Joint Labor-Management Benefits Committee (JLMBC) COMMITTEE REPORT 18-60

Transcription

1 Joint Labor-Management Benefits Committee (JLMBC) COMMITTEE REPORT Date: December 6, 2018 To: From: Subject: JLMBC Staff Wellness Services Administrator (Limeade) Implementation Update 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 RECOMMENDATION That the JLMBC receive and file the LIVEwell Wellness Services Administrator implementation update from staff and Limeade for November 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, The service start date for Limeade is scheduled for May 1, 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 JOINT LABOR-MANAGEMENT BENEFITS COMMITTEE

2 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 biweekly 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 2

3 9, 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 contract development work has been completed. The target date for executing the contract is mid- February 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 3

4 ATTACHMENT A JLMBC: LIMEADE UPDATE

5 OUR MEETING TODAY Limeade refresher Team structure Implementation updates Prepping for launch NEED NEW IMAGE- LA SKYLINE OR PALM TREE OR SOMETHIN G SUPER LA-ISH 2

6 LIMEADE And LIVEwell

7 ONE SEAMLESS EXPERIENCE WELLNESS ENGAGEMENT INCLUSION SOCIAL RECOGNITION AGGREGATION 4

8 IMMERSIVE EXPERIENCE WHOLE ECOSYSTEM WHOLE ORGANIZATION WHOLE PERSON 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 5

9 IMPLEMENTATION OVERVIEW 6

10 CROSS-FUNCTIONAL TEAM CITY OF LA BENNETT BLODGETT AND EXTENDED LIMEADE LEADERSHIP Strategic Account Executive AMBER OWEN Strategy design & value creation, Align execution with customer strategy Implementation Project Director KIM FICKES Relationship & project plan during implementation Program Specialist Engagement Specialist 2 ROLES TO BE HIRED SIT AT THE CITY OF LA Execution of strategy, onsite events, marketing, connecting with resources Customer Communications Data Integrations Platform Configuration Customer Support SHANNON ROPELL Engagement Campaigns/onsite events DAN BOELENS Integrations, eligibility and SSO KATIE RADMER Platform build & QA ANNA BAUER Call center support Tier 1 and Tier 2 7

11 IMPLEMENTATION PROCESS PHASE 1: DISCOVER PHASE 2: DESIGN PHASE 3: BUILD PHASE 4: DEPLOY 5/1/2019 8

12 PROGRESS PHASE 1: DISCOVER 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 9

13 GOAL SETTING Setting program goals based on LIVEwell strategy Participation Engagement Improved wellness Leader involvement Increase utilization of vendor programs and benefits Practical Wellness. Abundant Support. 10

14 UPDATE PHASE 2: DESIGN Limeade will design a wellness strategy and program that supports the City of LA's wellness framework. 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 11

15 WHERE WE ARE HEADED Program Design 12

16 COMMUNICATIONS PLANNING 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. Pre launch campaign: Timing: Early April Goal: Generate excitement and anticipation for the upcoming program Channels: , internal newsletter, LIVEwell website, flyers Launch campaign: Goal: Create widespread buzz and drive participation Channels: , internal newsletter, home mailer, LIVEwell website, flyers 13

17 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 14

18 INSIGHTS DASHBOARD View and manage your program daily with key metrics and benchmarks 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 15

19 PREPPING FOR LAUNCH 16

20 IMPLEMENTATION TIMELINE Dec-Jan Feb Mar Discovery: Confirm goals, eligible population, vendor integrations Program design discussion and decisions Activity strategy development Draft, finalize and post job descriptions Begin interviewing candidates Continued discussion on activity strategy Vendor integration meetings Limeade 101 in Bellevue, WA Creative assets development begins Eligibility file adjustments, reviews and retests Interview and hire onsite account team Contract execution Communications planning and toolkit access Training for onsite account team Site configuration in progress, City of LA has ongoing demo access April Quality check, live site review 4/18-4/30/19 Pre-launch communications begin May Insights dashboard overview and training LAUNCH! MILESTONES: DISCOVERY COMPLETE 1/18/19 MILESTONES: FIRST ELIGIBLITY FILE TRANSMITTED 2/18/19 PROGRAM DESIGN APPROVED 2/28/19 MILESTONES: CREATIVE APPROVED 3/14/19 MILESTONES: START DATE FOR ONSITE ACCOUNT TEAM BY 4/1/19 ALL REQUIREMENTS SUBMITTED 4/11/19 ELIGIBITY FILE PASSES 4/18/19 (production file 4/25) OTHER INTEGRATIONS COMPLETE 4/18/19 LAUNCH SIGN OFF 4/30/19 17

21 IMPLEMENTATION RESOURCES Amber, Bennett, Kim and the Limeade team! Project Dashboard Launch decisions Milestones Action Items Standing meetings & topics decks 18

22 THANK YOU 19