Web-Based Employer Transmittal (WBET)

1. Web-Based Employer Transmittal (WBET) Expanding service delivery through innovative technology

2. Agency Mission • Over 280,000 active members • Approximately 106,000 retirees • 1,260 employers report to DRS • 7 retirement systems and 14 separate plans To administer Washington state’s public retirement and deferred compensation programs in a manner that creates the highest degree of confidence in our integrity, efficiency, fairness and financial responsibility.

3. Problem - Paper Reporting Didn’t Meet Changing Business Needs • Employers submit 1,150 paper reports per month • 150,000 transactions per month • 9 – 11 days to process paper reports • Process prone to errors – reporting and data entry • New retirement plan (PERS 3) created critical need for timely, accurate reporting • Member expects timely investments • Employers can be liable for lost earnings

4. Employers said “Make reporting easier!” Total process time from employer submission to feedback: 9 – 11 days “The DRS reporting process is much too complex. There has to be a simpler way” “I’m very interested in…reporting electronically”

5. Identifying Employer Needs Employer Technology Survey Response • Limited technology • capability • Limited dollars to spend • on technology • Over 90% had • Internet access • Has to be easier • than paper • Use up-front edits Employer Focus Groups Response What was our solution?

6. Creating the Solution • Assisted in the look and feel of application • Communicated business processes and requirements • Tested and provided feedback DRS built a secure, web-based employer application to submit accurate and timely member data Employers helped design solution

7. New Process Yields Results Processing Time Error Rate New process time: 1 day X X X X X X

8. Employers Embrace WBET

9. How We Got There • Created cross-divisional team • Analyzed processes and technologies • Developed solution based on feedback • Identified and monitored key measures • Validated solution with extensive testing • Piloted solution in employer environments

10. Results Achieved • Public Benefit • Increases government efficiency • Saves 30 minutes for each correction report • Supports sustainability • Saves paper - 97,000 pages annually • Customer Service • Streamlines investment processing • Decreases time by 3.71 days • Increases accuracy of member data • Reduces errors - 10% down to 0.1% • Financial Savings • Creates efficient pension administration • Eliminates 1,227 hours and $19,000 annually

11. Results Achieved • Internal Efficiencies • Reduces report processing time • Decreases from 9 - 11 days to 1 day • Learning and Growth • Establishes foundation for online account access • Develops staff’s technology skills • Innovation • Capitalizes on existing systems through innovative technology • Realizes cost avoidance • Avoids duplicating $500,000 in technology costs • Expands state’s web capability

12. Employers Give Positive Feedback “I love the web transmittal! Big applause for the people that designed and implemented this easy to use tool.” “I've been very happy with the WBET for transmittal reporting!” “I’m really enjoying the quickness and timesaving process.” “I really like the WBET-helps correct most mistakes before I submit.” Source: 2002 Employer Satisfaction Survey