Minutes of the meeting of the Human Resources Committee of ... · 6/11/2010 · Minutes of the...

Minutes of the meeting of the Human Resources Committee of the Board of Directors of the Cook County Health and Hospitals System held Friday, June 11, 2010 at the hour of 7:30 A.M. at John H. Stroger, Jr. Hospital of Cook County, 1901 W. Harrison Street, in the fifth floor conference room, Chicago, Illinois.

I. Attendance/Call to Order

Chairman Zopp called the meeting to order at 7:42 A.M.; however, a quorum was not present, so the Committee began to receive information. At 7:45 A.M., a quorum was reached, and the Committee began to consider the items presented.

Present: Chairman Andrea L. Zopp and Directors David Carvalho and Sister Sheila Lyne, RSM (3)

Director Hon. Jerry Butler

Present Telephonically: Director Quin R. Golden (1)

Absent: Director Jorge Ramirez (1) Additional attendees and/or presenters were:

Karen Dimond William T. Foley Gina Goodson-Allen

Roz Lennon Elizabeth Reidy Marsha Ross-Jackson

Deborah Santana Deborah Tate Anthony J. Tedeschi, MD, MPH, MBA

II. Public Speakers Chairman Zopp asked the Secretary to call upon the registered speakers. The Secretary responded that there were none.

III. Report from System Director of Human Resources

Deborah Tate, System Director of Human Resources, provided an update on the following activities (Attachment #1). Implementation of the Taleo System With regard to the implementation of the Taleo System, Ms. Tate stated that the “go-live” target date is July 30th. She reviewed the materials presented. Chairman Zopp stated that at some point, she would like to see specifics on how hiring will change after the implementation of the Taleo System. In response to a question regarding a brief overview describing the Taleo System, Ms. Tate responded that currently, hiring is a paper process; after the Taleo implementation, it will become an electronic process. She stated that an in-depth presentation on the Taleo System will be provided at the July Committee Meeting1. Additionally, Chairman Zopp stated that once the system is up and running, she would like a report to be regularly provided that indicates the number of open positions, the amount of time it takes to fill positions, how the system is working and the metrics behind it.

Human Resources Committee Meeting Minutes Friday, June 11, 2010

III. Report from System Director of Human Resources (continued)

CCHHS Draft Personnel Rules Ms. Tate stated that on May 20th, the various unions received notification of the Draft Personnel Rules. She stated that in the notification, responses were requested to be received in writing by June 1st regarding any concerns they might have. She noted that she has received responses from Local 7 and SEIU; discussions will be held with them on the subject. Additionally, notification was published in the Chicago Sun-Times and was posted on the System’s website on May 24th. Hard copies of the full set of Draft Rules were made available for public inspection at the information desk in the Administration Building. Ms. Tate stated that implementation is anticipated to take place on July 1st.

Leave of Absence Project According to a report Ms. Tate received in April, there currently are one hundred twenty-two employees who are reportedly out on Leave of Absences. She informed the Committee that twenty-nine letters were sent to people who fall into the category of retired/refunded/inactive, in order to get a better handle of what their status is, and whether they should remain in this category. She should receive responses to her letter by the end of the month. In response to Director Carvalho’s inquiry on whether a review will be done of employees who fall into the active category, Ms. Tate stated that her focus at this juncture is to clear up the inactive category; review of those that fall under the active category will be done in the future.

May 26th Open House Overview Ms. Tate stated that on May 26th, an open house was held for potential nursing applicants. There were three hundred thirty participants; she noted that it was a good cross-section of candidates. Gina Goodson Allen, System Nurse Recruiter, provided additional information. She provided an overview of the data collected on the attendees and described the process in which they will use this information for recruitment purposes. Additionally, she provided information on marketing efforts for the event.

IV. Recommendations, Discussion/Information Items

A. Update and discussion of pending information requests

Chairman Zopp indicated that there were no pending information requests to be discussed at this time.

V. Action Items

A. Any items listed under Sections IV, V and VI


VI. Closed Session Discussion/Information Items

A. Discussion of personnel matters

B. Update on labor negotiations

Director Carvalho, seconded by Director Lyne, moved to recess the regular session and convene into closed session, pursuant to the following exceptions to the Illinois Open Meetings Act: 5 ILCS 120/2(c)(1), which permits closed meetings for consideration of “the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity,” and 5 ILCS 120/2(c)(2), regarding “collective negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees.” On the motion to recess the regular session and convene into closed session, a roll call was taken, the votes of yeas and nays being as follows: Yeas: Chairman Zopp and Directors Carvalho and Lyne (3)

Nays: None (0)

Absent: Directors Golden and Ramirez (2) THE MOTION CARRIED UNANIMOUSLY and the Committee convened into closed session. Chairman Zopp declared that the closed session was recessed. The Committee reconvened into regular session.

_______________ Chairman Zopp stated that Director Golden was unable to be physically present, but would like to participate in the meeting telephonically. Director Golden indicated her presence telephonically. Director Carvalho, seconded by Director Lyne, moved to allow Director Golden to participate as a voting member for this meeting telephonically. THE MOTION CARRIED UNANIMOUSLY.

_______________ Director Carvalho, seconded by Director Lyne, moved to recess the regular session and reconvene into closed session, pursuant to the following exceptions to the Illinois Open Meetings Act: 5 ILCS 120/2(c)(1), which permits closed meetings for consideration of “the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity,” and 5 ILCS 120/2(c)(2), regarding “collective negotiating matters between the public body and its employees or their representatives, or deliberations concerning salary schedules for one or more classes of employees.”


VI. Closed Session Discussion/Information Items (continued) On the motion to recess the regular session and reconvene into closed session, a roll call was taken, the votes of yeas and nays being as follows: Yeas: Chairman Zopp and Directors Carvalho, Golden, and Lyne (4)

Nays: None (0)

Absent: Director Ramirez (1) THE MOTION CARRIED UNANIMOUSLY and the Committee reconvened into closed session. Chairman Zopp declared that the closed session was adjourned. The Committee reconvened into regular session.

VII. Adjourn

Director Carvalho, seconded by Director Lyne, moved to adjourn. THE MOTION CARRIED UNANIMOUSLY AND THE MEETING ADJOURNED.

Respectfully submitted, Human Resources Committee of the Board of Directors of the Cook County Health and Hospitals System

XXXXXXXXXXXXXXXXXXXXX Ms. Andrea Zopp, Chairman

Attest:

XXXXXXXXXXXXXXXXXXXXX Deborah Santana, Secretary

Follow-up/further action needed: 1 In-depth presentation on the Taleo System to be provided at the July Committee Meeting. Page 1.

Cook County Health and Hospitals System Minutes of the Human Resources Committee Meeting

June 11, 2010

ATTACHMENT #1

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HR Committee MeetingHR Committee Meeting

June11, 2010

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Taleo Project PhasesTaleo Project PhasesCommunication

and Change Management Content

D l t

DeploymentTrainingProcess

Analysis and Project Ki k Off EffortsDevelopment

yDesignKick Off

February 2010

April 2010Project

March 2010

May‐Sept 2010

July 2010

July‐Sept 2010

Who are the Stakeholders?

How will we measure the intended benefits?

Wh t th h ll d

What are the benefits of implementation?

What are the challenges around change management and communication?

What are the best methods of communication?

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Who is a Stakeholder?Who is a Stakeholder?• A Stakeholders is anyone who will be impacted in any

way

– Hiring Managers/Admin Support: Persons who initiateg g ppthe request to hire or participate in the interview process

– Human Resources: Recruiter, Labor Team, HR SupportStaffA li P h l ki f j b (i l d– Applicants: Persons who are looking for jobs (internal andexternal)

– On-boarders/Department Managers: Persons whofacilitate the hiring/orientation processfacilitate the hiring/orientation process

– Union Leadership: Presidents or Stewards who canassist with communication efforts to their membership

– Tax PayersTax Payers

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SYSTEM LEADERSHIPSYSTEM LEADERSHIP MEETING SCHEDULE5-17-PROVIDENT EXECUTIVE LEADERSHIP TEAM MEETING

5-21-PROVIDENT LEADERSHIP TEAM MEETING

6-1-ACHN LEADERSHIP MEETINGACHN LEADERSHIP MEETING

6-2-SYSTEM HOSPITAL OPERATIONS TEAM MEETING

6 96-9-OAK FOREST HOSPITAL EXECUTIVE LEADERSHIP TEAM MEETING

6-9-CERMAK LEADERSHIP TEAM MEETING

6-14-DEPARTMENT OF PUBLIC HEALTH LEADERSHIP TEAM MEETING

STROGER HOSPITAL DATE PENDING

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Phase, Reactions, and Response I di id l Ch

Phase Possible i Leader Response

to Individual ChangePhase Reactions Leader Response

Awareness•Overwhelmed

Not knowing how to reactCommunicate

•Not knowing how to react

Self-Concern•Do not accept that change is

happening

Att t t i i i lCounsel

•Attempt to minimize personal effect

Mental T o t

•Recognize that change is happening DemonstrateTry-out •Mentally letting go of old ways

Hands-On Trial•Begin experimenting

•What does the changes mean Educateto me?

Acceptance •The new reality Support of 22

What are the benefits of thisWhat are the benefits of this change?

• Improve our ability to hire effectively and efficiently– Saving time and saving money

• Process improvementI d did i– Improved candidate experience

– Tracking activity (requisition, candidate status)• Increased accessibility• Increased accessibility

– Casting a wider net to attract a broader candidate poolpool

• User friendly of 22

How will we know if Taleo is f l?successful?

• Time to fill – From the time the requisition was initiated until the person

starts, day one of work• How much does a vacancy really cost?

– Measureable cost savings from reducing agency and overtime usage

• Increased volume of applicants from a wider variety of candidates

• Tracking activity– Shakman compliancep– Accurate reporting on what is happening- we can show

you how many applicants we have and where they came from; a more transparent process

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What are the challenges of implementing and communicating

change?change?

• Existing culture• Desire to changeg• Access to technology • Computer proficiency/literacy• Computer proficiency/literacy• Limited time frame until implementation

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How to Helping OthersDeal With Change

Understand your audienceDetermine most effective methods to communicate the changePreparationInvolve leadership at all levelsInvite questionsLiListenFollow up

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July 30thJuly 30

Taleo Implementation Date!!

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Personnel Rules(update)

Sent to the unions on May 20thyRequested response in writing by 6/1 regarding any concerns

Local 7SEIU

Published in the Sun Times on May 24thPublished in the Sun Times on May 24thPosted on Intranet May 24th/made available at information deskAnticipated July 1st implementation

Need to hire 3rd step hearing officers

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LOA ProjectLOA Project

122 Employees122 EmployeesActive – 87Disability Ended – 2yInactive – 24Retired - 2Refunded – 3Pending - 2O D t Di bilit 1Open Duty Disability - 1

29 letters were sent, with responses required from recipients by the end of this monthrecipients by the end of this month

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Summary of Current CCHHS Labor ActivitiesGrievances Filed Jan 1 - May 30 2010**

•Cermak Health Svcs – (1)***

•Oak Forest Hospital/ACHN – 24

Assigned Arbitrations as of May 30, 2010

Cermak Health Svcs - 0

•Oak Forest Hospital/ACHN - 1

Pending Illinois Dept of Human Rights and EEOC Cases as of May 30, 2010

Cermak Health Svcs – 2

Oak Forest Hospital/ACHN – 3•Provident Hospital/ACHN – 31

•Public Health – 6

•Stroger/ACHN/Bureau/CORE – 86

•Provident Hospital/ACHN - 8

•Public Health - 0

•Stroger/ACHN/Bureau/CORE – 14

p

Provident Hospital/ACHN – 3

Public Health – 1

Stroger/ACHN/Bureau/CORE – 45Total CCHHS – 147 Total CCHHS – 23

g

Total CCHHS - 54

ACHN Clinics report into the respective hospitals based on geographic location for purposes of labor relations

**GRIEVANCES: The Grievance number does not include the outstanding grievances from prior years that are at the step 2 or step 3 levels.

LABOR BOARD CLAIMS/LITIGATION: There are a total of 34 matters across the System pending before the Illinois Labor Board and Courts.

DOCUMENT/INFORMATION REQUESTS: We have numerous pending request to research analyze and provide information in connection with the administrativeDOCUMENT/INFORMATION REQUESTS: We have numerous pending request to research, analyze and provide information in connection with the administrative charges, labor board matters, arbitrations and litigation. We also have information requests pending from various unions and pursuant to The Freedom of InformationAct.

LABOR MANAGEMENT MEETINGS: Labor is continuously involved in labor management meetings that are required under all Collective Bargaining Agreements.

DISCIPLINE: Labor is involved in all aspects of the disciplinary process, i.e., from coaching management to scheduling and participating in pre-disciplinary hearings.

NEGOTIATIONS: Currently Labor is representing the System in Negotiations with all System Labor Unions, with most time focused on AFSME, NNOC, SEIU.

OTHER: Labor also responds to and investigates complaints that come outside of the grievance process, i.e., the Compliance Hotline and Walk-ins. Additionally,Labor provides on-going counseling and contract interpretation/application guidance to management and staff, as well as training in all areas of labor and employee relations – including policies, procedures and local, state and federal requirements.

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5-26-10 OPEN HOUSEOPEN HOUSE

OVERVIEW

330 TOTAL PARTICIPANTS

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YEARS OF EXPERIENCEYEARS OF EXPERIENCE• NEW GRAD

– 69 PARTICIPANTS• 0-1 YEARS

– 26 PARTICIPANTS• 1 3 YEARS• 1-3 YEARS



– 30 PARTICIPANTS• 10+ YEARS

– 104 PARTICIPANTS• UNDECLARED• UNDECLARED

– 66 PARTICIPANTS

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FTE/WORK HOUR PREFERENCE

• 8 HOUR• 12 HOUR• WEEKEND ONLY• UNDECLARED

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CLINICAL PREFERENCECLINICAL PREFERENCECLINICAL PREFERENCE

ONECLINICAL PREFERENCE

TWOONE• CASE MANAGEMENT- 10• CRITICAL CARE- 16• DEPT OF CORRECTIONS 12

TWO

• CASE MANAGEMENT- 8• CRITICAL CARE- 22

• DEPT. OF CORRECTIONS- 12• DEPT. OF PUBLIC HEATLH- 14• EMERGENCY SERVICES- 16• MATERNAL CHILD- 5• MEDICAL SURGICAL 124

• DEPT. OF CORRECTONS- 17• DEPT. OF PUBLIC HEATLH- 17• EMERGENCY SERVICES- 11• MATERNAL CHILD- 7• MEDICAL SURGICAL 21• MEDICAL SURGICAL-124

• OUTPATIENT/AMBULATORY- 25• PEDIATRICS -7• REHABILIATION -5 • SURGICAL SERVICES 8

• MEDICAL SURGICAL-21• OUTPATIENT/AMBULATORY- 33• PEDIATRICS -21• REHABILIATION -8• SURGICAL SERVICES -4• SURGICAL SERVICES -8

• TELEMETRY- 18• UNDECLARED- 69

SURGICAL SERVICES 4• TELEMETRY- 59• NO SECOND PREFERENCE- 36• UNDECLARED- 60

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