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Entertainment Industry Benefit Fund Modernizes Their Systems Infrastructure

The Project


These funds are trust funds established through collective bargaining with various entertainment industry employers, managing health and retirement benefits for over 125,000 active and formerly active Union workers.

When the fund needed to replace their benefits administration system, they asked WinMill Software to help. WinMill worked with this fund to develop a detailed Request For Proposal (RFP) for the new system, and to vet a short list of potential vendors. WinMill then coordinated the vendor selection process, assisting the fund to confirm each vendor's capability to deliver the full scope of the system requirements on budget and on schedule. During the system implementation process, the fund once again turned to WinMill for support, asking WinMill to manage all phases of implementation, testing, and data conversion. The project was massive; it spanned four years, required a full staff of vendor developers and a client testing team of more than 30 people. But WinMill kept all the plates spinning, and led the project to successful conclusion.

 

Challenge
  • Dramatic annual growth in membership, increasingly challenging the capacity of the organization to meet operational objectives
  • Inaccurate legacy data as the result of changing business rules and deficient technology; required enormous manual effort to reconcile and remediate data discrepencies as part of day-to-day operations
  • The organization was operating on an aging and unsupported technical infrastructure
  • Tedious manual business processes were required to make up for a lack of automation
  • A need to establish infrastructure to avoid interruption of operations in the event of a disaster
Solution
  • Deploy a new, more scalable benefits administration system
  • Analyze and cleanse data as part of the larger data conversion effort into the new benefits administration system
  • Modernize and integrate the entire technical infrastructure of the business operation, from the core benefit system to the document imaging platform.
  • Build workflow management directly into the new systems' infrastructure
  • Build a disaster recovery site



The Results

WinMill Software managed the benefits system implementation project to its successful conclusion, giving the fund a more modern system emphasizing automation and electronic delivery of work from one department to the next. As a result of WinMill's diligent management of scope, schedule, and budget, the fund was able to proactively make decisions at each critical juncture in the project. The new system is designed to accommodate the unique and ever-evolving business needs of the fund.

The fund and WinMill have built a strong partnership, and continue to work together on new technical initiatives. WinMill has displayed the highest level of professional service, technical acumen and dedication to our client's success and satisfaction throughout these projects, and the fund continues to trust WinMill first for all of its IT and technical services needs.