JLMBC MEMBERS Management Wendy G. Macy, Chairperson Neil Guglielmo Rich Llewellyn Tony Royster Matthew Rudnick Employee Organizations David Sanders, Vice-Chairperson Paul Bechely Chris Hannan Steve Koffroth William Violante

JOINT LABOR-MANAGEMENT BENEFITS COMMITTEE www.keepingLAwell.com

Joint Labor-Management Benefits Committee (JLMBC)

COMMITTEE REPORT 18-60

Date: December 6, 2018 To: JLMBC From: Staff Subject: Wellness Services Administrator (Limeade)

Implementation Update RECOMMENDATION That the JLMBC receive and file the LIVEwell Wellness Services Administrator implementation update from staff and Limeade for November 2018. DISCUSSION At its special meeting on May 3, 2018, the JLMBC recommended the selection of Limeade as the City’s first Wellness Services Administrator for the City of Los Angeles LIVEwell Wellness Program (LIVEwell Program). This recommendation was pursuant to a Request for Proposal for wellness engagement administration and website/data management services. Since the selection recommendation was made and accepted, staff and Limeade have been engaged in the implementation process, which has included the following:

• Strategic planning for the transition of communication and engagement functions • Facilitating development of the eligibility file exchange between Limeade and the incoming

LAwell Program Third-Party Administrator (TPA), Morneau Shepell • Identifying roles and responsibilities for all project team members • Developing position descriptions and initiating a selection process for the two onsite Limeade

staff members • Developing strategies for coordinated communications and data sharing with the City’s other

LAwell Program service providers • Contract development

As previously reported to the JLMBC, the start date for activating the Limeade platform will take place after the transition of TPA services from Mercer to Morneau Shepell. The eligibility file for LAwell Program members will come from Morneau Shepell to Limeade. Morneau Shepell will begin providing services on April 1, 2018. The service start date for Limeade is scheduled for May 1, 2018. The one-month period between Morneau Shepell’s implementation and Limeade’s will allow staff to focus on ensuring a successful transition to Morneau, resolve any early implementation issues, provide time for adequate testing of the eligibility file exchange between Morneau Shepell and

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Limeade, and provide time for advance communication of Limeade’s services before members are first invited to access their web portal. Following is an update on each of the major elements of onboarding Limeade as a service provider:

(1) Engagement and Communication Plan – Staff and Limeade have been meeting with Limeade’s implementation team (including the Implementation Project Director, Strategic Account Executive, and Sales Director) to review and refine project goals, develop an activity calendar, plan for the transition of the LIVEwell Program’s 2019 engagement plan (including events, clinics, and educational programs) to Limeade’s team, and develop an ongoing strategic communications plan. This has included discussions regarding program branding and marketing campaigns.

(2) Eligibility File – Staff, Morneau Shepell, and Limeade have been meeting to develop and refine

specifications for the eligibility file that Morneau Shepell will provide to Limeade on a bi-weekly basis. The eligibility file will contain a complete listing of all LAwell Program eligible employees. Included with the listing of individuals will also be important demographic information - such as department, MOU, City job classification, gender, birth date, hire date, etc. – that will be critical for being able to inform reporting, data analytics, and targeted engagement campaigns once Limeade’s services go live. The eligibility file is being defined in ways compatible with both Morneau Shepell’s and Limeade’s recordkeeping systems. Testing must be performed to ensure proper data exchange.

(3) Team Member Roles and Responsibilities – Staff and Limeade have been reviewing and identifying key roles and responsibilities for both the Limeade support team members as well as City staff. This will ensure that both teams integrate seamlessly and that responsibilities and functions are separated out efficiently and effectively. Similar to other LAwell service provider onboarding efforts, the implementation services team provided by Limeade will be replaced, upon the service start date, with an ongoing dedicated service team. An essential part of Limeade’s discovery process, which has been ongoing, is ensuring that both implementation and ongoing service staff are familiar with the goals and objectives of the City’s Wellness Program.

(4) Onsite Engagement Specialists – Staff and Limeade have reviewed the job requirements and expectations of the two onsite Engagement Specialists. Staff and Limeade discussed roles and responsibilities and integrating those with current staff functions. Limeade is finalizing its duties description and will be posting the positions in December. Staff will participate in the selection process.

(5) Data Management and Benefit Service Providers – Limeade has been participating in meetings coordinated by the JLMBC’s consultants at Keenan and involving staff and other LAwell Program service providers. Limeade’s focus in these meetings is on developing and evolving strategies for coordinated communications and campaigns and the proper exchange of data. Most recently, Limeade attended a Data Management and Integration Working Group meeting on September 4, 2018 and the Benefits Service Provider Carrier Summit on October

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9, 2018. Limeade will continue to participate in meetings with other carriers as they occur up to and following the onboarding effective date.

(6) Contract Development – In consultation with the City Attorney’s office, most of the contractdevelopment work has been completed. The target date for executing the contract is mid-February 2019.

Limeade will attend the JLMBC’s December 6, 2018 meeting to provide additional details and discussion regarding its Wellness Program implementation efforts. A copy of their presentation is provided as Attachment A.

Submitted by: ___________________________________ Steven Montagna

| © 2018 Limeade1

JLMBC: LIMEADEUPDATE

12.6.2018

ATTACHMENT A

| © 2018 Limeade2

• Limeade refresher

• Team structure

• Implementation updates

• Prepping for launch

OUR MEETING TODAY NEED NEW

IMAGE- LA SKYLINE OR PALM TREE OR SOMETHING SUPER LA-ISH

| © 2018 Limeade3

LIMEADE And LIVEwell

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| © 2018 Limeade4

ONE SEAMLESS EXPERIENCE

WELLNESS ENGAGEMENT INCLUSION SOCIAL RECOGNITIONAGGREGATION

| © 2018 Limeade5

IMMERSIVE EXPERIENCE

WHOLE ORGANIZATION

WHOLE PERSON

WHOLE ECOSYSTEM Improve prevention, physical

activity, nutrition, stress management, and more

Connect field and office employees, supervisors, teams, leaders and organizational strategy

Leverage every City benefit, capability and program

| © 2018 Limeade6

IMPLEMENTATION OVERVIEW

| © 2018 Limeade7

AMBER OWEN

CustomerCommunications

Data Integrations PlatformConfiguration

CustomerSupport

BENNETT BLODGETT AND EXTENDED LIMEADE LEADERSHIP

CROSS-FUNCTIONAL TEAM

Relationship & project planduring implementation

Strategic Account Executive

SHANNON ROPELLEngagement

Campaigns/onsite events

DAN BOELENSIntegrations, eligibility

and SSO

KATIE RADMERPlatform build & QA

ANNA BAUERCall center support Tier 1

and Tier 2

Strategy design & value creation,Align execution with customer strategy

Implementation Project Director KIM FICKES

CITY OF LA

2 ROLES TO BE HIRED SIT AT THE CITY OF LA

Execution of strategy, onsite events, marketing, connecting with resources

Program SpecialistEngagement Specialist

| © 2018 Limeade8

IMPLEMENTATION PROCESS

PHASE 1:DISCOVER

PHASE 2: DESIGN

PHASE 3: BUILD

PHASE 4:DEPLOY

5/1/2019

| © 2018 Limeade9

• Mobilized a seasoned Limeade leadership team to lead implementation and ongoing program management

• Have begun discovery and deeper understanding of City of LA goals

• Eligibility file meetings with City and Morneau Shepell

• Secured legal documents with Morneau Shepell

• Teams are working together to determine demographic tags that will be used for program design, segmenting and reporting

• Job descriptions for onsite account team drafted and presented to City of LA

• Milestones for the project defined

• Many collaboration and planning meetings

• Demo provided to JLMBC

• Limeade has participated in vendor integration summits

• Limeade attended LIVEwell Festival

• Limeade joined the Diabetes Working Group

PROGRESS PHASE 1: DISCOVER

| © 2018 Limeade10

• Setting program goals based on LIVEwellstrategy• Participation• Engagement• Improved wellness• Leader involvement• Increase utilization of vendor

programs and benefits

GOAL SETTING

Practical Wellness. Abundant Support.

| © 2018 Limeade11 | © 2018 Limeade11

• Whole Person habit forming activities, resources and tools that support prevention, nutrition, physical activity and stress management

• Whole Organization activities to improve City wide support

• Whole Ecosystem activities to connect to other wellness initiatives, programs and partners

• Activities, team challenges, onsite events, intrinsic motivation and communications that achieve the following:– Enable the whole person with a continuous program of relevant content and

activities that improve habits and employee engagement

– Elevate culture & organizational support with unifying featured activities

– Promote local programs and partners through targeted activities

• Expand calendar and engagement events

PHASE 2: DESIGN

Limeade will design a wellness strategy and program that supports the City of LA's wellness framework.

UPDATE

| © 2018 Limeade12

WHERE WE ARE HEADED

Program Design

| © 2018 Limeade13

COMMUNICATIONS PLANNING

Pre launch campaign:• Timing: Early April• Goal: Generate excitement and anticipation for the

upcoming program• Channels: Email, internal newsletter, LIVEwell

website, flyers

Launch campaign:• Goal: Create widespread buzz and drive

participation• Channels: Email, internal newsletter, home mailer,

LIVEwell website, flyers

Communications will build on the LIVEwell brand that has been established. Limeade will work with the Wellness Sub-Committee to seamlessly tie together existing efforts in the City’s ecosystem that flow into the program.

| © 2018 Limeade14 | © 2018 Limeade14

VENDOR INTEGRATION PROCESS • We integrate with City's benefit providers to

cross promote programs and resources

• We work with the City to identify which providers should be incorporated into the program

• The Limeade Team works with the providers on files specs, integration details, and to manage the data flow process

• Content displays on the Limeade platform with links to content through an SSO (if desired) for seamless access for the end user

| © 2018 Limeade15

View and manage your program daily with key metrics and benchmarks

INSIGHTS DASHBOARD

• Top-level program metrics are prominently displayed and compared to the Limeade customer average

• Data updated daily

• See which groups of users have high or low participation

• View rich activity detail to assess activity participation and impact

• Continuous review and improvement based on the City’s program

| © 2018 Limeade16

PREPPING FOR LAUNCH

| © 2018 Limeade17

IMPLEMENTATION TIMELINEDec-Jan Discovery: Confirm goals, eligible population, vendor

integrationsProgram design discussion and decisionsActivity strategy developmentDraft, finalize and post job descriptionsBegin interviewing candidates

MILESTONES: DISCOVERY COMPLETE 1/18/19

Feb Continued discussion on activity strategyVendor integration meetingsLimeade 101 in Bellevue, WACreative assets development beginsEligibility file adjustments, reviews and retestsInterview and hire onsite account teamContract execution

MILESTONES:FIRST ELIGIBLITY FILE TRANSMITTED 2/18/19PROGRAM DESIGN APPROVED 2/28/19

Mar Communications planning and toolkit accessTraining for onsite account teamSite configuration in progress, City of LA has ongoing demo access

MILESTONES: CREATIVE APPROVED 3/14/19

April Quality check, live site review 4/18 - 4/30/19Pre-launch communications begin

MILESTONES: START DATE FOR ONSITE ACCOUNT TEAM BY 4/1/19ALL REQUIREMENTS SUBMITTED 4/11/19ELIGIBITY FILE PASSES 4/18/19 (production file 4/25)OTHER INTEGRATIONS COMPLETE 4/18/19LAUNCH SIGN OFF 4/30/19

May Insights dashboard overview and training LAUNCH!

| © 2018 Limeade18 | © 2018 Limeade18

IMPLEMENTATION RESOURCES• Amber, Bennett, Kim and the

Limeade team!

• Project Dashboard

• Launch decisions

•Milestones

•Action Items

• Standing meetings & topics decks

| © 2018 Limeade19

THANK YOU