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”

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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

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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.

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