Human Resources Transformation at Baptist Health

Amy Kropp – Corporate Director, Human Resources

Rebecca Fletcher – Supervisor, Information Technology

Agenda

• Baptist Health an Overview• HR Transformation

– A look back 3 years ago

• HR Process Improvement– Examples of changes in technology and processes

• HR Future State– A discussions of the PeopleSoft Implementation

• Wrap Up, Q&A

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Baptist Health an Overview

– Largest faith based non-profit healthcare system in the region

– 14,000 employees working in 5 hospitals, outpatient and diagnostic centers

– Building a new hospital WKBH to be opened next year

– 10 years on Fortune’s List of 100 Best Companies to work for

– 400 IT professionals supporting 900 systems

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HR TransformationA look back…

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HR Transformation

• HR Functions were antiquated:

– Performance Review/Merit System

– Recruitment/Application Process

– Benefits Enrollment

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Historical Issues

• Convoluted HR Processes• Paper Processes

– Unnecessary costs in printing, copying, and storing paper documents.

• Poor System Integration– Data had to be keyed into multiple systems – Data had to be checked and re-checked– Caused delays transactions being processed

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Historical Issues

• Value add HR Services were unavailable– HR Resources focused on transactions– Very little Leader Consultation– Minimal Talent Management– Scarce Change Management

• Managers had to get employee information from HR

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HR Process ImprovementBusiness Process Transformation

and then Automation

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The New Hire Process

• Issue Identification– Employees didn’t have employee numbers on

their first day of employment this impacted their ability to do many things.

• Executive Sponsorship

• Cross Functional Team Developed– HR, Payroll, IT, and Employee Health

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The New Hire Process

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What resulted?• Collaboration and

Business Process Improvements between all areas

• All Clinical Employees have an employee number and access to clinical system on their first day of employment.

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Process Changes

• Employee Health Scans Pre-Employment Documents and Stores on Network Share for Recruitment.

• Recruitment processes New Hires quicker.

• Payroll allows HR to process New Hire Transactions Every Day – No longer a 4 day downtime window.

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New Hire Process - Before

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75.26 8.8710.62 19.49

New Hire Process - After

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55.95 3.466.80 10.27

Other Examples…

• Manager Self Service providing leaders with the ability to electronically (April 2007):

– Access direct report employee information

– Request a new FTE or back-fill a position

– Submit personnel actions for employees

– Submit non-leader merit increases

– Reorganize/change reporting relationships

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Other Examples

• Employee Self Service providing employees with the ability to electronically (May 2009):

– Make Benefits selections/changes*

– Retrieve their paycheck

– Maintain contact information

– Modify their tax withholding

– Access time off balances– * Implemented Prior to May 2009

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Other Examples…

• Taleo which provides applicant tracking to manage recruitment needs (June 2009). Works in conjunction with Manager Self Service. Resulting in:– Applicant Web Portal w/ branding– Applicant Tracking and Compliance

• 335,884 applicant communications sent

– Time-to-Fill Reduction  • Prior 75 days / Post 45 days

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Other Examples…

• Leader Evaluation Manager providing automated performance management (August 2009):– Increase Leader Accountability via results driven

performance appraisal – Cascading goals from senior leadership– Line of sight goals as well as system goals– Organizational goal reporting real time– Automated and Paperless review process

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Human Resources Future State

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The Future…

• Fully Integrated Information Technology system utilizing Oracle PeopleSoft (April 2012):

– Human Capital Management

– Financial Management

– Supply Chain Management

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The Future…

• Business Transformation of HR processes and systems to realize:

– Streamlined Processes

– Organizational Efficiency

– Higher availability of Value Add HR Services

• Leader Consultations

• Talent Management/Succession Planning

• Change Management

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The Future…

• Additional Benefits:– Position Control with more robust budget

management– 360 degree evaluations with multi-rater

feedback.– Succession Planning that is integrated with

employee development, and career planning– Improved Forecasting, Reporting and Business

Intelligence

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Questions