Docushare Symposium October 2010 Innovation at Work…

1. Docushare Symposium October 2010 Innovation at Work…

2. Windsor Regional Hospital Overview • Multi site organization with two main campuses • Serves population of 400,000 • Largest non-teaching hospital in the province of Ontario

3. Acute Care and Cancer Care Services

4. Rehabilitation Complex Continuing Care Long Term Care

5. Family Birthing Centre • Paediatrics • Oncology • Critical Care • Surgery/Medicine • Rehabilitation • Complex Continuing Care • Children andAdult Mental Health • Long Term Care WindsorRegionalHospital: all of this and more... Child and Adult Mental Health

8. C – COMPASSIONATE A – ACCOUNTABLE R – RESPECTFUL E – EXCEPTIONAL

10. Recruitment Facts • 400 staff transfer to other areas of the hospital annually • Approx. 350 LOA’s annually • 200 terminations (voluntary/involuntary)

11. Employee Tracking Process • WRH uses Position Action Forms (PAFs) to control the movement of staff

12. Employee Tracking Process

13. Employee Tracking Processes Completed Annually • 2004 – 1436* • 2005 – 1348* • 2006 – 1080 • 2007 – 982 • 2008 – 843 • 2009 – 915 • 2010 YTD 593

14. Staffing Problem • Most employees provide 14 days notice • WRH had not posted/recruited for vacant position until after the employee left • Empty “vacant” position for about 6 weeks • Use overtime to schedule shifts PAF Approval Turn Around Times • Average turn around time was 10-15 business days (from initiation to HR recruiter)

16. Xerox Solution • Xerox provided WRH with a number of copiers • Until April 2005 we had not used all of the copiers or the Docushare application • Follow up with WRH by “Windsor” Xerox prompted us to reassess the functionality of their product

17. Actions Taken by “Windsor” Xerox Team • Xerox invited WRH to company office for demo of product • Xerox participated in WRH site visits and follow-up • Xerox assisted with collaborative communications and trouble shooting • Xerox participated in additional site visits • Xerox helped develop “Go Forward Plan”

18. On our way to an Efficient Process! Into the 21st Century! Electronic PAFs designed and implemented!

19. Process Review • Reviewed and revised paper process • Reduced points of contact in half • PAF now completed through Adobe Writer • All required attached forms are put into an electronic package via Paper Port and submitted to Docushare • Auto routing system • Training provided (resource guides and e-learning course)

20. Paper to Electronic Forms Went from a duplicate paper form to an E-Form that is completed by the hiring manager through Adobe Writer, then sent to the appropriate HR Recruiter for processing.

21. As a result our turn around times went from 10-15 days to 24-48 hours (from manager initiation to HR Recruiter’s desk) Outcome Implemented electronic PAF January 2006 and went live with Docushare simultaneously

22. Revised Employee Tracking Process Employee informs Manager of Change i.e. termination. LOA Manager Completes PAF and forwards to appropriate recruiter for processing/routing PAF is routed within Docushare to VP of the area, Controller, Labour Relations and CFO

23. Forms Submitted through PaperPort HR Recruiter attaches all supporting documents to the PAF via PaperPort ( budget sheets, justification forms)

24. Submitting PAF to Docushare HR Recruiter drops the document into Docushare

25. Routing through Docushare • WRH has 9 bargaining units, Recruiter submits the PAF to the appropriate folder and proceeds to route the file

26. Routing through Docushare • Recruiter then routes the PAF to the appropriate VP, Controller and FMMC

27. Docushare Routing Each person gets the attached email advising them they have a PAF awaiting approval.

28. Docushare Routing Once the person logs in, they will see a list of PAF’s waiting for their approval. All they have to do is click on the PAF they wish to approve.

29. Docushare Approval The process is simple, just approve, disapprove or defer and add any comments, if desired. Once the first person on the list approves the file then moves to the next person for approval, in succession.

30. Benefits • Reduced our ‘recruit to fill’ ratio significantly • Real time tracking • Automatic notification follow- up (trigger 48 hours) • Electronic storage of historical data • Improved the overall satisfaction with HR/Recruitment process

31. Since then…. • Electronic storage of Employee Health Files EH offices located at two sites • Sharing of information with all relevant stakeholders • Eliminates the transferring of ‘paper’ files between two sites • Reduces the Confidentiality issues with files moving between sites • Restricted access

32. Since then…. Paper Copies of Forms requiring multiple approval are now also using Docushare for routing and approvals in increase efficiency and improve turn around times.

33. Future Possibilities • Electronic Employee Files – all paper files are stored in the Human Resources office and takes up a great deal of space. • We have suggested that we move to the electronic storage of employee files • However, this has been a difficult idea for some areas to get away from the paper files

34. Recruitment Files • Historically, paper documentation is kept in a file on each recruitment posting • All documents, including resumes, applicant logs, interview tools etc from beginning to end are scanned directly into the Docushare file according to the file number.

35. Creative Partnering