Windsor Regional Hospital Windsor Regional Hospital OverviewOverview

Multi site organization with two main campuses Serves population of 350,000 Largest non-teaching hospital in the province of Ontario

Programs and ServicesPrograms and Services

Women’s & Children’s Services

Critical CareSurgicalOncologyMedicinePaediatrics

Specialized Mental Health

Long Term CareComplex Continuing

CareRehabilitation

WRH Employee InformationWRH Employee Information

2900+ employees, 60 summer students400 staff transfer to other areas of the hospital

annuallyApprox. 350 LOA’s annually200 terminations (voluntary/involuntary)

Employee Tracking ProcessEmployee Tracking Process

WRH uses Position Action Forms (PAFs) to control the movement of staff

Employee Tracking - StepsEmployee Tracking - Steps1)1) Employee Employee informs manager of “changes”2)2) Manager Manager completes PAF and attaches relevant required data to support

request3)3) Manager Manager forwards above to department head4)4) Any changes to the position description (one of the attached forms) to be

highlighted5)5) Department HeadDepartment Head endorses request6)6) Department HeadDepartment Head submits to divisional VP for final approval7)7) Divisional VPDivisional VP submits to Corporate Controller who confirms the “vacant”

position is funded (budget worksheet)8)8) Corporate ControllerCorporate Controller submits approved PAF to VP HR for coordination

of staffing action9)9) VP HRVP HR forwards to CEO for FINAL approval10)10) CEOCEO signs off and forwards completed PAF to HR Recruiter

PAF VolumesPAF Volumes

2004 – 1436*

2005 – 1348*

2006 – 1080

2007 – 982

2008 – 291 (YTD)

2008 forecast – 950---------

PAF Turn Around TimesPAF Turn Around Times Average turn around time was 10-15 business days

(initiation HR recruiter)

Staffing ProblemStaffing 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

Xerox SolutionXerox Solution““Windsor” TeamWindsor” Team

Lou Gagnon – V.P. Xerox Canada Inc.

Kevin Toumi - Xerox Technical Analyst

Doug Steele - Tri-county Agency Partner

Theresa Beale - Xerox Authorized Agent (Tri-county)

Tracey Venske – WRH Document Centre Coordinator

Xerox SolutionXerox 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

Actions Taken by Actions Taken by “Windsor” Xerox“Windsor” Xerox

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”

Progress to Progress to DateDate

Electronic PAFs designed and Electronic PAFs designed and implemented!implemented!

Actions TakenActions Taken Reviewed and revised paper process Reduced points of contact in half PAF digitalized All required attached forms converted to e-forms Auto routing system Training provided (resource guides and e-learning

course)

OutcomeOutcome

Implemented electronic PAF January 2006

Turn around time 24-48 hoursTurn around time 24-48 hours(from manager initiation to HR (from manager initiation to HR

Recruiter’s desk)Recruiter’s desk)

BenefitsBenefits Reduced our ‘recruit to fill’ ratio significantly Real time tracking Automatic notification follow- up (trigger 48 hours) Electronic storage of historical data Increased manager satisfaction with HR

Since then … 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 Restricted access

Next ComponentNext Component

Electronic resume / application tracking

9 bargaining units 1,800 applications/year Paper process for reviewing, filing, tracking and

retrieval

Electronic Resumes - GoalsElectronic Resumes - Goals

Access for all WRH managers to appropriate applications and resumes

On-line screening (initial) Up-to-date lists / logs (auto purge after 6 months) Database for unexpected vacancies

Pertinent information including:• Interview results, testing results, areas of interest or expertise

Dual applications captured RNs Surgery / ER, Food & Nutrition / Housekeeping

Electronic Resumes - GoalsElectronic Resumes - Goals Provide real time access to information Increase efficiency by “knowing” applicants Increase efficiency by meeting applicant’s current and

future needs

Creative PartneringCreative Partnering