Annual Government Filings Program

Project Overview:

In this endeavor, I undertook the challenge of refining and expanding upon an early stage Government Filing team program. My goal was to transform it into a comprehensive and efficient blueprint that would streamline the filing season, serving the needs of key departments and stakeholders.

Parameters [of the entire Program cycle]:

• Team Size: An estimated team of around 25 team members dedicating 100% of their time for the duration of the annual program.

• # of Departments Included: Engaged four main departments: Engineering, Product, Government Filings, and Learning & Development. Collaboration with departments such as Legal & Compliance and Customer Support.

• Budget: > 1.5M USD

• Project/Data Size: Oversight of over 40,000 401(k) plans and data.

• Time Commitment: 12 months from planning to deployment for the entire program cycle [1.5 months to complete the program blueprint within that timeframe]

Key Objectives:

1. Streamlining Processes: Re-evaluate and enhance the early stage program to ensure a smooth filing season.

2. Inter-departmental Collaboration: Establish a system that works synergistically with the Government Filings, Engineering, Product, and PMO departments, ensuring seamless information flow.

3. Stakeholder Involvement: Create mechanisms within the blueprint to involve other crucial stakeholders, ensuring their needs are met and their input is valued.

Approach:

1. Design: I began by conducting a comprehensive analysis of the existing program, pinpointing bottlenecks and improvement opportunities. This foundational understanding allowed for the development of a strategic and adaptable blueprint.

2. Asana Integration: Recognizing the need for a collaborative tool, I leveraged Asana. This platform was instrumental in facilitating real-time updates, task management, and inter-departmental collaboration.

3. Gantt Chart/Calendar Creation: To further optimize scheduling and task management, I introduced a Gantt chart/calendar. This visual aid provided clarity on project milestones, deadlines, and task interdependencies, ensuring everyone was aligned.

4. Implementation: Armed with the enhanced design and tools, I spearheaded the implementation phase. Regular feedback loops were instituted to guarantee the blueprint's alignment with its core objectives.

5. Facilitation: To champion the success of the blueprint, I steered its adoption across the departments, hosting a training session, Q&A, and offering continued support.

Results:

Thanks to the restructured design, Asana's integration, and the Gantt chart/calendar, the blueprint not only made the filing season more efficient but also fostered increased inter-departmental collaboration and stakeholder engagement. Feedback from the Engineering, Product, and PMO departments highlighted a substantial decrease in filing challenges, and other stakeholders expressed immense satisfaction with the revamped system. The project exemplifies the potential of a well-thought-out design combined with the right tools to supercharge operational efficiency.

1. Successfully assisted with the timely and accurate filing of all mandatory 401(k) forms.

2. Achieved a significant 50% reduction in filing delays.

3. Realized a 40% time-saving in the filing process compared to previous methodologies.

4. Directly served over 40,000 customers, ensuring their 401(k) plans remained compliant.

5. Reduced the need for manual corrections by 40%, streamlining operations.

Key Takeaways/Findings:

1. Centralized processes enhance efficiency and reduce potential errors.

2. Early stakeholder involvement is crucial for comprehensive planning.