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Take the Pain Out of SPDs by Using a Content Management System
Janice BurnhamPresidentROC GroupChicago, Illinois
8C-1
Dover’s situation
Over 55 operating companies H&W benefits selected from within defined offerings OpCos set contribution rates
Ongoing acquisitions
2‐person H&W benefits team
And…no supporting IT department
8C-2
Dover’s situation
How can technology help us…? Track OpCo rates, contributions and details Let OpCos enter their own data—but control “unauthorized” entries Consolidate drafting efforts across OpCos with similar provisions Streamline—and track—the review process Reduce duplication of effort among SPDs, enrollment and new hire guides Eliminate duplication of effort year‐to‐year Provide OpCos with a place to retrieve communications material Let OpCos order printed material on‐demand
8C-3
Pain points
“We have multiple employee groups and need to manage the source data”
“We want to create or edit multiple SPDs or enrollment booklets with similar provisions”
“We want to track the review process”
“We need to publish in print and online”
“I want to manage versions, compliance and administrative decisions”
8C-4
IT has solutions
“We have multiple employee groups and need to manage the source data”
“We want to create or edit multiple SPDs or enrollment booklets”
“We want to track the review process”
“We need to publish in print and online”
“I want to manage versions, compliance and administrative decisions”
Excel or SharePoint
Word/SharePoint
SharePoint
Printers/Converters
SharePoint
Example
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Today’s objective
How to work with your IT department to get a system that works for you
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“We have multiple employee groups and need to manage the source data”
“We want to create or edit multiple SPDs or enrollment booklets”
“We want to track the review process”
“We need to publish in print and online”
“I want to manage versions, compliance and administrative decisions”
Excel or SharePoint
Word/SharePoint
SharePoint
Printers/Converters
SharePoint
8C-7
Entering and managing OpCo source data (built in SharePoint)
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Entering and managing OpCo source data (built in SharePoint)
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Entering and managing OpCo source data (built in SharePoint)
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Entering and managing OpCo source data (built in SharePoint)
Administrator viewShows who has yet to enter data
8C-11
“We have multiple employee groups and need to manage the source data”
“We want to create or edit multiple SPDs or enrollment booklets”
“We want to track the review process”
“We need to publish in print and online”
“I want to manage versions, compliance and administrative decisions”
Excel or SharePoint
Word/SharePoint
SharePoint
Printers/Converters
SharePoint
8C-12
Create or edit multiple SPDs or enrollment guides
A Module
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Create or edit multiple SPDs or enrollment guides
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Create or edit multiple SPDs or enrollment guides
Result:
Standardized language—Across common provisions
Single warehouse—All content resides in a single place
Single‐source editing—Easily update similar provisions and content across multiple SPDs and enrollment booklets
Content inventory—Shows where provisions are used
8C-15
“We have multiple employee groups and need to manage the source data”
“We want to create or edit multiple SPDs or enrollment booklets”
“We want to track the review process”
“We need to publish in print and online”
“I want to manage versions, compliance and administrative decisions”
Excel or SharePoint
Word/SharePoint
SharePoint
Printers/Converters
SharePoint
8C-16
Managing and tracking the review process
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Managing and tracking the review process
Result:
Version tracking
Manage reviews—Set a schedule, track progress, make notes, authorize and send to next reviewer
Email alerts—to process manager and reviewer
Surpress views—reviewers can see only their tasks
8C-18
“We have multiple employee groups and need to manage the source data”
“We want to create or edit multiple SPDs or enrollment booklets”
“We want to track the review process”
“We need to publish in print and online”
“I want to manage versions, compliance and administrative decisions”
Excel or SharePoint
Word/SharePoint
SharePoint
Printers/Converters
SharePoint
8C-19
Publishing—from Word to print or online (format for each)
HTML conversion tools
8C-20
Publishing—ordering, billing (build your own or use printer’s)
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Publishing—ordering, billing (build your own or use printer’s)
Result:
On‐demand ordering of print—By HR or employees
Direct shipping—Pre‐loaded mailing addresses
Direct billing or charge‐back
Email notification—Sent to Benefits
Authorization—Benefits’ OK can be required
8C-22
“We have multiple employee groups and need to manage the source data”
“We want to create or edit multiple SPDs or enrollment booklets”
“We want to track the review process”
“We need to publish in print and online”
“I want to manage versions, compliance and administrative decisions”
Excel or SharePoint
Word/SharePoint
SharePoint
Printers/Converters
SharePoint
8C-23
HR administration
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HR administration
Result:
Centralized repository—across divisions, locations or employee groups
Multiple data usage—Export data to Excel
Multiple content usage—Use modules to create enrollment guides, worksheets, brochures
Electronic authorization—Track employee authorization to receive electronic material
Track usage—Online usage reports
8C-25
Summary
“We have multiple employee groups and need to manage the source data”
“We want to create or edit multiple SPDs or enrollment booklets”
“We want to track the review process”
“We need to publish in print and online”
“I want to manage versions, compliance and administrative decisions”
Excel or SharePoint
Word/SharePoint
SharePoint
Printers/Converters
SharePoint
8C-26
QUESTIONS?
8C-27