increasing employer training and guidance; and • Drafting relevant administrative rules. 2015 STC Summit 10
Implementation in Nebraska Evan E. Littrell UI Benefits Director Nebraska Department of Labor 2015 STC Summit
Timeline • • LB 961: Signed into Law 2014 legislative session Commissioner Concept Brief: October, 2014 BA Project Charter: January, 2015 Requirements: February-August, 2015 Technical Requirements: June-November, 2015 Development: December, 2015 - April, 2016 Testing: May-August, 2016 Implement: October 1, 2016 2015 STC Summit 12
Model for Success • • Understanding Change Legal (regulatory) Technical Structural (procedural) 2015 STC Summit 13
Legal • • • Neb. Rev. Stat § 48 -672 - § 48 -683 Establishes Short-Time Compensation Program Funding Appropriations for Implementation Requirements of program Additional regulatory requirements Assistance from USDOL 2015 STC Summit 14
Technical • • • Benefit Payment System UI Employer Portal Use of Web application Evolving Administrative Standards System requirements Assistant from USDOL: Reports 2015 STC Summit 15
Structural • • • Administrative standards Staffing levels/resource concerns Predictive enrollment: Economic conditions Funding options: base v. temporary funding Assistance from USDOL 2015 STC Summit 16
Lessons Learned • • • Holistic approach: Involve everyone! Employer outreach IT UI Program as one: Benefits, Tax, Integrity, BAM Public Information Office Legal 2015 STC Summit 17
Model of Change Success • • • Involve every staff level Business Analyst/Project Manager Direct cross-departmental interaction Buy-in from Administration Buy-in from Management Buy-in from Community 2015 STC Summit 18
Michigan’s Work Share A Layoff Aversion Program for Employers 2015 STC Summit
MICHIGAN’S CHALLENGES PRIOR TO STC 2008 through 2010 - High Unemployment Rates Antiquated Operating System Manual Processes Huge Claims Backlog 2015 STC Summit 20
Michigan’s Unemployment Rates Prior to STC 2015 STC Summit 21
MICHIGAN’S IMPLEMENTATION OF STC Legislative/Executive Support: No challenges Stakeholder Support: Selling It - Purely Voluntary - Leverage federal funding (grants and federal reimbursement) Policy: Marrying STC with our State’s strategic goals and policy 2015 STC Summit 22
Michigan’s Implementation of STC (cont’d) Michigan’s Application Process Application filed through Michigan Web Account Manager (Mi. WAM) via UIA website 2015 STC Summit 23
Michigan’s Implementation of STC (cont’d) • Michigan’s Work Share Eligibility Plan – – – – Unemployment taxes must be current Experience account balance must have “positive reserve” Must have paid wages for 12 of the previous quarters Cannot hire new employees into effected work unit or transfer employees into the unit during a plan, nor reduce hours below the number allowed under the plan Certification that Work Share is in lieu of layoff Employee work hours reduced by at least 15% not more than 45% All employees in the affected unit must participate in the plan Plans may be approved for up to 52 weeks 2015 STC Summit 24
Michigan’s Implementation of STC (cont’d) • Dedicated Telephone Support Line – Work Share questions can be answered at 844 -967 -5747 – Option 1 – employers interested in additional information about work share – Option 2 – assistance with enrollment – Option 3 – employers or claimants with questions about your active Work Share plans • www. michigan. gov/uia 2015 STC Summit 25
Michigan’s Implementation of STC (cont’d) • How were grants used? – Fully Automate the STC Program – Administration/Outreach for Employer enrollment – Promotion of the program • additional marketing scheduled in November 2015 STC Summit 26
2015 STC Summit 27
- Slides: 27