Docushare Symposium October 2010
Innovation at Work…
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
Acute Care and Cancer Care Services
Rehabilitation Complex Continuing
Care Long Term Care
Family Birthing Centre
Paediatrics
Oncology
Critical Care
Surgery/Medicine
Rehabilitation
Complex Continuing Care
Children andAdult Mental Health
Long Term Care
Child and Adult Mental Health
WindsorRegionalHospital: all of this and more...
WindsorRegionalHospital: all of this and more...
C – COMPASSIONATE A – ACCOUNTABLE R – RESPECTFUL E – EXCEPTIONAL
Recruitment Facts
• 400 staff transfer to other areas of the hospital annually
• Approx. 350 LOA’s annually• 200 terminations (voluntary/involuntary)
Employee Tracking Process
• WRH uses Position Action Forms (PAFs) to control the movement of staff
Employee Tracking Process
signs off and forwards com pleted PAF to H R RecruiterCEO
forw ards to CEO for FINAL approvalVP H R
subm its approved PAF to VP HR for coordination of staffing actionCorporate C ontroller
subm its to Corporate C ontro ller who confirm s the "vacant" position is funded (budget worksheet)Divisional VP
subm its to divis ional VP for final approvalDepartm ent Head
endorses requestDepartm ent Head
Any changes to the position description (one of the attached form s) to be highlighted
forw ards above to department headM anager
com pletes PAF and attaches relevant requ ired data to support requestM anager
Em ployee inform s manager of "changes”
10
9
8
7
6
5
4
3
2
1
Employee Tracking Processes Completed Annually
• 2004 – 1436*• 2005 – 1348*• 2006 – 1080• 2007 – 982• 2008 – 843• 2009 – 915• 2010 YTD 593
PAF Approval Turn Around Times• Average turn around time was 10-15 business
days (from initiation to 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 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 “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”
On our way to an Efficient Process!
Into the 21Into the 21stst Century! Century!
Electronic PAFs designed and Electronic PAFs designed and implemented!implemented!
Process Review1. Reviewed and revised paper process
2. Reduced points of contact in half
3. PAF now completed through Adobe Writer4. All required attached forms are put into an
electronic package via Paper Port and submitted to Docushare
5. Auto routing system
6. Training provided (resource guides and e-learning course)
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.
OutcomeImplemented electronic PAF January 2006 and
went live with Docushare simultaneously
As a result our turn around times went As a result our turn around times went from 10-15 days to 24-48 hoursfrom 10-15 days to 24-48 hours
(from manager initiation to HR Recruiter’s (from manager initiation to HR Recruiter’s desk)desk)
Revised Employee Tracking Process
3
2
1Employee 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
Forms Submitted through PaperPortHR Recruiter attaches all supporting documents to the PAF via PaperPort ( budget sheets, justification forms)
Submitting PAF to Docushare
HR Recruiter drops the document into Docushare
Routing through Docushare
WRH has 9 bargaining units, Recruiter submits the PAF to the appropriate folder and proceeds to route the file
Routing through Docushare
Recruiter then routes the PAF to the appropriate VP, Controller and FMMC
Docushare Routing
Each person gets the attached email advising them they have a PAF awaiting approval.
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.
Docushare ApprovalThe 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.
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
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
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.
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
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.
Creative Partnering