R2006-137 AUTHORIZING AGREEMENT - Laserfiche WebLink

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The Honorable Paul Osborne ' City of Decatur August 30, 2006 Page 4 Pi•<�ect C'oi�rniurric�rti��r.c The key to ensuring client satisfaction with the services we provide, as well as to resolving issues quickly and efficiently, is frequent and meaningful communications between the Segal consulting team and City staff. At the outset of the project, we will establish standard routings or distribution lists between Segal and City key contacts for the various project deliverables. We will clarify project participants and their respective roles in order to establish who will normally receive various project communications, such as: � Requests for information; � Meeting schedules and agenda; � Project(s) status reports; � Draft deliverables; and � Final deliverables. As we do on all of our assignments, Segal will make every effort to foster an open, cooperative, communicative relationship between the City and our staff inembers. We will frequently ask City staff and Council if there are any issues causing them concern and Segal will be constantly available to hear— and expediently resolve—any issues relating to the services we provide. /dc iitiji•i«;�ri�d RP�«�str'ir�I>�rta Following the kick-off ineeting, the next step in developing the consultant—client relationship is to assess the current environment through a discovery process. We will conduct data gathering by collecting information, including: benefit program policies, employee communications, plan documents, and other appropriate data. Based on information gathered at the kick-off ineeting and discussion of the consulting plan, we will follow-up with appropriate City staff to resolve any open issues and request data needed for the project. We will also request copies of any work papers or reports on the most recent insurance program renewals or strategic benefit planning completed previously for or by the City. Data requested for our services under this engagement will generally fall into four broad categories: � Project data, including existing information about past or current strategic initiatives with respect to benefits. . Plan data, including plan booklets, employee communication materials, enrollment kits, on-line resources; vendor contacts; descriptions of wark-life or other non-traditional benefits; internal strategy documents, memoranda, etc., regarding plan design initiatives; and a history of changes in plan design, vendors, and cost-sharing during the past several years. • People data, including a census of active employees and retirees (if appropriate) with demographic information (DOB, sex, DOH, employee classification, etc.); plan information